Attachment VIII - SOW Revised.docx

STATEMENT OF WORK

The Richard L. Roudebush VA Medical Center has a service requirement for the Triennial Electrical Breaker Testing (TEBT).

Scope The contractor shall furnish all supervision, labor, tools, transportation, materials, supplies, equipment, and licenses necessary for the accomplishment of the service. All services provided under this contract must be performed in conformance with all the applicable regulations, codes standards, and specifications, including but not limited to VA, OSHA, NFPA, NEC, and equipment specifications.

All the required work is located at the Richard L. Roudebush VA Medical Center campus, and at the VA Cold Spring Road facility, in Indianapolis. The contractor shall complete all contract work within 150 calendar days from the issuance of the Notice to Proceed (NTP).

Maintaining the operational capability of the medical center is of paramount importance. The contractor shall coordinate all activities with the VA Contracting Officer Representative (COR) prior to commencing all work.

In order to maintain the medical center’s operational capability, the contractor shall accomplish all work after hours (second and/or third shift), on Saturdays, Sundays, and Federal holidays. After-hour work is defined as Monday through Friday, 5:30 p.m. to 6:00 a.m. Normal business hours are defined as Monday through Friday, 6:00 a.m. to 5:30 p.m., except for Federal holidays. The contractor shall provide a proposed schedule based on VAMC constraints (i.e., power outages and testing in some services can only be completed on the third shift and/or on specific days of the week). The COR will review and approve or request the contractor to revise and resubmit the schedule to ensure VAMC's operational capability.

This project shall include all electrical breakers/equipment within building 1 (main patient care building) and all outbuildings (buildings 5, T6, 19, 20, 21, 22, and 23) on the Richard L. Roudebush VA Medical Center campus, as well as within buildings 42 (Veterans House) and 43 (Coumadin Clinic) on the Cold Spring Road facility.

Refer to the attached documentation for a list of electrical panels to be serviced. The electrical one-line drawings include the existing normal and emergency power distribution systems for all wings located within Building 1 and the outbuildings. The drawings are not 100% accurate and are for reference only. The contractor shall field verify.

The contractor shall understand that there could be missing information in the attached documentation. This can be the case of circuit breakers added/removed after the corresponding document preparation.

WORK REQUIREMENTS

A. In compliance with VHA Directive 1028, the contractor shall inspect, exercise, test, maintain, calibrate, and clean electrical equipment (including, but not limited to switchgear, switchboards, branch and distribution panels, and motor control centers) and document all performed work, as follows:

1. Follow the latest NFPA and NEC codes and National Electrical Testing Association (NETA) standards to accomplish the contract work requirements.

2. Remove the panel covers from the electrical panels to accomplish the required work and reinstall them after work completion.

3. Clean the inside and outside of all the electrical equipment.

4. Use lint-free rags to clean conductors and contact points between the circuit breakers and main buss bars, buss bars, and the interior of the electrical equipment. Use a vacuum cleaner to remove large debris; compressed air is not to be used for this purpose. Visually inspect for signs of overheating, misaligned contacts, damaged insulation, or loose lugs.

5. Lubricate all moving parts with manufacturer’s approved lubricants.

6. Exercise and/or test normal and emergency circuit breakers located in switchgear, switchboards, branch, and distribution panels to ensure operation under overload, and short circuit conditions, as follows:

i. Exercise all circuit breakers less than 600A to determine if contacts open and reclose when breakers are reset. The approximate total number of switchgear, switchboards, branches, and distribution panels is 576.

ii. Test all electrical breakers 600A and above following the latest version of ANSI/NETA Maintenance Testing Specifications for Electrical Power Equipment and Systems. The preferred testing method is primary and secondary injection if capable, versus bench testing. The approximate total number of switchgear, switchboards, and distribution panels is 114.

7. No panel list or single-line drawings are available for the Cold Spring Road facility buildings. This facility has two (2) distribution panels with circuit breakers 600A or above, and ten (10) electrical panels less than 600A, which are included in the quantities provided in sections II.A.6.i and II.A.6.ii.

8. Test ground fault protection devices for proper function if they are installed in the facility's electrical power system.

9. Inspect and tighten ground connections. Test ground resistance for the entire facility grounding system. Any method of ground resistance must be considered acceptable if it can verify continuity and quantify the impedance to ground, including but not limited to fall-of-potential, induced frequency, and clamp-on testing. If initial tests indicate a problem or concern (e.g., ground resistance greater than 25 ohms), a more detailed test shall be performed using the fall-of-potential or 3-point test.

10. Where installed, the lightning protection system must be inspected and tested for continuity to ground and ground resistance. The system must be certified in accordance with Underwriters Laboratory (UL) standard 96A.

11. Infrared scan of all electrical equipment to identify hot spots and provide photographs.

12. Tighten problem connections to meet equipment manufacturers’ specifications using a torque wrench or other approved devices.

13. Calibrate and maintain adjustable protective relays.

14. Test all control systems equipment for proper operation after maintenance is performed and before placing them back in normal service.

B. Document all information and tasks performed for each piece of equipment, including but not limited to equipment identification, date and time when all the work is performed, equipment location, type of equipment, manufacturer, model number, equipment specifications, estimated age of the panel/breaker, notes on the condition of the component at the time of inspection, testing performed and associated results, the calibration that was performed, and equipment condition once all work is completed.

C. The contractor shall immediately report all identified critical or catastrophic deficiencies to the VA COR for immediate action.

D. For deficiencies found that are system-related rather than component-related (i.e., normal and emergency power conductors found in the same conduit), the contractor shall document the deficiencies in a report with the description of the deficiency and any applicable code violation(s). Refer to DELIVERABLES section C. below.

E. All testing shall be accomplished in accordance with standard procedures, including but not limited to applicable specifications from the following: International Electrical Testing Association (NETA), National Electric Code (NEC), National Fire Protection Association 70B-Electrical Equipment Maintenance (NFPA 70B), Institute of Electrical and Electronic Engineers (IEEE), American Society for Testing and Materials (ASTM), National Electrical Manufacturer’s Association (NEMA), and manufacturer’s instruction manuals and/or project specifications unless otherwise noted.

F. Provide a certified and experienced Supervising Field Service Technician to supervise all work and day-to-day operations throughout the duration of the project. The Supervising Field Service Technician shall have at least five years of experience on similar major testing projects. Provide the resume of the supervising technician and evidence of experience in supervising electrical breaker testing and infrared scanning work, for VA review and approval.

G. If the contractor finds that specific electrical components are not shown on the electrical single-line drawings provided by the VA, then the contractor shall update the drawings accordingly.

H. If the VA is not able to provide electrical single-line drawings for specific buildings (i.e., Cold Spring Road buildings), then the contractor shall prepare and provide as-built electrical single-line drawings for those buildings.

I. In the case that specific breakers servicing critical areas are not approved to be operated, the panels shall be serviced, but no breaker test/operation shall be completed. The work not completed will be subject to be deducted.

QUALIFICATIONS OF KEY PERSONNEL

A. The contractor shall provide a dedicated Supervising Field Service Technician to supervise all the work described above. Although NETA Level 3 or higher certification is preferred, equivalent or higher certifications are acceptable.

B. The Supervising Field Service Technician shall have completed the Occupational Safety & Health Administration (OSHA) approved 30-hour construction safety training (OSHA-30); the rest of the involved workers shall have completed at a minimum, the OSHA-10 training.

C. Onsite personnel shall have technical training and a minimum of five years of documented working experience in maintenance, inspection, testing, and servicing of electrical power distribution systems and all associated components within a healthcare setting.

D. The contractor shall have safety training as outlined in OSHA Standard 29 Code of Federal Regulations (CFR) 1910 Subpart S – Electrical, and NFPA 70E – Standard for Electrical Safety in the Workplace. Training certifications shall be submitted to the VA for review and approval, prior to commencing work.

E. The contractor shall have knowledge of, apply as needed, and have ready access to the latest versions of the following references:

1. NFPA 70, National Electrical Code.

2. NFPA 70B, Standard for Electrical Equipment Maintenance.

3. NFPA 70E, Standard for Electrical Safety for the Workplace.

4. NFPA 110, Standard for Emergency and Standby Power Systems.

5. OSHA Standard 29 CFR 1910, Subparts I & S.

6. NETA Standard for Maintenance Testing Specifications for Electrical Power Equipment and Systems.

7. Operating/Maintenance manuals and specifications of the electrical equipment to be maintained and tested. These may be obtained from the VHA Medical Center or equipment manufacturers.

F. The contractor shall have all necessary tools, equipment, and Personal Protective Equipment (PPE) to perform all required work in a safe, effective, and timely manner. All tools, equipment, and PPE shall comply with the requirements of OSHA Standard 29 CFR 1910, Subpart I, and NFPA 70E.

PLANNED ELECTRICAL SHUTDOWN SCHEDULE

The contractor shall develop a schedule of proposed electrical shutdowns and submit it to the VA COR for review and approval. Once the planned electrical shutdown schedule has been approved by the VA COR, then the contractor shall allow a minimum of two weeks for VA staff to coordinate all related electrical shutdown work with the affected areas. The length of time for all planned electrical shutdowns shall be approved by and may be revised by the VA COR. The VA COR shall reserve the right to cancel and/or reschedule any planned electrical shutdowns for any reason to protect the interest of the medical center. The contractor shall obtain written approval from the VA COR via the VA’s Utility Outage form prior to beginning each planned electrical shutdown.

DELIVERABLES

The contractor shall provide the following within 30 calendar days of completion of all work:

A. Written report indicating the inspection type, testing type, calibration, and the service performed on each electrical component. The report shall include the following information as a minimum:

1. Company’s name, address, and telephone number.

2. Name and signature of whom performed the work.

3. VA Contract Number and name of VA Contracting Officer.

4. Summary of testing page indicating the number of switchgear, switchboards, and panels that passed and that failed.

5. Copies of valid licenses, professional training, and certificates.

6. Date and time of work performed.

7. Description and model number of specialized tools and equipment used in performing the work.

8. Reference materials used such as equipment manufacturer’s specifications, etc.

9. Location of equipment.

10. Type of equipment.

11. Manufacturer of equipment.

12. Model number.

13. Equipment specifications.

14. Estimated equipment age.

15. Remarks on conditions of electrical equipment at the time of inspection. List all deficiencies if any are observed.

16. Type of exercise and/or test(s) performed on the components and the corresponding results.

17. The calibration type performed and the before and after calibration values (if applicable).

18. Remarks on conditions of electrical equipment once all work is completed.

B. The contractor shall immediately report all noted deficiencies that are considered to be critical or catastrophic to the VA COR for immediate action. The contractor shall also categorize all noted deficiencies for correction by priority. The 30-calendar day timeframe does not apply to this requirement.

C. Deficiency report with accompanying photographs of the deficiencies, listing all deficiencies during the initial inspection and testing process. This report shall include the following information:

1. The nature of the deficiency and the potential impact if not addressed.

2. The applicable code violations if any.

3. Priority categorization of deficiencies.

4. Photographs of the deficiency.

5. Recommended corrective action.

D. Infrared scanning report with accompanying photographs of all noted deficiencies.

E. The contractor shall update the previously available electrical as-built one-line diagram drawings for the buildings included in the scope of this work. The contractor shall add any/all identified missing electrical components to the final as-built drawings. The drawings shall be provided in both PDF and DWG format (AutoCAD 2022 or later).

F. The contractor shall prepare and provide as-built electrical single-line drawings for those buildings with no previously available electrical single-line drawings. The drawings shall be provided in both PDF and DWG format (AutoCAD 2022 or later).

G. Detailed list of existing switchgear, switchboards, branch, and distribution panels. For each piece of equipment, the table shall contain at a minimum, the following information: equipment ID, location, number of circuit breakers that contain, amperage, and type of breakers. The list shall be provided in Microsoft Excel format.

DOCUMENTS

A. Submittals- The contractor shall submit all products to be used for COR approval, at least one week before the work starts.

B. Schedule- The contractor shall provide a complete, detailed, and accurate project schedule within 14 days from issuance of the Notice to Proceed. The project schedule will require the COR's approval.

C. Shutdown Schedule- The contractor shall provide a schedule of proposed electrical shutdowns within 14 days from issuance of the Notice to Proceed for VA COR review and approval.

D. Safety Plan- The contractor shall provide a job-specific Safety Plan and Activity Hazard Analyses (AHA) within 14 days from issuance of the Notice to Proceed.

E. Certifications- The contractor shall provide professional and safety certifications of all involved employees within 14 days from issuance of the Notice to Proceed.

F. Daily logs- The contractor shall submit daily logs to the COR daily.

G. Daily reports- The contractor shall provide a daily report at the conclusion prior to the next workday.

H. Payrolls- The contractor shall submit weekly payrolls related to this project.

I. RFI- If the documents are not clear, submit an RFI for clarification or additional information.

SAFETY AND INFECTION PREVENTION

A. The Contractor shall be thoroughly familiar with all rules and regulations governing safety. A 30-hour OSHA “Competent Person” shall be present for all work and all additional workers shall have a minimum of a 10-hour OSHA Certification. All electricians performing work must present a valid certification for their respective trade.

B. The Contractor is responsible for following the facilities lock-out/tag-out program and must supply their own lock-out/tag-out locks and clasps.

C. The contractor shall implement all ICRA precautions as determined at any time by the Infection Prevention Service.

D. The Contractor cannot use interstitial spaces or mechanical rooms as storage space. Contractors are responsible for storing their materials either in Conex containers on the F lot or at the Cold Spring Road VA Facility.

SECURITY

A. The contractor, their personnel, and their subcontractors shall be subject to the Federal laws, regulations, standards, and VA Directives and Handbooks regarding information and information system security as delineated in this contract.

B. The contractor shall wear a VA badge at all times when they are on VA property.

C. The C&A requirements do not apply. A Security Accreditation Package is not required.

ATTACHMENTS

A. Single Line Diagrams.

B. Arc Flash Survey Diagrams.

C. Panel Amperage and Locations.

D. Master List.

E. Specifications:

· 00 01 10 Table of Contents.

· 01 00 00 General Requirements.

· 01 33 23 Shop Drawings, Product Data, and Samples.

· 01 35 26 Safety Requirements for Major Projects.

· 01 42 19 Reference Standards.

· 26 05 11 Requirements for Electrical Installations.

· 26 05 26 Grounding and Bonding for Electrical Systems.

· 26 05 73 Overcurrent Protective Device Coordination Study.

· 26 12 19 Pad-Mounted, Liquid-Filled, Medium-Voltage Transformers.

· 26 13 13 Medium-Voltage Circuit Breaker Switchgear.

· 26 13 16 Medium-Voltage Fusible Interrupter Switches.

· 26 22 00 Low-Voltage Transformers.

· 26 23 00 Low-Voltage Switchgear.

· 26 23 13 Generator Paralleling Controls.

· 26 24 13 Distribution Switchboards.

· 26 24 16 Panelboards.

· 26 24 19 Motor Control Centers.

· 26 26 00 Power Distribution Units for Static Uninterruptible Power Systems.

· 26 29 21 Enclosed Switches and Circuit Breakers.

· 26 33 53 Static Uninterruptible Power Supply.

· 26 36 23 Automatic Transfer Switches.