Attachment 1 - Statement of Work (Rev. 1).pdf

36C25622Q1188 Attachment 1 Revision 1

STATEMENT OF WORK

ELECTRICAL SYSTEM PREVENTIVE MAINTENANCE

AND

TESTING SERVICES

(August 23, 2022)

1.0 GENERAL INFORMATION

1.1 Title of Project: Electrical Maintenance and Testing Contract for John L.

McClellan Memorial Veterans Hospital (JLM) and Eugene J. Towbin Healthcare Center (NLR) Campuses.

1.2 Background: Maintenance contractor to provide electrical maintenance, testing, inspection, reporting as required in the electrical maintenance and testing contract below and mandated by the Veteran Affairs National Office.

1.3 Contractor shall complete the tasks identified in this Statement of Work

(SOW) and attached documents. Contractor shall furnish all labor, materials, tools, and expertise to perform the work necessary.

1.4 Offices of Central Arkansas Veterans Healthcare System (CAVHS)

Engineering Planning and Design Office will render certain technical services during the contract. Such services shall be considered as advisory from the Government and shall not be construed as expressing or implying a contractual act of the Government without affirmations by the Contracting Officer (CO).

1.5 Special Consideration: All contractors and visitors are required to adhere to

Universal Masking Guidance which requires people to wear a cloth face covering or facemask over their mouth and nose while in any building of Central Arkansas Veterans Healthcare System (CAVHS). Daily healthcare screening is required before entrance to Department of Veterans Affairs (VA) facilities due to COVID-19. No one with cold or flu like symptoms will be allowed on VA property. In the event symptoms occur while on site, the contractor will notify the COR immediately. The individual(s) maybe required to be COVID tested and quarantine until released by Infection Control to return to site.

1.5.1 Contractor employees who work in or travel to VHA locations must comply with the following documentation requirements:

1.5.1.1 If fully vaccinated, shall show proof of vaccination.

1.5.1.2 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.

1.5.1.3 If unvaccinated and granted a medical or religious exception, 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.

1.5.1.4 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’s Representative (COR) or other hospital personnel.

1.5.1.5 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.

1.5.1.6 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. 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.

1.5.2 Contractor must immediately notify the COR and CO if contract performance is jeopardized due to contractor employees being denied entry into VA facilities.

1.6 Definitions: The following are definitions of terms used in the context of this contract:

1.6.1 Maintenance - The process of maintaining or preserving equipment for the life of the equipment. Typically, on an annual or triennial basis (I.e., adding/replacing oil in equipment).

1.6.2 Service - Performance of work that is outside of routine maintenance work as determined by the manufacturer’s specs for equipment. If the work requires parts and materials outside of maintenance items that is service work ( I.e., replacing a defective spark plug to prevent damage to the equipment).

1.6.3 Analysis - A detailed examination of anything complex to understand its nature or to determine it essential features/functions are working as designed. Reviewing equipment for issues and if issues are noticed https://www.va.gov/covid19screen/ https://www.va.gov/covid19screen/ https://www.va.gov/covid19screen/ https://www.va.gov/covid19screen/ then providing next step measure to address the equipment.

1.6.4 Testing - Revealing equipment capabilities by putting the equipment under extreme measures. Typically, standardized testing measures are set by VA standards, American National Standards Institute (ANSI) International Electrical Testing Association (NETA) and/or Maintenance Testing Standards (MTS).

1.6.5 Authorized Services: Contractor is cautioned that only those services included in the current contract price are authorized by this contract. The only services authorized under this contract are routine repairs and preventative maintenance checks and services. Routine repairs are defined as those repairs caused by normal wear and tear.

Before performing any service or repair of a non-contract nature, the Contracting Officer or his/her designee must be advised of the reason for this additional work. If appropriate, the Contracting Officer may authorize the additional services or repairs under a separate contract instrument or by a modification to this contract. Reimbursement will not be made unless this separate authorization or modification is issued.

1.7 Contractor to follow the definitions of terms used in the ANSI/NETA MTS

2019 guide, Occupational Safety and Health Association (OSHA), Joint Commissioning, VA specification documents for maintenance and inspection requirements as applicable to contract SOW.

2.0 DESCRIPTION OF WORK

2.1 This SOW describes the requirements for the Qualified Electrical Contract Professionals – known as “Contractors” in this document, hereafter.

Contractors who are contracted by VA Medical Center to perform preventive maintenance, inspection and testing of the Electrical Power Distribution System, and all its components shall meet all requirements stated in Section

3.0 of this SOW. This SOW describes the requirements to establish maintenance and testing reports.

2.2 Contractor is solely responsible for meeting any current or future requirements approvals or certifications as may be levied by applicable legal, regulatory, accrediting body, governing body, and/or local/state/federal requirements as required by law. Due to continuous regulatory changes in both federal and state laws, the contractor shall comply with new regulations within thirty (30) calendar days of notification or provide updated maintenance schedule to incorporate new regulations into service.

3.0 SCOPE OF WORK

3.1 Work items, definitions, references and all preventive maintenance and testing shall comply with the latest edition of the ANSI/ NETA – Maintenance Testing Specifications (MTS) (or equivalent VA approved testing specifications) and with the VHA Directive 1028 Electrical Power Distribution System.

3.2 Contractors shall report deficiencies that are deemed critical or catastrophic immediately to the COR for immediate actions. Critical or Catastrophic meaning deficiencies that could cause loss of power to parts or all of campus, create a hazard to the contractor or VA staff, or loss of power to patient care areas.

3.3 All work shall be scheduled for minimal impact to the VA Medical Center operational hours (after hours or weekends, not to include holidays).

3.3.1 Switchgear and Switchboard Assemblies. Medium Voltage down to 480V distribution level

3.3.2 Transformers, Dry Type, Air-Cooled, Low-voltage, Small, equal to or less than 500kva. *IR scan only annual

3.3.3 Transformers, Liquid-Filled Pad Mount. All Facility wide (to include Dissolved-gas analysis (DGA) and Power factor testing, Transformer Turn Ratio testing (TTR))

3.3.4 Switches, Air, Low-Voltage. 250A and above

3.3.5 Switches, Air, Medium-Voltage, Metal-Enclosed. (All)

3.3.6 Circuit Breakers, Air, Insulated-Case/ Molded-Case. Distribution level /

250A and above.

3.3.7 Circuit Breakers, Air, Low-Voltage Power. Distribution boards / 250A and above.

3.3.8 Circuit Breakers, Vacuum, Medium-Voltage. All (to include primary injection testing)

3.3.9 Protective Relays, Electromechanical, and Solid State. (All)

3.3.10 Protective Relays Microprocessor Based. (All)

3.3.11 Grounding Systems. Fall of Potential at 480V switchboards and up

3.3.12 Ground-Fault Protection Systems. (All)

3.3.13 Motor Control, Motor Starters, Medium-Voltage. (All)

3.3.14 Motor Control, Motor Starters, Low-Voltage. *Infra-Red Scan only annual

3.3.15 Emergency Systems, Automatic Transfer Switches. *Infra-Red Scan only annual

3.3.16 125VDC Battery Systems. All annual (Refer to ANSI/NETA MTS Sec.

7.18)

3.3.17 Lightning Protection System, All buildings see Section 26

3.3.18 Photovoltaic System see Section 27

3.3.19 IPU/Line Isolation Monitors (LIM) see Section 28

3.4 Infra-Red Scanning/Thermographic Survey shall be performed on all facility electrical equipment annually. (Refer to ANSI/NETA MTS 2019 sec. 9)

3.4.1 Use an infra-red scanning camera to detect hot spots in the Electrical Power 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.

3.4.2 The IR scan shall be completed annually, and report submitted (30) calendar days after annual IR Scan completion to the COR. Any deficiencies shall be corrected during the maintenance outage.

3.4.3 Note that since this work item must be done while the Electrical Power Distribution System is energized, appropriate safety precautions must be taken before, during and after scanning the system.

3.5 System Function Tests. Provide function test for all equipment listed in this

Scope of Work. (Refer to ANSI/NETA MTS 2019 sec. 8)

3.6 Test Conditions. Record Ambient temperature, Humidity index, Wet location, and environmental cleanliness when applicable

3.7 Data Recording. The Contractor shall record maintenance and functional test data into PowerDB database software or equivalent database software that is acceptable and visible to the VA.

3.8 4-Hour Power Outage Test (JLM completed 4/28/2022, NLR completed

4/4/20): The Contractor shall be present for and will participate in the VAMC 4-hour test of the Essential Electrical System (EES). This test shall fulfill the requirements of VHA Directive 1028, Electrical Power Distribution System, National Fire Protection Association (NFPA) 110 (e.g. Para. 8.4.9.) and The Joint Commission. This test will include opening of all utility service connections serving the VA Medical Center (VAMC) for a minimum of four (4) hours. During the test period the contractor shall verify operation, inspect, test and service the MAIN Medium Voltage Substation Switchgear components and utilize this time to accomplish work on any de-energized system components. The Contractor shall include in their bid proposal all costs associated with the services of the local utility company for the duration of the test. The estimated duration of the Contractor’s involvement is between 8–12 hours and may involve up to 2 site visits to perform the scope of work within this section. The Contractor shall trouble shoot and correct malfunctioning electrical equipment discovered during the test. Contractor shall make any required adjustments and/or re-calibrations to all equipment which has been otherwise maintained, inspected, and tested under this Scope of Work.

3.9 Electrical Distribution system Condition assessment, Arc Flash and Protective Device Coordination: Contractor shall maintain and update current Electrical Distribution system Condition assessment, Arc Flash and Protective Device Coordination Study Analysis thru SKM software based on existing ARC FLASH COORDINATION STUDY. SKM file shall be reviewed annually and updated. The VA’s current SKM project files (completed April 2020) will be furnished to the contractor to maintain and update. Updates shall be performed throughout the performance period based on changes to the Electrical System through in-house and third-party contractor work. Details and dates of modifications shall be recorded. Minor or new changes will not require a full analysis report on the entire electrical system. Any new or minor modification to the system shall include Arc Flash Labels issued and installed in the format currently used on site. (Arc flash label examples are shown in the study) Any identified safety issues shall be brought to the immediate attention of the COR.

4.0 REPORTING REQUIREMENTS

4.1 A complete written report of the work performed shall be provided to the COR within 30 days of completion. Information shown in the report shall be as following:

4.1.1 Company’s name, addresses, telephone, & FAX numbers.

4.1.2 Name and signature of contractors who perform the maintenance and testing.

4.1.3 VA Work Contract Number, name and number of VA Contracting

Officer.

4.1.4 Date and Time of work.

4.1.5 Copies of contractors’ valid licenses, professional and training certificates.

4.1.6 Descriptions and model number of specialized tools and equipment used, such as torque wrench or infra-red scanning camera. Provide instrument calibration dates for all test equipment where required to be calibrated.

4.1.7 Campus, Building Number/Location, Type, Name, and nameplate information of electrical equipment to be maintained and tested.

4.1.8 Descriptions of work items.

4.1.9 Test data.

4.1.10 Reference materials such as equipment manufacturer’s specifications, coordination study, etc.

4.1.11 Remarks on conditions of electrical equipment. List all deficiencies, if any.

4.1.12 Recommended corrective actions, if any.

4.1.13 IR Scan report shall be completed annually, and report submitted (30) calendar days after annual IR Scan completion

4.1.14 Update any discrepancies/variations in all government furnished attachments.

4.2 Submit eight (8) hard copies of the complete written report, and one (1) electronic copy CD or equivalent of the electronic version of the report in Adobe PDF format to the COR within thirty (30) calendar days of visit. All reference materials shall be included in the electronic version of the report, either through scanning or other means of electronic text import methods.

4.3 SKM software project file shall be maintained and updated by the contractor and shall be turned over to the COR at the conclusion of the contract period.

4.4 A PowerDB master and field database or approved alternate software database, which contains the electrical maintenance tests within the scope of work, shall be available to the VA during contract period and turned over to the COR at the conclusion of the contract period.

5.0 SCHEDULE FOR SERVICE AND MAINTENANCE WORK

5.1 The Contractor shall provide a proposed schedule with their bid proposal. The schedule shall be in the form of a progress chart of suitable scale to indicate the work schedule for completion by any given date during the work period.

The proposed schedule shall be reviewed by the VAMC [Facilities Management Engineering Service]; any requirements for adjusting the schedule (e.g. to minimize disruption to the VAMC daily operations) shall be incorporated by the Contractor.

Year Annual Service Base Year • Maintenance of all items listed in section 3.3 of SOW

• Infra-Red/Thermographic Survey

• North Little Rock – 4-Hour Power Outage Test (Testing and

Reporting due April of 2023)

• System Function Tests

• Solar PV Maintenance

• Arc Conditions Update

• Lightning Protection Testing and Analysis

• IPU/Line Isolation Monitors (LIM) Inspection, testing and

Certification

Option Year 1

• Maintenance and inspection of the following:

1. Protective Relays

2. Ground-Fault Protection Systems

3. 125VDC Battery System

• Infra-Red/Thermographic Survey

• System Function Tests

• Solar PV Maintenance

• Arc Conditions Update

• Lightning Protection Testing and Analysis

• IPU/Line Isolation Monitors (LIM) Inspection, testing and

Certification Option Year 2

• Maintenance and inspection of the following:

1. Switchgear and Switchboard Assemblies

2. Transformers

3. Switches, Medium Voltage

4. Protective Relays

5. Grounding Systems

6. Ground-Fault Protection Systems

7. Motor Control

8. 125VDC Battery System

• Infra-Red/Thermographic Survey

• Maintenance on items listed in section 1.1 of SOW

• Little Rock (JLM) – 4-Hour Power Outage Test (Testing and

Reporting due April of 2025)

• System Function Tests

• Solar PV Maintenance

• Lightning Protection Testing and Analysis

Option Year 3

• Maintenance and inspection of the following:

1. Switches, Low-Voltage

2. Circuit Breakers

3. Protective Relays

4. Ground-Fault Protection Systems

5. 125VDC Battery System

• Infra-Red/Thermographic Survey

• North Little Rock – 4-Hour Power Outage Test (Testing and

Reporting due April of 2026)

• System Function Tests

• Solar PV Maintenance

• Arc Conditions Update

• Lightning Protection Testing and Analysis

• IPU/Line Isolation Monitors (LIM) Inspection, testing and

Certification Option Year 4

• Maintenance and inspection of the following:

1. Protective Relays

2. Grounding Systems

3. Ground-Fault Protection Systems

4. Motor Control

5. 125VDC Battery System

• Infra-Red/Thermographic Survey

• System Function Tests

• Solar PV Maintenance

• Arc Conditions Update

• Lightning Protection Testing and Analysis

5.2 Prepare a preventative maintenance, analysis and testing schedule based on the schedule above. Pricing for each option period will be indicative of the work scheduled for that period.

5.3 All Triennial outages require advance approval by the COR. In order to accommodate this approves, the outages are to be coordinated with the COR a minimum of two (2) months in advance from the start of the outage. Such schedule shall not be considered approved until notified by the COR, in writing. Triennial outages will involve de-energizing the entire campus’ normal power. All emergency power will switch over to generator power for 4-hour load testing to be completed by the Generator Service contractor.

5.4 All other inspections and maintenance require a minimum of 14-day schedule notice/request, coordinated with and approved by the COR.

6.0 GENERAL REQUIREMENTS

6.1 The Contractor shall provide all labor, parts, equipment, tools, supplies, transportation, and supervision necessary to provide testing and maintenance in accordance with requirements for the Electrical Maintenance and testing work. As well as requirements listed in ANSI/NETA MTS 2019, VHA Directive 1028 “Electrical Power Distribution Systems” and all applicable NFPA (National Fire Protection Association), Joint Commission (JCAHO Testing), Federal, State, and Local regulations.

6.2 The Contractor shall:

6.2.1 Have all service technicians certified to work on medium voltage electrical equipment.

6.2.2 Obtain all other necessary licenses and/or permits required to perform all work under this contract. All technicians performing work under this contract shall have completed at the minimum OSHA 10-hour safety training and CAVHS Safety video.

6.2.3 Maintain an adequate supply of commonly used spare parts

6.2.4 Use genuine OEM parts, if OEM parts are not available provide an alternate parts report to the COR for review and approval of use prior to ordering and installing replacement parts.

6.2.5 Produce a computer-generated report within 10 calendar days of the completion of the scheduled maintenance. The contractor will submit a proposed format for the report to the COR for approval within 10 calendar days of award of this contract. The report shall document the tasks completed for each equipment inspection as listed in the year’s task order.

6.3 Contractor is responsible to replace any items damaged by the contractor, sub-contractor, their employees, or equipment at no extra charge to the Government.

6.4 Contractor personnel shall conduct their work in a manner that does not interfere with the normal functions of the facility and will stop work if asked by the CO/COR as required if interruptions do occur.

6.5 The contractor is responsible for supplying, completing, and submitting all reports required or requested by any additional Federal, State, or local codes as they pertain to any work performed under this contract.

6.6 No hot electrical work shall be performed. Any electrical work that requires any interruption in electricity must be coordinated with the COR. All OSHA (Occupational Safety and Health Administration) and Facility lockout/tagout procedures shall be followed.

7.0 SERVICE REPRESENTATION AND RESPONSE TIME

7.1 The Maintenance contractor shall have a 24x7x365 on-call system and have direct or authorized facilities located within our local commuting area.

7.2 There shall be a toll-free number for 24-hour service requests. Calls for service will go to a live representative and will not be automated.

7.3 Service provider shall maintain an on-call system of mandatory escalation to management.

7.4 Initial response (telephone) to a call for service shall not exceed 1 hour.

7.5 Emergency services shall have a qualified service technician on site at VA

Health center within 2 hours of initial contact.

8.0 CONTRACTOR QUALIFICIATIONS

8.1 Contractors shall be experienced Electrical Contractors, having properly trained and licensed permanent staff required to perform the proposed work.

Electrical Contracting (i.e. the construction, repair, testing and maintenance of industrial and commercial electrical distribution systems) shall be the primary interest/specialty of the Contractor’s business.

8.2 Contractors shall be certified by the International Electrical Testing

Association (NETA) as NETA Certified Technician and completed the Occupational Safety & Health Administration (OSHA) approved 10-hour construction safety training and/or National Institute for Certification of Engineering Technician (NICET).

8.3 All Contractors shall have technical training and demonstrable track records of working experience in maintenance, inspection, and testing of the Electrical Power Distribution Systems and related components in healthcare, industrial, educational, and commercial facilities for a minimum of five (5) continuous years. Electrical components on which the Contractors have experience shall include, but not be limited to, switchboards & switchgear (low and medium voltage); low voltage controls; emergency and standby generators; wiring, transformers, meters and other electrical appurtenances.

8.4 Contractors shall have safety training – 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 certification shall be provided indicating each technician is a Qualified Person as defined by NFPA 70E. Training certifications shall be submitted to the COR prior to work. If no training certifications are available, the contractor shall certify that he/she has met this requirement in writing and submit it to the COR prior to work.

8.5 Contractors shall have ready access to the latest versions of the following references:

8.5.1 NFPA 70, National Electrical Code.

8.5.2 NFPA 70B, Recommended Practice for Electrical Equipment

Maintenance.

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

8.5.4 NFPA 99, Health Care Facilities Code

8.5.5 NFPA 110, Standard for Emergency and Standby Power System.

8.5.6 NFPA 780 Standard for the Installation of Lightning Protection Systems

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

8.5.8 National Electrical Manufactures Association NEMA and ANSI

Standards.

8.5.9 InterNational Electrical Testing Association, Inc. NETA – Maintenance and Testing Specifications.

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

8.5.11 VHA Directive 1028, Electrical Power Distribution System

8.6 Contractors shall have and provide 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. Prior to initiating work, Contractor shall provide documentation that all instruments, test equipment, tools and PPE have current calibration. Dated calibration labels shall be visible on all instruments, test equipment, tools and PPE as appropriate.

9.0 LOCKOUT/TAGOUT

9.1 The contractor is responsible for compliance with:

9.1.1 OSHA Control of Hazardous Energy Source, and

9.1.2 OSHA Electrical Work Practice Standards

9.2 The VA’s policy is that all equipment shall be locked or tagged out to protect against accidental or inadvertent operation. No one shall attempt to operate any switch, valve or other energy isolating device where it is locked or tagged out. Only the persons making the lockout/tagout should remove the same.

9.3 The contractor shall always label any lockout or tagout with the following information:

9.3.1 Name of individual making the lockout/tagout

9.3.2 Name of company

9.3.3 Name of general contractor’s company

9.3.4 Phone number or pager of person making lockout/tagout

9.3.5 Time/date of lockout/tagout

9.3.6 Time/date of expected restoration of service

10.0 SPECIFICATIONS

Contractor shall comply with the following and keep a copy of the attached on-site at all times:

10.1 OSHA

10.2 Interim Life Safety Measure Assessment (completed on site as needed)

10.3 Infection Control Risk Assessment (completed on site as needed)

10.4 Hot work Permits, required as needed

10.5 Confined Space Permits, required as needed

10.6 Contractor lead technician’s 30 hrs. OSHA certificate. Copy of certificates to be given to the COR before work initiation.

10.7 Contractor personnel minimum of 10 hrs. OSHA certificate. Copy of certificates to be given to the COR before work initiation.

10.8 All Contractor personnel to complete VA Safety video before work initiation.

10.9 Contractor ANSI/NETA MTS Certificate. Copy of certificate to be given to the

COR before work initiation.

11.0 SECURITY REQUIREMENTS

11.1 General Contractor’s employees shall not enter the project site without appropriate badge. Contractor must obtain ID badges in accordance with Medical Center Memorandum M-1, Part VII, Change 25, Paragraph 8.07C.

They may also be subject to inspection of their personal effects when entering or leaving the project site.

11.2 All contractor employees are required to be issued a security badge. The determining factor as to the type of badge issued us the contractors employee’s access requirements and the length of the contract period of performance. Contractor is required to follow the Security Requirements outlined.

12.0 PERFORMANCE

The project start date shall be within ten (10) days after notice to proceed work (NTP). If for any reason a deliverable cannot be delivered as scheduled, the Contractor is required to submit a request for a time extension to the Contracting Officer and the COR. The request must include the reason(s) for the delay and the impact on the overall maintenance contract. The Contracting Officer will consider each request based on its merits and will, if approved, issued a modification to the contract. The Contractor is required to proceed as originally scheduled until such modification is issued. The Contracting Officer is the only official authorized to make changes to the contract.

13.0 CHANGES

13.1 The contractor is advised that only the Contracting Officer, acting within the scope of the contract has the authority to make changes which may affect the contract terms and conditions, quality, quantity, price, and/or delivery. It is highly encouraged and advised that the contractor contact the Contracting Officer for approval in the event there are changes prior to proceeding. No other individual has the authority to make binding changes and/or commitments.

13.2 If the contractor commits to such changes at the direction of anyone other than the CO, the changes shall be considered to have been made without proper authority and no adjustment shall be made in contract price to cover any increase in costs incurred as a result thereof.

14.0 RISK CONTROL

14.1 The Contractor shall take all necessary precautions to protect government property and shall repair any damage caused by their efforts at no extra charge to the Government.

14.2 All work affecting patients shall be coordinated in advance between the COR

Contractor to have minimal impact on VA patients and employees.

Coordination request shall be provided no less than 30 days before intended date of work.

15.0 FIRE SAFETY

15.1 Establish and maintain a site-specific fire protection program in accordance with 29 CFR 1926.

15.2 Maintain free and unobstructed access to facility emergency services and for fire, police, and other emergency response forces in accordance with NFPA 241.

15.3 Do not block exiting for occupied buildings, including paths from exits to roads.

Minimize disruptions and coordinate with COR.

15.4 Do not impair automatic sprinklers, smoke and heat detection, and fire alarm systems, except for portions immediately under construction, and temporarily for connections. Provide fire watch for impairments more than 4 hours in a 24-hour period.

15.5 Perform and safeguard hot work operations in accordance with NFPA 241 and

NFPA

15.6 Coordinate with COR to obtain permits from fire department at least 8 hours in advance. Designate contractor's responsible project-site fire prevention program manager to permit hot work.

15.7 Prevent smoke detectors accidental operation. Remove temporary covers at end of work operations each day.

15.8 Smoking is prohibited in all VA facilities and on grounds.

16.0 OPERATIONS AND STORAGE AREAS

16.1 The Contractor shall confine all operations on Government premises to areas authorized or approved by the COR. The Contractor shall hold and save the Government, its officers, and agents, free and harmless from liability of any nature occasioned by the Contractor's performance. Contractor personnel are subject to rules of Medical Center as applicable to their conduct while on medical center property. Plan and execute the work with minimal impact to the normal functioning of the Medical Center as a whole, including patient care, operations of utility services, fire protection systems and any existing equipment, and with work being done by others.

16.2 There are no storage areas assigned to this project. Provide unobstructed access to Medical Center areas required to remain in operation.

17.0 COR AUTHORITY

In no event is the COR empowered to change any of the terms and conditions of the contract. All changes, to any section of this contract, shall be made only by the Contracting Officer pursuant to a properly executed modification. The types of actions within the purview of the COR’s authority are to ensure that the Contractor performs the technical requirements of the contract, and to notify the Contracting Officer of any deficiencies observed. A Letter of Designation shall be issued to the COR and a copy shall be sent to the Contractor at the time of the contract kickoff meeting or post-award conference setting forth in full the responsibilities and limitations of the COR.

18.0 CONTRACT AWARD MEETING

The Contractor shall not commence performance on this contract until Government has conducted a contract kickoff meeting, post-award conference or the COR has advised the Contractor that a kickoff meeting is waived.

19.0 TRAVEL

There is no travel associated with this contract.

20.0 COMPLIANCE WITH APPLICABLE LAWS AND REGULATIONS

20.1 The Contractor shall ensure that services provided to the Government under this agreement comply with all applicable laws, statues, regulations, and guidelines that govern the operation of systems by the Government.

20.2 Products Requiring Electrical Connection: Listed and classified by

Underwriters Laboratories Inc. as suitable for the purpose specified and indicated.

21.0 INFORMATION SYSTEMS OFFICER, INFORMATION PROTECTION

The contractor will not have access to VA Desktop computers and nor will they have access to online resources belonging to the government while conducting services. If removal of equipment from the VA is required, any memory storage devices, such as hard drives, solid state drives and non-volatile memory units will remain in VA control and will not be removed from VA custody.

22.0 PRIVACY OFFICER

The contractor will not have access to protected Patient Health Information (PHI) and nor will they have the capability of accessing patient information during the services provided to the VA and if removal of equipment from the VA is required, any memory storage devices, such as hard drives, solid state drives and non-volatile memory units will remain in VA control and will not be removed from VA custody. All research data available for Contractor analyses is de- identified.

23.0 RECORDS MANAGER

23.1 Contractor shall comply with all applicable records management laws and regulations, as well as National Archives and Records Administration (NARA) records policies, including but not limited to the Federal Records Act (44 U.S.C. chs. 21, 29, 31, 33), NARA regulations at 36 CFR Chapter XII Subchapter B, and those policies associated with the safeguarding of records covered by the Privacy Act of 1974 (5 U.S.C. 552a). These policies include the preservation of all records, regardless of form or characteristics, mode of transmission, or state of completion.

23.2 In accordance with 36 CFR 1222.32, all data created for Government use and delivered to, or falling under the legal control of, the Government are Federal records subject to the provisions of 44 U.S.C. chapters 21, 29, 31, and 33, the Freedom of Information Act (FOIA) (5 U.S.C. 552), as amended, and the Privacy Act of 1974 (5 U.S.C. 552a), as amended and must be managed and scheduled for disposition only as permitted by statute or regulation.

23.3 In accordance with 36 CFR 1222.32, Contractor shall maintain all records created for Government use or created in the course of performing the contract and/or delivered to, or under the legal control of the Government and must be managed in accordance with Federal law. Electronic records and associated metadata must be accompanied by sufficient technical documentation to permit understanding and use of the records and data.

23.4 Central Arkansas Veterans Healthcare system and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Records may not be removed from the legal custody of Central Arkansas Veterans Healthcare system or destroyed except for in accordance with the provisions of the agency records schedules and with the written concurrence of the Head of the Contracting Activity. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. In the event of any unlawful or accidental removal, defacing, alteration, or destruction of records, Contractor must report to Central Arkansas Veterans Healthcare system. The agency must report promptly to NARA in accordance with 36 CFR 1230.

23.5 The Contractor shall immediately notify the appropriate Contracting Officer upon discovery of any inadvertent or unauthorized disclosures of information, data, documentary materials, records, or equipment. Disclosure of non-public information is limited to authorized personnel with a need-to-know as described in the [contract vehicle]. The Contractor shall ensure that the appropriate personnel, administrative, technical, and physical safeguards are established to ensure the security and confidentiality of this information, data, documentary material, records and/or equipment is properly protected. The Contractor shall not remove material from Government facilities or systems, or facilities or systems operated or maintained on the Government's behalf, without the express written permission of the Head of the Contracting Activity.

When information, data, documentary material, records and/or equipment is no longer required, it shall be returned to Central Arkansas Veterans Healthcare system control, or the Contractor must hold it until otherwise directed. Items returned to the Government shall be hand-carried, mailed, emailed, or securely electronically transmitted to the Contracting Officer or address prescribed in the [contract vehicle]. Destruction of records is EXPRESSLY PROHIBITED unless in accordance with Section 23.4.

23.6 The Contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under, or relating to, contracts. The Contractor (and any sub-contractor) is required to abide by Government and Central Arkansas Veterans Healthcare system guidance for protecting sensitive, proprietary information, classified, and controlled unclassified information.

23.7 The Contractor shall only use Government IT equipment for purposes specifically tied to or authorized by the contract and in accordance with Central Arkansas Veterans Healthcare system policy.

23.8 The Contractor shall not create or maintain any records containing any non-public Central Arkansas Veterans Healthcare system information that are not specifically tied to or authorized by the contract.

23.9 The Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected from public disclosure by an exemption to the Freedom of Information Act.

23.10 The Central Arkansas Veterans Healthcare system owns the rights to all data and records produced as part of this contract. All deliverables under the contract are the property of the U.S. Government for which Central Arkansas Veterans Healthcare system shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest. Any Contractor rights in the data or deliverables must be identified as required by FAR 52.227-11 through FAR 52.227-20.

23.11 Training. All Contractor employees assigned to this contract who create, work with, or otherwise handle records are required to take Central Arkansas Veterans Healthcare system provided records management training. The Contractor is responsible for confirming training has been completed according to agency policies, including initial training and any annual or refresher training.

24.0 ACCEPTANCE

24.1 All reports as listed above in this SOW be provided to the COR. Reports will be reviewed and accepted by the COR.

24.2 Any reports that are not accepted by the VA must be corrected in a timely manner appropriate to the task. VA will provide a corrective timeline on a report basis.

25.0 SUPPLEMENTAL INSURANCE REQUIREMENTS

The following minimum coverage shall apply to this contract:

25.1 Workers' compensation and employer’s liability: Contractors are required to comply with applicable Federal and State workers' compensation and occupational disease statutes. If occupational diseases are not compensable under those statutes, they shall be covered under the employer's liability section of the insurance policy, except when contract operations are so commingled with a Contractor's commercial operations that it would not be practical to require this coverage. Employer's liability coverage of at least $100,000 is required, except in States with exclusive or monopolistic funds that do not permit workers' compensation to be written by private carriers.

25.2 General Liability: $500,000.00 per occurrences.

25.3 Automobile liability: $200,000.00 per person; $500,000.00 per occurrence and $20,000.00 property damage.

25.4 The successful bidder must present to the Contracting Officer, prior to award, evidence of general liability insurance without any exclusionary clauses for asbestos that would void the general liability coverage.

26.0 ANNUAL LIGHTNING PROTECTION INSPECTION, TESTING, LIGHTNING

RISK ASSESSMENT, REPAIRS AND CERTIFICATION

26.1 This section describes general and specific annual inspection, testing, repairs, and certifications required for Central Arkansas Veterans Healthcare System (CAVHS) lightning protection system for approximately 70 buildings located between 2 campuses.

26.2 Scope: Provide annual inspection, testing, lightning risk assessments, repairs and re-certification to facility lightning protection and grounding system. All work expected to be completed, will be, but not limited to inspect, making basic repairs to the existing system, bonding terminations, loose wires, downleads, air terminal (lightning rods), install new lightning protection and building Underwriter Laboratories (UL) master label certification. Deficiencies and previous ohm test are listed below (refer to List of Deficiencies and Previous Ohm Testing) and contractor shall ensure that the noted deficiencies are fully repaired, functional and UL master label certified upon completion.

26.3 All restorations to CAVHS lightning protection system must be in accordance with VA Directives, Memorandums and NFPA code compliance for the purpose of patient, personnel, and facility equipment protection. Per the publications listed below (including amendments, addenda, revisions, supplements, and errata). Publications are referenced in the text by designation only (see References).

26.4 Period of performance: All work associated with this section (26) shall be completed 90 days after award of contract.

26.5 References:

26.5.1 UL 96 AND UL 96A

26.5.2 National Fire Protection Association (NFPA):

26.5.2.1 70 National Electrical Code

26.5.2.2 780 Standard for the Installation of Lightning Protection Systems

26.5.3 Occupational Safety and Health (OSHA) Standards 29 CFR 1910.305, 29 CFR 1926.269(N)

26.5.4 Applicable Federal, State, and Local Labor Laws

26.5.5 VA Directive 1028, Memorandum 138-04, and Memorandum 138-35

26.6 Supplies/Materials, shall consist of but not limited to:

26.6.1 Lightning protection components shall conform to NFPA 780 and UL 96, for use on //Class I// //Class II//structures. Aluminum materials are not allowed.

26.6.2 //Class I// //Class II//conductors: Copper.

26.6.3 Class I air terminals: Solid copper, //460 mm (18 inches) // long, not less than 9.5 mm (3/8 inch) diameter, with sharp //bare copper// points.

26.6.4 Class II air terminals: Solid copper, //460 mm (18 inches)// long, not less than 12.7 mm (1/2 inch) diameter, with sharp //bare copper// points.

26.6.5 Ground rods: Copper-clad 0.75 in (19 mm) diameter by 3 m (10 feet) long.

26.6.6 Ground plates: Solid copper, not less than 20 gauge.

26.6.7 Bonding plates: Bronze, 50 square cm (8 square inches).

26.6.8 Through roof connectors: Solid copper riser bar, length and type as required to accommodate roof structure and flashing requirements.

26.6.9 Down conductor guards: Stiff copper or brass.

26.6.10 Anchors and fasteners: Bronze bolt and clamp type shall be used for all applications except for membrane roof. Adhesive type are allowed only for attachment to membrane roof materials, using adhesive that is compatible with the membrane material.

26.6.11 Connectors: Bronze clamp-type connectors shall be used for roof conductor splices, and the connection of the roof conductor to air terminals and bonding plates. Crimp-type connectors are not allowed.

26.7 Deliverables to be presented to the COR:

26.7.1 Record of lightning risk assessments.

26.7.2 Report of needed repairs.

26.7.3 Record of ohm test meter recordings for each applicable building after inspection, repairs and testing are completed.

26.7.4 Lightning protection system deficiencies and/or repairs not covered by

SOW.

26.7.5 UL representative shall inspect the lightning protection system. Obtain and install a UL numbered master label for each of the lightning protection systems at the location directed by the UL representative and the COR.

26.8 List Of Previous Ohm Test And Deficiencies

LIGHTNING PROTECTION SYSTEM

BUILDING OHM TEST RESULTS 2019 REPAIRS/OHM TEST DESIGNATION/SERVICE

1 9.7 INSPECT/OHM TEST/CERTIFY ENG. ADMIN OFF.

2 34.6 INSPECT/OHM TEST/CERTIFY ENG. COMM. OFF.

3 3.4 INSPECT/OHM TEST/CERTIFY ENG. COMM. OFF.

4 48.2 INSPECT/OHM TEST/CERTIFY ENG. COMM. OFF.

5 NOT PREVIOUSLY TESTED INSPECT/OHM TEST/CERTIFY DISTRIC COUNSEL/LAWYERS

6 NOT PREVIOUSLY TESTED INSPECT/OHM TEST/CERTIFY FD DORM.

7 35.5 INSPECT/OHM TEST/CERTIFY LETC/ENG. STORAGE

8 2.1 INSPECT/OHM TEST/CERTIFY LETC/ENG. STORAGE

11 NOT PREVIOUSLY TESTED INSPECT/OHM TEST/CERTIFY EDUCATION

12 20.7 INSPECT/OHM TEST/CERTIFY QUARTERS

BUILDING OHM TEST RESULTS 2019 REPAIRS/OHM TEST DESIGNATION/SERVICE

13 12.8 INSPECT/OHM TEST/CERTIFY QUARTERS

14 19.6 INSPECT/OHM TEST/CERTIFY QUARTERS

15 7.4 INSPECT/OHM TEST/CERTIFY FD/QUARTERS

16 7.21 INSPECT/OHM TEST/CERTIFY VACANT

22 5.8 INSPECT/OHM TEST/CERTIFY FD/STATION

24 5.8 INSPECT/OHM TEST/CERTIFY QUARTERS

26 * NO LPS NEEDS LIGHTNING RISK

ASSESSMENT PER NFPA 780

ENG./CARP SHOP

28 * NO LPS NEEDS LIGHTNING RISK

ASSESSMENT PER NFPA 780

ENG./MASON SHOP

32 14.9 INSPECT/OHM TEST/CERTIFY FISCAL

33 7.8 INSPECT/OHM TEST/CERTIFY ADMIN/CONFRENCE

34 19.4 INSPECT/OHM TEST/CERTIFY LETC

35 5.7 INSPECT/OHM TEST/CERTIFY TELE/OIT/STORAGE

36 24.7 INSPECT/OHM TEST/CERTIFY HR/BADGING

37 NOT PREVIOUSLY TESTED INSPECT/OHM TEST/CERTIFY HR

38 42.6 INSPECT/OHM TEST/CERTIFY EMS STORAGE

39 6.8 INSPECT/OHM TEST/CERTIFY PATIENT DORM

40 29.2 INSPECT/OHM TEST/CERTIFY QUARTERS

41 3.7 INSPECT/OHM TEST/CERTIFY FISCAL/CONTRACTING

NEEDS LIGHTNING RISK

ASSESSMENT PER NFPA 780

WATER TOWER

58 27.8 INSPECT/OHM TEST/CERTIFY MH ADMIN/OIT/CALL C.

65 34.8 ROOFTOP

REPAIR/INSPECT/OHM

TEST/CERTIFY

VBA REGIONAL OFF.

66 47.8 ROOFTOP

REPAIR/INSPECT/OHM

TEST/CERTIFY

CLINICAL

68 24.6 INSPECT/OHM TEST/CERTIFY ADMIN/CALL CENTER

69 14.7 INSPECT/OHM TEST/CERTIFY BOILER PLANT

76 5.3 INSPECT/OHM TEST/CERTIFY NFS

80 9.4 INSPECT/OHM TEST/CERTIFY ENG./ SHOPS

NEEDS LIGHTNING RISK

ASSESSMENT PER NFPA 780

WATER TOWER

89 37.8 ROOFTOP

REPAIR/INSPECT/OHM

TEST/CERTIFY

PROSTETICS/MENT. HEALTH

90 21.7 INSPECT/OHM TEST/CERTIFY BALL FIELD CLUB HOUSE

91-96 NOT PREVIOUSLY TESTED INSPECT/OHM TEST/CERTIFY BALLFIELD BLEACHERS

101 18.4 INSPECT/OHM TEST/CERTIFY EEO/ORM

BUILDING OHM TEST RESULTS 2019 REPAIRS/OHM TEST DESIGNATION/SERVICE

102 23.5 INSPECT/OHM TEST/CERTIFY OIT/DATA/COMM

103 16.7 INSPECT/OHM TEST/CERTIFY TRAINING CENTER

104 5.2 INSPECT/OHM TEST/CERTIFY LETC

105 7.9 ROOFTOP

REPAIR/INSPECT/OHM

TEST/CERTIFY

GYM/STORAGE

106 29.4 INSPECT/OHM TEST/CERTIFY VACANT

107 16.7 INSPECT/OHM TEST/CERTIFY IG/QUARTERS

111 26.7 ROOFTOP

REPAIR/INSPECT/OHM

TEST/CERTIFY

AUDIOLOGY/EMS/VBA

114 14.7 INSPECT/OHM TEST/CERTIFY ENG./MECH. SHOP

115 24.2 INSPECT/OHM TEST/CERTIFY ENG./EQUIP. SHOP

159 6.8 INSPECT/OHM TEST/CERTIFY LAUNDRY

168 23.6 INSPECT/OHM TEST/CERTIFY GOLF CLUB HOUSE/CADDY

169 21.4 INSPECT/OHM TEST/CERTIFY ELEC SUBSTATION

170 6.7 INSPECT/OHM TEST/CERTIFY NLR MAIN PATIENT WARDS

179 * NO LPS NEEDS LIGHTNING RISK

ASSESSMENT PER NFPA 780

PARK TOILET

180 * NO LPS METAL BLDG/NEEDS

ASSESSMENT

GAS STATION

182 NOT PREVIOUSLY TESTED INSPECT/OHM TEST/CERTIFY WAREHOUSE

185 * NO LPS METAL BLDG/NEEDS

ASSESSMENT

ENG/GROUNDS

187 * NO LPS METAL BLDG/NEEDS

ASSESSMENT

CADDY/STORAGE

189 * NO LPS METAL BLDG/NEEDS

ASSESSMENT

EMS STORAGE

190 NOT PREVIOUSLY TESTED ROOFTOP

REPAIR/INSPECT/OHM

TEST/CERTIFY

LETC

191 NOT PREVIOUSLY TESTED INSPECT/OHM TEST/CERTIFY LETC

192 NOT PREVIOUSLY TESTED INSPECT/OHM TEST/CERTIFY SECURTITY/LETC

193 NOT PREVIOUSLY TESTED INSPECT/OHM TEST/CERTIFY LETC

195 NOT PREVIOUSLY TESTED INSPECT/OHM TEST/CERTIFY LETC

200 * NO LPS METAL

BLDG/NEEDS ASSESSMENT

EMERT WAREHOUSE

201 * NO LPS METAL BLDG/NEEDS

ASSESSMENT

EMERT WAREHOUSE

1154 * NO LPS NEEDS ASSESSMENT PUMP HOUSE

T-100 INSTALLED/2020 INSPECT/OHM TEST/CERTIFY LETC

BUILDING OHM TEST RESULTS 2019 REPAIRS/OHM TEST DESIGNATION/SERVICE

JLM TESTED 2019 NO OHM

READING ON REPORT

INSPECT/OHM TEST/CERTIFY MAIN HOSPITAL LR

27.0 SOLAR PV MAINTENANCE AND SERVICE

27.1 General Scope of Work: This includes complete service for preventative maintenance as well as a rapid response corrective maintenance component and for the proper functioning of the solar PV systems at the John L.

McClellan Hospital and the Eugene J. Towbin Healthcare Center. The preventative maintenance program is designed to ensure all aspects of each system is installed and working in the most efficient means possible, ensuring maximum generation capacity. The corrective maintenance portion is design to quickly address any component/system failures that unexpectedly arise resulting in lost production. This contract covers the Solar PV systems as listed. Contractor will provide at contractor’s expense all supervision, tools, materials, supplies, equipment and labor to perform the work. Site Visits can be arranged for field verification.

27.2 Listing of Solar PV Systems:

Facility

PV

Capacity

Types of Structures for PV

Inverters Number of Panels

John L.

McClellan Hospital

1.832

MW

Carport Canopy Mounted, Rooftop

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