Project Information

Bid Title

BGS Statewide UPS System Preventative Maintenance and Service

Issuing Agency

State of Vermont

Location

Vermont

Published Date

Apr 30, 2026

Closing Date

May 29, 2026

Government Level

State & Local

Status

Closed

Original Source

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Project Description

TITLE	QUESTIONS DUE	ANSWERS POSTED	DUE DATE	NO POSTING AFTER
BGS Statewide UPS System Preventative Maintenance and Service	05/15/2026 04:30PM		05/29/2026 04:30PM

Attachment Preview

Agency of Administration/Buildings & General Services

133 State Street, 5th Floor | Montpelier VT 05633-8000

802-828-2211 phone |802-828-2222 fax

http://bgs.vermont.gov/purchasing

SEALED BID

Request For Proposal

BGS Statewide UPS System Preventative

Maintenance and Service

ISSUE DATE

QUESTIONS DUE

RFP RESPONSES DUE BY

April 29, 2026

May 15, 2026 – 4:30 PM (EST)

May 29, 2026 – 4:30 PM (EST)

Please be advised that all notifications, releases, and addendums associated with this

RFP will be posted at:

http://www.bgs.state.vt.us/pca/bids/bids.php

The state will make no attempt to contact interested parties with updated information. It is the

responsibility of each bidder to periodically check the above webpage for any and all

notifications, releases and addendums associated with this RFP.

STATE CONTACT: James Meyers, Senior State Purchasing Agent

E-MAIL: bgs.opcvendordocs@vermont.gov

Revised: February 13, 2026

OVERVIEW:

1.1. SCOPE AND BACKGROUND: Through this Request for Proposal (RFP) the Department of

Buildings and General Services (hereinafter the “State”) is seeking to establish contracts with

one or more companies that can provide UPS System Preventative Maintenance and Service.

1.2. CONTRACT PERIOD: Contracts arising from this RFP will be for a period of 36 months with an

option to renew for up to one additional 24-month period. The State anticipates the start date for

such contract(s) will be 8/15/2026.

1.3. SINGLE POINT OF CONTACT: All communications concerning this RFP are to be addressed

in writing to the State Contact listed on the front page of this RFP. Actual or attempted contact

with any other individual from the State concerning this RFP is strictly prohibited and may result

in disqualification.

1.4. BIDDERS’ CONFERENCE: A bidders’ conference will not be held.

1.5. QUESTION AND ANSWER PERIOD: Any bidder requiring clarification of any section of this

RFP or wishing to comment on any requirement of the RFP must submit specific questions in

writing no later than the deadline for question indicated on the first page of this RFP. Questions

may be e-mailed to the point of contact on the front page of this RFP. Questions or comments

not raised in writing on or before the last day of the question period are thereafter waived. At

the close of the question period a copy of all questions or comments and the State's responses

will be posted on the State’s web site http://www.bgs.state.vt.us/pca/bids/bids.php . Every effort

will be made to post this information as soon as possible after the question period ends,

contingent on the number and complexity of the questions. All information provided by vendors

during this process will be public and bidders shall not provide confidential information, except

as described in 4.1 below.

1.6. CHANGES TO THIS RFP: Any modifications to this RFP will be made in writing by the State

through the issuance of an Addendum to this RFP and posted online at

http://www.bgs.state.vt.us/pca/bids/bids.php . Modifications from any other source are not to be

considered.

2. DETAILED REQUIREMENTS/DESIRED OUTCOMES:

2.1. The State of Vermont is interested in obtaining bids to meet the following business needs:

provide preventative maintenance and repair services on State owned UPS systems located

throughout the State of Vermont.

2.2. The preventative maintenance on the UPS system will include one annual inspection. Additional

services are to be scheduled on an hourly time and materials basis. Travel time is not included

unless in the event of an emergency.

2.3. Reporting Procedures for Inspection

2.3.1. Upon arrival at a facility for a scheduled inspection, notify the building supervisor and/or a

BGS facilities team member.

2.3.2. Review previous inspection and maintenance reports at the facility and conduct a complete

and thorough inspection of the UPS System.

2.3.3. Address any noted deficiencies or comments from past inspections.

2.3.4. Report any abnormal conditions or measurements observed to the BGS Facilities

Supervisor or facilities team member.

2.3.5. Review operating procedures with BGS facilities supervisor or team member.

2.3.6. Update UPS Maintenance and Services worksheet accordingly and provide an updated

electronic copy to the BGS Project Manager.

Revised: February 13, 2026

2.4. The following is an outline of services to be included at each site for each UPS unit:

For the UPS

• Measure and record input AC voltages and currents on all three phases.

• Measure and record delta voltage at the static switch.

• Measure and record rectifier output DC voltage and adjust if needed.

• Measure and record AC voltages and currents on all three phases.

• Test static switch for no-break transfer.

• Test all alarms for proper operation.

• Measure and record all DC power supply voltages and adjust if needed.

• Test all indicator lamps and report any that are not operating.

• Inspect all ground connections and wire insulation for electrical safety.

• Vacuum interior.

• Inspect air filters and replace them if needed.

• Inspect input and output conductors and tighten to manufacturer recommendations.

• Scan internal connections for hot spots/loose connections.

For UPS Batteries

• Check the appearance, safety, cleanliness, and temperature of the battery room.

• Make sure ventilation equipment is deployed by the manufacturer specifications.

• Test each battery with a 100-ampere load for 10 seconds.

• Measure and record the cell voltage and specific gravity of each battery cell.

• Re-torque cell connections and micro-ohm to manufacturer specifications.

• Measure internal impedance of all cells to manufacturer specifications.

• Check for corrosion on battery terminals and advise if teardown is needed.

• Check batteries for cell leaks or cracks and repair/replace as necessary.

• Check battery cables and clean, repair/replace as needed.

• Check the integrity of rack mounting, tighten as required, notify if any damage is present.

• Inspect the charger and inverter.

• Check ground connections, wire insulation, and electrical safety.

• Calibrate ammeters and voltmeters to manufacturers specifications.

• Calibrate charger DC output current to manufacturer specifications, float and equalize

voltage.

• Calibrate inverter AC output current to manufacturer specifications, float and equalize

voltage.

• Calibrate timers, alarm relays, and indicator lamps to manufacturer specifications.

Revised: February 13, 2026

2.5. All work performed under this contract will be planned and scheduled in advance with a

minimum 48-hour notice given to the District Facility Manager and/or Facility Supervisor. The

Project Manager from BGS or other Agency/Department will work with both the contractor and

the department requiring the work and will approve all invoices for work completed under this

contract.

District Facilities Managers

MONTPELIER DISTRICT: James Desisto

802-828-3312

WATERBURY DISTRICT: Jonathan Rutledge 802-522-6603

NORTHWEST DISTRICT: Erik Kirwan

802-505-1429

SOUTHWEST DISTRICT: Rob Gallipo

802-447-2810

NORTHEAST DISTRICT: Gary Champney 802-334-3347

SOUTHEAST DISTRICT: Lyle Deida

802-398-7330

2.6. Typical working hours will range between 8:00AM and 4:00Pm, Monday through Friday, but

occasions may arise which would require work to be performed before or after these hours, on

weekends, and/or holidays. The typical working hours may vary by the type of facility or the

operational needs of the Agency/Department where the work is being performed and will be

established at the beginning go each project.

2.7. The contractor is required to notify BGS personnel of any maintenance-related issues that are

discovered while performing the work.

2.8. All unclaimed property found in or about the work area by the contractor shall be turned in

immediately to the BGS maintenance staff in the building, with the location of where the article

was found.

2.9. Security procedures, and background checks to be performed for work in these facilities are

attached to this RFP.

2.10. Subcontractors, if required, will need to be approved by the Project Manager prior to

performing work as part of the contract, in conjunction with Attachment C.

2.11. SITE SUPERVISION: 24/7, N.T.E. a (4) four-hour response time (Duration from time of

call to arrival of technician on site.)

2.11.1. The contractor should provide adequate supervision of their employees to ensure

complete and satisfactory performance of all work in accordance with the terms of the

contract. The contractor will always have a supervisor responsible for the job when the

work of the contract is being carried out.

2.11.2. All work performed under this contract shall be completed in accordance with local, state,

and national codes and standards, as well as other recognized industry standards

associated with the work.

2.12. WORKMANSHIP AND MATERIALS:

2.12.1. Contractor agrees to furnish all supervision, labor, transportation, materials, tools, and

equipment necessary to complete the service. Contractor’s equipment shall be of the size

and type appropriate for completing the various types of work described in the scope of

work. Equipment considered by the Project Manager to be improper or inadequate for this

purpose shall be removed from the site and replaced with satisfactory equipment.

2.12.2. The State will consider any contractor’s material mark-up exceeding 10% over contractor’s

actual cost.

Revised: February 13, 2026

2.12.3. The State will not consider any subcontractor’s mark-up exceeding 5%.

2.12.4. Contractor is to list employees that have been factory trained with 5 years’ experience

working on each manufacturer of the UPS system they will be servicing.

2.12.5. The contractor shall use OEM parts on all repairs unless prior approval is given by the

District Facility Manager or Project Coordinator with Buildings and General Services.

2.12.6. The contractor shall at no additional cost to the State, repair furnishings, equipment,

facilities, or other property of the State, damaged by the contractor. Determination for,

and extent of, any repair work is at the sole discretion of the BGS Project Manager.

2.13. PROJECT SCHEDULE:

2.13.1. Inspections to BGS facilities must be coordinated and scheduled with the facilty a

minimum48 hours in advance. BGS facilities personnel shall be notified of arrival by the

contractor.

2.13.2. UPS systems shall be inspected and maintained one (1) time per 12 months or at the

request of a BGS Facility Supervisor or Project Manager.

2.13.3. Pricing includes a total for 36 months or 3 years of routine services.

3. GENERAL REQUIREMENTS:

3.1. PRICING: Bidders must price the terms of this solicitation at their best pricing. Any and all costs

that Bidder wishes the State to consider must be submitted for consideration. If applicable, all

equipment pricing is to include F.O.B. delivery to the ordering facility. No request for extra

delivery cost will be honored. All equipment shall be delivered assembled, serviced, and ready

for immediate use, unless otherwise requested by the State.

3.1.1. Prices and/or rates shall remain firm for the initial term of the contract. The pricing policy

submitted by Bidder must (i) be clearly structured, accountable, and auditable and (ii) cover

the full spectrum of materials and/or services required.

3.1.2. Cooperative Agreements. Bidders that have been awarded similar contracts through a

competitive bidding process with another state and/or cooperative are welcome to submit

the pricing in response to this solicitation.

3.2. STATEMENT OF RIGHTS: The State shall have the authority to evaluate Responses and select

the Bidder(s) as may be determined to be in the best interest of the State and consistent with the

goals and performance requirements outlined in this RFP. The State of Vermont reserves the

right to obtain clarification or additional information necessary to properly evaluate a proposal.

Failure of bidder to respond to a request for additional information or clarification could result in

rejection of that bidder's proposal. To secure a project that is deemed to be in the best interest of

the State, the State reserves the right to accept or reject any and all bids, in whole or in part, with

or without cause, and to waive technicalities in submissions. The State also reserves the right to

make purchases outside of the awarded contracts where it is deemed in the best interest of the

State.

3.2.1. Best and Final Offer (BAFO). At any time after submission of Responses and prior to the

final selection of Bidder(s) for Contract negotiation or execution, the State may invite

Bidder(s) to provide a BAFO. The state reserves the right to request BAFOs from only

those Bidders that meet the minimum qualification requirements and/or have not been

eliminated from consideration during the evaluation process.

3.2.2. Presentation. An in-person or webinar presentation by the Bidder may be required by the

State if it will help the State’s evaluation process. The State will factor information

presented during presentations into the evaluation. Bidders will be responsible for all costs

associated with providing the presentation.

Revised: February 13, 2026

Commodity Codes

• NAICS 811219Other Electronic and Precision Equipment Repair and Maintenance
• NAICS 811310Commercial and Industrial Machinery and Equipment (except Automotive and Electronic) Repair and Maintenance

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