UPS Maintenance Services, Rome, Italy
ID: 191T7025Q0009Type: Solicitation
Overview

Buyer

STATE, DEPARTMENT OFSTATE, DEPARTMENT OFUS EMBASSY ROMEWASHINGTON, DC, 20520, USA

NAICS

All Other Miscellaneous Electrical Equipment and Component Manufacturing (335999)

PSC

MAINTENANCE OF OTHER UTILITIES (Z1NZ)

Original Source

https://sam.gov/opp/4a29e420adf74260887db6b6f18e6809/view
Timeline
    Description

    The U.S. Department of State, through the U.S. Embassy in Rome, Italy, is seeking proposals for preventive maintenance services for its Uninterruptible Power Supply (UPS) systems across various government facilities. The procurement aims to ensure the reliability and operational readiness of UPS systems, which are critical for maintaining power during outages and ensuring the safety of embassy operations. Contractors will be responsible for scheduled and unscheduled maintenance, including the provision of necessary labor, materials, and compliance with safety protocols, with a contract duration of one year and four optional extensions. Interested contractors must submit their sealed bids by July 7, 2025, and are encouraged to contact Crystal D. Sheridan at SheridanCD@state.gov or John A. Crisafulli at CrisafulliJA@state.gov for further details.

    Point(s) of Contact
    Crystal D Sheridan
    +390646742581
    SheridanCD@state.gov
    John A. Crisafulli
    +390646742139
    CrisafulliJA@state.gov
    Files
    Title
    Posted
    Cover Letter - 191T7025Q0009.pdf
    The U.S. Embassy in Rome is requesting quotes for preventive maintenance services for Uninterruptable Power Supplies (UPS) at its facilities across the city. Interested contractors must adhere to the submission guidelines outlined in the Request for Quotation (RFQ), which includes attending a pre-quotation conference on June 13, 2025, and submitting quotes by July 7, 2025. Offerors are required to provide specific documents, including SF-1442, pricing schedules, and proof of registration in the System for Award Management (SAM). The embassy emphasizes that offers must be complete, submitted electronically, and adhere to specific format restrictions. Registration in SAM is mandatory for consideration, with the note that outdated requirements may persist. The contract will be awarded to the responsible bidder offering the lowest price, potentially without discussion except for those in the competitive range. This procurement process reflects the embassy's commitment to maintaining essential services while ensuring compliance with federal contracting procedures.
    Exhibit A - Comprehensive Maintenance Plan.pdf
    The United States Embassy in Rome, Italy, seeks contractor proposals for preventive maintenance services for its Uninterruptible Power Supply (UPS) systems. The Comprehensive Maintenance Plan outlines the responsibilities of the contractor, which include labor, tools, and materials necessary for maintenance aimed at preventing malfunctions of UPS systems. Key tasks involve ensuring that all manuals are up-to-date, providing parts and materials lists, and delivering emergency assistance within 24 hours if needed. The document details safety protocols, requiring the use of personal protective equipment and adherence to lockout/tagout procedures. Scheduled maintenance will occur semi-annually and annually, with specific reporting requirements after maintenance tasks, such as discrepancy and test reports. The contractor is also tasked with supplying original equipment manufacturer batteries when replacement is necessary. Overall, the purpose of this request for proposals (RFP) is to ensure the reliability and operational readiness of UPS systems at the embassy, highlighting the importance of expert maintenance and adherence to safety and procedural standards to protect personnel and equipment.
    Exhibit B - Pricing Schedule.xlsx
    This document outlines a federal Request for Proposal (RFP) for scheduled maintenance services, specialized technician support, battery replacement, and materials/equipment for a contract period spanning a base year and four additional option years. The pricing structure is detailed in Clinical Line Items (CLIN), requiring bidders to fill in unit prices highlighted in green. Key components include fixed prices for scheduled maintenance and specialized technician services, with minimum and maximum spending limits for unscheduled maintenance set at €300 and €10,000, respectively. Each year encompasses similar price caps for battery replacements and materials/equipment totals not exceeding €8,000 annually. The main purpose is to secure proposals for essential maintenance services essential for operational efficiency in government facilities over a five-year period. The document emphasizes the importance of accurate pricing submission for various service levels and outlines a structured approach to ongoing facility support, ensuring compliance and reliability in maintenance operations across multiple locations. This structured RFP serves as a critical tool for government procurement in managing service contracts effectively within the constraints of budget and regulatory requirements.
    Exhibit C - Semi-Annual Preventive Maintenance.pdf
    The Preventive Maintenance Checklist for an Uninterruptible Power System (UPS) outlines semi-annual maintenance procedures aimed at ensuring operational reliability and safety. Key tasks include a general inspection of the equipment, monitoring alarms, and documenting input/output voltages and currents. A certified technician must perform the maintenance, adhering to safety guidelines, including the availability of fire extinguishers and no open flames in the vicinity. The maintenance procedures encompass cleaning filters, inspecting batteries for corrosion or damage, and ensuring proper torque on connections. It is crucial to maintain environmental conditions for battery systems and to verify the operational status of cooling fans. Tests should confirm all UPS system parameters are within specified design limits, and any discrepancies must be reported to the appropriate officials for resolution. The checklist emphasizes the importance of safety, as UPS equipment involves electrical hazards and corrosive chemicals. This document serves as an essential reference for federal and local entities responsible for maintaining critical power support systems, highlighting compliance with safety and operational standards.
    Exhibit D - Annual Preventive Maintenance.pdf
    The Preventive Maintenance Checklist for Uninterruptible Power Systems (UPS) outlines essential procedures for annual and semi-annual maintenance to ensure safety and reliability of UPS equipment in buildings. It emphasizes that certified technicians should conduct maintenance while adhering to safety protocols, including lock-out/tag-out procedures, and maintaining a safe working environment. Critical inspection tasks include monitoring battery systems, cleaning components, and conducting operational tests to verify system functionality. The document details necessary equipment, the timeframe for inspections, and documentation of findings, stressing the importance of recording any discrepancies and promptly notifying the appropriate authorities. Maintenance practices aim to ensure optimal performance, reduce the risk of electrical hazards, and maintain compliance with manufacturer specifications. This checklist supports government operations by ensuring critical electrical systems remain functional and safe, aligning with federal grant and RFP requirements for facility management and sustainability.
    RFQ - 191T7025Q0009.docx
    The U.S. Tri-Mission in Rome, Italy seeks a contractor to provide scheduled and unscheduled preventive maintenance services for Uninterruptable Power Supply (UPS) equipment across government facilities. This fixed-price contract encompasses all necessary labor, materials, and equipment, with task orders issued periodically for scheduled services and additional orders for unscheduled or emergency work. The contractor must offer experienced personnel and is responsible for all operational aspects, including quality assurance measures and compliance with local laws. Costs are to be quoted in Euros, and the contractor must adhere to tax exemptions applicable to the Embassy. The contract stipulates procedures for reporting performance issues and includes provisions for inspections and detailed reporting on maintenance activities. The contract duration is one year with four optional extensions.
    SF-1442 - 191T7025Q0009.docx
    The document outlines a Request for Quotation (RFQ) for Preventive Maintenance services for Uninterruptible Power Supply (UPS) equipment at U.S. Government facilities in Rome, Italy. Issued on June 6, 2025, under solicitation number 191T7025Q0009, it specifies that offers are due by July 7, 2025, at noon local time. Contractors must provide an original sealed bid to the designated address, ensuring that offers include all required performance and payment bonds. The contractor is expected to start work upon award notification, with a mandatory performance period specified. Offers must allow for at least 90 calendar days for government acceptance after the submission deadline. The document emphasizes the necessary compliance with related work requirements and contractual terms. In summary, this solicitation highlights the government's need for reliable maintenance services ensuring continued operation of critical power systems within its foreign facilities while adhering to formal bidding protocols essential for contract procurement.
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