REQUEST FOR PROPOSAL Sheriff's Office Detention Facility Uninterruptible Power System Maintenance Services LIEBERT UPS EL Paso County Detention Facility 601 East Overland El Paso, Texas 79901 The contractor shall submit a (2-1/2) two and one half-year service proposal for the service and maintenance of a Liebert, 20 KVA Uninterruptible Power System. (UPS Module, two Battery Cabinets and Batteries) The proposal shall include the following: - Performance of operations necessary to service the Uninterruptible Power System - All charges for parts and equipment listed within these specifications - All freight, shipping and handling charges for required replacement parts and materials - All labor charges, including compensation for required overtime - Travel expense, lodging and meals - Charges for rental equipment and cars
Table of Contents 1. Background Information 2. Description of the Uninterruptible Power System 3. Walkthrough 4. Minimum Service Requirements 5. General Requirements 6. Contract requirements Page 2 of 10
1. Background Information The El Paso County Detention Facility is located at 601 East Overland Street, in El Paso, Texas, 79901. The Uninterruptible Power System, manufactured by Liebert Company, consists of one AP-300 Inverter Cabinet and two Battery Cabinets. Since the start-up of the UPS in 1993, the unit has always been serviced by authorized service provider companies. All inspections and required tests of the unit are current. The inspection reports may be reviewed at the office of the maintenance section supervisor. All deficiencies noted during the last annual inspection have been corrected by an authorized service provider company. 2. Description of the Uninterruptible Power System Master Site ID: 53179 Liebert AP-300 Inverter Cabinet Description: SRS 300, 20 KVA UPS Model Number: AP 332 Serial Number: P29718 Tag Number: 1121217 Battery Back-Up System Composed of 2 Battery Cabinets and 60 Sealed Cell Batteries; 30 batteries per battery cabinet Cabinet Tag Number: 1121218 Charger Model: UDA63020C25DT03 Charger Serial: P29718 Battery Model: UPS12-270FR Battery Mfr: Battery Type: Sealed Jars/String: 30 Strings: 1 Next scheduled replacement: February 2015 Cabinet Tag Number: 1121219 Charger Model: UDA63020C25DT03 Charger Serial: P29718 Battery Model: UPS12-270FR Battery Mfr: Battery Type: Sealed Jars/String: 30 Strings: 1 Next scheduled replacement: November 2015 Page 3 of 10
3. Walkthrough, Optional The contractor may contact the Maintenance Foreman, at (915) 546-2238, for an appointment to evaluate the project. The contractor shall provide a minimum of 24 hours notice. The walk-through shall be scheduled during normal business hours; Monday through Friday, 07:00 to 15:00 hours. Access to the facility will not be provided without an appointment. The contractor may not ask questions at the time of the walk-through; all questions must be submitted to the County Purchasing Department before the deadline. 4. Minimum Service Requirements 4.1 Scope of Work a. The contractor shall provide all labor, material and parts required to correct any defect and to maintain the Uninterruptible Power System in 100% operational condition during the service contract time period. b. Provide 24-hour, 7-day a week, emergency service to the UPS. (UPS Module, two Battery Cabinets and Batteries) c. Include 100% parts coverage, excluding batteries. d. Without additional charges, the contractor shall replace up to 10% of batteries, per battery string, per service year. e. The contractor shall provide all travel and shipping expenses. f. Inspections, testing and maintenance programs shall implement the equipment manufacturer s recommendations, and conform to all applicable NEC and local codes and regulations. 4.2 EPA Requirements The contractor shall follow EPA requirements to properly dispose of all batteries removed from the unit during the service contract period. The contractor shall pay related disposal fees, freight, shipping and handling charges, and shall submit copies of disposal records to the owner s representative. 4.3 MSD Sheets The contractor shall provide MSD sheets for all chemicals, lubricants and solvents that may be used during the service. Page 4 of 10
4.4 Service The contractor shall respond to a request for service to the Uninterruptible Power System, from any service center, within 4 to 6 hours, during any portion of a 24- hour day, 7 days a week. The engineer responding shall be qualified to perform maintenance on the UPS and shall possess a minimum of 2 years hands-on experience repairing Liebert Series 300 DT Uninterruptible Power Systems. The engineer shall supply all tools and test equipment to repair the system. Include one Semi-Annual and one Annual Preventive Maintenance Service scheduled by the owner during normal business hours, Monday through Friday, excluding national holidays. 4.5 Semi-Annual Service a. -Perform temperature checks on all breakers, connections, and associated controls. b. -Perform a complete visual inspection of the equipment including subassemblies, wiring harnesses, contacts and major components. c. -Check modules for the following: d. Rectifier and inverter board for discolorations e. Power capacitors for swelling and oil leaks f. DC capacitor vent-caps that have extruded more than 1/8 g. -Record all voltage and current readings from the advisory display panel h. -Measure and record harmonic trap filter currents i. -Check integrity of battery cabinets j. -Check for NO-OX grease on all connections k. -Check for corrosion on all terminals and cables a. -Check appearance/cleanliness, cabinet ventilation, charging equipment, float voltage, cell voltage, cell temperature, ambient temperature, connections torque, terminals, connectors and bolts, flame arrestor, jars, covers and seals, cell numbering and cell impedance l. -Replace defective batteries m. -Correct all deficiency detected n. -Issue written inspection report Page 5 of 10
4.6 Annual Service a. -Perform Semi-Annual service b. -Check the inverter and rectifier snubbers for burned or broken wires c. -Check all nuts, bolts, screws and connectors for tightness and heat discoloration d. -Check fuses on the DC capacitor deck for continuity e. -With the owner s approval, perform an operational test of the system including transfer and limited discharge of batteries f. -Calibrate all electronic subsystems to system specification; keep a calibration record -Request from the manufacturer information about recommended modifications and software upgrades g. -Provide the owner with a written status report about manufacturer s recommended and/or required modifications and software upgrades h. -Install and perform, at no additional cost, Engineering Field Modifications, including software upgrades, as per manufacturer s recommendations i. -Measure and record all low-voltage power supply levels j. -Measure and record phase-to-phase input voltages and currents k. -Review system performance with the owner in order to address questions and to schedule repairs l. -Correct all deficiency detected m. -Issue written inspection report 5. General Requirements 5.1 Code Requirements / Regulations - All work shall conform to all applicable, building, mechanical, plumbing, fire and electrical codes and regulations. - Obtain all necessary permits and licenses. 5.2 Inspectors / Engineers The engineer responding and conducting routine maintenance work shall be qualified to perform maintenance on Liebert, 300 DT, Uninterruptible Power Systems. 5.3 Test Equipment Only suitable test equipment may be used. 5.4 Manuals The contractor shall utilize maintenance, maintenance supplement, installation and operation manuals and other equipment related publications, issued by the Page 6 of 10
equipment manufacturer that may be required to conduct the work. 5.5 Reports Provide written reports of all services provided during each site visit. Provide written recommendations listing NFPA 70 (NEC) required upgrades. Provide a list of all deficiencies found during the inspection. Provide a list of all required repairs and submit repair estimates. 5.6 Facility Operation The operation of the Detention Facility may only be interrupted during nighttime hours and these interruptions shall be limited in time. 24 hours notice for scheduled, time limited, power outages shall be submitted. Possible interruptions to the following listed functions must be held to a minimum: Feeding of inmates, movement of officers and inmates, booking and releasing of inmates, use of computer and fiber optic equipment. 5.7 Background Investigation The contractor shall submit a list of employees, who will execute the work inside the Detention Facility, for a background investigation, with the following information to the El Paso County Sheriff s Department Identification and Records Section. Name of employee: first, middle and last name Employee s home address Employee s date of birth Employee s drivers license number The Sheriff may deny access to security areas to any employee who failed the background investigation. 5.8 Tools and Test Equipment Inventory All tools brought into the Detention Facility must be checked in and out. Therefore, employees of the contractor must supply a complete inventory list of their tools, power tools, and test equipment. 5.9 Searches All persons and their belongings may be subjected to inspections and/or searches. 5.10 Parking All contractor vehicles, required to conduct the work inside the Detention Facility, shall be parked off site at the contractor s expense. 5.11 Cleaning Keep work areas clean. Remove and properly dispose of all packing material and debris at the end of each workday. Page 7 of 10
5.12 Tobacco Products The El Paso County Detention Facility is a smoke free facility. Contractor employees shall not enter the facility carrying tobacco products. 6. Contract Requirements 6.1 Contract Period The contractor shall submit a proposal for a (2-1/2) two and one half - year service agreement. The contract time frame shall coincide with the El Paso County s fiscal budget year, October 1 st through September 30 th. 1 st Year: April 01, 2012 through September 30, 2012 2 nd Year: October 01, 2012 through September 30, 2013 3 rd Year: October 01, 2013 through September 30, 2014 The duties of the Contractor shall commence on April 01, 2012, and end on September 30, 2014. 6.2 Working Hours The work required may be conducted within the following time periods: Monday through Friday, 07:00-15:00 hrs., (7:00 A.M. - 3:00 P.M.) 6.3 Compensation and Invoices a. Unless otherwise agreed upon in writing by the parties, the County's maximum liability for all services performed during the term of this b. Agreement shall not exceed the amount awarded with the purchase order. c. The Contractor shall be compensated for actual services provided. d. The compensation paid to the Contractor under this Agreement includes all fees and expenses incurred while performing services under this Agreement. e. The Contractor shall submit four (4) invoices per year, at the end of each quarter, for services rendered. f. The County shall pay the Contractor within 30 days following receipt of each invoice. 6.4 Independent Contractor The Contractor is an independent contractor, and neither the Contractor nor Contractor's staff is, or shall be deemed, county employees. 6.5 Termination of Agreement If at any time after commencement of the services required by this Agreement, the County shall, in its sole reasonable judgment, determine that such services are inadequate, unsatisfactory, no longer needed or Page 8 of 10
substantially not conforming to the descriptions, warranties or representations contained in this Agreement, the County may terminate this Agreement upon 30 days written notice to Contractor. 6.6 Indemnification The Contractor agrees to indemnify and hold the County, its officers, agents, and employees harmless against, any claims, demands, damages, costs, and expenses (including reasonable attorney s fees for defending the claims and demands) for injury or damage to the person or property of any other party arising out of any act or failure to act by the Contractor, its officers, agents, contractors, or employees, or the condition of any equipment owned by the Contractor. 6.7 General Provisions a. Sole agreement: This is the entire Agreement between the Contractor and the County. No contract or proposal submitted by the contractor shall supersede the requirements outlined in these specifications. b. Severability: If any part of this Agreement is held unenforceable, the rest of the Agreement will continue in full force and effect. c. Applicable law: The laws of the State of Texas shall govern this Agreement, and venue shall be El Paso County. d. Notices: All notices and other communications given in connection with this Agreement shall be in writing and shall be deemed given as follows: To County: County Judge, Veronica Escobar El Paso County 500 E. San Antonio El Paso, Texas 79905 With copy to: County Sheriff, Richard Wiles El Paso County 3850 Justice Drive El Paso, Texas 79938 To Contractor: Company Name and Address of Contractor Notices shall be deemed given when delivered personally to the recipient's address, or three days after being deposited in the United States mails, postage prepaid to the recipient's address. e. No partnership: This Agreement does not create a partnership relationship; the Contractor does not have authority to enter into contracts on behalf of the County. f. Assignment: The Contractor Company may not assign its rights or Page 9 of 10
obligations under this Agreement without the County's prior written consent. The County may freely assign its rights and obligations under this Agreement. g. Amendment. This agreement may not be amended or modified, except by a writing executed by both parties hereto. 6.8 General Liability Insurance The contractor shall provide and maintain General Liability Insurance coverage during the contract time period. Limits: Each Occurrence $ 2,000,000.00 Fire Damage $ 2,000,000.00 Personal & Advertising Injury $ 2,000,000.00 General Aggregate $ 2,000,000.00 6.9 Worker s Compensation and Employers Liability The contractor shall provide and maintain Worker s Compensation and Employers Liability Insurance coverage. The County of El Paso must be notified in the event that the insurance policy is changed or canceled. Limits: Each Accident $ 1,000,000.00 Disease-Policy Limit $ 1,000,000.00 Disease-Ea. Employee $ 1,000,000.00 6.10 Automobile Liability Insurance The contractor shall provide and maintain Automobile Liability Insurance for contractor owned or operated motor vehicles operating on property belonging to the County of El Paso. The County of El Paso must be notified in the event that the insurance policy is changed or canceled. Limits: Shall meet or exceed the requirements outlined by the State of Texas. Page 10 of 10