PERFORMANCE WORK STATEMENT.docx

D.1 PERFORMANCE WORK STATEMENT

Maintenance, Inspection, and Testing of the Electrical Power Distribution System

Department of Veteran Affairs Harry S. Truman VA Medical Center Columbia, MO

SCOPE: Procurement of service agreement to provide maintenance, inspection, testing and/or calibration of the Electrical Power Distribution System and all associated components. This contract shall also include a full campus ground-study. All parts, labor, and travel shall be included.

BACKGROUND: This contract will be used to provide full maintenance, inspection, and testing service by qualified technicians familiar with the full electrical power distribution system for the Harry S. Truman Memorial Veterans Hospital (HSTMVH). Maintenance, testing and inspection of the electrical power distribution system is required per VHA Directive 1028, Facility Electrical Power Systems, and to maintain adequate electrical service for patient care.

PERIOD OF PERFORMANCE: Requesting 365 days to schedule service, allow time for report creation and submission, lead time on contracted repairs, and final billing. Maintenance, inspection and testing planned to occur during November. Contract shall be awarded no later than September 2026 to allow adequate time to coordinate work due to multiple electrical outages required impacting the hospital.

SITE VISIT: Site visit shall be scheduled during solicitation to provide potential bidders with the opportunity to view the electrical distribution system. The date and time will be listed in the solicitation.

ELECTRICAL DISTRIBUTION EQUIPMENT: The following equipment shall be covered under this contract:

TABLE 1: HSTMVH EQUIPMENT LISTING

3 ground fault relays

52-HC Main Breaker (Hinkson Creek)

52-PL Main Breaker (Plant Loop)

52-T Tie-Breaker

south side Chiller Plant

155597

Chiller 1 Breaker – 500A

37489

Chiller 2 Breaker – 900A

37488

Chiller 3 Breaker – 900A

37487

Ground Fault System

TABLE 2: HSTMVH MOTOR CONTROL CENTERS (MCC) LISTING – INFRARED SCAN ONLY

1. MAINTENANCE: Maintenance procedures shall be in accordance with the most current InterNational Electrical Testing Association (NETA).

2. INFRARED SCAN: Infrared scanning shall be accomplished while the Electrical Power Distribution System is energized. Appropriate safety precautions must be taken before, during and after scanning the system.

3. GROUND STUDY: An electrical ground study shall be in accordance with the most current National Electrical Code (NEC).

General Work Items

1. Perform 4-hour Essential Electrical System (EES) Testing per NFPA 99, NFPA 110, and The Joint Commission requirements.

2. Perform maintenance of all equipment listed in Table 1.

a. Use lint free rags to clean conductors, contact points between the circuit breakers and main buss bars. Use a vacuum cleaner to remove dust and debris from breakers and cubicles. Visually inspect for signs of overheating, misaligned contacts, damaged insulation, or loose lugs.

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

c. Test breaker trip settings and exercise circuit breakers located in switchgears, switchboards, and distribution panels and operate under overload, and short circuit conditions. Compare breaker trip amperage with breaker trip settings, adjust if necessary and retest.

d. Test ground fault protection devices for proper function if they are installed on the switchgear/switchboard.

e. Inspect and tighten ground connections.

f. Calibrate and maintain adjustable protective relays.

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

h. Take oil samples from all liquid filled transformers and test dielectric properties for compliance with manufacturer’s specifications. Return oil levels to proper level using manufacturer recommended oil.

3. Provide Infra-Red Scanning using an infra-red scanning camera to detect hot spots for all equipment listed in Table 2. 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. All listed equipment shall be infra-red tested, and an applicable report provided with results.

4. Perform electrical ground study in accordance with the most current National Electrical Code (NEC). The ground study shall focus on facility’s major electrical equipment, centered around building service entrances and site generation.

Parts for Repair

1. For repairs, Contractor shall furnish the COR with an estimate (via email) of the cost to make necessary repairs. Contractor shall also provide a comparison quote to the COR for what that item would have cost for commercial pricing so Government has basis for making price fair and reasonableness determination, or as alternative, Contractor shall provide a quote provided to another federal agency for similar item for determination purposes.

2. All required parts shall be provided by the Contractor. No equipment or parts shall be considered obsolete until they are out of production for 7 years or cannot be replaced with a similar device or piece of equipment.

3. After repairs to the ATS equipment have been completed, the VA representative must indicate acceptance of the work by stating acceptance on the repair ticket and by signing the ticket. A copy of the properly approved ticket shall accompany the payment invoice, and without proper signatures, the service call shall not be paid.

REPORTING REQUIREMENTS:

Contractor shall provide two (2) hardcopy reports and one (1) CD-ROM of the electronic version of the report in Microsoft Word format within fifteen (15) business days following the work. All reference materials shall be included in the electronic version of the report, either through scanning or other means of electronic text import methods.

Contractor shall report deficiencies that are deemed critical or catastrophic immediately to the Contracting Officer and Assistant Chief, Facilities Management for immediate actions.

QUALITY CONTROL: The Government reserves the right to require the Contractor to make such tests as and when deemed advisable to ascertain that the requirements of this contract are being fulfilled. All tests shall be scheduled through the COR, and the Government reserves the right to witness all testing. Validation may consist of verification of all required activities, validation of effectiveness of maintenance procedures, confirmation of accuracy of testing results, and review of documentation completeness.

CONTRACTOR QUALIFICATIONS:

“Fully qualified” is based upon formal training and certification by either the InterNational Electrical Testing Association (NETA) as NETA certified Technician or the National Institute for Certification in Engineering Technologies (NICET) and completed the Occupational Safety and Health Administration (OSHA) approved 10-hour construction safety training. Contractors shall have technical training and a history of work experience in maintenance, inspection, and testing of the low and medium voltage Electrical Power Distribution Systems and associated components in healthcare, industrial, education, and commercial facilities for a minimum of five (5) continuous years from the date of this solicitation.

Contractors shall provide at least three (3) previously awarded, and completed, contracts which were issued by Federal, State, or Local Government Agencies that involved work similar to the requirements of this solicitation. For each submitted past performance contract, provide the following information:

1. The name of the contract and the contract ID number.

2. The name of the contracting agency or organization the contract was awarded by.

3. The date of the contract award and the contract award amount in dollars.

4. A brief description of the contract scope of work; and

5. Identification of at least one point-of-contact at the organization that awarded the contract, including: the name of the point-of-contact, their current mailing address, phone number and email address.

Contractor must provide evidence of appropriate training of any technician providing services under terms of the contract. Subcontracting of any ensuing award of this solicitation will not be allowed without written permission of the Contracting Officer.

Contractor must have access to all OEM proprietary information due to the critical nature of these services.

Contractors shall have safety trainings – either on-the-job or class-room type – in electrical safety outlined in the OSHA Standard 29 Code of Federal Regulations (CFR) 1910 Subpart S – Electrical, and the NFPA 70E – Standard for Electrical Safety in the Workplace. Training certifications shall be submitted to the VA Contracting Officer with the proposal for this solicitation. If no training certifications are available, the contractor’s employer shall certify that he/she has met this requirement in writing and submit it to the VA Contracting Officer with the proposal for this solicitation.

Contractors shall furnish all necessary tools, equipment, and Personal Protective Equipment (PPE) to perform the work safely, effectively, and timely. Tools, equipment, and PPE shall comply with the requirements of OSHA Standard 29 CFR 1910, Subpart I, and NFPA 70E.

PERSONNEL ACCEPTANCE: The Government reserves the right to accept or reject Contractor’s staff for the rendering of services. Complaints concerning Contract Personnel’s performance or conduct shall be dealt with by the Contractor, VA representative and the final decision made by the Contracting Officer.

CONTRACTOR’S RESPONSIBILITIES: The Contractor shall take all precautions necessary to protect against injury or damage during the performance of this contract. The Contractor shall be responsible for any injury to contractor’s employees as well as for any damage to personal or public property that occurs during the performance of this contract that is caused by contractor’s employees’ fault or negligence.

Enforce contractor performance (timely submission of deliverables, compliance with personnel screening requirements, and appropriate termination activity as appropriate). The authorization requirements do not apply, a Security Accreditation Package is not required.

HOURS OF SERVICES: Due to the nature of the work, all work will be performed during the hours of 6pm to 6am, Monday – Friday; weekend work will be taken under consideration. Weekends are preferred for large scale electrical outages. Variations to this schedule may be possible for certain equipment when coordinated with Facilities Management. All work shall be coordinated with Facilities Management. Work to be performed in the month of October or November 2026, depending on weather for shutting down the Chiller Plant. Contractor shall schedule work four (4) weeks in advance to assure proper coordination with hospital personnel. Contact Sarah Hamilton in Facilities Management at 573-814-6378, sarah.hamilton2@va.gov, to schedule testing.

Government national holidays: The Contractor is not required to provide services on the following national holidays nor shall the Contractor be paid for these holidays:

When a holiday falls on a Sunday, the following Monday will be observed as a legal holiday. When a holiday falls on a Saturday, the preceding Friday is observed as a legal holiday by the U.S. Government agencies. Also included, would be any other day specifically declared by the President of the United States of America to be a National Holiday.

BADGES, PARKING, CHECK-IN PROCESS: All Contractor personnel are required to wear identification (I.D.) badges issued by the HSTMVH Engineering office during the entire time they are on the HSTMVH grounds. It is the responsibility of the Contractor’s personnel to park in the appropriate designated parking areas. The HSTMVH shall not validate or make reimbursement for parking violations of the Contractor’s personnel under any circumstance.

The contractor’s technician shall report to the VA representative office Facilities Management prior to starting work. The Contractor’s technician shall prepare a written service ticket explaining the work for the day, a listing of which parts are to be used, the price of each part and the total price of multiple parts. The ticket shall be given to the VA representative for approval.