UNINTERRUPTED POWER SUPPLY (UPS) PM
PERFORMANCE WORK STATEMENT
(DRAFT)
OBJECTIVE: The Department of Veterans Affairs (VA), Central Arkansas Veterans Health System (CAVHS), Engineering Maintenance and Operations, Equipment Repair, requires corrective and Preventative Maintenance (PM). PM for the following brand named Uninterruptible Power Supply (UPS) Systems, Input/output electrical switchgear, valve-regulated lead-acid (VRLA) Batteries, and Battery Management System located at 2200 Ft Roots Dr., North Little Rock, Building 102 and John L McClellan Medical Center, West 7th St Little Rock, Room GD-123.
SCOPE: This contract is to perform preventative maintenance of batteries, and testing of batteries and system to ensure that they are functional per manufacturer s specifications.
The subcontractor is responsible for the UPS conforming to and meeting all sections outlined in this SOW and delivering the types and quantities specified.
*Restriction on Submission and Use of Equal Products (NOV 1986) of this solicitation which prohibits proposing equivalent products. No remanufactures or gray market items will be acceptable.
Description Part # Quantity
Valve Regulated Lead Acid Batteries UPS12-490MR 240
Valve Regulated Lead Acid Batteries UPS12-350MR 80
Powerware 9315 300KvA s/n; EV414ZXX01 UPS; Powerware 9315 1 w/ (2) strings associated VRLA battery systems.
Located in Little Rock JLM VA Medical Center Rm GD123
Powerware 9395 500KvA s/n EG366BAA14 UPS; w/ Powerware 9395 1 (3) strings associated VRLA battery system.
Located on North Little Rock, Bldg. 102
Powerware 9395 500KvA s/n EG366BAA15 UPS; w/ Powerware 9395 1 (3) strings associated VRLA battery system.
Located on North Little Rock, Bldg. 102
The Contractor shall provide all personnel, software, license, certification, equipment, tools, materials, vehicles, supervision, and other items and services necessary to provide preventative maintenance of batteries, and testing of batteries and system to ensure that they are functional per manufacturer s specifications.
Quality Assurance: The government shall evaluate the contractor s performance under this contract in accordance with the Quality Assurance Surveillance Plan. This plan is a Government
PERFORMANCE WORK STATEMENT
(DRAFT)
only document primarily focused on what the Government must do to assure that the contractor has performed in accordance with the requirements of the contract.
QUALITY CONTROL: Quality Control is the responsibility of the contractor. The Contractor is responsible for the delivery of quality services/supplies to the Government. The Contractor shall develop, implement and maintain an effective Quality Control System which includes a written Quality Control Plan (QCP). The QCP shall implement standardized procedure/methodology for monitoring and documenting contract performance to ensure all contract requirements are met. The Contractors QCP must contain a systematic approach to monitor operations to ensure acceptable services/products are provided to the Government. The QCP, as a minimum, shall address continuous process improvement; procedures for scheduling, conducting and documentation of inspection; discrepancy identification and correction; corrective action procedures to include procedures for addressing Government discovered non-conformances; procedures for root cause analysis to identify the root cause and root cause corrective action to prevent re-occurrence of discrepancies; procedures for trend analysis; procedures for collecting and addressing customer feedback/complaints. The contractor shall upon request provide to the Government their quality control documentation.
Contract Administration and Performance Monitoring
Notwithstanding the Contractor's responsibility for total management during the performance of this contract, the administration of the contract will require maximum coordination between the Government and the Contractor. The Contracting Officer Representative (COR) and Program Manager (PM) will assist by monitoring contractor performance and reporting the findings to the CO.
The COR shall be designated on the authority of the Contract Officer (CO) at the time of contract award to monitor all technical aspects of the contract. In no event is the COR empowered to change any of the terms and conditions of the contract. Changes in any section of this contract shall be made only by the Contracting Officer pursuant to a properly executed modification. The types of actions within the purview of the COR s authority are to ensure that the Contractor performs the technical requirements of the contract, and to notify both the Contractor and the CO of any deficiencies observed. A memorandum of designation shall be issued to the COR and a copy shall be sent to the Contractor at the time of contract award setting forth in full the responsibilities and limitations of the COR.
Changes to Contract or Statement of Work: Changes to this SOW or the impending contract
shall only be authorized and approved through written correspondence from the CO. A copy of
each change shall be kept in a project folder along with all other documents or items pertaining
to the project. Costs incurred by the Contractor through the actions of parties other than the CO
shall be borne by the Contractor.
Performance Measures:
a. ACCEPTABLE PERFORMANCE
The Government shall document positive performance. Any report may become a part of the
supporting documentation for any contractual action.
b. UNACCEPTABLE PERFORMANCE
When unacceptable performance occurs, the COR shall inform the Contractor and the CO. This
will normally be in writing unless circumstances necessitate verbal communication. In any case
the COR shall document the discussion and place it in the COR file.
When the COR determines formal written communication is required, the COR shall prepare a
Contract Discrepancy Report (CDR), and present it to the Contractor's Point of Contact (POC).
The Contractor shall acknowledge receipt of the CDR in writing. The CDR will specify if the
Contractor is required to prepare a corrective action plan to document how the Contractor shall
correct the unacceptable performance and avoid a recurrence. The CDR will also state how long
after receipt the Contractor has to present this corrective action plan to the COR. The
Government shall review the Contractor's corrective action plan to determine acceptability.
Any CDRs may become a part of the supporting documentation for any contractual action
deemed necessary by the CO.
Inherently Governmental Functions
Contractor shall not perform any Inherently Governmental functions in accordance with FAR
Part 7.5.
Quality Assurance
Contractors shall conform to quality assurance standards in accordance with best commercial practices, unless otherwise specified.
Quality Assurance Surveillance Plan - Rating Sheet
Task
ID
Standard
Acceptable Quality Level
Method of Surveillance
Incentive
Rating
Emergency Maintenance service
1
Contractor shall provide maintenance service for the Uninterruptible Power Supply (UPS) Systems, per the Statement of Work (SOW) and manufacturers requirements.
100%
Direct Observation, Spot Checks, Completed Maintenance Follow Up, Random Sampling
Exercise of Option Period and Past Performance.
B
Annual Maintenance
2
Meet or exceed manufacturers recommendation and requirements, per SOW
100%
Direct Observation, Spot Checks, Completed Maintenance Follow Up, Random Sampling
Exercise of Option Period and Past Performance.
B
Annual Battery Systems checks
B 3
Meet or exceed manufacturers recommendation and requirements, per SOW
100%
Direct Observation, Spot Checks, Completed Maintenance Follow Up
Exercise of Option Period and Past Performance.
B
B Semi-Annually Performance Checks
4
Complete Semi-Annual performance checks of the UPS module and provide report, per SOW.
100%
Direct Observation, Spot Checks, Completed Maintenance Follow Up
Exercise of Option Period and Past Performance.
Clean or replace filter.
5
Meet or exceed manufacturers recommended filter change requirements, per SOW.
100%
Direct Observation, Spot Checks, Completed Maintenance Follow Up, Random Sampling
Exercise of Option Period and Past Performance.
B
Documentation
6
Comply with all required documentation, per SOW.
95% omission
95% timeliness
Analysis
Exercise of Option Period and Past Performance.
B
Work Hours: The Contractor is responsible for conducting business during normal business
hours, Monday through Friday from 0800 to 1600; during the times that the COR is available,
with the exception of Federal holidays or when the Government facility is closed due to local or
national emergencies, administrative closings, or similar Government directed facility closings.
Should a holiday fall on a Sunday, the following Monday will be observed as the National
Holiday. When a holiday falls on a Saturday, the preceding Friday is observed as a National
Holiday by U.S. Government agencies. Also, included would be any day specifically declared
by the President of the United States. Contractor is not required to provide any service(s) on
nationally recognized U.S. Government holidays, nor shall the contractor be paid for these
holidays.
Safety:
The Contractor shall comply with and perform all services associated with this effort in accordance with any and all applicable governing agencies regulations (e.g. Department of Veterans Affairs (DVA), Occupational Safety & Health Administration (OSHA), National Fire Protection Association (NFPA), etc. They shall comply with, original equipment manufacturer specifications, requirements and standards as well as any and all VA policies, procedures, guidelines and requirements that govern the performance of the services covered in the Statement of Work (SOW). The Government reserves the right to request copies of the company license(s) and other certification documentation that demonstrates they have the ability to perform the services at any time during performance. The Contractor shall provide the requested information within five (5) business days of the request
Requirements:
1.1 On Call Maintenance:
The contractor shall provide corrective and preventive maintenance to include parts and labor for all routine and emergency repairs. The response time shall be no more than four (4) hours from the time a call is placed to the time a Field Service Engineer arrives on-site. The contractor shall have a local on staff representative (local means within fifty miles of site) who is factory trained to work on parallel series 9315-300 and 9395-500 UPS modules and factory authorized to access the proprietary XCP maintenance software service tool. All maintenance shall be performed in accordance with the manufacturer s equipment technical manual recommended service. The battery maintenance shall be performed in accordance with Institute of Electrical and Electronics Engineers (IEEE) standard 450, IEEE Recommended Practice for Maintenance, Testing, and Replacement of VRLA Storage Batteries for Generating Stations and Substations,
1.2 Four- Hour Load Tests - Twice Yearly:
During the two-hour generator load test performed by VA twice-per year the contractor shall perform standby monitoring of the UPS system to ensure proper operation with emergency generator power. Load tests typically take place in February and August, however actual dates to
be provided by the COR. Upon completion of each load test the contractor shall provide a detailed written report to the COR to include the following information:
1) Observed voltage, current, power regulation, and describe any abnormalities
2) Performance of UPS battery discharge
3) Performance of critical load switching
1.3 Semi-Annually Performance Checks:
The contractor shall complete monthly performance checks of the UPS module and provide a detailed report to the COR to include the following information while also making specific recommendations toward future remedial action, upgrades, or sparing:
Environmental Parameters:
A. UPS area ambient temperature and humidity
B. Operating condition of ventilating equipment and cooling equipment
C. General Cleanliness of UPS Power Module
D. General Cleanliness of UPS area
E. Replace air filters, as needed
F. Clean outside of UPS including control panel/CRT screen
Battery System Checks:
A. General appearance of Battery System (external batteries)
B. General cleanliness of Battery System area
C. Battery System area ambient temperature and condition of ventilating equipment
D. Inspect jars/cells for physical case abnormalities (external batteries)
E. Inspect all DC power interconnections for abnormalities (external batteries)
Monitoring System Parameters:
A. Download, print and review of alarm history/event
B. Download print and review of present front panel metering values
C. System Input Voltages, Currents, and Frequency
D. Rectifier Input Voltages, Currents, and Frequency
E. DC Charging Voltages and Current
F. Inverter Output Voltages, Currents, and Frequency
G. System Output Voltages, Currents, and Frequency
H. System Bypass Voltages and Currents (all phases)
I. Download print and review of battery self-test data
J. Download and print of unit configuration report
K. Operating status or remote monitor status panels
Following the Performance Check, a written report will be provided detailing the results of the inspection, and making specific recommendations toward future remedial action, upgrades, or sparing.
Deliverables:
a) Semi-Annually Performance Check Inspection Report
1.4 Power Distribution Unit (PDU) and Remote Power Panels (RPP) Preventative Maintenance Checks Twice Yearly
The contractor shall perform preventative maintenance checks semi-annually with exact dates to be approved by the COR (may possibly take place on a Sunday) to include the services below. All checks are designed to be performed during normal operation with no danger to the operating condition of the equipment or to the critical load. All checks or processes may not be applicable to all equipment models. Following the Preventative Maintenance checks, a written report will be provided detailing the results of the inspection, and making specific recommendations toward future remedial action, upgrades, or changes in spare part.
NOTE: For safety purposes PDU/RPP PM s shall be performed by two (2) certified UPS contractors.
1.0 Visual Inspection
1.1. Inspect all power connections for signs of overheating or discoloration.
1.1.1. Using a non-contact temperature probe.
1.2. Inspect all AC capacitors for signs of leakage.
1.3. Inspect all EMI, FCC, and TVSS filtering components.
1.4. Inspect and inventory all customer owned spare parts.
1.5. Inspect for and note any open engineering changes.
2.0 Operating Parameters
2.1. Systems primary input measurements (volts, amps, frequency, and power).
2.2. Systems secondary input measurements (volts, amps, frequency, and power).
2.3. System output measurements (volts, amps, frequency, and power).
2.4. Percentage of output voltage regulation as compared to target value.
2.5. Output load balance between phases.
2.6. Power Supply voltages and waveforms.
3.0 Environmental Parameters
3.1. Areas ambient temperature and percent humidity.
3.2. Operating condition of ventilating equipment and cooling equipment.
3.3. General Cleanliness of equipment.
3.4. General Cleanliness of area around equipment.
3.5. Clean control panel and display screen.
3.6. Replace air filters.
4.0 Monitoring System Parameters
4.1. Download, print, and review alarm\event history queue.
4.2. Verify all monitoring functions, displayed values, and lamp tests (local and remote).
Following the Preventative Maintenance, a written report will be provided detailing the results of the inspection, and making specific recommendations toward future remedial action, upgrades, or changes in spare parts.
Deliverables:
Preventative Maintenance Inspection Report
1.5 Input/output Switchgear (Energized) Twice Yearly
1. The projected months to perform these tasks are February and August (February inspection to be coordinated with annual, see below).
2. Perform maintenance on each Input/output switchgear to include the following:
a.) Open doors and inspect the following components to detect overheating:
1.) Fronts of circuit breakers.
2.) Protective and control relays (control wiring, not internals).
3.) Auxiliary devices, wiring, and terminal blocks (proper indicating lamps should light).
4.) Insulators and insulating materials
5.) Cable connections
6.) Batteries (if used)
7.) Loading (record loads)
8.) Cleanliness
9.) Dryness (evidence of condensation or water leaks)
10.) Rodents and reptiles
11.) Overheating of parts (discoloration or oxidation indicates possible problem.
Deliverables:
a) Air Break Circuit Breakers Inspection Report
1.5a Air Break Circuit Breakers (De-energized) Annual (Once per Year)
1.) Inspection and maintenance (circuit breakers withdrawn from switchgear and de-energized)
2.) This work shall be performed during a complete building electrical shut down and coordinated with the VA AITC Facilities staff.
3.) Perform maintenance on all Air Break circuit breakers to include the following:
a.) Remove arc chutes and inspect-Adjust and clean as needed.
b.) Main Contacts-Inspect for pitting, spring pressure, overheating, alignment, overtravel, or wipe and for arc erosion.
c.) Moving parts and linkages- Verify components have freedom of movement.
d.) Closing mechanism- Verify has quick and positive closing action.
e.) Tripping mechanism- Verify components have freedom of movement and reliability to open breaker contacts.
f.) Interlocks and safety devices- Functionally test to prove proper operation.
g.) Primary disconnect finger clusters- Verify proper alignment and spring pressure and ensure lubricated.
h.) Closing and trip coils- Inspect general condition and evidence of overheating.
i.) Spring charging motor and mechanism (stored energy type)-Verify proper operation and check for oil leaks from gear motor.
j.) Shunt trip device- Verify has freedom of movement and functionally test.
k.) Anti-single-phase or blown fuse lockout devices (fused breaker only) - Check general condition and functionally test with proper voltage to trip and lock out breaker.
l.) Auxiliary contacts- Inspect for proper operation with closing and opening of breaker.
m.) Closing (X and Y) relays (electrically operated breakers)- Inspect for contact erosion and dress and/or replace as required.
n.) Current transformers Inspect general condition and check nameplate ratio.
o.) Connection bolts- Inspect for tightness.
p.) Structure or frame- Inspect for proper alignment and loose or broken parts.
q.) Fuses and mountings- Inspect general condition and tightness.
r.) Frame grounding device Connect before and disconnect after primary fingers.
s.) Position Indicators Inspect for proper operation.
t.) Auxiliary wiring Inspect general condition and tightness of terminal screws.
u.) Arc chutes Inspect for broken parts, missing arc splitters, and amount of metal spatter and burning on interior surfaces.
v.) Operation counter (if equipped) Inspect for proper operation and record number of operations.
w.) Insulators and insulating materials- Inspect for cracks, breaks, and overheating.
x.) Breaker auxiliary devices- Perform necessary repairs.
y.) Test insulation resistance Test with 2500-volt megohmmeter on each main contact with breaker open and all other main contacts and frame grounded. Test with 1000-volt megohmmeter on auxiliary devices and controls and associated wiring, except solid state trip devices.
z.) Contact conductivity or resistance- Use microhmmeter or determine voltage drop under test load conditions.
aa.) Overcurrent (OC) trip devices (electromechanical, series type)- Pass specified currents from high-current test set through coils of series type OC trip devices. Trip devices should open breaker contacts within time limits per manufacturer s or specifically designed time-current coordination curves. Adjust trip devices as required
to accomplish desired results. Test set should be equipped with cycle counter for accuracy of short-time and instantaneous trip results. Record results.
bb.) Overcurrent trip devices (electromechanical, 5-amp CT type)- Test 5-amp, type OC trip devices in similar manner using reduced current proportional to ratio of CT s in switchgear that normally supply current to the OC trip coils. Record results.
cc.) Overcurrent (OC) trip devices (Solid-state type)- Use manufacturer s instructions and test set specifically designed for solid-state trip device being tested, or use primary injection from high-current test set. Adjust trip device settings to obtain desired tripping times and currents to conform to applicable coordination curves. Record results (Do not use megohmmeter insulation resistance tester on solid-state trip devices or associated wiring.
dd.) System testing (breaker installed) Electrically operated breaker After preceding maintenance and testing have been satisfactorily completed, install electrically operated breaker in proper switchgear cell and rack it into Test position. Operate closing control devices to ensure that breaker closes and latches without trip-free operations. Operate trip control devices to ensure that breaker trips open in a reliable manner. Functionally test all electrical interlock and safety devices. After satisfactorily passing all operational tests, the breaker can be racked into the Connected position and placed in normal service.
Deliverables:
a) Air Break Circuit Breakers inspection report
1.5b Input/output Switchgear (De-energized) Performance in Option Period 2 Only
1.) This work shall be performed during a complete building electrical shut down and coordinated with the VA OI&T Facilities staff.
2.) Perform maintenance on each Input/output switchgear including the following:
a.) Major maintenance or overhaul Verify that no parts of the power or control circuitry are energized by back feed from alternate power or control sources.
b.) Completely clean, inspect, tighten and adjust all components, components, and enclosure.
c.) Ventilating louvers- clean as needed.
d.) Buses, splices, and bolts- Check bolts for manufacturer recommended torque.
e.) Insulators and insulating materials Clean and inspect for cracks.
f.) Circuit breakers and circuit breaker disconnect studs, fingers, and clusters Inspect for proper adjustment and spring pressure and overheating. Inspect retainer rings for stress cracks in corners. Lubricate, unless manufacturer s instructions specify otherwise.
g.) Cable connections Inspect for evidence of overheating. Check for tightness.
h.) Draw-out breaker racking mechanisms- check for proper alignment and ease of operation.
i.) Meters-Test for accuracy.
j.) Controls, interlocks and closing power rectifiers-Perform functional tests and check voltages.
k.) CT s, PT s and control power transformers Verify operational.
l.) Fuse clips and fuses- Check clips for adequate spring pressure and proper fuse ratings.
m.) Grounding components and conditions- Make necessary repairs.
n.) Protective relays and overcurrent trip devices- Use high-current test equipment and adjust trips to operate in accordance with manufacturer s and specially prepared time-current coordination curves. Adjust for proper conformance.
o.) Test conductivity of aluminum cable connections- Use microhmmeter or determine voltage drop under test load conditions.
Deliverables:
Input/output Switchgear (De-energized) inspection report
1.6 Battery Maintenance Twice Yearly
1. The projected months to perform these tasks are February and, August (February inspection to be coordinated with annual, see below). These dates may change and are dependent on approval by the COR and OI&T Facilities Management personnel (Bldg. 102) staff.
2. Perform maintenance on each battery and string per manufacturer specifications including but not limited to the following:
a). Measure and record AC ripple voltage and AC ripple current on batteries.
b). Measure and record DC float current on batteries.
c). Measure and record battery room ambient temperature.
d) Check and record the integrity of the battery jars and rack for each string.
e) Check and record the general appearance and cleanliness of each battery string. Clean cell jars and racks as necessary in accordance with manufacturer s recommendations (see Battery Cleaning section of manufacturer s maintenance instruction).
f) Measure and record open cell voltage of each cell.
g) Measure and record float voltage each string.
h) Using a calibrated digital micro-ohmmeter, measure and record (in micro-ohms) the resistance of each cell interconnection. The contractor shall note which interconnection is a jumper cable.
i) Compare resistance readings to original installation resistance readings. The contractor shall note which cells exceed the allowable tolerance (less than 20% higher than the original installation readings). If the resistance reading is still out-of-tolerance, clean, re-
coat, reassemble and re-torque the connections until the reading is within tolerance. Replace any connections as necessary to provide a connection within tolerance.
j) Spot-check torque on 10% of intercell connections. The contractor shall record which cells were checked. Torque to 75 inch-pounds and re-measure any found out-of-tolerance.
k) Provide a performance check of each battery string disconnect switch.
l) Provide reports within 15 days of the completion of this work.
m) Coordinate with OI&T facilities management personnel and generator contractor, using the contacts listed, and stand-by for a 4-hour full load test following completion of all items above. This will be completed in conjunction with UPS major inspections.
n) Check Cellwatch Battery Management system and eliminate any nuisance alarms that were created during battery services.
o) Operator training to be provided to staff when on-site.
p) Wipe down and clean or vacuum all equipment listed in this contract.
1.7 Annual Maintenance
1. Visual Inspection
a. Inspect all printed circuit board connections for cleanliness, swab contacts if necessary.
b. Inspect all power connections for signs of overheating.
c. Inspect all subassemblies, bridges and legs for signs of component defects or stress.
d. Inspect all DC capacitors for signs of leakage.
e. Inspect all AC capacitors for signs of leakage.
f. Inspect and inventory all customer-owned spare parts.
g. Inspect for, and perform as required, any open engineering changes.
h. Inspect battery monitoring system.
2. Internal Operating Parameters.
a. DC Ground Detection Offset.
b. Inverter leg current average balance.
c. Output filter current average phase balance.
d. Rectifier bridge current average leg balance.
e. AC Protection settings are checked.
f. DC Protection settings are checked.
g. Input and Output Frequency and Voltage Bandwidth settings are checked.
h. Verify DC filter capacitance.
i. Verify AC tank and trap filter capacitance.
j. Power Supply voltages and waveforms.
k. Update firmware as necessary with customer approval (parts if required are included at no charge under service agreements with full parts coverage. Evaluate Field Service
Bulletins (FSBs) for potential updates (parts if required are included at no charge under service agreement with full parts coverage.
3. External Operating Parameters
a. System Input Voltages (all phases).
b. System Input Currents (all phases).
c. DC Charging Voltages (float and equalize), record settings, adjust to nominal.
d. Rectifier phase on and walk up.
e. Inverter phase on and walk up.
f. Adjust all panel meters to measured values.
g. System Bypass Voltages (all phases).
h. Manual and UV Transfer Testing, verify uninterrupted transfer waveform.
i. Outage simulation, and battery capability testing, and verify charger current limit.
j. Generator operation and interface verification.
4. Environmental Parameters
a. UPS area ambient temperature and condition of ventilating equipment.
b. General Cleanliness of UPS Power Module.
c. General Cleanliness of UPS area.
d. Replace air filters as applicable and necessary (parts if required are included at no charge under service agreements with full parts coverage.
e. Clean outside of UPS including control panel/CRT screen.
f. Flywheel only: Drain oil and change oil and filters.
5. Battery Cabinet Checks
a. General appearance of Battery System (all types).
b. General cleanliness of Battery System area (all types).
c. Inspect cells for physical abnormalities.
d. Inspect all DC connections for abnormalities.
e. Battery System area ambient temperature and condition of ventilating equipment.
f. For internal batteries only measure and record:
I. Overall battery float voltage
II. Charger output current and voltage
III. Negative terminal temperature of one cell/battery per battery cabinet shelf or rack tier
IV. Momentary load testing of cells < 100 watts (e.g. 9E, 9x55, not 9330)
6. Monitoring System Parameters
a. Alarm archive review and printing.
b. Alarm lamp test-local and remote.
c. Replace all open monitor bulbs.
d. Inspect battery monitoring system.
e. Review Battery Test in history.
7. Provide infrared testing services (with follow up report) on all UPS modules, UPS Batteries, SBM, computer room PDU s/RPP s and all associated UPS and generator powered electrical panels.
8. General
a. Customer Consultation.
b. Verbal Recommendations.
c. General Observations.
Following the Preventive Maintenance inspection, a written report will be provided detailing the results of the inspection, and making specific recommendations toward future remedial action, upgrades, or sparing.
Deliverables:
Annual Maintenance inspection report
1.8 METHOD AND DISTRIBUTION OF DELIVERABLES
The Contractor shall deliver documentation in electronic format, unless otherwise directed in Section B of the solicitation/contract. Acceptable electronic media include: MS Word 2000/2003/2007/2010, MS Excel 2000/2003/2007/2010, MS PowerPoint 2000/2003/2007/2010, MS Project 2000/2003/2007/2010, MS Access 2000/2003/2007/2010, MS Visio 2000/2002/2003/2007/2010, AutoCAD 2002/2004/2007/2010, and Adobe Postscript Data Format (PDF).
Special Shipping Instructions:
Prior to shipping, Contractor shall notify Site POCs, by phone followed by email, of all incoming deliveries including line-by-line details for review of requirements. Contractor cannot make any changes to the delivery schedule at the request of Site POC.
The Contractor shall email a copy of all shipping receipts to the COR.
Contractors must coordinate deliveries with Site POCs before shipment of hardware to ensure sites have adequate storage space. All shipments, either single or multiple container deliveries, will bear the VA Purchase Order number on external shipping labels and associated manifests or packing lists. In the case of multiple container deliveries, a statement readable near the VA PO number will indicate total number of containers for the complete shipment (ex. Package 1 of 2 ), clearly readable on manifests and external shipping labels.
PARTS
(a) Gray market items are Original Equipment Manufacturers (OEM) goods sold through
unauthorized channels in direct competition with authorized distributors. This procurement is for new OEM medical supplies, medical equipment and/or services contracts for maintenance of medical equipment (i.e. replacement parts) for VA Medical Centers. No remanufactures or gray market items will be acceptable.
(b) Contractor shall be an OEM, authorized dealer, authorized distributor or authorized reseller for the proposed medical supplies, medical equipment and/or services contracts for maintenance of medical equipment (i.e. replacement parts), verified by an authorization letter or other documents from the OEM, such that the OEM s warranty and service are provided and maintained by the OEM. All software licensing, warranty and service associated with the medical supplies, medical equipment and/or services contracts for maintenance of medical equipment shall be in accordance with the OEM terms and conditions.
(c) The delivery of gray market items to the VA in the fulfillment of an order/award constitutes a
breach of contract. Accordingly, the VA reserves the right enforce any of its contractual remedies. This includes termination of the contract or, solely at the VA s election, allowing the Vendor to replace, at no cost to the Government, any remanufactured or gray market item(s)
delivered to a VA medical facility upon discovery of such items.
End of Statement of Work
Jacqueline Simpson
Contracting Specialist
501-257-1039
Jacqueline.Simpson3@va.gov
