Amend 2 - Revised GCVHS Arc Flash Analysis and Electrical Study SOW - Revised 9.21.2023.docx

“Arc Flash Analysis and Electrical Study” Request for Services Gulf Coast Veterans Health Care System

1. General. The Contractor shall perform electrical system study for the Gulf Coast Veterans Health Care System. There are multiple locations requiring various services detailed below. This study shall contain a Coordination Study, Arc Flash Study, and a Facility Ground Resistance Test Report.

1.1 All work shall be accomplished in strict compliance with:

· NFPA 70, National Electrical Code.

· NFPA 70B, Recommended Practice for Electrical Equipment Maintenance.

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

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

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

· International Electrical Testing Association, Inc. (NETA) MTS – Maintenance and Testing Specifications.

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

· VHA Directive 1028, Electrical Power Distribution System All survey work will be accomplished on energized equipment unless an outage is absolutely necessary on specific equipment.

1.2 All requests for outages must be submitted in writing to and approved by the Electrical Supervisor / COR two weeks in advance. This schedule is subject to Contracting Officer Representative (COR) approval and Medical Center staff who will provide coordination within buildings. The approved schedule must be adhered to minimizing the impact to patient care. Outages shall be scheduled only between Friday nights after 6:00pm CST and ending by Monday at 4:00am CST, with inpatient area shutdowns to be scheduled from 11:00 pm to 4:00 am ONLY. Building required for Special Consideration are 1, 3, 14, 15, 19, 25, and 30. Building 1 houses the VAMC Computer Server (2C-107 and Breakers to UPS in 1A-130) and others that directly affect life support equipment are to be worked around. Appropriate protective devices (PPE) and/or equipment shall be used in those exceptional cases where it is necessary to remove covers/open equipment thereby exposing live buses or other energized components down to panel and bus level at greater than 50V.

1.3 The Contractor shall conduct an entrance briefing with the Chief Engineer upon arrival at the Medical Center. The Contractor shall use the meeting to introduce him/herself and to discuss the procedures for obtaining the necessary drawings and field information. The Contractor shall have the Chief Engineer complete or review a survey of compliance with VHA Directive 1028 dated February 24, 2020, Facility Electrical Power Systems. At the completion of the site survey, the Contractor shall conduct a short briefing with the Chief Engineer or designee to discuss any major problems or life threatening issues if any are discovered during the survey. All information obtained during site visits or any conditions discovered during subsequent calculations shall be kept in strict confidence.

1.4 The electrical system study will include site visits to the VAMC by a team from the Contractor. The contractor’s team members will consist of experienced, professional staff having extensive knowledge in the field of electrical power and shall include at least one registered professional electrical engineer. The Contractor will be responsible for obtaining all necessary data for these reports from as-built drawings, field investigations and from available VAMC staff (utilizing the staff’s knowledge and familiarity of the facility electrical systems). Information for site electrical utilities will also be gained from as-built drawings and contractor’s personal inspection of these utilities.

1.5 The COR shall monitor the technical aspects of the order and report, any deficiencies, or abnormalities to the contracting officer. In no event shall the COR change any of the terms and conditions of the contract. Any changes or modifications to the contracts shall be made only by the Contracting Officer and/or, Administrator pursuant to a properly executed contract action.

2. Locations and Site-Specific Requirements.

Biloxi VA Medical Center located at 400 Veteran’s Ave Biloxi, MS 39531.

· Ground System Testing on 28 buildings

· Perform Load-Flow Study

· Revise last SKM PowerTools Model / Verify / Update Arc Flash Study and relabel every panel.

· Perform Coordination Study and propose adjustments (equipment undersized) to bring all equipment to current electrical standards

· Develop full Campus Site and Building Single Line Diagrams for medium voltage (12kV) and low voltage (<600V)

Pensacola VA Clinic located at 790 Veteran’s Way Pensacola, FL 32507

· Ground System Testing

· Revise last SKM PowerTools Model / Verify / Update Arc Flash Study and relabel every panel.

· Perform Load-Flow Study

Eglin AFB VA Clinic located at 100 Veterans Way Eglin AFB, FL 32542

· Ground System Testing

· Revise last SKM PowerTools Model / Verify / Update Arc Flash Study and relabel every panel.

· Perform Load-Flow Study

Panama City Beach VA Clinic located at 2600 Veterans Way Panama City Beach, FL 32408

· Ground System Testing

· Revise last SKM PowerTools Model / Verify / Update Arc Flash Study and relabel every panel.

· Perform Load-Flow Study

3. (VA) Furnished Documentation. As-Built Drawings. As-built drawings may not be 100% accurate and will need verification by the Contractor. Substantial deviations from actual as-built condition which affects the SOW shall be brought to the attention of the COR.

3.1 A list of buildings to be assessed. The list shall identify each building (by common name and building number), the current function and total gross square footage. This information is only to be used to assist in determining costs for the required services. Provided as Attachment 2. All measurements are an estimation and should be verified by the Contractor.

3.2 VHA Directive 1028 and accompanying Survey. The Directive and Survey shall be completed (or reviewed, if existing) with the Chief Engineer during the entrance briefing. See Attachment 1 for the VHA Electrical Directive and Compliance Survey Form.

3.3 VAMC personnel knowledgeable of the existing electrical systems that shall accompany the Contractor’s team members during the site investigation. The contractor shall coordinate and verify schedule and personnel, with the Chief Engineer, in advance of site visit(s). Chief Engineer shall ensure that medical center maintenance personnel are available to accompany the survey team. Field survey data collection efforts shall require no more than two members of VAMC staff, unless an additional number of contractor survey teams has been approved by the Chief Engineer in writing prior to the field investigation.

3.4 Any significant electrical maintenance and testing reports performed at the VAMC.

4. DELIVERABLES. The Contractor shall provide:

4.1 Provide two copies of final report with stamp and signature by a Licensed Professional Electrical Engineer with a minimum of 5 years’ experience in maintenance, inspection, and testing of the Electrical Power Distribution Systems and related components in healthcare, industrial, educational, and commercial facilities. Reports shall be loose leaf, three-hole punched, in an appropriately sized binder to include all data and drawings. Provide one electronic copy (CD) of the report as either a PDF file or Word document.

4.1.1 Executive Summary of project.

4.1.2 Description of equipment tested.

4.1.3 Description of tests.

4.1.4 Test Data

4.1.4.1.1 Test data records shall include the following minimum requirements:

· Identification of the testing organization

· Equipment identification

· Humidity, temperature, and other conditions that may affect the results of the tests/calibrations.

· Date of inspections, tests, maintenance and/or calibrations

· Identification of the testing technician

· Copies of contractors’ valid licenses, professional and training certificates

· Indication of inspections, tests, maintenance and/or calibration to be performed and recorded.

· Indication of expected results when calibrations are to be performed.

· Indication of “as-found” and “as-left” results, as applicable

4.1.5 Sufficient spaces to allow all results and comments to be indicated.

4.1.6 Deficiencies report and cost estimates.

4.1.7 Analysis and recommendations

4.1.8 All items identified in Para. 5, Specific Scope, as a separate Tab or Section to include:

0. One-Line Diagram

0. Grounding Analysis

0. Coordination Curves (In black)

0. Recommendations

0. Cost Estimates

4.1.9 Completed analysis and calculations for the entire Primary and Secondary Distribution;

4.1.10 Completed one-line diagrams. Each building on the Building List for Biloxi Campus that attached to the Scope of Work shall be identified on the diagrams.

4.1.11 Electronic copy (CD) of the entire report including all SKM data, Auto-Cad, Word, Excel files and PDF.

4.1.12 Labeled color photos that show devices listed on the deficiency report.

4.1.13 Provide final report with stamped and signed by a Licensed Professional Electrical Engineer for the Coordination Study.

5. SPECIFIC SCOPE. The Contractor shall prepare a complete and coordination study including voltage drop calculations on the entire electrical system/s (both normal and emergency) at each VAMC. It shall begin at the incoming utility electrical service (for the normal system) and at the emergency generators (for the emergency system) and continue through to each branch circuit panelboard, motor control center or motor control panel in each building. The study shall include the following.

5.1 One Line Diagrams: The one-line diagrams shall show the schematic wiring of the electrical distribution system for each building. Include all electrical equipment and wiring protected by the over current devices.

5.1.1 Also show on the one-line diagrams the following specific information:

· Calculated short circuit values at each bus.

· Breaker and fuse ratings.

· Transformer kVA, voltage ratings and wiring connections.

· Voltage at each bus.

· Identification of each bus.

· Conduit material, feeder sizes and lengths.

· Generator kW and voltage ratings

5.2 Ground Resistance Analysis: A concise qualitative description (not to exceed one (1) page of narrative) describing the overall condition of the facility ground resistance shall be provided. Any violations of NEC or other abnormalities (high ground resistance, damaged conductors or electrodes, harmonics, etc.) warranting further detailed study shall be highlighted. Analysis of the facility ground resistance shall be based upon:

· Facility Ground Resistance Test report. See 5.3 for testing requirements.

· Visual inspection of visible ground system components (made during site investigation). Include photographs in Appendices.

· Interviews with VAMC engineering staff

5.3 Ground Resistance Testing:

5.3.1 Ground resistance tests shall be performed using fall-of-potential method or calibrated clamp-on ground resistance tester.

5.3.2 Perform visual inspection for bonding conductor and equipment grounding conductor condition, continuity, and termination.

5.3.3 Perform soil resistivity tests in several locations (if fall-of-potential test method is to be used).

5.3.4 After visual inspection and correction of defects is complete, use a digital low resistance meter to measure resistance between all bolted/compressed connections and between bolted/compressed connections to enclosures. All bolted connections will be torqued to NETA specifications, then retested. These readings shall be documented in a format so that connectivity and conductivity can be calculated as to the effectiveness of the grounding electrode system through-out the systems.

5.4 Arc Flash Hazard Analysis:

5.4.1 The arc flash hazard analysis shall be performed according to the IEEE Std. 1584-2002. These equations can also be found in NFPA 70E (2018), Annex D.

5.4.2 The flash protection boundary and the Incident Energy shall be calculated at all equipment locations referenced in IV.

5.4.3 The Arc-Flash Hazard Analysis shall include all significant locations in 240 volt and 208-volt systems fed from transformers equal to or greater than 125 kVA where work could be performed on energized parts.

5.4.4 Safe working distances shall be based upon the calculated arc flash boundary considering Incident Energy of 1.2 cal/cm2.

5.4.5 When appropriate, the Short Circuit calculations and the clearing times of the phase overcurrent devices will be retrieved from the Short-Circuit and Coordination Study model. Ground overcurrent relays should not be taken into consideration when determining the clearing time when performing Incident Energy calculations

5.4.6 The short-circuit calculations and the corresponding Incident Energy calculations for multiple system scenarios shall be compared and the greatest Incident Energy must be uniquely reported for each equipment location. Calculations must be performed to represent the maximum and minimum contributions of fault current magnitude for all normal and emergency operating conditions. The minimum calculation will assume that the utility contribution is at a minimum and will assume a minimum motor contribution (all motors off). Conversely, the maximum calculation will assume a maximum contribution from the utility and will assume the maximum number of motors to be operating. Calculations shall take into consideration the parallel operation of synchronous generators with the electric utility, where applicable.

5.4.7 The Incident Energy calculations must consider the accumulation of energy over time when performing arc flash calculations on buses with multiple sources. Iterative calculations must take into account the changing current contributions, as the sources are interrupted or decremented with time. Fault contribution from motors and generators should be decremented as follows:

5.4.8 Fault contribution from induction motors should not be considered beyond 3-5 cycles.

5.4.9 Fault contribution from synchronous motors and generators should be decayed to match the actual decrement of each as closely as possible (i.e., contributions from permanent magnet generators will typically decay from 10 per unit to 3 per unit after 10 cycles).

5.4.10 Each equipment location with a separately enclosed main device (where there is adequate separation between the line side terminals of the main protective device and the work location), calculations for Incident Energy and flash protection boundary shall include both the line and load side of the main breaker.

5.4.11 When performing Incident Energy calculations on the line side of a main breaker (as required per above), the line side and load side contributions must be included in the fault calculation.

5.4.12 Mis-coordination should be checked amongst all devices within the branch containing the immediate protective device upstream of the calculation location and the calculation should utilize the fastest device to compute the Incident Energy for the corresponding location.

5.4.13 Arc Flash calculations shall be based on actual overcurrent protective device clearing time. Maximum clearing time will be capped at 2 seconds based on IEEE Std. 1584-2002 section B.1.2. Where it is not physically possible to move outside of the flash protection boundary in less than 2 seconds during an arc flash event, a maximum clearing time based on the specific location shall be utilized.

5.5 Arc Flash Labeling: Contractor shall produce and deliver to the VAMC up to one thousand (1000) arc flash warning labels in accordance with NFPA 70 (NEC) and NFPA 70E. Labels shall be 4” x 6” (nominal) printed on industrial quality, adhesive backed vinyl. “Danger” labels shall have pre-printed headers in red; “Warning” labels shall have pre-printed headers in orange. "Danger" labels shall be provided for equipment/devices having incident energy greater than or equal to 40 cal/Cm2; “Warning” labels shall have pre-printed headers in orange. "Warning" labels shall be provided for equipment/devices having incident energy less than 40 cal/cm2. Electrical equipment shall be labeled IAW NFPA 70, Articles 110.16 & 100.21(B) and NFPA70E, Article 130.5. The arc flash hazard analysis to determine the Arc Flash Protection Boundary for each label shall be calculated IAW NFPA 70E. For each device for which a hazardous analysis is conducted, the equipment shall be field marked with a label containing:

· Nominal system voltage

· Arc flash boundary

· Available incident energy and the corresponding working distance, OR the arc flash PPE category in Table 130.7(C)(15)(A)(b) or Table 130.7(C)(15)(B) for the equipment, but not both

· Site-specific level of PPE

5.6 5.7 5.8 5.9 5.10

5.5.1 In addition to the requirements of NFPA 70 and 70E, each customized label containing specific available incident energy or required level of PPE shall identify the corresponding piece of electrical equipment, by Panelboard or device identifier and Building number. The identification shall be in a manner understood by VAMC personnel.

5.12 Coordination Study: Prepare the coordination curves to determine the required settings of protective devices to assure selective coordination. Graphically illustrate (using log paper) that adequate time separation exists between series devices, including the utility company upstream device. Plot the specific Time Current Characteristics (TCC) of each device in the electrical system as follows:

5.5.2 Provide TCC curve down to the last branch-circuit panelboard (regardless the protective device is an adjustable or fixed device) in the three-branches of the Essential Electrical System (EES).

5.5.3 Provide TCC curve down to the last adjustable device (stop after the first fixed device) in the Normal System but at the minimum two-level curves from each of the building Service Entrance switchgear/switchboard shall be provided.

5.5.4 The following specific information shall also be shown on the coordination curves at each level of power distribution system:

· Device identification (including Manufacturer, Catalog Number, and Device Curve Number and ID)

· Voltage and current ratio for curves.

· 3phase and 1phase ANSI damage points for each transformer.

· Nodamage, melting, and clearing curves for fuses.

· Cable damage curves.

· Transformer inrush points.

· Maximum short circuit cutoff point.

5.5.5 Excerpts from one-line diagram reflecting the protective devices modeled on each curve. This excerpt may be inserted onto a corner (typically top right-hand) of the curve print out or may be on the proceeding facing page for ease of reference.

5.5.6 Provide explanation, analysis, and recommendation to achieve better coordination.

5.5.7 The analysis for recommended curve of a particular device shall be put right after the existing curve in the report for comparison.

5.5.8 Develop a table to summarize the settings selected for the protective devices. Include all medium voltage devices in the table, as well as all low voltage devices which require modification, showing the following data:

· Device identification.

· Relay CT ratios, tap, time dial, and instantaneous pickup.

· Circuit breaker sensor rating, longtime, shorttime, and instantaneous settings, and time bands.

· Fuse rating and type.

· Ground fault pickup and time delay.

5.13 Analysis and Recommendations

5.5.9 For all electrical equipment, determine if adequate code clearances exist. Note cases by site, building and specific equipment that do not include adequate code clearances and provide a cost estimate to resolve the problems. Provide information in table format.

5.5.10 Determine if ground fault protection exists where required by NFPA 70 Articles 215 and 517. Note all cases where this condition exists and provide cost estimates to correct. Provide information in table format.

5.5.11 For all automatic transfer switches, determine if the correct 3-pole or 4-pole switches are used. Where ground fault protection is used on the normal feed to the switch, determine if the switch is correctly wired. Note all cases where this condition exists and provide cost estimates to correct. Provide information in table format.

5.5.12 Note any use of cable limiters and provide recommendations to avoid any single phasing conditions. Note all cases where this condition exists and provide cost estimates to correct. Provide information in table format.

5.5.13 On the medium voltage switchgear, where under voltage relays (27) are used, determine whether all 3 phases are monitored or only 2 phases are monitored. For those locations where only 2 phases are monitored, provide a cost estimate for providing adequate protection for all 3 phases.

5.5.14 Analyze the short circuit calculations, and highlight any equipment that is determined to be underrated. Provide recommendations to effectively protect the underrated equipment.

5.5.15 After developing the coordination curves, highlight areas lacking coordination. Present a technical evaluation with a discussion of the logical compromises for best coordination.

5.5.16 Assess the equipment condition using grading method in term of A, B, C, D and F.

Grade A - Like New Condition. Majority of useful life span remains. "Excellent" Grade B - Good Condition. Over half of useful life span remains. "Good" Grade C - Average Condition. Less than half of useful life span remains. "Average "or "Fair" or C+ "Above Average" Grade C - Workable Condition. May be past assigned useful life, but still working, "Keep an eye on it" Grade D - Poor Condition. Past assigned useful life. Failure is not critical, "Poor" or "Problematic" Grade F - Critical Condition. Needs immediate attention, "Failing" or "Critical"

5.5.17 Cost Estimates: For each building included in the electrical study, where recommendations are to replace or update the existing electrical system to provide adequate protection, provide estimated construction costs for the necessary work.

5.5.18 Total costs for each building shall be included in addition to an itemized breakdown to identify major items requiring replacement or upgrading.

5.5.19 Costs shall be totaled for each building.

5.5.20 Cost estimates shall not include adjustments for anticipated phasing, shut downs or overtime work.

5.5.21 An electronic copy of the Cost Estimate in an editable MS Excel spreadsheet shall be included in the submission of the final, corrected study. The Excel spreadsheet will be used to track mitigation efforts.

6. SCHEDULE. Site survey work shall begin immediately and be coordinated with VAMC after award of contract. All final reports shall be completed, submitted, and approved within 180 calendar days after the Notice to Proceed.

6.1.1 The study will provide an independent and documented overview of the entire electrical infrastructure conditions in each building at the Medical Center. The Medical Center shall be contacted at least three (3) weeks in advance of the site visit to allow ample time for the Medical Center to arrange the staffs and prepare the necessary documents.

6.1.2 The facility electrical study shall take no longer than 180 calendar days. Draft final reports shall be submitted 30 days before the submission of the complete final report. The draft final report will be reviewed by the government with comments, edits and corrections provided to the contractor within three weeks after receipt of the draft final report.

6.1.3 The contractor shall provide a schedule for the staggered start and staggered submission/completion of these awarded studies over a time period of 180 calendar days.

6.1.4 A draft final report shall be submitted for review NLT 30 days before the submission of the complete final report. The draft final report will be reviewed by the government with comments, edits and corrections provided to the contractor within two weeks after receipt of the draft final report.

6.1.5 Contractor shall submit a tentative delivery schedule to the COR for approval prior to any work.