36C26126Q0155 SOURCES SOUGHT.pdf

The purpose of this Sources Sought is to conduct market research to identify companies capable of providing an Arc Flash study for the Department of Veterans Affairs, Veterans Health Administration (VHA) Network Contracting Office (NCO) 21, on behalf of VA Pacific Island Health Care System.

(1) The Government does not intend to award a contract based on this Sources Sought Notice or to otherwise pay for the information solicited.

(2) Although “proposal,” “offeror,” “contractor,” and “offeror” may be used in this source sought notice, any response will be treated as information only. It shall not be used as a proposal.

(3) The purpose of this sources sought is to conduct market research to support the procurement of an Arc Flash study for the VA Pacific Island Health Care System. This notice serves to survey the market to ascertain whether or not sources are capable of providing the requested services. This notice allows potential contractors/vendors to submit a non-binding statement of interest and documentation demonstrating their capability. The sources sought effort is intended to assess industry capabilities and develop/support the intended direction of acquisition planning. The Network Contracting Office (NCO 21) is requesting responses from qualified business concerns: the qualifying NAICS code for this effort is 541330 - Engineering Services and Size Standard of $25.5 Million.

4) This source sought notice to gain knowledge of potential qualified sources and their size classifications (Service Disabled/Veteran Owned Small Business (SDVOSB/VOSB), Hub zone, 8(a), small, small disadvantaged, woman-owned small business, or large business) relative to NAICS 541330. Responses to this notice will be used by the Government to make appropriate acquisition decisions. After a review of the responses to this notice, a solicitation announcement may be published. Responses to this notice are not considered adequate responses to any corresponding solicitation announcement. All interested offerors will have to respond to the solicitation announcement in addition to responding to this notice.

(5) Any information received from a contractor in response to this Sources Sought Notice may be used in creating a solicitation. Any information received that is marked with a statement, such as “proprietary” or “confidential,” intended to restrict distribution will not be distributed outside of the Government, except as required by law.

Background: The Department of Veterans Affairs, VA Pacific Island Health Care System, is seeking vendors who can provide an Arc Flash study. The Arc Flash study is to identify and verify potential arc flash problems, initiate appropriate safety action, explore solutions and remediation to the arc flash problem with the existing electrical distribution system including switchgears, transformers, circuit systems etc, results from the study to make adjustments on the equipment The intent of the Arc Flash study is to identify and verify potential arc flash problems, initiate and develop operations and maintenance for the various VAPIHCS facilities.

The attached statement of work is a draft and is NOT finalized. If any portions seem unclear or prohibited, and/or you are unsure about the draft descriptions of the requirement please list your comments and/or concerns in your response so they can be addressed.

PLEASE INDICATE WHETHER YOU HOLD A GSA FEDERAL SUPPLY SCHEDULE

CONTRACT THAT COVERS THESE SERVICES AND, IF SO, THE CONTRACT NUMBER.

Provide BUSINESS SIZE AND SOCIO-ECONOMIC STATUS.

(a) Company name, Address, Point of Contact (POC) name, email address, and phone number

(b) Indicate whether your business is large or small.

(c) If small, indicate if your firm qualifies as a small, emerging business, or small disadvantaged business.

(d) If disadvantaged, specify under which disadvantaged group and if your firm is certified under Section 8(a) of the Small Business Act.

(e) Indicate if your firm is a certified Service-Disabled Veteran Owned Small Business (SDVOSB) or Veteran Owned Small Business (VOSB).

(f) Include the Unique Entity Identifier (UEI) number of your firm.

(g) State whether your firm is registered with the System for Award Management (SAM) at http://www.sam.gov and/or the VetCert Registry at Veteran Small Business Certification (sba.gov). If not, please NOTE that any future solicitation could only be awarded to a contractor who is registered in SAM, and to receive the award based on VOSB or SDVOSB status you must be registered in the VetCert Registry.

(h) Provide current commercial pricing for all items listed in the attached salient characteristics and any applicable discounts.

(i) Link to the respondent’s General Services Administration (GSA) schedule, or attached file of same, if applicable.

(j) Capabilities Statement

(k) Place of manufacturing (this includes leased equipment of where they are manufactured)

(l) Authorized Distributorship letter issued from the manufacturer (if applicable)

(m) Citation of any current or past customers (i.e., within the past two (2) years) to include contract number, point of contact telephone number, or e-mail address; and

(n) Other material relevant to establishing core competencies of the firm.

(o) Contractor shall include the terms and conditions of the warranty for all products listed in the attachment.

The response is due no later than 3:00 PM Pacific Standard Time on Friday, November 14, 2025. Please submit e-mail responses to Victoria Torres, Contract Specialist, at victoria.torres@va.gov. Please place “Arc Flash study” in the subject line of the email.

Your response should include a Company POC, CAPABILITIES STATEMENT, GSA

SCHEDULE INFORMATION, UEI#, BUSINESS SIZE, AND SOCIO-ECONOMIC STATUS

information as explained above.

This notice is to assist the VA in determining sources only. NOTES: Issuance of this notice does not constitute any obligation whatsoever on the part of the Government to procure these services, or to issue a solicitation, nor to notify respondents of the results of this notice. No solicitation documents exist at this time; however, in the event, that the acquisition strategy demonstrates that GSA is a viable option for procuring a solution, the RFQ shall be posted to GSA eBuy where only those firms who currently hold a GSA Schedule with the applicable SIN will be able to respond. The Department of Veterans Affairs is neither seeking quotes nor accepting unsolicited quotes, and responses to this notice cannot be accepted as offers. Any information the vendor considers proprietary should be marked as such. The U.S. Government will not pay for any information or administrative costs incurred in response to this Sources Sought Notice.

DISCLAIMER

This RFI is issued solely for information and planning purposes only and does not constitute a solicitation. All information received in response to this RFI that is marked as proprietary will be handled accordingly. In accordance with FAR 15.201(e), responses to this notice are not offers and cannot be accepted by the Government to form a binding contract. Responders are solely responsible for all expenses associated with responding to this RFI.

VA Pacific Islands Health Care System Project No.

459 Patterson Road, Honolulu, HI Project Title: Electrical Distribution System Condition Assessment/ARC Flash VAPIHCS Facilities

June 12, 2025

STATEMENT OF WORK

GENERAL INTENTION

The intent of the Arc Flash study is to identify and verify potential arc flash problems, initiate appropriate safety action, explore solutions and remediation to the arc flash problem with the existing electrical distribution system including switchgears, transformers, circuit systems etc, results from the study to make adjustments on the equipment The intent of the Arc Flash study is to identify and verify potential arc flash problems, initiate and develop operations and maintenance for the various VAPIHCS facilities. The facilities are as follows:

Veterans Affairs at TRIPLER Army Medical Center campus:

E-Wing (Bldg. T-1), 1 Jarret White Rd. Honolulu, HI 96819 101,000 square feet

Ambulatory Care Clinic, ACC (Bldg. 30), 459 Patterson Rd. Honolulu, HI 96819

92,371 square feet

Parking Structure (Bldg. 32), 114 Krukowski Rd. Honolulu, HI 96819 40,000 square feet

Community Living Center, CLC (Bldg. 110), 110 Krukowski Rd. Honolulu, HI 96819

43,000 square feet

PURPOSE

Pursuant to recent arc flash accidents at other facilities, the VA Pacific Islands Health Care System (VAPIHCS) has definite concerns with Arc Flash occurrence with their electrical equipment and inherent safety with personnel working around or with the equipment.

The Arc Flash study is necessary to quantify the hazards, minimize or mitigate the hazards and comply with OSHA 29 (Occupational Safety and Health Administration), the National Electric Code and NFPA (National Fire Protection Association)

VHA directive 1028 para 7

SAFETY

The VA medical facility or affiliate site analyses and identifies electrical hazards, arc flash, and shock. The analysis, identification, and notification include the following:

a. Shock Hazard Analysis. The shock hazard analysis determines the voltage(s) to which personnel will be exposed, the boundary requirements, and the personal protective equipment (PPE) necessary to minimize the possibility of electrical shock to personnel.

b. Arc Flash Hazard Analysis. An arc flash hazard analysis determines the arc flash protection boundary, and the PPE required for employee protection with within the arc flash protection boundary. NOTE: Regularly updating the preceding analyses, labeling and reports to ensure accuracy and reflect current VA medical facility conditions, including additions, upgrades and other changes that occurred following completion of the previous analyses. Arc Flash risk assessment must be reviewed at least every 5 years and updated as changes mandate. The shock hazard and arc flash hazard analyses, along with any subsequent system labeling or output reports, must comply with the requirements outlined in NFPA 70E and Institute of Electrical and Electronics Engineers (IEEE) Standard 1584.

February 24, 2019, VHA DIRECTIVE 10289

c. Labelling Low Incident Energy Devices. Electrical devices or equipment, such as disconnect, switches and small electrical enclosures may be assumed to have negligible arc flash risk if energized by circuits meeting the appropriate exception(s) put forth in the current edition of IEEE 1584.

(1) Labels shall include verbiage such as “Exempt from Arc Flash Risk Assessment IAW IEEE 1584,” the voltage and the corresponding PPE for the shock hazard (e.g., Class 00 Gloves).

(2) Electrical devices, equipment and appurtenances within the specifications for the IEEE 1584 exclusion and for which the amperage and voltage are apparent based on physical appearance; arc-flash warning labels are not required. Examples of devices not requiring labels include 110v-receptacles, light switches, grounding points, thermostats, and light fixtures.

NFPA 70E para 130.5

130.5 Arc Flash Risk Assessment. An arc flash risk assessment shall be performed and shall:

(1) Determine if an arc flash hazard exists. If an arc flash hazard exists, the risk assessment shall determine:

a. Appropriate safety-related work practices

b. The arc flash boundary

c. The PPE to be used within the arc flash boundary

(2) Be updated when a major modification or renovation takes place. It shall be reviewed periodically, at intervals not to exceed 5 years, to account for changes in the electrical distribution system that could affect the results of the arc flash risk assessment.

Period of Performance

The period of performance for this service contract is for one base year.

Base Year Period: October 1, 2025 through September 30, 2026

SCOPE OF WORK

1. Provide architectural and engineering design services to conduct an Arc Flash Station Survey/ study for the various listed facilities.

This study shall as a minimum include arc flash, short-circuit, and protective device analysis.

Government will furnish facility data for contractor review (all provided materials remain property of the US Government). Deliverables will consist of signed and sealed survey which includes electrical equipment (but is not limited to): Switchboards, Panel Boards, Transformers, Disconnects, Breakers, ATS, Electrical cabinets, Motor Starters, and Motor Controllers.

i. Executive Summary including Introduction, Scope of Work and Results/Recommendations.

ii. Short-Circuit Methodology Analysis Results and Recommendations.

iii. Short-Circuit Device Evaluation Table.

iv. Protective Device Coordination Methodology Analysis Results and Recommendations.

v. Protective Device Settings Table.

vi. Time-Current Coordination Graphs and Recommendations.

vii. Arc Flash hazard methodology, calculations, analysis results and recommendations including the details of the incident energy and flash protection boundary calculations, along with Arc Flash boundary distances, working distances, Incident Energy levels and Personal Protection Equipment levels.

viii. Arc Flash Labeling section including completed labels and showing types of labels provided by the contractor as well as all locations to be applied. Section will contain descriptive information as well as typical label images.

ix. System diagram (digital and hardcopy) clearly identifying individual equipment buses, bus numbers used in the short-circuit analysis, cable and bus connections between the equipment, calculated maximum short-circuit current at each bus location, device numbers used in the time-current coordination analysis, and other information pertinent to the computer analysis.

x. Develop single line impedence diagrams.

xi. Develop facility single line diagrams.

xii. Ground Resistance Test Report.

2. The contractor/ consultant shall install Arc Flash labels on all equipment within the electrical distribution system. Submit a sample for review and approval.

3. The contractor/ consultant shall verify settings and make proper adjustments on the electrical distribution system to be following the Arc Flash study.

4. The deliverables shall be used as part of the operations and maintenance on the electrical equipment. Develop an operations and maintenance plan for the equipment with long term recommendations for repair and upgrade including cost estimate. After the remedial adjustments have been made on the electrical equipment, contractor/ consultant shall provide a 2- hour informal training for the operations and maintenance personnel.

5. The study shall comply with, the current version of NFPA 70E – Standard for Electrical Safety in the Workplace, National Electric Code, and the IEEE Standard 1584-2002 Guide for Performing Arc-Flash Calculations, and the VA Electrical Design Manual, December 2010.

GENERAL REQUIREMENTS

1. The A/E shall provide all labor, equipment and materials to conduct the Arc Flash survey in accordance with safety guidelines.

2. The study/ survey shall be performed in accordance with required references.

Architect/Engineer (A/E) shall provide complete design drawings, technical data and measurements, technical specifications, annotate and pictorially identify the extent of condition on the electrical distribution system. Coordination of the design shall be done with VA Facilities Management/ Engineering Service (FMES) staff.

3. The A/E shall be solely responsible for the management and professional design to meet the requirements of the contract. Be responsible for verification of all design documents including references, as-built construction drawings, field verify electrical equipment and existing conditions of the electrical distribution system. The A/E shall provide competent design services utilizing personnel adequately qualified in their respective disciplines. All design work shall conform to applicable life safety and building codes.

a. The study which includes arc flash, short-circuit, and protective device analysis shall be conducted under the responsible charge and approval of a Registered Professional Electrical Engineer skilled in performing and interpreting the power system studies.

b. The Registered Professional Electrical Engineer shall have a minimum of five (5) years of experience in performing electrical power and electrical distribution system studies.

4. The A/E shall provide half-size drawings in AutoCAD (*.dwg) format and reports in Word (*.doc) format.

5. The Certification and Accreditation (C&A) requirements do not apply, and that a Security Accreditation Package is not required.

6. The contractor/ consultant shall provide pricing and deductive alternative for each facility.

7. Report will be in the same format as previous ARC flash report.

8. Submittal schedule:

Item Description Number of Copies

Draft Study 30, 60, and 90% submittals 2 hard copies (per each submittal) drawings, and 1 electronic copy (each) of Documents

Final Study Final submittal 3 hard copies with drawings and 1 electronic copy of Documents

8. Schedule of Work:

Draft Arc Flash Study- 30% 60 calendar days Following receipt of NTP

VA Review 14 calendar days After submittal of 30%

Draft Arc Flash Study- 60% 30 calendar days After receipt of VA comments

VA Review 14 calendar days After submittal of 60%

Draft Arc Flash Study- 90% 21 calendar days After receipt of VA comments

Final 14 calendar days

OPERATING HOURS

a. Operating hours will meet mission requirements.

b. Maintenance hours of operation will be outside of business hours 0730 to 1600 hours daily (to avoid patient interruption), Monday through Friday. Saturday and Sunday 0700- 1600.

c. Recognized Holidays. Except for work categorized as emergency, the contractor is not required to provide all services on the federal holidays.

d. Federal Holidays: National Holidays observed by the Federal Government are:

New Year’s Day, January 1 Martin Luther King Day, Third Monday in January Presidents’ Day, Third Monday in February Memorial Day, Last Monday in May Juneteenth, June 19th Independence Day, July 4 Labor Day, First Monday in September Columbus Day, Second Monday in October Veterans’ Day, November 11 Thanksgiving Day, Fourth Thursday in November Christmas Day, December 25

NOTE: Any of the above holidays falling on a Saturday or Sunday will be observed on the date designated by the Federal Government.

WORK HOURS

1. For service that does not require any power outages or that will not disrupt normal hospital of clinical operations, the Contractor shall perform services during normal working hours (weekdays, excluding Federal holidays, from 7:00 a.m. to 5:00 p.m.) acceptable to the

COR.

2. For services that require complete or localized power outages, the Contractor shall perform these services outside of normal working hours (5:00 p.m. to 7:00 a.m. or weekends), include any power transfers that would cause a short power outage, coordinated in advance with the COR.

3. All services that interrupt or interfere with Medical or patient services shall be coordinated in advance with the COR; this may require the Contractor service being performed outside of normal working hours. In some cases where medical emergency or scheduled services such as surgery are performed, scheduling may require advance planning up to three weeks in advance in coordination with the COR.

GOVERNMENT FURNISHED PROPERTY, MATERIALS, and SERVICES

a. The Government will not provide office space or operational facilities to the Contractor.

The Contractor shall secure and maintain the necessary office space and other facilities required for performance of this Contract at their own expense.

b. The Government will not provide tools or equipment to the Contractor. The Contract shall furnish all tools required for the performance of this Contract.

c. The Government will not provide any materials to the Contractor.

d. The Government will furnish the following services at existing outlets, for use in those facilities provided by the Government and as required for the work to be performed under this Contract: electricity, fresh water, sewage service, and non-hazardous refuse collection (from existing collection points). Disposal of equipment and construction debris is the responsibility of the Contractor.

e. The Contractor shall not place any debris, used containers, or any garbage into Government-owned dumpsters. Disposal shall follow all Federal, State, Local and Environmental regulations. Under no circumstances shall any items be disposed of on government property as per VAIPHCS policy.

RECORDS MANAGEMENT

A. Applicability

This clause applies to all Contractors whose employees create, work with, or otherwise handle Federal records, as defined in Section B, regardless of the medium in which the record exists.

B. Definitions

“Federal record” as defined in 44 U.S.C. § 3301, includes all recorded information, regardless of form or characteristics, made or received by a Federal agency under Federal law or in connection with the transaction of public business and preserved or appropriate for preservation by that agency or its legitimate successor as evidence of the organization, functions, policies, decisions, procedures, operations, or other activities of the United States Government or because of the informational value of data in them.

The term Federal Record: Includes VHA records, does not include personal materials, applies to records created, received, or maintained by Contractors pursuant to their VHA contract, and may include deliverables and documentation associated with deliverables.

C. Requirements

a. 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.

b. 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.

c. In accordance with 36 CFR 1222.32, the Contractor shall maintain all records created for Government use or created while 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.

d. VHA 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 VHA or destroyed except 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, the Contractor must report to VHA. The agency must report promptly to NARA in accordance with 36 CFR 1230.

e. 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 VHA 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 Paragraph (4).

f. The Contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (subcontractor) 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 subcontractor) is required to abide by Government and VHA guidance for protecting sensitive, proprietary information, classified, and controlled unclassified information.

g. The Contractor shall only use Government IT equipment for purposes specifically tied to or authorized by the contract and in accordance with VHA policy.

h. The Contractor shall not create or maintain any records containing any non-public VHA information that is not specifically tied to or authorized by the contract.

i. 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.

j. The VHA 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 VHA 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.

k. Training. All Contractor employees assigned to this contract who create, work with, or otherwise handle records are required to take VHA-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.

Note: To the extent an agency requires contractors to complete records management training, the agency must provide the training to the Contractor.

D. Flow Down of Requirements to Subcontractors

1. The Contractor shall incorporate the substance of this clause, its terms, and requirements including this paragraph, in all subcontracts under this [contract vehicle], and require written subcontractor acknowledgment of same. Violation by a subcontractor of any provision set forth in this clause will be attributed to the Contractor.

DISCLAIMER