36C24226Q0276.pdf

Combined Synopsis/Solicitation Notice

*= Required Field Combined Synopsis/Solicitation Notice

SUBJECT* FY 26 Services (1X) - NYH Triennial Electrical Power Distribution System Maintenance and Testing

GENERAL INFORMATION

CONTRACTING OFFICE’S ZIP CODE* 14810

SOLICITATION NUMBER* 36C24226Q0276

RESPONSE DATE/TIME/ZONE 02-06-2026 12:00 EASTERN TIME, NEW YORK, USA

ARCHIVE 30 DAYS AFTER THE RESPONSE DATE

RECOVERY ACT FUNDS N

SET-ASIDE SBA

PRODUCT SERVICE CODE* J061

NAICS CODE* 811310

CONTRACTING OFFICE ADDRESS Department of Veterans Affairs

RPO East, NCO 2 Contracting Office 76 Veterans Avenue Bath NY 14810

POINT OF CONTACT*

Contract Specialist Nathan Northrup nathan.northrup@va.gov

PLACE OF PERFORMANCE

ADDRESS NY Harbor VA Healthcare System Margaret Cochran Corbin Campus

423 East 23rd Street New York NY

POSTAL CODE 10010

COUNTRY USA

ADDITIONAL INFORMATION

AGENCY’S URL https://www.va.gov URL DESCRIPTION Department of Veterans Affairs Website AGENCY CONTACT’S EMAIL ADDRESS nathan.northrup@va.gov EMAIL DESCRIPTION Contract Specialist Email

DESCRIPTION

Description

This is a combined synopsis/solicitation for commercial products and commercial services prepared in accordance with the format Revolutionary FAR Overhaul (RFO) in Federal Acquisition Regulation (FAR) subpart 12.202, “Streamlined Procedures for Evaluation and Solicitation for Commercial Products and Commercial Services,” as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested, and a written solicitation document will not be issued.

This solicitation is issued as an RFQ. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2025-06.

This solicitation is set-aside for small businesses.

The associated North American Industrial Classification System (NAICS) code for this procurement is 811310, with a small business size standard of $12.5 million.

The FSC/PSC is J061.

The New York Harbor VA Healthcare System, Margaret Cochran Corbin Campus, is seeking to purchase triennial electrical distribution system testing, maintenance, and inspection services.

All interested companies shall provide quotations for the following: See attached Scope of Work (SOW) and pricing worksheet.

The contract period of performance is within six (6) months of award date.

Place of Performance/Place of Delivery

Address: 423 East 23rd Street, New York, NY

Postal Code: 10010

Country: UNITED STATES

The full text of FAR provisions or clauses may be accessed electronically at https://www.acquisition.gov/browse/index/far.

The following solicitation provisions apply to this acquisition:

1. FAR 52.212-1, Instructions to Offerors–Commercial Products and Commercial Services https://www.acquisition.gov/far-overhaul/far-part-deviation-guide/far-overhaul-part-12#FAR_12_202

All quoters shall submit the following: Capability statement demonstrating technical capability to meet all the requirement of the SOW and this solicitation, completed “36C24226Q0276 Pricing Worksheet”, Technician Documentation, Sample Checklists, and Performance Plan/Schedule

All quotes shall be sent to the Contract Officer via email at Nathan.northrup@va.gov.

Award will be based upon a comparative evaluation of quotes in accordance with the Simplified Acquisition Procedures of RFO FAR 12. [CO will include basis of evaluation in the quote/offer, e.g., Comparative evaluation is the side by side pairwise comparison of quotes based on factors resulting in a Contracting Officer decision for the quote most favorable to the Government.]

2. FAR 52.212-2 Evaluation-Commercial Products and Commercial Services: In accordance with RFO FAR 12.201-1 and FAR 12.201-2 when appropriate, the contracting officer may (1) Insert the provision at 52.212-2, Evaluation-Commercial Products and Commercial Services, in solicitations for commercial products or commercial services.

The following are the decision factors:

a) Technical: The quotation will be evaluated to the extent in which it can meet or exceed the Government’s requirements outlined in the Statement of Work

(SOW).

b) Past performance: The past performance evaluation will assess the relative risks associated with a quoter’s likelihood of success in fulfilling the solicitation’s requirements as indicated by the quoter’s record of past performance. The past performance evaluation may be based on the contracting officer’s knowledge of and previous experience with the supply or service being acquired; Customer surveys, and past performance questionnaire replies; Contractor Performance Assessment Reporting System (CPARS) at http://www.cpars.gov/; or any other reasonable basis. No relevant past performance shall be rated as neutral past performance.

c) Price: The Government will evaluate the price by adding the total of all line-item pricing (see attached pricing worksheet). The total evaluated price will be that sum.

d) Site Visit: Contractors have opportunity to attend a site-visit on Tuesday, February 3rd, 2026, to view the requirements at the Margaret Cochran Corbin Campus. Contractors shall email the CO (Nathan.Northrup@va.gov) no later than Friday, January 30th, 2026, with their intention to attend and specifics will be provided in return. No other site visits will be provided. Contractors that do not attend the site-visit will not be excluded from competition; however, Contractors are encouraged to visit the site to gauge the complexity of this requirement.

mailto:Nathan.northrup@va.gov https://www.acquisition.gov/far-overhaul/far-part-deviation-guide/far-overhaul-part-12 https://www.acquisition.gov/far/part-52#FAR_52_212_2

Offerors must complete annual representations and certifications electronically via the System for Award Management (SAM) website located at https://sam.gov/.

https://sam.gov/

3. FAR 52.233-2 Service of Protest

4. FAR 52.240-90 Security Prohibitions and Exclusions Representations and

Certifications

5. FAR 52.252-1 Solicitation Provisions Incorporated by Reference

a) 52.203-11 Certification and Disclosure Regarding Payments to Influence Certain Federal Transactions

b) 52.203-18 Prohibition on Contracting with Entities that Require Certain Internal Confidentiality Agreements or Statements – Representation

c) 52.204-7 System for Award Management – Registration

d) 52.229-11 Tax on Certain Foreign Procurements – Notice and

Representation

The following solicitation clauses apply to this acquisition:

6. FAR 52.212-4, Contract Terms and Conditions–Commercial Products and Commercial Services

7. FAR 52.252-2 Clauses Incorporated by Reference

a) 52.203-6 Restrictions on Subcontractor Sales to the Government

b) 52.203-17, Contractor Employee Whistleblower Rights

c) 52.203-19, Prohibition on Requiring Certain Internal Confidentiality

Agreements or Statements

d) 52.204-13, System for Award Management – Maintenance

e) 52.209-6, Protecting the Government’s Interest When Subcontracting With

Contractors Debarred, Suspended, Proposed for Debarment, or Voluntarily Excluded

f) 52.209-10, Prohibition on Contracting With Inverted Domestic Corporations

g) 52.217-8, Option to Extend Services

h) 52.219-6, Prohibition on Contracting With Inverted Domestic Corporations

i) 52.219-8, Utilization of Small Business Concerns

j) 52.219-14, Limitations on Subcontracting

k) 52.222-3, Convict Labor

l) 52.222-35, Equal Opportunity for Veterans

m) 52.222-36, Equal Opportunity for Workers with Disabilities

n) 52.222-37, Employment Reports on Veterans

o) 52.222-40, Notification of Employee Rights Under the National Labor

Relations Act

p) 52.222-41, Service Contract Labor Standards

q) 52.222-42, Statement of Equivalent Rates for Federal Hires

r) 52.222-43, Fair Labor Standards Act and Service Contract Labor Standards –

Price Adjustment

s) 52.222-44, Fair Labor Standards Act and Service Contract Labor Standards –

Price Adjustment

t) 52.222-50, Combating Trafficking in Persons

u) 52.222-54, Employment Eligibility Verification

v) 52.222-55, Minimum Wages for Contract Workers Under Executive Order

14026

w) 52.222-62, Paid Sick Leave Under Executive Order 13706

x) 52.226-8, Encouraging Contractor Policies to Ban Text Messaging While

Driving

y) 52.228-5, Insurance – Work on a Government Installation

z) CL-120, Supplemental Insurance Requirements

aa) 52.229-3, Federal, State, and Local Taxes

bb) 52.232-33, Payment by Electronic Funds Transfer – System for Award

Management

cc) 52.232-40, Providing Accelerated Payments to Small Business

Subcontractors

dd) 52.233-3, Protest After Award

ee) 52.233-4, Applicable Law for Breach of Contract Claim

ff) 52.237-2, Protection of Government Buildings, Equipment, and Vegetation

gg) 52.244-6, Subcontracts for Commercial Products and Commercial Services

8. VAAR 852.252-70 Solicitation Provisions or Clauses Incorporated by Reference

a) 852.201-70, Contracting Officer’s Representative

b) 852.203-70, Commercial Advertising

c) 852.215-70, Service-Disabled Veteran-Owned and Veteran-Owned Small

Business Evaluation Factors

d) 852.215-71, Evaluation Factor Commitments

e) 852.232-72, Electronic Submission of Payment Requests

f) 852.233-70, Protest Content/Alternative Dispute Resolution

g) 852.233-71, Alternate Protest Procedure

h) 852.242-71, Administrative Contracting Officer

To facilitate the award process, all quotes must include a statement regarding the terms and conditions herein as follows:

"The terms and conditions in the solicitation are acceptable to be included in the award document without modification, deletion, or addition."

OR

"The terms and conditions in the solicitation are acceptable to be included in the award document with the exception, deletion, or addition of the following:"

Quoters shall list exception(s) and rationale for the exception(s), if any.

Submission of your response shall be received not later than February 6th, 2026, at Nathan.northrup@va.gov.

Late submissions shall be treated in accordance with the solicitation provision at FAR 52.212-1(f).

Any questions or concerns regarding this solicitation should be forwarded in writing via e-mail to the Point of Contact listed below.

Point of Contact

Nathan Northrup, Contract Officer RPO East, NCO 2 Contracting Office Nathan.northrup@va.gov

See attached document: P09 - Final SOW.

See attached document: 36C24226Q0276 Pricing Worksheet.

See attached document: Electrical Inventory Equipment.

See attached document: Manhattan NEI One-line drawing.

See attached document: 2020-02-24_VHA Directive 1028_Facility Electrical Power Systems.

See attached document: SCA Wage Determination 2015-4187.

mailto:Nathan.northrup@va.gov mailto:Nathan.northrup@va.gov

T-1

Department of Veterans Affairs Veterans Health Administration Washington, DC 20420

VHA DIRECTIVE 1028

Transmittal Sheet February 24, 2020

FACILITY ELECTRICAL POWER SYSTEMS

1. REASON FOR ISSUE: This Veterans Health Administration (VHA) directive establishes policy regarding the installation, operation, testing, and maintenance of Facility Electrical Power Systems at VA medical facilities and affiliate sites.

2. SUMMARY OF MAJOR CHANGES: Major changes include updates to references (Paragraph 11) and responsibilities (Paragraph 5).

3. RELATED ISSUES: VHA Directive 7701, Comprehensive Occupational Safety and Health Program, dated May 5, 2017.

4. RESPONSIBLE OFFICE: The Office of Capital Asset Management, Engineering and Support (OCAMES) (10NA5E), is responsible for the of this directive. Questions can be submitted to the Healthcare Environment and Facilities Program SharePoint site at:

https://vaww.vha.vaco.portal.va.gov/sites/DUSHOM/10NA/10NA5/HealthcareEngineerin g/waiver/Pages/Waiver%20Requests.aspx. NOTE: This is an internal VA Web site that is not available to the public.

5. RESCISSIONS: VHA Directive 1028, Electrical Power Distribution System, dated July 25, 2014, is rescinded.

6. RECERTIFICATION: This VHA directive is scheduled for recertification on or before the last working day of February 2025. This VHA directive will continue to serve as national VHA policy until it is recertified or rescinded.

BY THE DIRECTION OF THE UNDER

SECRETARY FOR HEALTH:

/s/ Renee Oshinski Deputy Under Secretary for Health for Operations and Management

NOTE: All references herein to VA and VHA documents incorporate by reference subsequent VA and VHA documents on the same or similar subject matter.

DISTRIBUTION: Emailed to the VHA Publications Distribution List on February 27, 2020.

https://vaww.vha.vaco.portal.va.gov/sites/DUSHOM/10NA/10NA5/HealthcareEngineering/waiver/Pages/Waiver%20Requests.aspx https://vaww.vha.vaco.portal.va.gov/sites/DUSHOM/10NA/10NA5/HealthcareEngineering/waiver/Pages/Waiver%20Requests.aspx

February 24, 2020 VHA DIRECTIVE 1028 i

CONTENTS

FACILITY ELECTRIC POWER SYSTEMS

1. PURPOSE

2. BACKGROUND

3. DEFINITIONS

4. POLICY

5. RESPONSIBILITIES

6. APPLICABILITY OF THIS DIRECTIVE

7. SAFETY

8. IMPLEMENTATION

9. TRAINING

10. RECORDS MANAGEMENT

11. REFERENCES

February 24, 2020 VHA DIRECTIVE 1028

FACILITY ELECTRICAL POWER SYSTEMS

1. PURPOSE

This Veterans Health Administration (VHA) directive provides policy regarding the installation, operation, testing, and maintenance of Facility Electrical Power Systems at Department of Veterans Affairs (VA) medical facilities. AUTHORITY: Executive Order 12196, dated February 26, 1980; Title 38 United States Code (U.S.C.) 7301(b); 40 U.S.C.

3312.

2. BACKGROUND

a. VHA and The Joint Commission have adopted the National Fire Protection Association (NFPA) codes and standards including the National Electrical Code (NFPA 70), Recommended Practice for Electrical Equipment Maintenance (NFPA 70B), Standard for Electrical Safety in the Workplace (NFPA 70E), Health Care Facilities Code (NFPA 99), Life Safety Code (NFPA 101) and Standard for Emergency and Standby Power Systems (NFPA 110) as the basis for the requirements of the design, installation, operation, testing, and maintenance of the Electrical Power System at VA medical facilities and affiliate sites. NOTE: VHA adopts national codes and standards upon issuance; in some cases, The Joint Commission may be using older editions of such standards which may cause discrepancies.

b. The Joint Commission’s Environment of Care (EC) standards require written Utility Management Plans. The Utility Management Plans must ensure reliability, control risks, reduce failures, and train users and operators of the Facility Electrical Power System. Non-compliance with this directive could lead to accreditation issues with The Joint Commission, impact patient care and increase the risk of harm to patients in critical care areas such as the Intensive Care Unit and Operating Rooms.

c. Working on energized electrical equipment is inherently dangerous to patients, staff, visitors, and VA property. Such actions, if unplanned or poorly executed, can result in disruption of operations, injuries, loss of life and loss of property. Occupational Safety and Health Requirements (OSHA) Title 29 Code of Federal Regulations (CFR) Part 1910 Subpart J, The Control of Hazardous Energy (lockout/tagout) (1910.147);

Part 1910 Subpart S, Electrical (1910.301-1910.399); and Safety and Health Regulations for Construction Part 1926 Subpart K, Electrical (1926.400-1926.449) apply to work on this equipment.

3. DEFINITIONS

a. Electric Power Production and Distribution Network. The Electric Power Production and Distribution Network consists of power production, distribution, and utilization equipment and facilities, such as electric utility systems that deliver electric power to the connected loads, that are external to and not controlled by an interactive system.

February 24, 2019 VHA DIRECTIVE 1028

b. Emergency Power Supply. The Emergency Power Supply (EPS) is the source of electric power of the required capacity and quality for an emergency power supply system (EPSS).

c. Emergency Power Supply System. The Emergency Power Supply System (EPSS) as defined in NFPA 110 is a complete functioning EPS system coupled to a system of conductors, disconnecting means and overcurrent protective devices, transfer switches, and all control, supervisory, and support devices up to and including the load terminals of the transfer equipment needed for the system to operate as a safe and reliable source of electric power. Within health care facilities, the EPSS may be part of the Essential Electrical System (EES) (when serving loads allowed to be on the EES) or may be part of a standby power system when serving non-health care related loads.

d. Essential Electrical System. The Essential Electrical System (EES) as defined in NFPA 99, Health Care Facilities Code, is a system comprised of alternate sources of power and all connected distribution systems and ancillary equipment, designed to ensure continuity of electrical power to designated areas and functions of a health care facility during disruption of normal power sources, and also to minimize disruption within the internal wiring system.

e. Facility Electrical Power Systems. The Facility Electrical Power System includes the Premises Wiring and the portion of the Electrical Power Production and Distribution Network (both as defined in NFPA 70) owned by VHA.

f. Mission Critical VA Medical Facilities. Mission critical VA medical facilities are those VA medical facilities and affiliate sites that are required to continue operation during a natural or manmade extreme event or a national emergency. NOTE: Refer to Physical Security Design Manual (PSDM), latest edition, for the definition and list of Mission Critical facility types. The PSDM is available on the CFM Technical Information Library (TIL): https://www.cfm.va.gov/til/criteria.asp.

g. Premises Wiring. Premises Wiring consists of interior and exterior wiring, including power, lighting, control, and signal circuit wiring together with all their associated hardware, fittings, and wiring devices, both permanently and temporarily installed. This includes (a) wiring from the service point or power source to the outlets or (b) wiring from and including the power source to the outlets where there is no service point. Such wiring does not include wiring internal to appliances, luminaires, motors, controllers, motor control centers, and similar equipment.

h. Qualified Persons. Qualified persons, as defined in NFPA 70, Article 100, are those that have demonstrated skills and knowledge related to the construction and operation of electrical equipment and installations and received safety training to identify the hazards and reduce the associated risk. Training must be classroom, on-the-job or a combination of the two. The type and extent of training must be proportionate to the risk to the employee.

https://www.cfm.va.gov/til/criteria.asp

i. Utility Management Plan. The Utility Management Plan is a written plan which includes processes for selection, maintenance, and training that are designed to promote safe and effective use of utility systems while minimizing risks to patients and staff. The Utility Systems Management Plan applies to hospital functions at each designated VA medical facility subject to inspection by The Joint Commission.

j. Wet Procedure Location. Wet Procedure Locations are the areas in a patient care space where a procedure is performed that is normally subject to wet conditions while patients are present, including standing fluids on the floor or drenching of the work area, either of which condition is intimate to the patient or staff.

4. POLICY

It is VHA policy that the Facility Electrical Power System must operate in a safe, reliable, and efficient manner, recognizing its importance and potential danger; and in compliance with The Joint Commission, OSHA, and NFPA electrical standards.

5. RESPONSIBILITIES

a. Under Secretary for Health. The Under Secretary for Health is responsible for ensuring overall compliance with this directive.

b. Deputy Under Secretary for Health for Operations and Management. The Deputy Under Secretary of Health for Operations and Management is the Authority Having Jurisdiction (AHJ) as it pertains to this directive and is responsible for:

(1) Communicating the contents of this directive to each of the Veterans Integrated Services Networks (VISNs).

(2) Ensuring that each VISN Director has the resources required to support the execution of this directive in all the VA medical facilities within the VISN.

(3) Confirming that each VISN has and utilizes on an ongoing basis a means for ensuring the terms of this directive are fulfilled in all the VA medical facilities of the VISN.

The annual survey of compliance, Annual Workplace Evaluations (AWE) and Joint Commissions can comprise the basis for ensuring compliance.

(4) Approving variances or equivalencies to this directive. For example, approval of an alternative simulation if the utility connection cannot be opened during a test of the EES. See paragraph 8.j(4)(b).

c. Office of Capital Asset Management Engineering and Support Director. The Office of Capital Asset Management Engineering and Support (OCAMES) Director is responsible for:

(1) Providing technical subject matter expertise regarding this directive, VA criteria, and related national codes and standards.

(2) Responding to questions from the field regarding technical issues and conducting site assessments related to this directive when requested or when otherwise determined to be required.

(3) Reviewing requests for deviations or variances from this directive, VA criteria, and national codes and standards and making recommendations to the Deputy Under Secretary for Health for Operations and Management to approve or not approve such requests.

(4) Reporting on results of annual survey of compliance with this directive as requested by VA leadership.

d. Veterans Integrated Service Network Director. The VISN Director is responsible for:

NOTE: For the purpose of this directive as it applies to non-medical facilities within VHA, the National Consolidated Mail Out Pharmacy (CMOP) Director or equal position is considered equivalent to the VISN Director and therefore responsible for the following:

(1) Ensuring the installation, operation, testing, and maintenance of Facility Electrical Power Systems meet or exceed The Joint Commission, NFPA, and other applicable requirements.

(2) Confirming that all work on the Facility Electrical Power Systems complies with OSHA and NFPA standards.

(3) Reviewing and providing concurrence or non-concurrence on VA medical facility requests for deviation from this directive, VA criteria, or national standards and codes.

Requests approved by the VISN Director must be submitted to the Deputy Under Secretary for Health for Operations and Management or designee for approval as the

AHJ.

(4) Ensuring that appropriate resources are provided to each VA medical facility in order to ensure compliance with this directive. To ensure each VA medical facility in the VISN is in compliance with this directive, the VISN Director:

(a) Delegates review and interpretation of Facility Electrical Power System documentation to a qualified member of the VISN staff, including tracking of status reports regarding the installation, operation, testing, and maintenance of Facility Electrical Power Systems within the network.

(b) Ensuring each VA medical facility within each VISN completes a status verification survey once a year on or before May 1 using the survey tool found on the VHA Center for Engineering and Occupational Safety and Health (CEOSH) Web site electrical page under VA Policy and Guidance at:

http://vaww.ceosh.med.va.gov/01HE/Pages/ST_electrical_distribution.shtml#VAPolicy_ Guidance. NOTE: This is an internal VA Web site that is not available to the public.

http://vaww.ceosh.med.va.gov/01HE/Pages/ST_electrical_distribution.shtml#VAPolicy_Guidance

e. Veterans Integrated Service Network Staff. VISN staff designated by the VISN Director are responsible for reviewing and interpreting electrical power system documentation, including tracking of status reports regarding the installation, operation, testing, and maintenance of Facility Electrical Power Systems within the network. Such staff should review any requests for deviation from this and other standards on behalf of, and make recommendations to, the VISN Director.

f. VA Medical Facility Director. The VA medical facility Director is accountable to the respective regional or national Director (e.g., VISN or CMOP Director). The VA medical facility Director is responsible for:

NOTE: For the purpose of this directive as it applies to non-medical facilities within VHA, positions equivalent to the VA medical facility Director at affiliate sites are responsible for the following:

(1) Ensuring that the design, installation, operation, testing, and maintenance of Facility Electrical Power Systems meet or exceed The Joint Commission, NFPA, VA and other applicable requirements, and that all work on this system complies with OSHA, NFPA, and VA standards.

(2) Reviewing and providing concurrence or non-concurrence on deviations from VA and national standards requested by VA medical facility staff (typically requested by Engineering or Facilities Management). Approved deviation requests must be forwarded to the VISN Director for further review and concurrence.

(3) Approving a Utility Systems Management Plan developed by Engineering or other appropriate office which meets, or exceeds The Joint Commission, OSHA, and NFPA requirements and is approved by the VA medical facility Director or designee.

See paragraph 8.k.(1).

(4) Approving exceptions for when electrical equipment that typically must be secured can remain unsecured.

(5) Allocating the appropriate resources (funds, training, equipment and qualified personnel) to achieve compliance.

(6) Authorizing only qualified staff at the VA medical facility and qualified electrical contract professionals to execute any design, installation, operation, testing, and maintenance of the Facility Electrical Power System in accordance with The Joint Commission and NFPA requirements and that all work on these systems is compliant with OSHA standards.

(7) Approving a management system, developed and implemented by Engineering and Safety staff, to ensure that work on energized equipment does not take place without the VA medical facility Director’s prior knowledge and written approval; ensuring this information is disseminated to VA medical facility Service Line Chiefs.

(8) Ensuring that electrical hazards (including arc flash and shock) are analyzed and identified per NFPA and OSHA requirements (see paragraph 7 for additional information on analysis requirements).

(9) Ensuring that appropriate actions are taken to correct deficiencies found in the Facility Electrical Power System.

(10) Overseeing the development and implementation of written procedures which prepare the VA medical facility for a planned electrical outage and ensuring that such procedures are communicated and disseminated to Service Line Chiefs.

(11) Ensuring a testing plan for Ground Fault Circuit Interrupters (GFCI) by which each GFCI is in place. Where there are not enough staff to keep up with the volume of GFCI that need to be tested, the VA medical facility Director may approve testing at less frequent intervals in this circumstance. (See paragraph 8.j.(7).)

(12) Certifying the survey which is a report of status indicating VA medical facilities are in compliance with the required maintenance and testing of the Facility Electrical Power System. See

(13) Delegating, in writing, authority for the VA medical facility Chief Engineer to approve an energized electrical work plan for non-patient care Branch Circuits (see paragraph 8.h.(5)(b)).

(14) Ensuring that transformers and other electrical equipment, including all related components, are inspected, tested, and maintained every 36 months. (See paragraph 8.j.(5-6).)

g. VA Medical Facility Chief Engineer. The VA medical facility Chief Engineer is responsible for:

(1) Ensuring the design, installation, operation, testing, and maintenance of Facility Electrical Power Systems meets or exceeds The Joint Commission, NFPA, VA and other applicable requirements and that all work on this system complies with OSHA, NFPA, and VA standards, as delegated from the VA medical facility Director. Ensures information related to electrical system maintenance, testing and operation is communicated to Service Line Chiefs.

(2) Developing concurrence/non-concurrence documentation for any deviations from VA and national standards. This includes obtaining VA medical facility Director concurrence/non-concurrence for such deviance/variation requests, ensuring approved deviance requests are forwarded to the VISN for further review and concurrence and notifying OCAMES of pending deviance/variation requests.

(3) Approving an energized electrical work plan for Branch Circuits when delegated from the VA medical facility Director or CMOP Director (see paragraph 8.h.(5)(a) for work plan information), and completing a risk assessment that indicates energized electrical work will not affect patient care and the work qualifies for one of the three NFPA 70E/OSHA exceptions (see paragraph 8.h.(3)(a-c) for exception information).

(4) Assigning a person as overwatch when energized work is being performed.

(5) Conducting a risk assessment when a planned electrical outage cannot be accomplished to determine if the work qualifies as meeting one of the three exceptions in NFPA 70E and OSHA which allow energized work (see paragraph 8.h.(3)(a-c) for additional information on the exceptions).

(6) Certifying the annual survey which is a report of status indicating that the VA medical facility is in compliance with this directive. The survey can be found here:http://vaww.ceosh.med.va.gov/01HE/Pages/ST_electrical_distribution.shtml#VAPo licy_Guidance. NOTE: This is an internal VA Web site that is not available to the public.

h. Service Line Chiefs. Service Line Chiefs located at the VA medical facility or other affiliate sites are responsible for:

(1) Communicating regularly with the VA medical facility Director in order to receive the plans and any additional information pertaining to planned electrical outages and planned work on electrical equipment.

(2) Working closely with the VA medical facility Chief Engineer to ensure information related to electrical system maintenance, testing and operation is communicated.

i. VA Medical Facility Engineering Staff. Engineering staff located at the VA medical facility or affiliate sites are responsible for:

(1) Designing, installing, operating, testing, and maintaining of Facility Electrical Power Systems to meet or exceed The Joint Commission, NFPA, VA and other applicable requirements and to perform all work on this system so as to comply with OSHA, NFPA, and VA standards.

(2) Developing and conducting a peer review of a specific energized work plan before initiating work. (See paragraph 8.h.(4)(c).)

(3) Developing a Utility Systems Management Plan which meets or exceeds The Joint Commission, OSHA, and NFPA requirements.

6. APPLICABILITY OF THIS DIRECTIVE

a. The Facility Electrical Power System includes the Premises Wiring and that portion of the Electrical Power Production and Distribution Network (both as defined in NFPA 70) owned by VHA. This directive applies:

(1) To work on all VA medical facilities and affiliate sites owned, operated, or maintained by VHA.

(2) To work performed by any type of funding to include, but not be limited to, major construction, minor construction, non-recurring maintenance (NRM), Clinical Specific Initiatives (CSI), energy projects (e.g., Energy Savings Performance Contract (ESPCs), Research-funded, Office of Information and Technology projects, donated VA medical facilities (i.e., Fisher Houses, Public-Private Partnerships) and general maintenance, repair and replacement funded by VA medical facilities funds (i.e., applies regardless of funding source).

(3) To all facets of work on the Facility Electrical Power System to include, but not limited to, design, installation, construction, testing, and maintenance.

(4) To all work, including that performed by VA contractors as well as that performed by VA in-house (hired labor) personnel.

b. This directive does not apply to those leased VA medical facilities in which the installation, construction, testing, and maintenance of the Facility Electrical Power System is completely the responsibility of the lessor. Leased VA medical facilities must at a minimum comply with all local, State, and national codes and standards subject to review and oversight by VA personnel.

c. This directive does not apply to the equipment plugged into the Facility Electrical System. Such equipment is covered by other standards, for example, the use of Relocatable Power Taps in accordance with NFPA 99, Health Care Facilities Code, Chapter 10.2.

7. SAFETY

The VA medical facility or affiliate site analyses and identifies electrical hazards, arc flash, and shock. The analysis, identification, and notification include the following:

a. Shock Hazard Analysis. The shock hazard analysis determines the voltage(s) to which personnel will be exposed, the boundary requirements, and the personal protective equipment (PPE) necessary to minimize the possibility of electrical shock to personnel.

b. Arc Flash Hazard Analysis. An arc flash hazard analysis determines the arc flash protection boundary and the PPE required for employee protection with within the arc flash protection boundary. NOTE: Regularly updating the preceding analyses, labeling and reports to ensure accuracy and reflect current VA medical facility conditions, including additions, upgrades and other changes that occurred following completion of the previous analyses. Arc Flash risk assessment must be reviewed at least every 5 years and updated as changes mandate. The shock hazard and arc flash hazard analyses, along with any subsequent system labeling or output reports, must comply with the requirements outlined in NFPA 70E and Institute of Electrical and Electronics Engineers (IEEE) Standard 1584.

c. Labelling Low Incident Energy Devices. Electrical devices or equipment, such as disconnect switches and small electrical enclosures may be assumed to have negligible arc flash risk if energized by circuits meeting the appropriate exception(s) put forth in the current edition of IEEE 1584.

(1) Labels shall include verbiage such as “Exempt from Arc Flash Risk Assessment IAW IEEE 1584,” the voltage and the corresponding PPE for the shock hazard (e.g., Class 00 Gloves).

(2) Electrical devices, equipment and appurtenances within the specifications for the IEEE 1584 exclusion and for which the amperage and voltage are apparent based on physical appearance; arc-flash warning labels are not required. Examples of devices not requiring labels include 110v-receptacles, light switches, grounding points, thermostats, and light fixtures.

d. Securing Electrical Equipment. Electrical equipment must be secured to ensure access is limited to qualified persons. For example, electrical panels located in corridors or other public areas are to be locked, rooms housing electrical equipment must be locked. Exceptions, where the electrical equipment must remain unsecured, must be approved by the VA medical facility Director or designee. Designated personnel requiring access to the equipment must be trained on the specific tasks required in order to be considered a “Qualified Person” for the purpose of the specific task. See paragraph 3.(h) for additional information.

8. IMPLEMENTATION

a. Proactive planning for replacement, upgrades, and modernization of the Facility Electrical Power System must be part of the VA medical facility master plan.

Respective projects must be incorporated into the Strategic Capital Investment Program (SCIP) or other project prioritization and funding process as appropriate.

b. The Facility Electrical Power System, including system modifications, additions and upgrades, must be designed by licensed professional engineer(s) (i.e., electrical engineer or architectural engineer with electrical system emphasis). NOTE:

Replacement, repair, or other minor work that is by its nature does not require design work can be performed by the qualified person without a design professional.

c. Design for upgrades, modifications, additions, installation and new construction must be in accordance with all applicable national codes and standards, to include but not limited to those listed in paragraph 2 of this directive and in accordance with applicable VA guide specifications, design guides, and design manuals as found in the Office of Construction and Facilities Management Technical Information Library (TIL) located at: http://www.cfm.va.gov/TIL/.

(1) Modifications, additions, installations and new construction designed by a professional engineer must include selective coordination calculations for parts of the system affected, time current curves, and arc flash hazard analysis (to include arc flash hazard warning labels for new or affected equipment).

http://www.cfm.va.gov/TIL/

(2) Coordination requirements unique to VA medical facilities and affiliate sites found in NFPA 70, Art 517 and in NFPA 99, Chapter 6 must be followed.

d. Written procedures are established by the VA medical facility Director to prepare the VA medical facility for a planned electrical outage. The procedures must account for the worst case of risk to patients, staff, visitors, and VA property.

e. The Facility Electrical Power System is supplied from the Utility Power Company (UPC). A second source independent from the UPC, a second utility service feed, must be provided for Mission Critical VA medical facilities and affiliate sites, unless technically or economically not feasible (an example of an alternative would be 100 percent generator backup power). This second independent source should be derived from a separate substation, if feasible. Variances or alternatives to this requirement must be submitted to OCAMES for approval by the Deputy Under Secretary for Health for Operations and Management. NOTE: Onsite power generation (e.g., CHP, PV) does not preclude the need for electrical service from an UPC.

f. Isolated Power Systems. NFPA 99, Health Care Facilities Code, requires that operating rooms be considered Wet Procedure Locations unless risk assessments approved by the AHJ demonstrate otherwise. Wet Procedure Locations require special protection against shock; the VA standard for such special protection against shock are isolated power systems which must comply with NFPA 99, VA Electrical Design Manual and VA specifications for Isolated Power Systems. NOTE: These requirements for isolated power systems supersede VHA Directive 2008-011, Electrical Safety Policy for Patient Care Equipment, dated March 10, 2008.

g. Emergency Power and Essential Electrical Systems.

(1) Where required by NFPA 70, NFPA 99, or NFPA 101, emergency power must be provided in the form of diesel generators. Where required only for life safety or egress, such emergency power shall comply with Article 700 of the National Electrical Code (NFPA 70) and with the Life Safety Code. Where emergency power is required for VA medical facilities and affiliate sites, an EES in compliance with the National Electrical Code Article 517 Part III and with NFPA 99 must be provided. The VA medical facility EES must include the following:

(a) An alternate source of power and ancillary equipment.

(b) A minimum of two independent sources of power: a normal source generally supplying electrical power to the entire Facility Electrical Power System, and one or more alternate sources for use when the normal source of power is interrupted. The alternate source must be one or more emergency diesel generator(s) located on the VA medical facility or affiliate site property.

(c) Separate Life Safety, Critical and Equipment branches. Exact configuration must comply with requirements for Type 1 or Type 2 EES, as appropriate.

(2) The EES may also be used to fulfill requirements for Life Safety and egress (rather than requiring a separate system solely for life safety and egress). NOTE:

When the alternate source requirements are sufficiently small, a stored energy (battery) supplied source, in accordance with NFPA 111, may be considered.

(3) Full campus stand by emergency power must be considered and provided when feasible. The VA Physical Security Design Manual establishes 100 percent backup of mission critical loads as the standard.

(4) All in-service generators regardless of whether for EES, egress and life safety or standby must meet requirements of NFPA 110 for installation, testing, and maintenance.

(a) Trailer-mounted or other mobile generators connected to a VA medical facility must be tested in accordance with NFPA 110.

(b) Mobile generators, not presently connected to a VA medical facility load, are not required to meet monthly testing requirements, but require initial installation testing and commissioning prior to use by the engineering team.

h. De-energized and Energized Work.

(1) All electrical work is executed with all proximate energized circuits de-energized as the standard. The process for establishing and verifying an electrically safe work condition as described in NFPA 70E must be followed to ensure electrical equipment is de-energized. It is the intent of this directive to make planned electrical system shutdowns for maintenance or repair the standard operating procedure, not the exception.

(2) Until all steps of establishing and verifying an electrically safe work condition have been successfully completed, the electrical circuit, devices, and equipment must be assumed to be energized and all corresponding precautions must remain in place.

This must include continued wear of appropriate personal PPE.

(3) When a planned electrical outage cannot be accomplished, a risk assessment must be conducted in accordance with NFPA 70E by the Chief Engineer to determine if the work qualifies as meeting one of the three exceptions in NFPA 70E and OSHA which allow energized work:

(a) Infeasibility.

(b) Greater hazard or risk.

(c) Work at less than 50 volts.

(4) If, based on the risk assessment, work on energized electrical system components cannot be avoided, the following requirements are required for performing such energized work:

(a) Full and proper PPE is available and worn by the qualified persons performing the work. PPE includes, but is not limited to, appropriate clothing, eye protection, face protection, hearing protection, gloves, certified and tested insulating material to cover exposed energized electrical components, and certified and tested insulated tools.

NOTE: Refer to the NFPA 70E, for selection and wear of the appropriate PPE.

(b) Qualified persons (e.g., electricians) are provided with the appropriate PPE, including arc-rated (AR) clothing. The appropriate PPE is to be determined in accordance with requirements of NFPA 70E which include assessment of the voltage, incident energy, and PPE category.

(c) Before initiating work, a specific written energized work plan is developed and a peer review of the plan documented by those completing the work within the engineering team. The written work plan must include:

1. Procedures to be used on and near the energized electrical equipment, barriers to be installed, specific PPE to be used, safety equipment to be provided, contingency plan if the work is not completed, identify the “point of no return” after which the work must be completed, and exit paths to be accessed.

2. Energized work is only to be accomplished by qualified persons as defined in NFPA 70E (see paragraph 3).

3. An Energized Electrical Work Permit must be obtained by those performing the work from the appropriate Office (typically within Engineering or Safety service). The Energized Electrical Work Permit must include Elements of Work Permit identified in

NFPA 70E.

(5) Any energized electrical work must have the prior knowledge and approval of the VA medical facility Director.

(a) The Chief Engineer may approve an energized electrical work plan for Branch Circuits (i.e., those circuits and components thereof from the final overcurrent protecting devices to the outlets) that do not serve patient care areas (including but not limited to operating rooms, surgery/procedure rooms, critical care, intensive care, inpatient rooms, dialysis units, isolation rooms, catheterization laboratories, Emergency Rooms, or sterile processing areas.

(b) Such authority must be delegated to the Chief Engineer from the VA medical facility Director in writing, and a risk assessment must be completed which indicates the work will not affect patient care and that the work qualifies for one of the three NFPA 70E/OSHA exceptions allowing for energized work.

(6) Energized work must not be performed alone; that is, in addition to the qualified person performing the energized work, a person must be assigned as overwatch by the Chief Engineer (or designee). The overwatch must be a qualified person for the duties assigned.

(7) Specific limited electrical work (e.g., testing, troubleshooting, voltage measuring, thermography, inspection) may be performed without an energized work permit, if it meets and is performed in accordance with NFPA 70E article on Exemptions to Work Permit. Only the tasks specifically identified can be allowed under these exemptions and then only if performed by a qualified person who is provided with and uses safe work practices and PPE per NFPA 70E.

(8) Even when an electrical device does not have an arc-flash hazard warning label, work must, with limited exceptions allowed by NFPA 70E, only be done when that device is de-energized and an electrically safe work condition is achieved. If energized work is required, proper PPE and tools must be used as even in the absence of arc-flash hazard, other electrical hazards such as shock and burns may still be encountered.

i. Installation and Construction.

(1) All installation of electrical power system, equipment and components thereof, regardless if part of a project, construction, renovation, alteration, equipment installation, maintenance, repair or any other comparable effort, must be in accordance with this directive, national Codes and Standards (to include but not limited to, those listed in paragraph 2), VA guide specifications, and any applicable VA medical facility standard operating procedures.

(a) Existing electrical equipment, including conduits and conductors, must be removed when replaced or otherwise no longer in service. Equipment, particularly conduits and conductors should not be abandoned in place.

(b) In addition to the requirements above, installation on leased (non-U.S.

Government property) must also comply with local and State codes. If conflicts arise, the most stringent codes and requirements must be used.

(2) All installation of Facility Electrical Power Systems, equipment, and components thereof must be performed by licensed journeyman or master electricians. VA in-house staff with equivalent experience and training, but without license, will be considered qualified in this regard (for work on Government property). All apprentice or unlicensed electricians will be deemed unqualified persons unless they are working under the immediate supervision of a licensed journeyman, master electrician or otherwise qualified VA electrician.

(a) In addition to the requirements above, VA electricians working on non-U.S.

Government property (e.g., leased property) must also be licensed in accordance with local and State licensure requirements.

(b) Modifications, additions, installations, and new construction designed by a professional engineer must include selective coordination calculations for parts of the system affected, time current curves, and arc flash hazard analysis (to include arc flash hazard warning labels for new or affected equipment).

(c) Inspection and acceptance by VA staff of electrical construction or installation work requires that VA staff have the level of training of a licensed engineer or electrician. If VA staff do not have these qualifications, then VA staff must have the work inspected by an Architect-Engineer (AE) with a professional electrical engineering license or by a licensed electrician.

j. Testing and Maintenance.

(1) Where there are two sources of power supplies (two utility service feeds) coming from the UPC, a test of the VA-owned tie-circuit breaker or transfer switch for such system is conducted by engineering staff every 36 months. This test is to be coordinated with the UPC in advance; as a minimum the UPC is to be notified if the test impacts utility loads.

(2) The EPSS (whether EES, emergency or standby power systems), including all related components, such as Automatic Transfer Switches and emergency generators, must be inspected weekly by engineering staff, per NFPA 110. The EPSS, including all related components, is exercised under load at least monthly, for a minimum of 30 minutes, in accordance with the requirements of The Joint Commission, NFPA 99, and NFPA 110. NOTE: The Joint Commission requires that the test be conducted under dynamic load and that the 30 minutes should not begin until the generator has reached operating temperature conditions. Mobile generators, not presently connected to a VA medical facility load, are not required to meet monthly testing requirements, but would require initial installation testing and commissioning prior to use.

(a) NFPA 99 requires that Type 1 and Type 2 EES provide power to the life safety and critical branches within 10 seconds after interruption of power. Monthly tests results must document the transfer times for restoration of power.

(b) While this document is to be provided in hard copy, electronic metering and recording of transfer times is acceptable and should be given consideration.

(3) If the monthly EPSS tests cannot exercise the generators at 30 percent load or acceptable stack exhaust temperature, an annual test must be…