Inspection and Testing of Electrical Distribution Systems Questions 20211213.docx

Question 1: Is there a list of equipment that is required to be tested on weekends?

Response 1: Each piece of equipment is evaluated on a case-by-case basis, and depends greatly on if normal medical center operations will be impacted (i.e. directly affects patient care, de-energizes critical equipment such as boilers, etc).

Question 2: Is there a list of equipment that is required to be tested on nights?

Response 2: See Response 1.

Question 3: Are we testing the batteries in the primary? (sounded like this was not done in the past) Response 3: Yes.

Question 4: Are transformers being power factored?

Response 4: See Scope of Work for transformer requirements.

Question 5: Testing expectations of breakers under 225 amps, (required to remove?)

Response 5: See Scope of Work for breaker requirements.

Question 6: Can we receive a copy of the schedule from the last maintenance cycle Response 6: Formal schedule from previous maintenance cycle was not provided by previous contractor.

Question 7: Solicitation Requirement Page 4, Section II H states, “Contractors shall provide temporary lighting for outages affecting lighting in occupied spaces.” Can this be quantified for bidding purposes? This is a highly subjective requirement that can greatly impact pricing. Additionally, lack of lighting would seem to be in violation of life safety requirements.

Response 7: Contractors shall provide 20 battery powered lanterns for VA staff use during outages.

Question 8: Solicitation Requirement Page 12, Section IV C 3 b states, “The study shall be calculated by using SKM software. Pertinent data and the rationale employed in developing the calculations shall be incorporated in the introductory remarks of the study.” Software for performing short circuit calculations (and subsequent arc flash study) is restricted to the SKM product without allowance for an equivalent product. Our company has used EasyPower software to perform arc flash studies for VA Medical Centers in the past – most recently at the two (2) Lexington, Kentucky campuses earlier this year. EasyPower is a mainstream arc flash study product and considered an equivalent to SKM. It has the ability to produce all deliverables outlined in the scope of work. The above-referenced solicitation section should be changed to recognize and accept “equivalent” arc flash study software.

Response 8: SKM software is the requirement. Furthermore, provide final version of the power system study SKM file(s). Files must be complete and enable others to modify the study in the future as changes to the system occur.

Question 9: Solicitation Requirement Page 12, Section IV C 4 outlines requirements for performing an arc flash and shock hazard risk assessment. All incorporated references for conducting such studies are to NFPA 70E. Guidance for Professional Engineers to conduct arc flash studies is governed by “IEEE Guide for the Specification of Scope and Deliverable Requirements for an Arc-Flash Hazard Calculation Study in accordance with IEEE Std 1584™.” This is a national standard designed to ensure such studies or analyses are conducted in a consistent manner. Section IV C 4 needs to be modified to add reference to performing the arc flash study in accordance with the latest “IEEE Guide for the Specification of Scope and Deliverable Requirements for an Arc-Flash Hazard Calculation Study in accordance with IEEE Std 1584™.”

Response 9: 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.

Question 10: Solicitation Requirement Pages 13-14, Section IV C 4 d states, “From NFPA 70E, Table 130.7 (C) (15) (a) “Arc-Flash PPE Categories for Alternating Current (ac) Systems”, include in the table the worst-case Arc-Flash PPE Category (1 through 4) associated each piece of equipment (i.e., work on any energized parts of Metal Clad Switchgear, 1kV through 15kV, has a Arc-Flash PPE Category of 4). Include a list of required Personal Protective Equipment for each category.” This requires the label to contain a listing of the personal protective equipment (PPE) required for the incident energy level stated on the label. PPE requirements have been evolving or changing in recent years. What may be sufficient PPE levels today may be insufficient or at least different with future changes that fall in between updates of the arc flash study for this facility. This may lead maintenance personnel to be under-protected creating potential personnel safety exposure. NFPA 70E contains “TABLE 130.5(G) Selection of Arc-Rated Clothing and Other PPE When the Incident Energy Analysis Method Is Used.” This table provides guidance on selecting appropriate PPE levels depending on arc flash incident energy levels as stated on the warning labels. This table is frequently updated ensuring personnel follow the latest guidelines on selecting PPE to ensure the highest levels of safety are observed. Section IV C 4 D should be changed to remove the statement “Include a list of required Personal Protective Equipment for each category” and replaced with the statement, “Refer to NFPA 70E table 130.5 (G) for the proper selection of PPE.”

Response 10: Provide as specified.

Question 11: Solicitation Requirement Page 14 Section IV C 5 a states, “Contractor shall produce and deliver to the VAMC up to five hundred (500) 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. While the successful contractor is required to provide the appropriate warning/danger arc flash labels, it leaves it to VA personnel to affix the labels to the actual equipment items. Several VA Medical Centers have encountered this as contractors have provided the VA with a box of labels. The problem is the VA personnel are not readily familiar with how the arc flash study was performed and equipment item labeling. There are often situations where there can be equipment items with the same or similar descriptions. In spite of best intentions and care, this can lead to the wrong label being placed on the wrong equipment item. The ramifications are personnel being potentially exposed to other than stated arc flash incident energy levels. Solicitation wording needs to be modified to require the contractor to install the arc flash warning labels. The additional cost is very minimal in relation to ensuring the highest levels of personnel safety are maintained.

Response 11: Contractor shall install arc flash labels once approved and printed.

Question 12: Solicitation Requirement Pages 15 – 17 section IV C 6 requires the preparation of coordination curves. These are designed to keep electrical faults at the lowest level possible to minimize the impact of the related power loss. Page 21 Section IV C 10 provides additional requirements for performing coordination calculations. Neither of these sections requires actual adjustment of the protective devices. This section clearly outlines the requirement for developing these curves. However, there is no requirement for the related protective devices to have their settings adjusted to reflect recommended settings per these curves. If left unadjusted, the stated arc flash incident energy levels are invalidated and the protective devices will not respond to an electrical fault as evaluated. This creates a safety issue by potentially exposing personnel to higher than stated arc flash incident energy levels. Section IV C 6 needs to be modified to require the successful contractor to adjust protective devices to match recommended settings from the selective coordination study phase of the project. Again, the successful contractor is more familiar with the reports and required setting adjustments. Ideally, this is best done while performing the electrical testing phase as some protective devices cannot be adjusted or changed while energized.

Response 12: Contractor shall adjust protective devices to match recommended settings from the selective coordination study while electrical testing is being completed.

Question 13: Solicitation Requirement Page 19 Section 8 makes mention of an A-E performing the Emergency Power System Analysis. This would appear to be unduly restrictive and makes no allowance for a Professional Engineer regularly engaged in performing such an analysis. Modify this paragraph include a Professional Engineer regularly engaged in performing such an analysis.

Response 13: A-E stands for Architect-Engineer. Reference to A-E includes professional engineers.

Question 14: Solicitation Requirement Page 28 Section VII C 3 references VHA Directive 2006-056 for a Compliance Survey. This VHA Directive has been superseded by VHA Directive 1028, dated February 24, 2020. Is the current reference to the survey outlined in section 8 k (2) (a) and (b)? At the very least, the VHA reference needs to be updated.

Response 14: References to VHA Directive 2006-056 are outdated and shall be replaced with the latest version of VHA Directive 1028.

Question 15: Solicitation Requirement Page 23 Section IV C 12 outlines the requirements to perform a 4-hour ESS and states, “The Contractor shall include in their bid proposal all costs associated with the services of the local utility company for the duration of the test.” There is no means by which to determine the charges from the utility company to perform a utility outage to support this 4-hour ESS for bidding purposes. Utility charges vary greatly by location. Can you provide the utility company’s charges from the previous testing session?

Response 15: We do not have these costs as they were covered by the previous contractor.

Question 16: Solicitation Requirement Page 7 Section IV A 2 states, “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.” There is no reasonable basis to develop a price for replacing the transformer oil in the event it fails as a result of the testing. The required gallons of oil to be replaced can range from zero to thousands of gallons and could range from zero to all facility transformers being affected. Consideration should be given to adding a line item to the solicitation pricing schedule for transformer oil replacement. The VA could assign a specific dollar value for this line item to be used for bidding purposes to create an even playing field for all prospective bidders. The only means for the successful contractor to bill any portion of this line item would be in the event transformer oil has to be replaced. This amount could also be adjusted if replacement oil charges exceed the original stated value.

Response 16: Contractors shall not price the replacement of any oil under this solicitation. Should any transformer oil test poorly, the VA will execute change order with the contractor to replace oil at that time.

Question 17: Solicitation Requirement Page 9 Section IV B 3 outlines requirements to perform circuit breaker overload and short circuit testing on all switchgears, switchboards and distribution panels that is consistent with VHA Directive 1028. There is no minimum amperage threshold for such testing. It is clearly understood breakers rated at 225 amps and below are not to be tested in this manner but are to be exercised and contact opening/closing verified. The majority of VA’s around the country have established a program whereby all breakers rated at 250 amps and above in the switchgears, switchboards and distribution panels are to be overload and short circuit tested. Breakers 225 amps and below are tested as specified in this scope of work. To provide clarity, modify this section to state that all breakers rated at 250 amps and above in switchgears, switchboards and distribution panels are to be overload and short circuit tested.

Response 17: VHA Directive 1028 does not differentiate breaker sizes for this requirement. Test and exercise circuit breakers located in switchgears, switchboard, and distribution panels to ensure operation under overload, and short circuit conditions.

Question 18: During the pre-bid visit, it was indicated that some of the buildings are either under construction or abandoned, which are to be demolished. We request VAMC to provide the complete list of buildings including their approximate square foot size to be included in this RFP.

Response 18: See Drawing and Schematics posted with Amendment 0001.

Question 19: We assume there shall be not any kind of temporary power arrangement for any system to be provided under this RFP by contractor. VAMC to arrange and organize all required outages for testing. VAMC staff to operate all electrical equipment. Please confirm.

Response 19: VA will coordinate all outages with Medial Center staff. Contractor is to operate all electrical equipment.

Question 20: Will there be any kind (Low, Medium) cables to be tested in this RFP?

Response 20: Provide per Statement of Work.

Question 21: Provide the complete as-built electrical one-line diagrams inclusive of all electrical equipment to be tested and studied in this RFP.

Response: 21: See Drawing and Schematics posted with Amendment 0001. Drawings may not be all inclusive.

Question 22: Provide a copy of the previously performed arc flash study and electrical testing reports.

Response 22: These studies and reports will be provided post-award.

Question 23: Scope Paragraph III. A, lists several medium voltage electrical equipment to be tested. During the pre-bid visit, we visited only few MV equipment, please provide a complete list, type and quantity of MV equipment for this RFP.

Response 23: See Response 21.

Question 24: Scope paragraph IV.A.2 requires if liquid fails tests for oil filled transformers then must be re-field by the contractor. It will be very difficult to estimate the no. of transformers and quantity of oil to be re-filled at the time of this bid. We suggest VAMC to issue a separate contract if the transformers are to be re-filled based on testing. Please confirm.

Response 24: See Question and Response 16.

Question 25: Scope paragraph IV.B, requires the electrical equipment to be calibrated by the contractor. Generally, the calibration is to be performed at the certified laboratory. Is VAMC intended to calibrate equipment in Scope paragraph IV.B in the field?

Response 25: Provide as specified in the Statement of Work.

Question 26: Scope paragraph IV.B.3 states that test all molded case circuit breakers (including frame 225amps or less). Is VAMC intent to test all circuit breakers of 225amps or LARGER instead of LESS to be tested? Please clarify the type and size of the circuit breaker to be tested.

Response 26: See Question and Response 17.

Question 27: Scope paragraph IV.B.3 states contractor shall fully document all tested breakers and report any failures immediately so the breakers can be replaced at that time. We assume the VAMC to replace those breakers under a separate contract or issue a separate change order under this RFP. Please confirm.

Response 27: Confirmed.

Question 28: Scope paragraph IV.B.8 states test all control systems equipment for proper operation after maintenance is performed. Please clarify the type and exact quantity of control systems since it may not be shown in one line diagram to be provided by VAMC.

Response 28: This requirement includes all automatic transfer switches (see Drawing and Schematic drawings for size and quantity) and metering devices in high-voltage equipment/sub-station.

Question 29: Scope paragraph IV.C.5.a requires providing up to five hundred arc flash warning labels to VAMC. Is VAMC intent to affix/install these arc flash labels in the field by themselves or contractor will be responsible to affix these labels?

Response 29: See Question and Response 11.

Question 30: Scope paragraph IV.B.12.a requires that the contractor shall make any required adjustments and/or re-calibrations to all equipment that has been maintained, inspected, and tested under this scope of work. It will be difficult to estimate the quantity of the equipment to be performed these additional services after the required 4-Hour Power Outage Test by RFP. We request VAMC to issue a separate change order to perform these additional requirements.

Response 30: Provide as specified in the Statement of Work.

Question 31: Will there be any NFPA 70E required arc flash training to be provided to VAMC staff?

Response 31: No.

Question 32: How many Outages should we anticipate?

Response 32: Every circuit and/or breaker to be de-energized is considered an outage.

Question 33: What is the Outage Window (how many hours / days)?

Response 33: 1-12 hours per day.

Question 34: At the site visit it was mentioned there might be a need for Saturday testing. Should we also anticipate testing to occur on Sundays as well?

Response 34: This may be required.

Question 35: Should we anticipate IR Scanning taking place during Normal Working Hours (M-F)?

Response 35: Yes.

Question 36: On Breakers 100A & Larger: is Primary Injection acceptable, where Secondary Injection is not feasible?

Response 36: Test and maintain per NETA. See SOW IV.B.

Other Clarifications:

In addition to the requirements in Section IV.C.3, the short circuit study shall also include a scenario where all automatic transfer switches are assumed to be ‘closed transition’ type. This scenario is intended to identify the worst case available short circuit current at each bus included in the study.