S06 Amed 1 RFI Log.xlsx
XLSX spreadsheet 26 KB Posted
- Attached to
- Coordination Study and Electrical System Testing Federal contract opportunity
- Solicitation number
- 36C25623Q1808
About this file
This document outlines requirements for a coordination study and electrical system testing opportunity with the Department of Veterans Affairs Veterans Health Administration Veterans Integrated Service Network 16. The scope of work includes performing load flow analysis, updating arc flash studies and relabeling panels, developing one-line diagrams, and conducting coordination, short circuit, and voltage drop studies at VA medical centers in Biloxi, Pensacola, Eglin Air Force Base, and Panama City Beach. It provides responses to contractor questions seeking clarification on technical requirements, equipment to be surveyed, responsibilities for applying labels and settings, and availability of existing models and reports. The performance period is 180 calendar days from notice to proceed.
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Other files for this federal contract opportunity
| File | Type | Posted |
|---|---|---|
| Amend 2 - Revised GCVHS Arc Flash Analysis and Electrical Study SOW - Revised 9.21.2023.docx | DOCX document | |
| Amend 2 - 36C25623Q1808 0002.docx | DOCX document | |
| Amend 2 - Attch 1 - VHA 1028 Facility Electrical Power Systems.pdf | ||
| 36C25623Q1808 0001.pdf | ||
| P09 - GCVHS Arc Flash Analysis and Electrical Study Revised SOW.docx | DOCX document | |
| P07 Eglin - WD 2015-4531 Rev 24 dated 6-30-2023.pdf | ||
| P07 Panama City - WD 2015-4559 Rev. 23 dated 08-03-2023.pdf | ||
| 36C25623Q1808.docx | DOCX document | |
| Attachment 2 Locations and Equipment.xlsx | XLSX spreadsheet | |
| P07 Pensacola - WD 2015-4561 Rev. 23 dated 07-28-2023.pdf | ||
| Combo.docx | DOCX document | |
| P07 Biloxi - WD 2015-5147 Rev. 21 dated 7-12-2023.pdf |
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Sheet1
| M.C. Dean Inc | |||
| Question Log | |||
| Coordination Study and Electrical System Testing (VA-23-00099719) | |||
| SOLICITATION NUMBER 36C25623Q1808 | |||
| RFP Section | Question | Response | |
| Section 1.1 | VHA Directive 1028, Electrical Power Distribution System, referenced in the RFP Scope of Work Document, indicates that equipment shall be de-energized unless specific exceptions are applicable. The RFP section 1.1, last point, indicates that all survey work shall be completed on energized equipment. Survey work shall include the removal of bolted covers on energized equipment. Please confirm that removal of bolted covers while equipment is energized, with proper PPE per NFPA70E Hazard Category Assessment, will be allowed for all locations and equipment. | If power must be denergized, this will have to be scheduled around the needs of the hospital. We need to do whatever possible without affecting in-patient care and 24/7 operations. | |
| Section 2 | Please confirm whether the Biloxi locations will require Circuit Breaker Testing / Thermography Testing / Transformer Analysis at all buildings. This SOW was not included in the bullet items for this location. | The Biloxi VAMC will NOT require C/B Testing, Thermography, or Transformer Oil Analysis as this was completed 2022. | |
| Section 2 | Please confirm that the Elgin AFB and Panama City Beach locations will NOT require load flow analysis. | Elgin AFB and Panama City Beach will REQUIRE Load Flow analysis. | |
| Section 2 | Please confirm what existing equipment is not currently included in the existing Biloxi SKM model | The Biloxi VAMC does not have access to SKM software to view files - No confirmation available. All available information/data will be provided at the coordination meeting with awardee. | |
| Attachment 2 | Please provide instructions on how to interpret the spreadsheet “Attachment 2 Locations and Equipment”. What information is included in Col B vs in Column C? The data in column C is not clear to our team and we are not able to determine quantities of panels and circuit breakers based on this information. It is imperative for the proposers to understand the quantity and type of equipment to properly price the survey, analysis, and maintenance of the equipment. | Column A - Building Location, Column B- Panel or Component Name, Column C - Circuit Breaker of associated Panel / Component ** The Circuit Breaker Analysis will NOT be performed at the Biloxi VAMC | |
| Attachment 2 | Please confirm if there is equipment in some buildings that is excluded from the SOW. Biloxi building #28 is indicated to be 331,474 square ft but only has a single 400A MDP panel, indicating that there is a high likelihood of additional equipment based on the size of the building. | Building 28 is a parking garage with minimal electric services | |
| Section 2 | Biloxi: Confirm that not all 3-phase disconnect switches are required to be individually modeled, but that all must be included in the report. Confirm that typical modeled locations may be used for similar installations. | Typical modeled locations may be used for similar installations. | |
| Section 3 | Please provide as-built single line drawings for review if possible. | All available will be provided at the coordination meeting with awardee. | |
| Section 3 | Please provide any existing SKM models for all sites and buildings, or provide the most recent arc flash hazard analysis reports if possible. | The Biloxi VAMC does not have access to SKM software to view files - No confirmation available. All available will be provided at the coordination meeting with awardee. | |
| Section 3.1 | Please provide the referenced document Attachment 1, list of all buildings to be assessed. | Please refer to Attachment #2 of solicitation. | |
| Section 3.2 | Please provide the referenced document Attachment 2 for the VHA Electrical Directive and Compliance Survey Form. | All available will be provided at the coordination meeting with awardee. | |
| Section 3.4 | Please provide any available electrical testing and maintenance reports for all sites and buildings. | None available | |
| Section 4.1.7 | Please confirm that the “Grounding Analysis” is to only include the results of the ground testing, and does not include an engineered modeling of the existing ground system. | Confirm this is ONLY include results of the grounding testing by building and campus | |
| Section 5.3 | Please confirm this is applicable to all medium and low voltage transformers, both oil filled and dry type | Applicable to BOTH Medium / Low and Oil / Dry Type | |
| Section 5.8.4 | Please clarify what equipment would be included in “Other significant locations throughout the system.” | Catch-All Phrase. All items should be specified, if one gets missed, this would include it. | |
| Section 5.10 | Please confirm whether IEEE 1584-2002 standard shall be used or the more updated version. Note that IEEE released an updated version of IEEE 1584 in 2018. | The Latest IEEE 1584 Standard - will be stated and followed. | |
| Section 6 | Is the 180 day contract term flexible? There is a significant amount of work involved with all of the buildings, coordinating outages, and performing the maintenance work. Only allowing for 180 days will increase the cost to perform the work. Per SOW Section 6, project must be complete 180 calendar days after NTP, but requires 3 weeks (21 days) notice for site survey, and 30 days (or 45 days) for review and finalizing the report, leaving 129 days (just over 18 weeks) to complete the survey and analysis. | Contract term is NOT flexible. | |
| Section 6.1.2 & 6.1.4 | SOW 6.1.2 and 6.1.4 have different time frames for submission of draft report and length of time for government review. Please confirm which is correct. | 30 days for DRAFT Final Report | |
| Please provide any requirements for the proposal, and how the proposal will be evaluated. | See solicitaion clauses 52.212-1 and 52.212-2 and associated addendums for submission requirements and evaluation method. | ||
| Section 4.1.4.1 (page 4) | Is the training certificate request for specific disciplines (for example Infrared Thermography)? For engineers with Professional Engineer licenses, the state PE Boards will review and enforce training requirements. | The intent of this "General Statement" is that someone who has been trained to do the specific job not someone who has no experience. Coordination Study is to be completed by a registered electrical Professional Engineer (Mississippi). | |
| Section 4.1.4.1 (page 4) | Under Thermography pictures, all (acceptable and unacceptable) are required. Section 4.1.12 (page 5) – only color photos of devices listed in the deficiency report are required. These two sections contradict each other. Typically, only issues found from IR scans are reported with both IR picture and digital picture along with a total list of locations. | ||
| a. | Question – which is required? | All Thermograghy locations need to be listed. Locations with noted issues need to have color photos included. | |
| Section 4.1.7 (page 4) | Short circuit study, voltage drop calculations, and emergency power analysis was not listed in Section 2 Locations and Site-Specific Requirements. Similar studies were requested at Biloxi, but not Pensacola, Eglin AFB, and Panama City. | ||
| a. | Question – do you want to add this scope of work to Biloxi only? | Biloxi is the ONLY site that has completed Breaker, Tranformer Oil Analysis, and Thermography. | |
| Section 4.1.8 (page 5) | Specifically, what analysis and calculations? Also, is this requirement for Biloxi only? | Justification for the Changes. Biloxi Only. | |
| Section 5.0 (page 5) | Specific Scope – the following studies were not requested for Pensacola, Eglin AFB, and Panama City: coordination study, short circuit, voltage drop calculations, and emergency generator analysis. Question – Is this only requested for the Biloxi site? | All facilities will have performed (Load Flow, ArcFlash, Building Ground,Coordination Study, One-Line Diagrams, Breaker Testing, Oil Analysis, and Thermography) Biloxi will not require Breaker Testing, Oil Analysis, and Thermography | |
| Section 2, (page 2) | Locations and Site-Specific Requirements, breaker testing, switchgear cleaning, oil sampling, and infrared thermography scan was not requested for the Biloxi site. However, Sections 5.1.2, 5.1.4, 5.1.5, 5.1.6, 5.1.7, and 5.1.8 (pages 5-6), request additional electrical testing work (non-engineering work). Question – does the following sections only apply to the Pensacola, Eglin AFB, and Panama City sites? | YES | |
| a. Section 5.1 (page 5) Switchgear Equipment, Medium Voltage Circuit Breakers, and Protective Relays | YES | ||
| b. Section 5.2 (page 6) Primary Disconnects | YES | ||
| c. Section 5.3 (page 6) Transformer | YES | ||
| d. Section 5.4 (pages 6-7) Low Voltage Circuit Breakers | YES | ||
| e. Section 5.5 (page 7) Infrared Scanning / Thermographic Survey | YES | ||
| Section 2, (page 2) | Locations and Site-Specific Requirements, only update computer model and arc flash studies were requested for the Pensacola, Eglin AFB, and Panama City sites. The coordination study, short circuit, voltage drop calculations, and emergency power analysis was only requested for the Biloxi site. However, the following sections request these type of engineering studies. Question – does the following sections only apply to the Biloxi site? | Biloxi has already completed the Breaker Testing, Oil Analysis, and Thermography. Coordination, Arc Flash, and One-Lines are need at all sites. | |
| a. Section 5.6 (page 7) One Line Diagrams | Biloxi Only | ||
| b. Section 5.8 (page 8) Short Circuit Study | Not required or needed | ||
| c. Section 5.9 (page 9) Protective Device Evaluation | Not required or needed | ||
| d. Section 5.7 (page 11) Coordination Study | Biloxi Only | ||
| e. Section 5.8 (page 12) Voltage Drop Calculations | Not required or needed | ||
| f. Section 5.9 (pages 12-13) Emergency Power System Analysis | Not required or needed | ||
| g. Section 5.11 (page 13) Analysis and Recommendations, Sections 5.11.1 through 5.11.8 | Biloxi Only | ||
| h. Section 5.12 (page 14) Protective Device Settings | Biloxi Only | ||
| i. Section 5.13 (page 14) Batteries designated for Biloxi only (with MV breakers) | Biloxi Only | ||
| j. Section 5.14 (page 14) Cost Estimates | All Sites | ||
| Section 5.9 (pages 12-13) | Emergency Power System Analysis, will this require actual field load monitoring at all emergency generators (13 at Biloxi and 3 at Pensacola, Eglin AFB, and Panama City)? Or will we need to base our analysis of generator loading only on data provided by the VA along with discussions of projected future loads? | No. Analysis of generator loading by VA discussions. | |
| Section 2, (page 2) | – Locations and Site-Specific Requirements, for each location it is stated to “Update Arc Flash Study and relabel every panel”. However, in Section 5.6.1 on page 10 it states that, “The identification shall be in a manner understood by VAMC personnel who will be applying the labels to the respective devices. “ Question – Who will be responsible for applying the arc flash labels? | Contractor shall apply Arc Flash labels | |
| Once the coordination study is accepted, who will be responsible for applying the approved settings of protective devices? | After Coordination Study, we will meet and let the VA know what is and where it should needs to be. After agreeing at meeting, Contractor will be setting devices. | ||
| Attachment 1 (P09+-+GCVHS+Arc+Flash+Analysis+and+Electrical+Study+Revised+SOW), part 6 (SCHEDULE), indicates in 6.1.2 that the draft final reports shall be submitted 30 days before submission of the complete final report. 6.1.4 indicates the draft final report shall be submitted for review no later than 45 days before the submission of the complete final report. Can you please clarify which timeframe is required? | 30 days for DRAFT Final Report | ||
| 1. What is the square footage of each facility (Biloxi VAMC, Pensacola VA Clinic, Eglin AFB VA Clinic, Panama City Beach VA Clinic) included in this project scope of work? | Column A - Building Location, Column B- Panel or Component Name, Column C - Circuit Breaker of associated Panel / Component ** The Circuit Breaker Analysis will NOT be performed at the Biloxi VAMC | ||
| 1. Part 2 of Attachment 1 (SOW) indicates “Update Arc Flash Study and relabel every panel”. However, Part 5.11 (Arc Flash Labeling) in 5.6.1 indicates that “identification shall be in a manner understood by VAMC personnel who will be applying the labels to respective devices.” Please clarify if Contactor or VAMC personnel are applying arc-flash labels. | Contractor shall apply Arc Flash labels | ||
| Part 3 of Attachment 1 (SOW) does not explicitly identify if the previous SKM model or associated Study Reports for each location will be provided as part of VA Furnished Documentation. However, Part 2 of Attachment 1 (SOW) lists “Revise last SKM PowerTools Model/Verify/Update Arc Flash Study…” for each of the sites. Please clarify if the previously completed SKM PTW model and associated study report will be furnished to the Contactor for each site. | Government does not have the ability to view SKM files. Some have been discovered. All data that the facilities have will be turned over to the awardee. | ||
| It seems that Part 5 of Attachment 1 (SOW) should not be included as part of this project. Please confirm if the items below are intended to be in the Scope of Work for this project: | |||
| Part 5.1 (Switchgear Equipment, MV Circuit Breakers, and Protective Relays) indicates to “test insulation of each bus, phase-to-phase, and phase-to-ground with suitable megohmmeter as applicable”, “Draw or rack each breaker from its cell and remove arc chutes, clean, inspect, and adjust all contact”, “Megger and record phase-to-phase and phase-to-ground”, “electronically close and trip each breaker”, “tighten all connections”, and “remove each relay from its case, clean, inspect, and tighten all connection.” We have not typically seen this work associated with an Arc-Flash study in the past. Please clarify if the Contactor is to perform this work as part of the Arc-Flash Study and Coordination Study scope of work. If this is to be included, how do we quantify the number of equipment that needs to be repaired prior to equipment being assessed? | No Short Circuit or Emergency Generators are to be tested in SOW. | ||
| a. Part 5.2 (Primary Disconnects) indicates to “de-energize entire substation where feasible, clean all insulating surfaces, and clean and dress all contacts”, “Megger each phase-to-ground”, and “clean, tighten and lubricate as necessary”. We have not typically seen this work associated with an Arc-Flash study in the past. Please clarify if the Contractor is to perform this work as part of the Arc-Flash Study and Coordination Study scope of work. If this is to be included, how do we quantify the number of equipment that needs to be repaired prior to equipment being assessed? | Please see attached documents in Solicitation | ||
| a. Part 5.3 (Transformer) indicates to “clean where appropriate, inspect for leaks, and tighten all untapped connections”, and “sample all insulating liquids and test dielectric and water content, add insulating fluid as needed to top it off”. We have not typically seen this work associated with an Arc-Flash study in the past. Please clarify if the Contactor is to perform this work as part of the Arc-Flash Study and Coordination Study scope of work. If this is to be included, how do we quantify the number of transformers that needs to be repaired prior to equipment being assessed? | Please see attached documents in Solicitation | ||
| Part 5.4 (Low Voltage Circuit Breakers) indicates to clean, inspect, and megger test each breaker. We have not typically seen this work associated with an Arc-Flash study in the past. Please clarify if the Contactor is to perform this work as part of the Arc-Flash Study and Coordination Study scope of work. | Please see attached documents in Solicitation | ||
| a. Part 5.5 (Infra-Red Scanning / Thermographic Survey), 5.5.1 indicates “Problem connections shall be replaced with new connectors and/or tightened with torque wrench to meet equipment manufacturers specifications.” We have not typically seen this work associated with an Arc-Flash study in the past. Please clarify if the Contactor is to identify/detect problem connections through thermographic survey, or if the Contactor is also to physically open equipment and make new connections or tighten connections. If this is to be included, how do we quantify the number of equipment that needs to be repaired prior to equipment being assessed? | Please see attached documents in Solicitation | ||
| Part 5.10 (Ground Resistance Testing) indicates “Ground resistance tests shall be performed using fall-of-potential method or calibrated clamp-on ground resistance tester”, and also to “perform soil resistivity tests in several locations”. 5.10.4 also indicates “after visual inspection and correction of defects is complete, use a digital low resistance meter to measure between all bolted/compressed connections and between bolted/compressed connections to enclosures. All bolted connections will be torqued to NETA specifications, then retested.” We have not typically seen this work associated with an Arc-Flash study in the past. Please clarify if the Contactor is to perform this work as part of the Arc-Flash Study and Coordination Study scope of work. If this is to be included, how do we quantify the number of transformers that needs to be repaired prior to equipment being assessed? | Please see attached documents in Solicitation | ||
| Will we get drawings to use for quoting the testing or do we rely on the device counts listed on the excel spreadsheet? | Inaccurate drawings, rely on list. | ||
| Will we get a copy of the previous arc flash report for quoting? | Previous Arc Flash was done in 3 segments. Numerous improvements have been made since then. From scratch is recommended. | ||
| What are the work hours? | Monday - Friday 7 AM - 5 PM excluding Federal Holidays. If work is needed to be done on weekend due to patient care, 14 advance notice is required by COR |
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