Attachment 5 - SOW.docx

DEPARTMENT OF VETERANS AFFAIRS

STATEMENT OF WORK

07/06/2022 Maintenance, Inspection, Testing, and Cleaning Of the Electrical Power Generating and Distribution Systems

1. Introduction:

A. This Statement of Work (SOW) describes the requirements for the maintenance, inspection, testing, and/or calibration of the Electrical Power Distribution System and all of its components at the James A. Haley VA Medical Center Facility Management Service at 1300 Bruce B. Downs Blvd. Tampa, Florida. These work items are referenced as “Maintenance and Testing” in this document, hereafter.

B. 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 maintenance and testing of the Electrical Power Distribution System, and all its components shall meet all requirements stated in Section 2 of this SOW.

C. This SOW describes the requirements to establish maintenance and testing reports.

2. Qualifications of Contractors:

A. 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.

B. Contractors shall be certified by the International Electrical Testing Association (NETA) or equivalent certifying organization as Certified Technicians with each having completed the Occupational Safety & Health Administration (OSHA) approved 10-hour construction safety training.

C. 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; automatic transfer switches, wiring, transformers, meters, and other electrical appurtenances.

D. Contractors shall have safety trainings – either on-the-job or class-room type - in electrical safety outlined in the OSHA Standard 29 Code of Federal Regulations (CFR) 1910 Subpart S – Electrical, and the NFPA 70E – Standard for Electrical Safety in the Workplace. Training certification shall be provided indicating each technician is a Qualified Person as defined by NFPA 70E. Training certifications shall be submitted to the VA Contracting Officer prior to work. If no training certifications are available, the contractor’ Employer shall certify that he/she has met this requirement in writing, and submit it to the VA Contracting Officer prior to work E. Contractors shall have ready access to the latest versions of the following references:

1. NFPA 70, National Electrical Code.

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

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

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

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

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

7. 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.

8. VHA Directive 1028, Electrical Power Distribution System

9. Manufactures Specifications for testing, inspecting, and maintenance F. 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.

3. Summary of Work:

A. 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 scheduled 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) shall be incorporated by the Contractor.

B. Contractors shall report deficiencies that are deemed critical or catastrophic immediately to the Contracting Officer and Chief of [Facilities Management][Engineering Service] for immediate actions.

C. Work items, definitions, and references shall comply with the latest edition of the NETA – Maintenance Testing Specifications (MTS) and with the VHA Directive, Electrical Power Distribution System. . [Below : Supporting Information] is a list of electrical equipment that shall be maintained and tested:

All work and testing shall be in compliance with manufacturer’s recommendations, and in accordance with applicable NEMA, NEC, ANSI, ASTM, ASA, NETA (and /or) Veteran’s administration standards.

Low Voltage Circuit breakers and MCCB’s

1. Visual and mechanical inspection

2. Check insulation, case, and arc chutes for cracks

3. Lubricate, Clean breaker as necessary and where possible

4. Perform insulation resistance on breaker to ensure proper operation.

5. Perform contact resistance

6. Perform trip time tests on breaker time current devices

7. Exercise and operate the breaker to ensure proper operation

8. Clean and inspect breaker cell, interlocks and racking mechanism Medium voltage switches

1. Clean contacts and remove oxide or corrosion.

2. Maintain 80% or better contact mating on knife or butt-type contact surfaces.

3. Measure contact resistance in micro ohms, megger each phase to ground and record any discrepancies.

4. Clean and inspect the cubicle, check torque and tighten all untapped connections and lubricate as necessary.

5. Check switches for freedom of movement and galling, or friction in moving parts.

6. Check for signs of heating on current carrying parts, lose or missing hardware and broken or missing cotter keys or retainer rings.

7. Replace missing or broken parts and lubricate.

8. Check fuses for proper size and connections for tightness in ferrules.

9. Report any unfavorable environmental conditions, such as excessive moisture or conducting dust.

10. Visually inspect the equipment ground, ground buss and ground straps.

Medium voltage breakers

1. Clean and inspect the cubicle, check torque and tighten all untapped connections and lubricate as necessary.

2. Check for signs of heating, loose, missing or broken hardware.

3. Visually inspect ground, ground buss and ground straps.

4. Report any unfavorable environmental conditions, such as excessive moisture or conducting dust.

5. Draw or rack each breaker from its cubicle, remove arc chutes, clean, inspect, adjust, and lubricate all contacts as necessary.

6. Measure contact resistance in micro ohms, megger each phase to phase and phase to ground.

7. Electronically close and trip each breaker with control switch.

8. Manually close and trip each breaker.

9. Trip each breaker with each of its protective devices.

10. Tighten all connections.

Medium voltage dry and liquid filled transformers

1. Inspect transformers and accessories for damage, signs of heating, loose connections and missing hardware.

2. Clean all appropriate surfaces check torque and tighten all un- taped connections.

3. Visually inspect the equipment ground, ground buss and ground straps.

4. Report any unfavorable environmental conditions, such as excessive moisture or conducting dust.

5. Sample all insulating liquids and test dielectric and water content.

Protective Relays

1. Inspect for:

a. Loose terminals, lock screws and other parts.

b. Filings or other foreign material in magnet gaps.

c. Burned or dirty contacts.

d. Sticky contact backstops.

e. Dirty, worn and broken bearings or other causes of sluggish operation.

f. Damaged coils, resistors or wiring.

g. Damaged or maladjusted indicator targets or holding devices.

2. Clean and make all necessary adjustments and tighten loose connections.

3. Perform four types of tests for overcurrent relay testing: zero set, pickup, time current, Characteristics and target and seal-in operation.

4. For overcurrent instantaneous relays, consult manufacturer’s instruction bulletin to identify current terminals and contact terminals.

5. For over/under voltage relays, consult manufacturer’s instruction bulletin to identify potential terminals and contact terminals. Perform the zero set, pickup and timing tests.

Low Voltage Breakers

1. Inspect breaker, clean, check torque and tighten all connections.

2. Megger each breaker phase to phase and phase to ground, measure contact resistance in micro ohms.

3. Test each series overcurrent trip device for pickup at 200% and 300% of its rating and for instantaneous pickup.

4. Report any unfavorable environmental conditions, such as excessive moisture or conducting dust Low voltage substation Breakers

1. Clean and inspect the cubicle, check torque, and tighten all untapped connections and lubricate as necessary.

2. Check for signs of heating, loose, missing, or broken hardware.

3. Visually inspect ground, ground buss and ground straps.

4. Report any unfavorable environmental conditions, such as excessive moisture or conducting dust.

5. Draw or rack each breaker from its cubicle, remove arc chutes, clean, inspect, adjust, and lubricate all contacts as necessary.

6. Measure contact resistance in micro-ohms, megger each phase to phase and phase to ground.

7. Electronically close and trip each breaker with control switch.

8. Manually close and trip each breaker.

9. Trip each breaker with each of its protective devices.

10. Tighten all connections.

Low Voltage Transformers Dry Type

1. Inspect transformers and accessories for damage, signs of heating and missing hardware.

2. Clean all appropriate surfaces; check torque and tighten all untapped connections.

3. Visually inspect the equipment ground, ground buss and ground strips.

4. Report any unfavorable environmental conditions, such as excessive moisture or conducting dust.

D. Attachments - Government Furnished.

1. Inventory of Electrical Power Distribution System equipment to be maintained, inspected, and tested under this Scope of Work.

2. One-line and other informational drawings of the Electrical Power Distribution System. These drawings are not certified as-built drawings.

3. Electrical Power System study information relevant to the scope of this effort, such as coordination study data, short-circuit analysis, arc-flash hazard analysis and available protective device setting information.

Attachment 1 – Tampa VA Breaker List Attachment 2 – Campus Short Circuit Study Binder E. Infra-Red Scanning/Thermographic Survey shall be performed on electrical equipment.

4. Summary Report:

A. A complete written report of the work performed shall be provided to the VA within 7 days of completion. Information shown in the report shall be as following:

1) Company’s name, addresses, telephone, & FAX numbers.

2) Name and signature of contractors who perform the maintenance and testing.

3) VA Work Contract Number, name and number of VA Contracting Officer.

4) Date and Time of work.

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

6) Descriptions and model number of specialized tools and equipment used, such as torque wrench or infra-red scanning camera.

7) Location, Type, Name, and nameplate information of electrical equipment to be maintained and tested.

8) Descriptions of work items.

9) Test data.

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

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

12) Recommended corrective actions, if any.

B. Submit four (4) hard copies of the complete written report to VA Contracting Officer within seven (7) calendar days of visit.

C. Submit four (4) hard copies of the complete written report, and one (1) CD-ROM or DVD of the electronic version of the report in Microsoft Word format to the Chief of [Facilities Management][Engineering Service] within seven (7) 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.

5. Supporting Information:

Contractor is to provide all pre-shutdown engineering services for scheduling, testing, etc., for all work involved. All outages shall be scheduled and approved in writing as soon as schedule allows. Schedule all work in or affecting patient care areas and/or equipment with the Chief of Facilities Management at the station sufficiently well in advance to enable the Facilities Management Service (FMS) Engineering Division to make any necessary arrangements. In most instances this will involve a 2-week coordination period. Coordinate with the Chief of Facilities Management in advance any shut-down which will occur, and which will affect, for any period, patient care areas and/or equipment. Only after the Engineering Division staff is fully informed and has agreed to the schedule of shutdowns, and the Chief has approved such actions, can the work then proceed accordingly. Again, in most instances, this will involve about a 2-week period. Energized work permits will be required for any work in energized equipment and all work will be done in compliance with and meeting the standards set forth in NFPA 70E. Requests for energized work permits shall be submitted at least 2-weeks prior to date when work is scheduled to be executed. The Contractor will pay all fees/charges/bills/invoices/etc. associated with any sub-contractors they may use or needed in the execution of this work.

Note that most work will be done during the evenings, nights, and weekends. Contractor must perform all work between the hours of 5:30 p.m. until no later than 5:00 a.m. of the following morning unless approved otherwise by VA COR. Work times will be submitted along with work schedule in writing for approval to the C.O.R. prior to performing the work. The contractor shall provide sufficient work force to minimize down time. Contractor will coordinate all work performed under this contract with that of other contractors at this facility working in the same space.

VHA Directive 1028 Requirement:

Transformers, including all related components, are inspected, tested, and maintained every 36 months. The following is a minimum list of items to be inspected, tested, and maintained:

1. Transformers must be cleaned exteriorly, inspected for signs of overheating with infra-red thermal detecting equipment, and inspected for any damage to the housing, connection points, or insulation.

2. Liquid cooled transformers must have the cooling liquid tested and replaced, when tests indicate that the liquid no longer meets manufacturer’s specification. The liquid must be re-filled to meet the manufacturer’s specification.

3. Dry type transformers must be thoroughly cleaned exteriorly and inspected for overheating with infra-red thermal detecting equipment.

Electrical equipment (including, but not limited to switchgears, switchboards, distribution panels, motor control centers, and all related components) is inspected, tested, maintained, or calibrated every 36 months, and all work must be documented.

NOTE: The National Electrical Testing Association (NETA) provides guidance which is considered best practice for the maintenance of electrical equipment; these practices should be followed to the extent possible.

a. Use lint-free rags to clean conductors, contact points between the circuit breakers and main buss bars, buss bars and interior of the electrical equipment. Use a vacuum cleaner to remove large debris; compressed air is not to be used for this purpose. Visually inspect for signs of overheating, misaligned contacts, damaged insulation, or lose lugs.

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

c. Test and exercise circuit breakers located in switchgears, switchboard, and distribution panels to ensure operation under overload, and short circuit conditions.

NOTE: All molded case circuit breakers (including frames size 225 amps or less) must be tested to determine if contacts open and reclose when breaker is manually tripped and restored. All panels are to be tested including emergency panels. If no failures are encountered and the test is fully documented, the interval between molded case breaker testing may be up to but not to exceed 36 months between successive tests.

d. Test ground fault protection devices for proper function if they are installed in the Facility Electrical Power System

e. Inspect and tighten ground connections. Test ground resistance for the entire facility grounding system. Any method of ground resistance must be considered acceptable if it can verify continuity and quantify the impedance to ground, to include but not limited to fall-of-potential, induced frequency and clamp on testing. If initial tests indicate a problem or concern (e.g., ground resistance greater than 25 ohms), a more detailed test must be performed using fall-of-potential or 3-point test. Where installed, the lightning protection system must be inspected and tested for continuity to ground, ground resistance and certification in accordance with Underwriters Laboratory (UL) standard 96A.

f. Identify the hot spots in the electrical equipment by using infra-red thermal detecting equipment. Tighten problem connections to meet equipment manufacturers’ specification using a torque wrench or other approved devices.

g. Calibrate and maintain adjustable protective relays.

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

6. Period of Performance: 09/30/2022 – 09/29/2023

NOTE: Due to the complexity and scheduling with different departments for outages, the process could take twelve (12) months after the start date of the contract. The contractor shall allow for this time.

7. PHYSICAL ADDRESS:

James A. Haley Medical Center 13000 Bruce B. Downs Blvd.

Tampa, Fl. 33612

8. Technical Expert/POC:

Paul Guerra Engineering Technician Paul.Guerra@VA.gov Office: (813)972-2000 x5481 Cell: (813) 970-7406

9. Required Security Clauses:

Records Management

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.

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.

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.

4. James A Haley Veterans’ Hospital and Clinics 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 James A. Haley Veterans’ Hospital and Clinics 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 James A. Haley Veterans’ Hospital and Clinics. The agency must report promptly to NARA in accordance with 36 CFR 1230.

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 James A. Haley Veterans’ Hospital and Clinics 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).

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 James A. Haley Veterans’ Hospital and Clinics guidance for protecting sensitive, proprietary information, classified, and controlled unclassified information.

7. The Contractor shall only use Government IT equipment for purposes specifically tied to or authorized by the contract and in accordance with James A. Haley Veterans’ Hospital and Clinics policy.

8. The Contractor shall not create or maintain any records containing any non-public James A. Haley Veterans’ Hospital and Clinics information that are not specifically tied to or authorized by the contract.

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.

10. The James A. Haley Veterans’ Hospital and Clinics 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 James A Haley Veterans’ Hospital and Clinics 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.

11. 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, Talent Management System (TMS) Item #4192704, Records Management for Everyone. 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. Flowdown 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.

2. Violation by a subcontractor of any provision set forth in this clause will be attributed to the Contractor.

VHA SUPPLEMENTAL CONTRACT REQUIREMENTS FOR COMBATTING COVID-19

1. Contractor employees who work in or travel to VHA locations must comply with the following:

a. Documentation requirements:

1) If fully vaccinated, contractors shall show proof of vaccination.

i. 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.

2) If unvaccinated, contractors 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 that includes an affiliated telehealth service.

3) 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 Representatives (CORs) or other hospital personnel.

4) 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.

2. 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.

a. 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.

3. Contractor must immediately notify their COR or Contracting Officer if contract performance is jeopardized due to contractor employees being denied entry into VA Facilities.

1. For indefinite delivery contracts: Contractor agrees to comply with VHA Supplemental Contract Requirements for any task or delivery orders issued prior to this modification when performance has already commenced.