36C25223Q0354_1.docx

36C25223Q0354

PAGE 1 OF

1. REQUISITION NO.

2. CONTRACT NO.

3. AWARD/EFFECTIVE DATE

4. ORDER NO.

5. SOLICITATION NUMBER

6. SOLICITATION ISSUE DATE

a. NAME

b. TELEPHONE NO. (No Collect Calls)

8. OFFER DUE DATE/LOCAL

TIME

9. ISSUED BY

CODE

10. THIS ACQUISITION IS

UNRESTRICTED OR

SET ASIDE:

% FOR:

SMALL BUSINESS

HUBZONE SMALL

BUSINESS

SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

WOMEN-OWNED SMALL BUSINESS

(WOSB) ELIGIBLE UNDER THE WOMEN-OWNED

SMALL BUSINESS PROGRAM

EDWOSB

8(A)

NAICS:

SIZE STANDARD:

11. DELIVERY FOR FOB DESTINA-

TION UNLESS BLOCK IS

MARKED

SEE SCHEDULE

12. DISCOUNT TERMS

13a. THIS CONTRACT IS A

RATED ORDER UNDER

DPAS (15 CFR 700)

13b. RATING

14. METHOD OF SOLICITATION

RFQ

IFB

RFP

15. DELIVER TO

CODE

16. ADMINISTERED BY

CODE

17a. CONTRACTOR/OFFEROR

CODE

FACILITY CODE

18a. PAYMENT WILL BE MADE BY

CODE

TELEPHONE NO.

UEI:

EFT:

PHONE:

FAX:

17b. CHECK IF REMITTANCE IS DIFFERENT AND PUT SUCH ADDRESS IN OFFER 18b. SUBMIT INVOICES TO ADDRESS SHOWN IN BLOCK 18a UNLESS BLOCK BELOW IS CHECKED

SEE ADDENDUM

19.

20.

21.

22.

23.

24.

ITEM NO.

SCHEDULE OF SUPPLIES/SERVICES

QUANTITY

UNIT

UNIT PRICE

AMOUNT

(Use Reverse and/or Attach Additional Sheets as Necessary)

25. ACCOUNTING AND APPROPRIATION DATA

26. TOTAL AWARD AMOUNT (For Govt. Use Only) 27a. SOLICITATION INCORPORATES BY REFERENCE FAR 52.212-1, 52.212-4. FAR 52.212-3 AND 52.212-5 ARE ATTACHED. ADDENDA

ARE

ARE NOT ATTACHED.

27b. CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE FAR 52.212-4. FAR 52.212-5 IS ATTACHED. ADDENDA

ARE

ARE NOT ATTACHED

28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN _______________

29. AWARD OF CONTRACT: REF. ___________________________________ OFFER

COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND

DATED ________________________________. YOUR OFFER ON SOLICITATION

DELIVER ALL ITEMS SET FORTH OR OTHERWISE IDENTIFIED ABOVE AND ON ANY

(BLOCK 5), INCLUDING ANY ADDITIONS OR CHANGES WHICH ARE

ADDITIONAL SHEETS SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED

SET FORTH HEREIN IS ACCEPTED AS TO ITEMS:

30a. SIGNATURE OF OFFEROR/CONTRACTOR 31a. UNITED STATES OF AMERICA (SIGNATURE OF CONTRACTING OFFICER) 30b. NAME AND TITLE OF SIGNER (TYPE OR PRINT) 30c. DATE SIGNED 31b. NAME OF CONTRACTING OFFICER (TYPE OR PRINT) 31c. DATE SIGNED

AUTHORIZED FOR LOCAL REPRODUCTION

(REV. NOV 2021)

PREVIOUS EDITION IS NOT USABLE

Prescribed by GSA - FAR (48 CFR) 53.212

7. FOR SOLICITATION

INFORMATION CALL:

STANDARD FORM 1449

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES

OFFEROR TO COMPLETE BLOCKS 12, 17, 23, 24, & 30

578-23-3-6121-0014 36C25223Q0354 03-10-2023

ROGERS, AARON

NONE

04-17-2023

08:00 AM

CDT

36C252 Department of Veterans Affairs Great Lakes Acquisition Center (GLAC) 115 S 84th Street, Suite 101 Milwaukee

WI

53214-1476 X 238210 $16.5 Million N/A X 36C252

EDWARD HINES JR VAHOSPITAL

JOLIET COMMUNITY BASE OUTPATIENT CENTER

MULTIPLE ADDRESSSES SEE DELIVERY

SCHEDULE

36C252 Department of Veterans Affairs Great Lakes Acquisition Center (GLAC) 115 S 84th Street, Suite 101 Milwaukee

WI

53214-1476

Department of Veterans Affairs Financial Services Center PO Box 149971 Austin

TX

78714-9971 877-353-9791 512-460-5540 See CONTINUATION Page Electrical Distribution System Inspection and Testing for Edward Hines Jr. VA Hospital located in Hines, IL and Joliet Community Based Outpatient Center located in Joliet, IL.

SERVICE CONTRACT LABOR STANDARDS APPLY

DOL WD 2015-5017 (Rev-23) dated 12.27.2022 DOL WD 2015-5019 (Rev 21) dated 03.15.2022 CONTRACT SPECIALIST AARON ROGERS AT aaron.rogers1@va.gov See CONTINUATION Page 578-3630162-6121-855100-2543 010050190 X X X

SUSAN PASHOLK

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA (continuation from Standard Form 1449)

OFFERORS MUST COMPLETE AND RETURN ALL INFORMATION DESIGNATED HEREIN PRIOR TO THE TIME SPECIFIED IN BLOCK 8 OF SF 1449 IN ORDER TO BE CONSIDERED FOR AWARD.

ACKNOWLEDGMENT OF AMENDMENTS: The offeror acknowledges receipt of amendments to the Solicitation numbered and dated as follows:

1. CONTRACT ADMINISTRATION: All contract administration matters will be handled by the following individuals:

a. CONTRACTOR:

CONTRACTOR NAME _____________________________________

ADDRESS ________________________________________________

CITY-STATE-ZIP __________________________________________

POINT OF CONTACT/TITLE ________________________________

SAM UEI NO. ____________________________________________

CAGE CODE _____________________________________________

CONTRACTOR’S PAST PERFORMANCE POINT OF CONTACT

(IF DIFFERENT THAN ABOVE):

NAME: __________________________________________

EMAIL ADDRESS:_________________________________

b. GOVERNMENT: ENTER NAME AND TITLE

CONTRACTING OFFICE CODE: 36C252

MILWAUKEE WI 53214

2. CONTRACTOR REMITTANCE ADDRESS: All payments by the Government to the contractor will be made in accordance with:

a. FAR 52.232-33 PAYMENT BY ELECTRONIC FUNDS TRANSFER – SYSTEM FOR AWARD MANAGEMENT (OCT 2018)

3. INVOICES:

a. Invoices shall be submitted (monthly, quarterly, etc.) in arrears in accordance with: 852.232-72 ELECTRONIC SUBMISSION OF PAYMENT REQUESTS (NOV 2018)

b. Payments shall be made in arrears upon receipt of a properly prepared invoice

c. The VA has mandated electronic invoice submission to the Veterans Affairs Financial Services Center (VAFSC). VAFSC has partnered with Tungsten Network e-Invoicing network, for submissions of all electronic invoices to VA. Tungsten Network electronic invoicing is free to all VA vendors. In order to submit electronic invoices, all VA vendors must register with Tungsten Network by submitting an email to VA.Registration@Tungsten-Network.com or calling 1-877-489-6135 for Enrollment.

d. Contractor shall submit an electronic invoice by the tenth (10th) of the following month services were performed to the Veterans Affairs Financial Services Center (VAFSC) e-Invoice through the website at https://portal.Tungsten-Network.com/Login.aspx. For questions regarding the submission of VA electronic invoices, Tungsten Network customer service may be contacted at 1-877-489-6135.

e. All invoices shall reference the vendor name and address, customer name, contract number, appropriate obligation/funding order number, description of services provided, quantity, unit price, and total invoice amount (any additional info). Invoices shall also include any payment discount terms.

4. GOVERNMENT INVOICE ADDRESS (See SF1449 Block 18):

a. All invoices from the contractor shall be submitted electronically in accordance with 852.232-72 ELECTRONIC SUBMISSION OF PAYMENT REQUESTS (NOV 2018)

b. Facsimile, e-mail, and scanned documents are not acceptable forms of submission for payment requests.

c. VA’s Electronic Invoice Presentment and Payment System – The Veterans Affairs Financial Services Center (VAFSC) uses a third-party contractor, Tungsten Network e-Invoice, to transition vendors from paper to electronic invoice submission. Please go to this website: http://www.tungsten-network.com/customer-campaigns/veteransaffairs/ to begin submitting electronic invoices, free of charge.

d. As of July 1, 2020, the VA10091 form has been eliminated and the VAFSC is requiring our vendors to update and add their information in the Customer Engagement Portal (CEP) at https://www.cep.fsc.va.gov/. This is for new vendors being added to FMS only.

e. For assistance setting up e-Invoice, the below information is provided:

i. * Tungsten Network e-Invoice Setup Information: 1-877-489-6135

* Tungsten Network e-Invoice email: VA.Registration@Tungsten-Network.com

* FSC e-Invoice Contact Information: 1-877-353-9791

* FSC e-invoice email: vafsccshd@va.gov

5. ACQUISITION OF COMMERCIAL ITEMS: (USE FOR OVER SAT)

This Request for Quote (RFQ) solicitation is issued under the authority of FAR Part 13.5 Simplified Procedures for Certain Commercial Items in which simplified acquisition procedures in FAR Part 13 will be used. FAR Part 14 and 15 will not be used. From this RFQ, the Government intends to award a firm fixed price contract where the contractor provides a price that is not subject to any adjustment on the basis of the contractor’s cost experience in performing the contract.

ACQUISITION OF COMMERCIAL ITEMS: (USE FOR UNDER SAT)

This Request for Quote (RFQ) solicitation is issued under the authority of FAR Part 12 Acquisition of Commercial Items and FAR Part 13 Simplified Acquisition Procedures. FAR Part 15 will not be used. The procedures in Part 12 used in conjunction with Part 13 allow the Government to procure services resembling those in the commercial marketplace and streamline the procurement process. From this RFQ, the Government intends to award a firm fixed price contract where the contractor provides a price that is not subject to any adjustment on the basis of the contractor’s cost experience in performing the contract.

6. SITE VISIT: Delete if NA It is strongly suggested and expected that the offeror inspect the campus to be serviced to fully understand the nature of the work and the conditions under which the work is to be performed. In no case shall failure to inspect the campus constitute grounds for a claim after contract award.

SITE VISIT IS SCHEDULED FOR TUESDAY AUGUST 4, 2020 AT 1:00 PM LOCAL TIME. ALL INTERESTED PARTIES TO MEET COR JAMES RAMBOUSEK (414-384-2000 X41061) AT MOTOR POOL.

PLEASE NOTE: WHILE ON CAMPUS, ALL PERSONS WILL BE REQUIRED TO WEAR MASKS INSIDE ANY VAMC BUILDING AND WHILE TRAVELING IN VEHICLES FOR PURPOSES OF THE SITE VISIT.

7. RFQ QUESTIONS:

In order to maintain integrity of this solicitation and subsequent award date, all offerors are advised that any question and answer requests must be submitted in a written form via e-mail to the Contracting Officer NAME@va.gov no later than FRIDAY SEPTEMBER 2, AT NOON LOCAL TIME. Contracting will issue a consolidated response via solicitation amendment to https://sam.gov Contract Opportunities within 2 business days to all parties

8. CONTRACTING OFFICER AUTHORITY:

The Contracting Officer is the only person authorized to approve changes or modify any of the requirements under this contract. The Contractor shall communicate with the Contracting Officer on all matters pertaining to contract administration. Only the Contracting Officer is authorized to make commitment or issue changes that will affect price, quantity or quality of performance of this contract. In the event the Contractor effects any such change at the direction of any person other than the Contracting Officer, the change shall be considered to have been made without authority and no adjustment will be made in the contract price to cover any increase in cost incurred thereof.

9. IDENTIFICATION, PARKING, SMOKING AND VA REGULATIONS:

a. All VA property is considered Federal property and all Federal laws are applicable.

b. It is the responsibility of the Contractor to park in the appropriate designated parking areas. Information on parking is available from the VA Police Section. The VA will not invalidate or make reimbursement for parking violations of the Contractor under any conditions.

c. All VA facilities are drug free. Possession of drugs, to include Marijuana and all Marijuana bi-products are prohibited. Enclosed containers, including tool kits, shall be subject to search. Violations of VA regulations may result in citation answerable in the United States (Federal) District Court, not a local district, state, or municipal court.

d. All contractor personnel are required to adhere to all VA rules and regulations.

e. Smoking is prohibited on the entire campus, both inside and outside the VA Facility

f. Possession of weapons is prohibited. Enclosed containers, including tool kits, shall be subject to search. Violations of VA regulations may result in citation answerable in the United States (Federal) District Court, not a local district, state, or municipal court.

g. VHA DIRECTIVE 1192: This Veterans Health Administration (VHA) directive establishes policy and provides guidance for the prevention of seasonal influenza in VHA facilities through the vaccination or masking of health care personnel (HCP). AUTHORITY: Title 38 United States Code (U.S.C.) 7301(b), 7318(b). Contractor is responsible in ensuring that all aspects of this directive are implemented, including providing face masks and influenza vaccines for all employees working at a VA facility.

10. VHA SUPPLEMENTAL CONTRACT REQUIREMENTS FOR COMBATTING COVID-19

1. Contractor employees who work in or travel to VHA locations must comply with the following:

a. Documentation requirements:

1) If fully vaccinated, contractors shall show proof of vaccination.

i. NOTE: Acceptable proof of vaccination includes a signed record of immunization from a health care provider or pharmacy, a copy of the COVID-19 Vaccination Record Card (CDC Form MLS-319813_r, published on September 3, 2020), or a copy of medical records documenting the vaccination.

2) If unvaccinated, contractors shall show negative COVID-19 test results dated within three calendar days prior to desired entry date. Test must be approved by the Food and Drug Administration (FDA) for emergency use or full approval. This includes tests available by a doctor’s order or an FDA approved over-the-counter test that includes an affiliated telehealth service.

3) Documentation cited in this section shall be digitally or physically maintained on each contractor employee while in a VA facility and is subject to inspection prior to entry to VA facilities and after entry for spot inspections by Contracting Officer Representatives (CORs) or other hospital personnel.

4) Documentation will not be collected by the VA; contractors shall, at all times, adhere to and ensure compliance with federal laws designed to protect contractor employee health information and personally identifiable information.

2. Contractor employees are subject to daily screening for COVID-19 and may be denied entry to VA facilities if they fail to pass screening protocols. As part of the screening process contractors may be asked screening questions found on the COVID-19 Screening Tool. Check regularly for updates.

a. Contractor employees who work away from VA locations, but who will have direct contact with VA patients shall self-screen utilizing the COVID-19 Screening Tool, in advance, each day that they will have direct patient contact and in accordance with their person or persons who coordinate COVID-19 workplace safety efforts at covered contractor workplaces. Contractors shall, at all times, adhere to and ensure compliance with federal laws designed to protect contractor employee health information and personally identifiable information.

3. Contractor must immediately notify their COR or Contracting Officer if contract performance is jeopardized due to contractor employees being denied entry into VA Facilities.

1. For indefinite delivery contracts: Contractor agrees to comply with VHA Supplemental Contract Requirements for any task or delivery orders issued prior to this modification when performance has already commenced.

11. SECURITY & PRIVACY CONTROL: pick option 1-4 (See Notes to CO in Red)

(IF NO SECURITY LANGUAGE IS NEEDED add the below – SEE APPENDIX A) The Authorization & Accreditation (A&A) requirements of VHA Handbook 6500.6 do not apply to this requirement, therefore, a Security Accreditation Package is not required. No A&A or MOU/ISA is required. Sensitive information exposure as part of this contract involves applicable security controls within the facility as part of the VA Information Security If there are any questions related to privacy, please have a member of your staff contact the VA Privacy Service at (202) 461-6309. If there are any questions related to the information security, please have a member of your staff contact the Office of Cyber Security at (304) 262-7733.

Option 1: not to exceed 15 days in a 365-day period:

Visitor Passes: Add where to check in and how to SOW? (Check with Privacy Officer) Issuance of visitor passes is the responsibility and at the discretion of each Facility Director. Visitor passes may be issued to individuals requiring short-term access to a VA facility for a period not to exceed 15 days in a 365-day period. Visitor passes are issued on a daily basis and expire at the end of the day of issuance. Visitor passes are issued following, at a minimum, review of one valid and current State or Federal government issued photo ID. Visitors must be escorted in areas restricted to the general public.

Options 2-4 (IF SECURITY LANGUAGE IS NEEDED – SEE APPENDIX A) (pick one paragraph below):

Flash Badge:

Applies to common access to VA physical facilities only for a period of 180 consecutive or aggregate days or less in a 365-day period.

All contractor employees are subject to the same level of investigation as VA employees. The level of access needed to perform in accordance with the statement of work is: One ID compliant with PIV Guidelines. This requirement is applicable to all subcontractor personnel requiring the same access.

Flash Badges allow access to common VA physical facilities. Flash Badges do not allow access to VA information systems or restricted areas. Flash Badges may be issued to contractors who have a verified need to access common areas only. Flash Badges are issued following, at a minimum, the completion of an identity verification using one Form I-9 approved identity document with a photo. Flash Badges are valid for a period not to exceed one (1) year from the issuance date. Flash Badge must be visible at all times while on site.

If Contractor needs to work in sensitive/restricted areas (e.g. computer room/communications closets) appropriate VA staff must escort contractors while onsite.

Non-PIV Card: also remember to include appendix c language to SOW and 52.204-9 & 852.204-70 in Section C Applies to unsupervised, logical and/or physical access for less than 6 months OR less than 180 aggregate days in a one-year period

Defined in VA Directive 0735 as: “Non-PIV Credential: A VA ID card containing a photograph issued to persons who do not require a PIV Credential but need unaccompanied, infrequent access to VA facilities or information systems for a period not to exceed six (6) months.”

All contractor employees are subject to the same level of investigation as VA employees who have access to VA Sensitive Information. The level of background investigation commensurate with the level of access needed to perform in accordance with the statement of work is: Special Agreement Check (SAC). This requirement is applicable to all subcontractor personnel requiring the same access.

A SAC is an automated records check conducted by the Federal Bureau of Investigation in collaboration with the Office of Personnel Management.

The current FY21 fees associated with background investigations: SAC is $20. This fee is the responsibility of the Contractor and will be billed accordingly.

PIV Card: also remember to include appendix c language to SOW and 52.204-9 & 852.204-70r in Section C Applies to unsupervised, full-time, logical and/or physical access for more than 6 months OR more than 180 aggregate days in a one-year period.

Defined in VA Directive 0735 as: “Personal Identity Verification (PIV) Credential: An identification card that complies with FIPS 201 and related guidance that contains a photograph and stored identity information so that the claimed identity of the cardholder can be verified by another person or an automated process. PIV credentials are issued to persons requiring routine access to VA facilities or information systems.”

All contractor employees are subject to the same level of investigation as VA employees who have access to VA Sensitive Information. The level of background investigation commensurate with the level of access needed to perform in accordance with the statement of work is: Special Agreement Check (SAC) & National Agency Check with Inquiries (NACI). This requirement is applicable to all subcontractor personnel requiring the same access.

The current fees associated with background investigations are as follows:

The SAC fingerprints is $20. This fee is the responsibility of the Contractor and will be billed accordingly.

Include if applicable:

National MOU/ISA is in place and applies to this contract. Sensitive information exposure as part of this contract involves applicable security controls within the facility as part of the VA Information Security. If there are any questions related to privacy, please have a member of your staff contact the VA Privacy Service at (202) 461-6309. If there are any questions related to the information security, please have a member of your staff contact the Office of Cyber Security at (304) 262-7733.

Routine Access and Personal Identity Verification of Contractor Personnel:Include the following if there is routine access: “Routine Access”: Accessing VA facilities and/or information systems, without an escort and/or continuous monitoring by a VA official, for a period of more than 180 days in a 365 day period. VA DIRECTIVE 0735 The Contractor shall comply with agency personal identity verification procedures identified in the contract that implement Homeland Security Presidential Directive-12 (HSPD-12), Office of Management and Budget (OMB) guidance M-05-24 and Federal Information Processing Standards Publication (FIPS PUB) Number 201.

The Contractor shall account for all forms of Government-provided identification issued to the Contractor employees in connection with performance under this contract. The Contractor shall return such identification to the issuing agency at the earliest of any of the following, unless otherwise determined by the Government:

(1) When no longer needed for contract performance.

(2) Upon completion of the Contractor employee’s employment.

(3) Upon contract completion or termination.

The Contracting Officer may delay final payment under a contract if the Contractor fails to comply with these requirements.

It shall be the responsibility of the prime Contractor to return such identification to the VA.

*** ADD SECURITY LANGUAGE HERE FROM APPENDIX C (IF APPLICABLE) – SEE YOUR APPENDIX A

B.2 PRICE/COST SCHEDULE

· Clear Period of performance

· Unique Contract Line Item Numbers, each line should have its own #

· Add total sections for each year and a grand total section

· Should be consistent with how the vendor will be paid

B.3 STATEMENT OF WORK/PWS

**Sample sections to include:

1. GENERAL REQUIREMENT (BRIEF DESCRIPTION OF SERVICE)

1.1. Description of Services/Introduction: (Example: The contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items and non-personal services necessary to perform [Insert title of service to be provided] as defined in this Performance Work Statement except for those items specified as government furnished property and services. The contractor shall perform to the standards in this contract.)

1.2. Place of Performance

2. SPECIFIC REQUIREMENTS/DELIVERY SCHEDULE/SCOPE/OBJECTIVES

3. RECOGNIZED HOLIDAYS

3.1. CONTRACTOR PERFORMS ON ALL NATIONAL AND FEDERAL HOLIDAYS

3.2. CONTRACTOR PERFORMS ON FEDERAL HOLIDAYS ONLY

3.3. CONTRACTOR PERFORMS ON NO NATIONAL OR FEDERAL HOLIDAYS

3.4. HOLIDAYS DECLARED BY PRESIDENTIAL DECREE

4. HOURS OF OPERATIONS

5. GOVERNMENT FURNISHED EQUIPMENT

5.1. Define Government Furnished Property (information, materials, etc) and identify time frame when it will be supplied to the contractor

6. DOCUMENTATION/REPORTS/DELIVERABLES

7. FACILITY CHECK IN AND OUT

7.1. Do not include specific names, only use position titles and location

8. PERFORMANCE STANDARDS/INSPECTION/QUALITY CONTROL

9. CONTRACTOR QUALIFICATIONS

9.1. Should match your Instructions to Offerors section

10. DEFINITIONS/ACRONYMS

10.1. Ensure that all acronyms and abbreviations are defined. (only include acronyms used in SOW)

10.2. Define industry specific terminology

SOW/PWS Tips:

· Ensure the SOW is prepared independently by the Government and any changes or suggested changes must approved by the customer – the SOW is their document.

· Use a uniform format with paragraph numbers

· (1, 1.1, 1.1.1) (if there is no 1.2 then no need for a 1.1)

· Ensure that grammar and sentence structure are correct and complete

· Ensure tense is the same throughout. Use active voice.

· Use consistent pronouns throughout (ie “you” “they” “them”)

· Be consistent throughout (ie “Contractor” or “Vendor” – use one)

· Avoid slang, use formal language and avoid contractions (“ain’t”)

· Check for redundancies

· Check all paragraph/number/location references

· Contractor Shall, Government Will

· Be consistent with “shall”, “will”, “should”, “must”

· If specific times are mentioned in SOW time should be stated as “Local Time” (not CST/EST)

· SOW should not reference COR if there is not going to be a formal COR Delegation

B.2 STATEMENT OF WORK

The Contractor shall furnish all labor, management, materials, equipment to perform preventive maintenance, inspection, calibration, testing and documentation of the Electrical Distribution System and associated components at the Edward Hines Jr. VA Hospital (Hines VAMC) & Joliet Community Based Outpatient Center (Joliet CBOC). All maintenance and testing shall be documented and provided in a written report

VA DIRECTIVE 1028 - 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. Contractor shall be required to conform to this Directive.

The Electrical Distribution System at the Hines VAMC & the Joliet CBOC require annual preventative maintenance service. The last time this equipment was serviced was in 2016.

Contractor shall be expected to:

1) Test & Inspect Electrical Distribution System

2) Provide Preventative Maintenance & Calibration to the Electrical Distribution System

3) Maintain proper functionality & safe operation of Electrical Distribution System

4) Provide Summary Reports for all Maintenance and Testing conducted to COR

A. DESCRIPTION OF SERVICES

The Contractor shall provide equipment, labor, & materials to perform preventative maintenance, inspection, testing, calibration, and documentation of the Electrical Power Distribution System at Hines VAMC and the Joliet CBOC as described in this Statement of Work and per VA Directive 1028.

The work described in this specification shall be performed by qualified Electrical Contract Professionals. This SOW requires that all Maintenance and Testing is documented, compiled into a summary/executive report (to include recommendations), and delivered to the Contracting Officer Representative (COR).

The work described in this specification shall be performed by an independent electrical power distribution systems infrared electrical testing consultant (TC) whose primary business is in high, medium, and low voltage testing. This project requires specialized testing of selected existing primary and secondary components of the electrical distribution system, as specified herein and as noted in National Fire Protection Agency (NFPA) 70B for Infrared inspections and ultrasonic testing of Electrical Distribution System equipment and NFPA 110 for the required two-year testing. This includes all incoming building service equipment, i.e.: primary switches, and the secondary main building services listed in the inventory. All existing electrical distribution equipment, apparatus, and functionality shall be tested to insure its proper and safe operation in accordance with these specifications, and manufacturer's standards.

All Electrical Distribution System equipment shall be tested and inspected in accordance with the latest applicable National Electrical Testing Association (NETA) standards, certification under American Society for Nondestructive Testing (ASNT) guidelines and manufacturers' instructions and VA Directive. Submit copies of all test reports on NETA or similar printed forms and submit to the COR. All individual components of an assembly shall be tested with the component in its final connected stage in order to confirm the actual intended operation of the device.

The Contractor shall not require access to VA sensitive information, therefore the “Certification and Accreditation” (C&A) requirement in accordance with (IAW) VA Handbook 6500.6 Contract Security does not apply.

Any item found to be out of tolerance, or in any other way defective as a result of the required testing, shall be reported to the COR or his/her designee immediately, no later than 4 hours upon discovery.

Procedure for repair and/or replacement shall be outlined at the time of discovery. Contractor may be asked to provide repair and/or replacement quote. A separate Purchase Order shall be provided for any repairs and/or replacements.

Generally, an electrician from Hines VAMC or Joliet CBOC shall be provided to at a minimum, locate equipment, arrange shutdowns, and disconnect loads. However, any labor incidental to the Purchase Order work items (e.g., opening buss compartments for the thermographic survey) shall be the responsibility of the Contractor. All required shutdowns or power disconnects must be scheduled in advance with the COR, and no later than 14 calendar days before service. Date and times shall be mutually agreed upon with the Contractor and COR.

B. PERIOD OF PERFORMANCE

Base Year: (estimated start date) April 15, 2023 through March 31, 2024

C. PLACE OF PERFORMANCE:

Hines VAMC

Joliet VA

5000 South 5th Avenue

1201 Eagle Street

Hines, Illinois 60141

Joliet, Illinois 60432

D. INVENTORY

The Contractor shall field verify the inventory listed in the Inventory Table below during the Base Year of this Contract. All Electrical Distribution System equipment shall be documented with Manufacturer and Serial Number to verify actual equipment in the field. Option Year 1-4 may be modified dependent on the amount of equipment added or removed from this contract during field verification of Base Year. This inventory list can also be found in Attachment A.

Hines VA

INVENTORY

Joliet CBOC

INVENTORY

E. SCHEDULED FREQUENCY

This section identifies the scheduled frequency of preventative maintenance for the Electrical Distribution System.

SCHEDULING –

Contractor shall schedule in advance and make provisions to perform all electrical testing and maintenance for each year of the contract. Contractor shall submit a proposed schedule and staffing plan for each year of the contract at least four (4) weeks in advance via email with the Contracting Officer (CO) and/or the COR.

SHUTDOWNS –

Contractor shall work with the COR to develop a plan prior to submitting the proposed schedule and shall plan and staff to accomplish the work in accordance with the schedule. At no time shall the contractor deviate from the schedule without the approval of the CO or COR. Contractor and COR shall work together in coordination of all shutdowns (power outages) required to perform maintenance or testing. All shutdowns shall follow Veterans Affairs (VA) Medical Center established protocols as outlined in the Medical Center Engineering Shutdown SOP. All Shutdowns shall require COR approval prior to commencement. VA Medical Center Executive leadership reserves the right to approve and or deny any shutdowns at any time.

Annual Maintenance Items – Performed each year

Disconnects - oil immersed for network XFMRs

Transformers - Network Type, oil-filled - 5kv & up

Dielectric Test of Oil

Transformers - Power, oil filled - 5kv & up

Automatic 5KV distribution - Bldg 200

2 Year Cycle Maintenance Items (Base Year, Option Year 2, Option Year 4)

Including all Annual Maintenance Items

3 Year Cycle Maintenance Items (Base Year, Option Year 3)

5Kv Switchgear Circuit Breakers (Vacuum) Inspection of Circuit Breaker Condition

Mechanical system Maintenance

Circuit Breaker Enclosure Maintenance

Including all Annual Maintenance Items

5 Year Cycle Maintenance Items (Base Year only)

Relay Calibration & Functional Checks

Including all Annual Maintenance Items

ELECTRICAL DISTRIBUTION SYSTEM EQUIPMENT - Electrical Distribution System equipment shall be inspected, tested, maintained, or calibrated annually and all work must be documented. This includes 5Kv main Switchgear, VFI’s (vacuum fault interrupter), Transformers, switchboards and / or motor control centers and all related components.

· Contractor shall use lint-free rags to clean conductors, contact points between the circuit breakers and main buss bars, buss bars and 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, pitted connections, misaligned contacts, damaged insulation on the conductors, or lose lugs.

· Contractor shall lubricate all moving parts with manufacturer’s approved lubricants.

· Contractor shall test and exercise all switchgears, motor control centers and switchboard to ensure correct operation under load and ground fault conditions.

· Contractor shall inspect and tighten all ground connections, test ground fault protection devices for proper function, test ground resistance for the entire facility grounding system using a Meggar for earth ground resistance of the Facility’s Electrical Power System. Any method of ground resistance must be considered acceptable if it can verify continuity and quantify the impedance to ground, to include but not limited to fall-of-potential, induced frequency, and clamp on testing.

· If the contractor during the initial tests indicates a problem or concern (e.g., ground resistance greater than 25 ohms), a more detailed test must be performed using fall-of-potential or 3-point test. Where installed, the lightning protection system must be inspected and tested for continuity to ground, ground resistance and certification in accordance with Underwriters Laboratory (UL) standard 96A.

· Contractor shall identify all hot spots in the electrical equipment by using infra-red thermal detecting equipment. The contractor shall clean, tighten, and lubricate all connections to meet equipment manufacturers’ specification using a torque wrench or other approved devices.

· Contractor shall calibrate and maintain adjustable protective relays.

· Contractor shall test all control systems equipment for proper operation after maintenance is performed and before placing them back in normal service.

NOTE: The National Electrical Testing Association (NETA) provides guidance which is considered best practice for the maintenance of electrical equipment; these practices should be followed to the extent possible.

F. GENERAL REQUIREMENTS

1. CLEAN ALL EQUIPMENT:

Contractor shall perform the following:

a. Vacuum inside of case and floor

b. Vacuum transformer core and coils

c. Blow out horizontal and vertical ducts with dry nitrogen (maxi pressure of 25 psi)

d. Loosen attached particles and vacuum them away

e. Wipe all porcelain and other insulating materials with a clean, dry, lint free rag

f. Clean grooves

g. Re-vacuum inside surfaces

h. Inspect equipment anchorage & equipment alignment

i. Check all heater elements for operation and control

j. Lubricate equipment per manufacturer's recommendations

k. Inspect for physical damage and abnormal mechanical and electrical conditions

l. Compare equipment nameplate info w/latest one-line diagram & report discrepancies

m. Verify proper auxiliary device operation and indicators

n. Check tightness of accessible bolted electrical joints (Use torque wrench method)

o. Thoroughly examine equipment for shipping brackets, insulation, packing, etc.

p. Thoroughly examine equipment for a collection of dirt or other forms of debris that may have collected in equipment during normal operation

2. INFRARED SCANNING

Contractor shall use an infra-red scanning camera and Airborne Ultrasound equipment to detect hot spots in the Electrical Distribution system. Objective of this work is to detect any loose, broken, or corroded connections in the system. Problem connections shall be replaced with new connectors, and /or tightened with torque wrench to meet the equipment manufacturers’ specifications. Contractor shall perform the following:

Prior to Scanning:

a. Inspect the electrical equipment for physical, electrical, and mechanical condition

b. Visually inspect for proper bus alignment

c. Remove all necessary covers prior to scanning

Scan the following equipment:

a. Automatic transfer switches

b. Transformers

c. Batteries

d. VFI’s

e. Sectionalizers

f. 480 Bus (C014 & C017)

g. All 5Kva & 480/208V Distribution Connection points (i.e., Main Breakers, MCC Gear, fused disconnects for equipment)

Provide a report indicating the following:

a. Problem area(s) & location of hot spot(s)

b. Indicate the temperature rise between "hot spot(s)" & normal or reference area

c. Indicate cause of heat rise

d. Indicate phase unbalance if present

e. Index of areas scanned

f. Report any problem areas to the COR immediately, within 4 hours of discovery, for corrective work to be initiated

3. CIRCUIT BREAKERS & CUBICLES

Contractor shall perform the following:

Prior to testing:

a. Inspect anchorage

b. Inspect for physical damage and cleanliness

c. Mechanical operator and contact alignment tests shall be performed on both the breaker and its operating mechanism IAW the manufacturer's instructions

d. Check tightness of the bolted bus joints by calibrated torque wrench method.

e. Check cell fit and element alignment, including the circuit breaker and bus stabs

f. Check the lowering/raising mechanism, or horizontal levering-in mechanism

g. Verify the primary and secondary contact wipe and other dimensions, which are vital to satisfactory operation of the circuit breaker using the manufacturer's instruction book

h. Install contact lubricant on all mating electrical contacts

i. Verify availability of all maintenance devices for servicing & operating the equipment

j. Check all heater elements for operation and control

Cleaning - Completely clean the interior of all cubicle sections including all bus work and insulators using the following methods:

a. Vacuum the inside of the switchgear and enclosure

b. Loosen attached particles and vacuum them away

c. Wipe all porcelain and all other insulating materials with a clean, dry lint free rag

d. Clean all grooves

e. Re-vacuum inside of switchgear enclosure

f. Remove, strip down, inspect, clean, re-lubricate and rebuild circuit breaker units

g. Check and/or replace all arcing contacts

h. Check, clean and/or replace all arc chutes

i. Inspect and correct the on-off indicators

j. Inspect and correct the spring charge indicators

k. Inspect and correct the mechanical/electrical interlocks

l. Inspect and correct the operation counters for proper operation

m. Inspect and correct the operation of the safety shutters

n. Measure the contact resistance

o. Perform minimum pickup voltage tests on the trip and close coils

p. Perform DC over-potential test at 3X rated voltage w/breaker in closed position

q. Tests shall be made on each pole for 5-minute duration w/all other poles grounded

r. If charging motors are used, Check condition and operation of brushes and limit switches

s. With breaker in test position, trip and close the breaker with the control switch

t. With breaker in test position, trip each breaker by operating protective relays manually

u. Measure the insulation resistance

1. With contacts open, test between line and load side of each phase

2. With contacts closed, test each pole to other poles and each pole to ground

v. Perform an insulation resistance test at 1,000 volts DC on all control wiring

1. DO NOT perform this test on wiring connected to solid-state relays

Oil Type Medium & Low Voltage Circuit breakers

a. Perform power factor tests on each pole with breaker open and each pair of bushings with the breaker closed.

b. Perform power factor tests on each bushing. Use conductive straps and hot collar procedures if the bushings are not equipped with a power factor tap

c. Sample and laboratory test the insulating fluid for:

1. Dielectric breakdown voltage, ASTM D-877

2. Color, ASTM D-1500

3. Power factor, ASTM D-924

4. Visual condition, ASTM D-1524

5. Acid neutralization number, ASTM D-974

6. Moisture content

Vacuum Type Medium Voltage Oil Type Circuit breakers

a. DO NOT exceed maximum voltage stipulated for this test

b. DO NOT perform test unless contact displacement of interrupter shall be within the manufacturer’s tolerance

c. Perform contact displacement tests on each interrupter IAW manufacturer’s instructions

d. Perform an AC or DC over-potential test across each vacuum bottle with the breaker in the open position in strict accordance with the manufacturer's instruction

e. Provide adequate barriers and protection against x-radiation during this test

f. Perform power factor tests on each pole with the breaker open and each pair of bushings with the breaker closed. Tank loss index shall be determined

g. Perform power factor tests on each bushing. Use conductive straps and hot collar procedures if bushings are not equipped with a power factor tap

4. LOAD BREAK MEDIUM VOLTAGE SWITCHES (5 KV)

Contractor shall perform the following:

a. Check blade alignment and arc interrupter operation

b. Checks fuse linkage and element for proper holder and current rating

c. Check each fuse holder for adequate mechanical support of each fuse

d. Verify interlocks and proper key distribution

e. Perform insulation resistance test on each phase from phase-to-phase & phase-to-ground

f. Perform contact resistance test across each switchblade and fuse holder

g. Lubricate with contact lubricant all moving, current carrying parts

h. Apply appropriate lubrication on all other moving and sliding surfaces

i. Verify proper phase barrier, materials, and installation

5. PROTECTIVE RELAYS

Contractor shall perform the following:

a. DO NOT perform this test on solid-state relays

b. All relays shall be inspected for physical damage

c. Inspect cover gaskets & cover glass for presence of foreign material or moisture & clean

d. Inspect spiral spring, disc, and contacts for condition and rust

e. Check disc for clearance

f. Check mechanically for freedom of movement, proper travel & alignment, and tightness of mounting hardware & tap screws

g. Apply prescribed settings

h. Perform insulation resistance test on each circuit branch to frame

i. Test and adjust the parameters on each operating element

j. Timing tests shall be made at two points on each time dial curve

k. Test the target trip current and seal-in units

l. Perform instantaneous tests corresponding to the timing test values

m. Test the tripping circuit by itself and with the circuit breaker

n. Perform special tests of directional restraint per manufacture's instruction manuals

o. Perform phase angle and magnitude contribution tests on all differential and directional type relays after energization to vectorially prove proper polarity and connections

p. Provide as found and as left test reports for all equipment

6. BATTERY SYSTEMS

Contractor shall perform the following:

a. Inspect for physical damage and evidence of corrosion

b. Clean units

c. Check inter-cell bus link integrity

d. Measure system charging voltage and each individual cell voltage

e. Measure the electrolyte specific gravity and level

f. Measure the voltage drop across the individual cells

g. Perform Infra-Red scan on batteries during discharge and recharge cycles (Observing inter-cell connectors, battery links and plates)

h. Verify proper charging rates from charger during recharge mode

i. Verify individual cell acceptance of charge during recharge mode

j. Verify and compare measured values with manufacturer's specifications

7. LIQUID FILLED TRANSFORMERS (OIL)

Contractor shall perform the following:

a. Insulation resistance tests shall be performed winding-to-winding and winding-to-ground

b. Appropriate guard circuit shall be utilized over all bushings

c. A turns ratio test shall be performed between windings at all service tap settings

d. Turns ratio test results shall not deviate more than 0.5% from the calculated ratio

e. Verify that the tap settings/changer shall be at the desired ratio

f. Exciting current tests shall be performed on each phase

g. Winding resistance test shall be made for each…