Background
The Department of Veterans Affairs (VA) is seeking a contractor to provide Uninterruptible Power Supply (UPS) preventive maintenance and breakdown repair services for the Oklahoma City VA Health Care System (OKCVAHCS).
The goal of this contract is to ensure the reliability and safety of UPS equipment critical to the operations of the health care system.
Work Details
The contractor will perform scheduled preventive maintenance (PM) services annually on all equipment listed, following Original Equipment Manufacturer (O.E.M.) recommendations.
PM services include maintaining, checking, and calibrating equipment. The contractor must schedule PM services at least 2 weeks in advance during normal working hours (8:00 a.m. to 4:30 p.m., Monday through Friday). Additionally, the contractor will provide repair services on request for all identified equipment, ensuring restoration to proper working order with appropriate safety checks.
Repair services must be available 24/7, with a response time of 4 hours for on-site service after a request. Documentation in the form of individual Service Reports detailing maintenance and repairs performed is required. The contractor must also provide substitute equipment during downtime, ensure that all parts used are O.E.M. recommended, and deliver software updates at no additional cost. Calibration certification for gauging and measurement equipment used must be provided annually.
Period of Performance
The contract will be multi-year with a base period followed by four option years.
Place of Performance
Oklahoma City VA Medical Center, 921 NE 13th Street, Oklahoma City, OK 73104.
Bidder Requirements
Bidders must demonstrate their ability to perform the required services and may need to provide information regarding their business size, DUNS number, and any relevant FSS/GSA contracts.
Incumbent Analysis (see Incumbents section for more detail)
This opportunity appears to have a confirmed incumbent based on prior award 36C25922P0069, awarded to Electrical Systems Management for uninterruptible power supply preventive maintenance and repairs at the Oklahoma City VA Health Care System (period 11/01/21–10/31/26, value $110,810). The current scope similarly requires annual scheduled preventive maintenance per OEM recommendations and 24/7 breakdown repair with on-site response within 4 hours, along with service reporting and interim substitute equipment. The overlap in UPS maintenance and repair functions suggests the new requirement may be a continuation of the same service arrangement.
UNINTERRUPTIBLE POWER SUPPLY PREVENTIVE MAINTENANCE and BREAKDOWN REPAIR SERVICES Department of Veterans Affairs (VA) Oklahoma City VA Health Care System (OKCVAHCS) BRIEF SCOPE OF WORK (This is for information only) Please respond to christopher.delauro@va.gov no later than 8:00am on 10/19/2026 as to your company s ability to perform service. PURPOSE: Oklahoma City VA Health Care System requires a multi-year, contracted scheduled preventive maintenance (PM) service and breakdown repair service as specified herein for all equipment listed. All labor, travel, replacement parts and material required to maintain equipment listed are included in the total cost of the maintenance service agreement, excluding the replacement parts: batteries; air filters; and full bank capacitor replacement where applicable. SCHEDULED PREVENTIVE MAINTENANCE (PM): Contractor will maintain, check, and calibrate according to Original Equipment Manufacturer (O.E.M.) recommendations following the attached PM Procedures, as a minimum, on all equipment which is identified in the attached equipment list. PM services will be performed annually. SCHEDULING ARRANGEMENTS: Except by special alternative arrangement, scheduled preventive maintenance (PM) will be performed during VA Health Care System s normal working hours (8:00 a.m. to 4:30 p.m. Monday through Friday excluding federal holidays). Contractor shall schedule all PM services at least 2 weeks in advance and be approved by the COR. Contractor shall also provide a statement describing their policy for charging of additional fees due to rescheduling when equipment is not available at the time of the approved scheduled service call. REPAIR SERVICES: Contractor will repair, on request, all equipment which is identified in the equipment list. All equipment repaired by Contractor must be restored to proper working order and subjected to appropriate safety checks before returning it as fit for use. Contractor shall provide 24-hour, 7-day repair services. Contractor must be on station within 4 hours of repair request. DOCUMENTATION: Contractor shall provide this VA Health Care System with individual Service Reports, prior to leaving this station, which describes the maintenance and/or repair services performed on the equipment, including all parts used. The Service Report will also include any recommended repairs and/or safety issues. All service reports are to be signed by the Contractor s representative and by the COR or the VA engineering personnel designated by the COR. The signed service report is to be delivered to Engineering, Room BD-100 or the Boiler Plant if after normal work hours. SUBSTITUTE EQUIPMENT: Contractor must provide this VA Health Care System with a written statement specifying what substitute equipment can be provided for interim use at this VA Health Care System during any time the equipment specified in this agreement might be out of service. That statement must specify the equipment by manufacturer and model, specify what availability Contractor can guarantee, and the charges that would be made to this VA Health Care System for the use of each item. PARTS: All parts will be O.E.M. recommended parts. High mortality parts must be located such that delivery is guaranteed not later than overnight on this site. SOFTWARE UPDATES: Contractor shall provide any software updates, as they become available, for all equipment listed, at no additional cost. All software changes made become the property of this VA Health Care System. CALIBRATION OF VENDOR S EQUIPMENT: Contractor must provide this VA Health Care System with certification attesting that all gauging and measurement equipment used to check and calibrate the subject items of equipment has been calibrated either according to the manufacturer s specifications or within the last twelve months against a standard that is traceable to the National Bureau of Standards. Such certification shall be provided to the COR annually. RESPONSE TIME: Contractor shall respond by telephone within two (2) working hours and be on site when necessary, within four (4) hours of notification. Contractor agrees to utilize manufacturer s service representative for assistance in correcting for any malfunctions not resolved within two (2) working days from initial notification at no additional cost to the government. Contractor shall perform all maintenance and repair service on station, unless local environment prohibits on station repair. The Contractor shall be responsible for handling, packing, shipping, and receiving of all repair parts and equipment at no expense to the government. ANNUAL CERTIFICATION: Contractor shall provide this VA Health Care System, with an annual certificate attesting that all equipment listed has been calibrated to O.E.M. standards. Such certification shall be provided to the COR electronically as well as a printed copy within one month of the PM service. PROTECTION FROM DAMAGE: Contractor shall provide all labor, materials, and equipment necessary for protection of VA Health Care System personnel, furnishings, equipment, and buildings from damage, and shall replace or repair any damage due to work performed under this contract equal to its original construction and finish. IMPORTANT NOTE: This RFI (Request for Information) is for information only. No award will be made from this RFI. Please communicate via e-mail to Christopher.delauro@va.gov by 08:00am on 10/19/2026 as to your company s ability to perform service per this brief Scope of Work. If interested, please provide the following: 1. Please state your company s business size 2. Please provide DUNS number 3. If you have a FSS/GSA contract that includes this service 4. Provide FSS/GSA contract number if applicable Equipment Inventory
