Uninterruptible Power Supply Maintenance

City of Tulsa Finance Department
10/5/2026
INVITATION FOR BID TAC 1071B
Addendum #1
Please note the following changes which have been made for clarification to this Invitation for Sealed Bid. This
addendum must be listed as Addendum #1 on the ACKNOWLEDGMENT OF RECEIPT OF
ADDENDA/AMENDMENTS FORM of the bid package as verification that you have received and are aware
of the information contained herein.
QUESTIONS/CLARIFICATION/CHANGES:
CHANGES:
Was:
Changed to:

City of Tulsa Finance Department
Invitation for Bid (IFB)
TAC 1071B
Supplies or Services Requested: Uninterruptible Power Supply
Maintenance
Department: Asset Management Department
NIGP Commodity Code(s): 940-55
Solicitation Schedule
EVENT DATE
IFB Issue Date 09/28/2026
Pre-Bid Conference No Pre-Bid Conference
Deadline for Questions 10/12/2026
Submitted to assigned buyer via email. 10 Days prior to IFB due date
Bid Submission Date 10/21/2026
Either mailed or delivered to City Clerk address. Bids
are open the day after the due date.
If You have any questions or need additional information, contact the Assigned Buyer:
Rachel Harders, Buyer | rachelharders@cityoftulsa.org
All questions should be emailed with IFB TAC 1071B on the subject line.
Submit Bids (sealed) to:
City of Tulsa - City Clerk's Office
175 E. 2ND St., Suite 260
Tulsa, OK 74103
Bids (2 total:1 original, 1 copy) must be sealed and either mailed or delivered.
Write the Bid Number, Supplies or Service requested (as listed above) and Bid
Opening Date on the lower left corner of the outside of Your Bid envelope. Feel
free to use included packing slip. No faxed or emailed Bids will be considered.
Barring certain circumstances (Section III-5), Bids received after the stated date
and time will not be accepted and will be returned to the Bidder unopened.

TAC 1071B | Uninterruptible Power Supply Maintenance | Issue Date: 09/28/2026
I. STATEMENT OF PURPOSE:
1. Overview and Goals
The goal of this solicitation is to secure a source to purchase Uninterruptible Power Supply
Maintenance for use by the Asset Management Department of the City of Tulsa.
2. Term of Contract
The City intends to award a one-year annual contract. The City may offer the Seller the opportunity
for additional one-year terms. The City also reserves the right to make multiple or partial awards. To
do business with the City, You must agree to the terms and conditions of the City's standard
Purchase Agreement, indicated by Your Authorized Agent's signature on the Purchase Agreement.
Capitalized terms used in this IFB and not defined in the Purchase Agreement shall have the
meanings as ascribed to them in Title 6, Chapter 4 of the Tulsa Revised Ordinances.
The entire Invitation for Bid (IFB), including any additional information submitted by Bidder and
Accepted by City will be included as part of the Agreement between Seller and City. All sheets of
this IFB (including Sections I-VI) must be submitted.
Authorized Agent
Several parts of the Bid (Affidavits, Purchase Agreement) must be signed by an "Authorized
Agent." An Authorized Agent means an agent who is legally authorized to bind the Seller under the
law of the state in which the Seller is legally organized. For instance, under Oklahoma law, the
Authorized Agent for each of the following types of entities is as stated below:
o Corporations - the president, board chair or board vice chair (or the vice president if the corporation
was formed in Oklahoma) can sign; others can sign if they have and provide the City with (i) a corporate
resolution giving them authority to bind the Seller, and (ii) a recent certificate of secretary indicating
the authority is still valid and was in full force and effect on the date of the signature. (See IFB Section
VI for sample of a Certificate of Secretary)
o General Partnerships - any partner can sign to bind all partners.
o Limited Partnerships - the general partner must sign.
o Individuals - no additional authorization is required, but signatures must be witnessed and notarized.
o Sole Proprietorship - the owner can sign. Any other person can sign if s/he provides a recent Power
of Attorney, signed by the owner, authorizing him/her to bind the sole proprietorship.
o Limited Liability Company (LLC) - any manager of the LLC elected by the members of the LLC, or
any member signing as manager of the LLC. All other signers will need a Consent of Members signed
by all the Members of the LLC authorizing their signature on or up to 30 days before the date of their
signature. (See Section VI for sample of a Consent of Members)
Entities organized in states other than Oklahoma must follow the law of the state in which they are
organized.
IFB Rev 02/2024 3

TAC 1071B | Uninterruptible Power Supply Maintenance | Issue Date: 09/28/2026
II. SCOPE OF SERVICES AND SPECIFICATIONS
1. Scope of Services
The City is requesting Bids for Uninterruptible Power Supply Maintenance for the Asset Management
Department.
Delivery Requirements
All prices quoted shall be based on delivery F.O.B. Tulsa, Oklahoma or to any other points as may
be designated in the Specifications, with all charges prepaid by Seller to the actual point of delivery.
Bids must state the number of Days required for delivery under normal conditions.
Absolutely no items over 500lbs. may be directly shipped to the City requiring the City personnel to
unload from the shipping truck or trailer. The City carries no responsibility for any damages incurred
during an unloading occurrence. All unloading shall be the responsibility of the Seller and/or shipping
entity.
2. Specifications
The Bid must meet or exceed the following Specifications.
This service includes Preventative Maintenance (PM) and repair services for Uninterruptible Power
Supply (UPS) Systems at One Technology Center (OTC), 175 E. 2nd St, and the 911 Call Center,
801 E. Oklahoma, in Tulsa, Oklahoma.
The agreement shall be for "full service". It will include 24 hours per day, 365 days per year coverage.
Emergency response shall be available 24 hours a day (including weekends and holidays). Seller
shall guarantee arrival of a technician onsite within 4 hours of an emergency service request. Seller
shall provide parts and labor under this Agreement with the exception of batteries and upgrades to
equipment and/or software.
Battery replacement is not included. Battery service is included.
Technicians shall be trained and competent in servicing UPS equipment. Eaton-certified technical
training is not required.
Replacement parts shall be new from Original Equipment Manufacturer (OEM) Eaton Corporation.
Each UPS system shall receive one major examination and one minor examination annually. The
minor examination shall be made six months subsequent to the major examination. Written reports
shall be provided to the Facilities Maintenance Division of the Asset Management Department at the
City of Tulsa following each examination. Any necessary repairs shall be made by the Seller.
Batteries at OTC shall receive PM service four times a year. Batteries at the 911 Call Center location
shall receive PM service two times a year.
The OTC location has three Eaton Powerware 9 315 Units.
The 911 Call Center has two Powerware 9 315 Units.
IFB Rev 02/2024 4

TAC 1071B | Uninterruptible Power Supply Maintenance | Issue Date: 09/28/2026
System Model Serial Number Configuration Input Output DC Location
9315-750 600 ET245ZXX02 K75060566311104 480VAC 3-wire 480VAC 4-wire 3- 384VDC OTC
3-Phase Phase 902A 600kW 1645A
750kVA
9315-750 600 ET234ZXX03 K75060566311104 480VAC 3-wire 480VAC 4-wire 3- 384VDC OTC
3-Phase Phase 902A 600kW 1645A
750kVA
9315-750 600 ET234ZXX04 K75060566311104 480VAC 3-wire 480VAC 4-wire 3- 384VDC OTC
3-Phase Phase 902A 600kW 1645A
750kVA
9315-300 300 EA131ZBX01 P30004166714114 480VAC 3-wire 480VAC 4-wire 3- 480VDC 911 Call
3-Phase Phase 360A 240kW 600A Center
300kVA
9315-300 300 EA131ZBX06 P30004166714114 480VAC 3-wire 480VAC 4-wire 3- 480VDC 911 Call
3-Phase Phase 360A 240kW 600A Center
300kVA
DETAILS OF SERVICE TO BE PERFORMED
UPS MAJOR (ANNUAL) SERVICE
Review of Alarms
Do they occur at same time of day?
Related to utility power?
Related to load?
Related to generator?
Additional loads installed?
Batteries operating correctly?
Maintenance Bypass Checks
Is there a wraparound maintenance bypass system?
Are all breakers and switches properly labeled? (Input, Output, and Bypass).
Was the unit put in maintenance bypass during the last PM?
Verify proper operation of the Automatic Transfer Switch.
Always check with the Maintenance Department before any power transfers or shut-downs.
Visual Checks
Record ambient air temperature.
Verify panel lamps are operational.
Verify panel meters/displays are operational.
Verify cleanliness of air filter(s).
Verify condition of ventilating equipment.
Verify the UPS Emergency Power Off (EPO) switch is covered.
Verify that all other switches are covered.
Record any broken switches.
Record UPS date code.
Record ages of fans.
Record air filter size(s) and quantity (if applicable).
Verify general UPS operation.
Power Checks (when accessible)
IFB Rev 02/2024 5

TAC 1071B | Uninterruptible Power Supply Maintenance | Issue Date: 09/28/2026
Verify and Record:
Input voltage - All phases
Output voltage - All phases
Bypass voltage - All phases
Bypass voltage difference - All phases
Input current - All phases
Output current - All phases
Bypass current - All phases
Percent % load on UPS - All phases
Input total harmonic distortion (voltage) - All phases
Output total harmonic distortion (voltage) - All phases
AC ripple voltage on DC (direct current)
AC ripple current on DC
Total DC float voltage
Input frequency (Hz)
Output frequency (Hz)
Bypass frequency (Hz)
UPS synchronized to bypass
Free running inverter frequency in Hz
Observe Input/Inverter Output Voltage/Current waveforms and note any abnormalities.
Compare front panel meter reading and Digital Multi-Meter (DMM) measured readings with the UPS
monitor display unit on site and verify accuracy within 2%.
Manual Checks
Check all fans for free and quiet operation.
Check alarm/status indicators and note any deficiencies.
Clean UPS exterior.
Replace air filter (if applicable).
Place UPS on Bypass
Obtain permission to place UPS in bypass.
Verify the UPS leads the bypass by 70-100 microseconds (when accessible).
Transfer critical load to bypass (maintenance bypass if applicable).
Measure and record logic supply voltages (when accessible).
Measure and record AC (alternating current) ripple voltage on DC logic (when accessible).
Thermal Scan Checks
Inspect printed circuit board connections for cleanliness and clean contacts if necessary.
Inspect all circuit boards, assemblies, bridges, and legs for signs of component defect, overheating
of stress.
Check all electrical terminations for proper tightness and signs of overheating.
Measure control battery voltage (if applicable).
Perform a thermal scan on all breakers, connections, and all associated controls.
Record any thermal unbalances or temperatures exceeding 150 degrees Fahrenheit.
IFB Rev 02/2024 6

TAC 1071B | Uninterruptible Power Supply Maintenance | Issue Date: 09/28/2026
Perform complete physical inspection of UPS and system cabinet interior using inspection camera
(if applicable).
Adjust doors and latches if necessary.
Fully clean UPS with vacuum cleaner.
Capacitor and Current Check
Visually check AC filter capacitors for leakage or bulging.
Measure and record:
AC input filter capacitor current, part number, qty, and date code
AC output filter capacitor current, part number, qty, and date code
DC filter capacitor current, part number, qty, and date code
Commutation filter capacitor current, part number, qty, and date code
Capacitance of all capacitors
Inverter leg current average balance
Rectifier bridge current average leg balance
Logic Protection Settings & Alarms (if applicable)
Check DC overvoltage.
Check battery discharge.
Check impending low battery.
Check DC under-voltage.
Check battery equalize.
Check float voltage.
Check DC ground detection.
UPS Tests
Verify proper Rectifier walk in.
Verify proper Inverter walk in.
With permission of site contact, create an outage to verify proper operation of UPS and batteries.
When power is restored verify the charging current.
Perform no-load transfers to UPS, to static bypass, and back to UPS (if applicable).
Reset all alarms. Transfer UPS to static bypass position.
Transfer critical load from maintenance bypass to static bypass (if applicable).
Transfer critical load to UPS.
General Battery Inspection
Verify and Record:
Number of battery strings
Number of batteries per string
Date code of batteries
String type
Select battery voltage
Battery mounting
Whether batteries are on float/not on float
Container/cover damage
IFB Rev 02/2024 7

TAC 1071B | Uninterruptible Power Supply Maintenance | Issue Date: 09/28/2026
Proper
Cleanliness of battery environment
Appropriate ventilation
Presence of broken switches
Inspect for battery surface contamination.
Inspect for sulfurous odor.
Record and correct any corrosion on terminals.
Record and correct any corrosion on connectors/bolts.
Inspect for heat/melted grease at terminals.
Record and correct any lead sulfate on connectors.
Battery Environment
Verify presence of safety equipment (face/eye protection).
Verify and record battery room ambient temperature within 5 feet of the batteries (should be 68 degrees to
77 degrees Fahrenheit).
Electrical Checks for Batteries
Verify and Record:
DC charging current
Total positive terminal to ground
Total negative terminal to ground
AC ripple voltage
AC ripple current
Total battery voltage
Strap torque (annual only if applicable)
UPS feeder breaker rating label
Battery feeder breaker rating label
Individual battery voltage
Individual AC milli-volts across batteries that have pin terminals (semi-annual only).
Internal cell resistance/conductance for flag type terminal batteries when accessible (annual
only).
Check 100% interconnections of batteries for Major Annual Preventive Maintenance
Inspection.
Manual Checks
Re-torque any connection where the resistance is 20% above average (Annual Major only).
Perform Insulation test if batteries are leaking (annual only).
Locate and verify clear access to external UPS feeder breakers.
Locate and verify clear access to battery feeder breakers.
Final Checks
Note any discrepancies/abnormalities; make any recommendations necessary for optimum level of
operation.
IFB Rev 02/2024 8

TAC 1071B | Uninterruptible Power Supply Maintenance | Issue Date: 09/28/2026
Correction/Repairs
Make any necessary repairs or corrections to the UPS system. Provide written report to the
Facilities Maintenance Division of the Asset Management Department.
UPS MINOR (SEMI-ANNUAL) SERVICE
Review of Alarms
Do they occur at same time of day?
Related to utility power?
Related to load?
Related to generator?
Additional loads installed?
Batteries operating correctly?
Maintenance Bypass Checks
Is there a wraparound maintenance bypass system?
Are all breakers and switches properly labeled? (Input, Output, and Bypass).
Was the unit put in maintenance bypass during the last PM?
Verify proper operation of the Automatic Transfer Switch.
Always check with the Maintenance Department before any power transfers or shut-downs.
Visual Checks
Record ambient air temperature.
Verify panel lamps are operational.
Verify panel meters/displays are operational.
Verify cleanliness of air filter(s).
Verify condition of ventilating equipment.
Verify the UPS EPO switch is covered.
Verify that all other switches are covered.
Record any broken switches.
Record UPS date code.
Record ages of fans.
Record air filter size(s) and quantity (if applicable).
Verify general UPS operation.
Power Checks (when accessible)
Verify and record:
Input voltage - All phases
Output voltage - All phases
Bypass voltage - All phases
Bypass voltage difference - All phases
Input current - All phases
Output current - All phases
Bypass current - All phases
Percent % load on UPS - All phases
Input total harmonic distortion (voltage) - All phases
IFB Rev 02/2024 9

TAC 1071B | Uninterruptible Power Supply Maintenance | Issue Date: 09/28/2026
Output total harmonic distortion (voltage) - All phases
AC ripple voltage on DC
AC ripple current on DC
Total DC float voltage
Input frequency (Hz)
Output frequency (Hz)
Bypass frequency (Hz)
UPS synchronized to bypass
Free running inverter frequency in Hz
Observe Input/Inverter Output Voltage/Current waveforms and note any abnormalities.
Compare front panel meter reading and DMM measured readings with the UPS monitor display
unit on site and verify accuracy within 2%.
Manual Checks
Check all fans for free and quiet operation.
Check alarm/status indicators and note any deficiencies.
Clean UPS exterior.
Replace Air Filter (if applicable).
General Battery Inspection
Verify and Record:
Number of battery strings
Number of batteries per string
Date code of batteries
String type
Select battery voltage
Battery mounting
Whether batteries are on float/not on float
Container/Cover damage
Proper battery spacing
Cleanliness of battery environment
Appropriate ventilation
Presence of broken switches
Inspect for battery surface contamination.
Inspect for sulfurous odor.
Record and correct any corrosion on terminals.
Record and correct any corrosion on connectors/bolts.
Inspect for heat/melted grease at terminals.
Record and correct any lead sulfate on connectors.
Battery Environment
Verify presence of safety equipment (face/eye protection).
Verify and record battery room ambient temperature within 5 feet of the batteries (should be 68 degrees to
77 degrees Fahrenheit).
IFB Rev 02/2024 1 0