Maintenance Inspection Repair and Testing of the Electrical Distribution System SOW.doc

BRUCE W. CARTER

MIAMI VA MEDICAL CENTER

1201 NW 16th Street

Miami, FL 33125-1393

STATEMENT OF WORK

FOR

36 Months Maintenance, Inspection, Repair and Testing of the Electrical Power Distribution System 1.

Introduction:

A. This Statement of Work (SOW) describes the requirements for the maintenance, inspection, repair, testing, and/or calibration of the Electrical Power Distribution System and all of its components at the Miami VA Medical Center. These work items are referenced as “Maintenance and Testing” in this document, hereafter. Testing and maintenance of electrical systems and equipment in the facility are required on a three-year basis. This is a requirement of The Joint Commission, NFPA 99, NFPA 110 and VHA Directive 1028.

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 of 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 with a minimum of 15 Years of experience, 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, repair, calibration and testing of the Electrical Power Distribution Systems and related components in healthcare, industrial, educational, and commercial facilities for a minimum of ten (10) 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) NFPA 99 Health Care Facility Code

6) NFPA 101 Life Safety Code

7) Joint Commission

8) OSHA Standard 29 CFR 1910, Subparts I & S.

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

10) 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.

11) VHA Directive 1028, Electrical Power Distribution System

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. Schedule shall account for Electrical Shutdowns and its Coordination; one at a time if a combined can not be achieved.

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

C. All outages shall be scheduled at night and on weekends unless otherwise approved by VA and notified in writing at least two weeks in advance.

D. All required licenses and permits shall be the responsibility of the Contractor.

E. 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 is a list of electrical equipment that shall be maintained, inspected, repaired, and tested:

1. Switchgear, Switchboard and Distribution Panels.

2. Transformers, Dry Type, Air-Cooled, Low-voltage, Small and Large

3. Transformers, Liquid-Cooled.

4. Metal–Enclosed Busways.

5. Switches, Air/Oil (Low-Medium Voltage).

6. Circuit Breakers, Air, Insulated-Case/ Molded-Case.

7. Circuit Breakers, Air/Oil (Low-Medium-High Voltage).

8. Tie – Circuit Breakers.

9. Protective Relays (Mechanical and Solid State).

10. Protective Relays (Microprocessor Based).

11. Grounding Systems.

12. Ground-fault Protection Systems.

13. Motor Control Center and Motor Starters (Low-Medium Voltage).

14. Emergency Systems (Engine Generators).

15. Emergency Systems (Automatic Transfer Switches).

F. Attachments. Government Furnished.

1. Inventory of Electrical Power Distribution System equipment to be maintained, inspected, repaired, 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. If available; VA Engineering Service will provide the Contractor with all applicable drawings for the project (Electrical Power System, Study Information Relevant to the scope of this effort, Electrical Coordination Study, Short Circuit Analysis, Arc Flash Hazard Analysis and any available Protective Device Setting Information. The accuracy of the Drawings is not guaranteed and shall be used only for general information. Actual conditions must be field verified by the Contractor and all consulting firms. All VA standards, specifications, Space Planning Criteria, Equipment & Design Guides List and design submission guidelines can be obtained by accessing the World Wide Web at the following address: http://www.cfm.va.gov/TIL/

The following laws, regulations, policies, and procedures in effect on date of contract issuance and all subsequent changes or updates apply:

NOTE: Settings such as ATS settings, Adjustable Breaker Settings, etc must be provided by the VA. If not available from current coordination studies, then the contractor shall conduct a study to determine proper settings.

G. Construction Period Service Requirements

Review of Submittals

Contractor shall review all material submittals, shop drawings, test reports, etc. Reviews shall be completed, and submittals returned to Engineering Service within ten (10) working days.

Review Analysis of Change Orders and Costs

Contractor shall provide prompt response when contacted by the COR to review and provide analysis of Change Orders and Costs within five (5) working days.

Site Visits

Contractor shall provide site visits including the pre-bid conference, preconstruction conference, and final inspection when requested by Engineering Service. Include price for additional site visits during site investigation process by discipline limited to a maximum of ten (10) including all disciplines. Contractor will also provide conference minutes and make written inspection report within five (5) workdays after each meeting and/or site inspection including the final inspection punch list.

Period of Performance To be completed within qW180 Calendar Days After Notice to Proceed.

H. Infra-Red Scanning/Thermographic Survey shall be performed on all electrical equipment.

a. Use an infra-red scanning camera to detect hot spots in the Electrical Power Distribution System. Objective of this work is to detect any loose, broken, or corroded connections in the system. Defective connections shall be repaired or replaced and/or re-torqued to meet the equipment manufacturers’ specifications.

b. Note that since this work item must be done while the Electrical Power Distribution System is energized, appropriate safety precautions must be taken before, during and after scanning the system.

I. System Function Tests. Provide function test for all equipment listed in this Scope of Work.

J. Test Conditions.

1.

Record Switchgears, Switch Boards, Distribution Panels, Medium Voltage Circuit Breaker and Automatic Transfer Switches device nameplate information and compare with the facility’s one-line diagram, when available. Report, correct, repair or replace any found deficiency.

2.

Inspect all electrical equipment, including each breaker, and report, correct, repair or replace any found deficiency or malfunctioning equipment. Clean where appropriate.

3.

Check equipment for level, security to foundation, and operation of doors. Report, correct, repair or replace any found deficiency such as excessive moisture or conducting dust. Clean where appropriate.

4.

Visually inspect the equipment ground and record the number and size of ground bus and straps. Report, correct, repair or replace any found deficiency.

5.

Inspect the insulation system on the primary bus and assemblies. Test insulation on each bus, phase to phase and phase to ground with suitable megohmmeter. Record values, Report, correct, repair or replace any found deficiency, and clean where appropriate.

6.

Draw or rack each breaker from its cell. Remove arc chutes, clean, inspect, and adjust all contacts as necessary. Measure and record contact resistance in micro-ohms and clean all insulating surfaces. Using a megohmmeter (megger), record phase to phase and phase to ground resistance. Lubricate as necessary. Report, correct, repair or replace any found deficiency.

7.

Electrically close and trip each breaker with control switch. Manually close and trip each breaker. Trip each breaker with each of its protective devices. Tighten all connections. Report, correct, repair or replace any found deficiency.

8.

Remove each relay from its case. Clean, inspect, and tighten all connections. Apply three multiples of relay tap current to each relay to verify manufacturer’s time current characteristics. Test each relay for instantaneous pickup. Report, correct, repair or replace any found deficiency and adjust where appropriate.

9.

All breakers must be tested for ground fault possibilities, short circuit problems and proper mechanical operation. Perform visual inspection and manual exercise of each breaker and use infra-red scanning cameras to detect hot spots in the electrical power distribution system. Report deficiencies and replace any loose, broken or corroded connections in the system with new connectors and or tightened with torque wrench to meet the equipment manufacture’s specifications. Report, correct, repair or replace any found deficiency. (This will cause outages for the entire facility. The contractor must coordinate these outages with the COR and engineering staff to minimize impact on operations.)

10. Perform a Testing and Maintenance to the UPC Dual Power Source Tie Circuit Breakers (This test shall be coordinated with the UPC and Miami VA Engineering Department in advance). Report, correct, repair or replace any found deficiency.

11. Electrical equipment (including, but not limited to switchgears, switchboards, distribution panels, motor control centers, and all related components) shall be inspected, tested, repaired, maintained, or calibrated every 36 months. All moving parts shall be lubricated with manufacturer’s approved lubricants. Circuit Breakers located in switchgears, switchboard, and distribution panels shall be tested and exercised to ensure operation under overload, and short circuit conditions. all work must be documented.

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.

Transformers 1.

Record transformer nameplate information and compare with the facility’s one-line diagram, when available. Report, correct, repair or replace any found deficiency.

2.

Inspect transformer and accessories and report damage, loose connections or material, shipping blocks, or contamination that must be corrected. Inspect for leaks and tighten all untapped connections. Clean all insulating surfaces. Transformers must be thoroughly cleaned exteriorly, inspected for signs of overheating with infra-red thermal detecting equipment, and for any damage to the housing, connection points, or insulation. Report, correct, repair or replace any found deficiency.

3.

Sample all insulating liquids and test dielectric and water content. Analyze transformer mineral oil for PCB contaminants. In accordance with either ASTM or EPA procedures determine parts per million (PPM) content utilizing a gas chromatograph with an electron capture detector. 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. Report, correct, repair or replace any found deficiency.

Generators

1. Record nameplate data including manufacturer, age, capacity and minimum exhaust gas temperature as recommended by each manufacturer. List fuel type, kW load under load condition, number of hours of fuel tank capacity, and number of hours of accumulated run time.

2. Test run generator, in loaded condition. Record the transfer time and evaluate the reliability of the emergency power system.

INVENTORY OF EQUIPMENT:

The following inventory of equipment to be serviced under this SOW is for information purposes only. In addition to the items listed below, the contractor must service the equipment on the attached equipment list spreadsheet. These lists are not all inclusive, items may be added or deleted by contract modification.

Building 1 (Main Hospital) – Second Floor, Room B205 (Switchgear Room)

Transformers (13kV to 480/277V): PA-2A

Switchgears: SE-2MH; SN-2MHC; SN-2MHB; SN-2MHA

Main Distribution Panels: PA2-A; DC-2MHC; DC-2MHC (Feed); DL-2MH; DC-2MHB; DC-2MHB (Feed); DC-2MHA; DC- 2MHA (Feed); DN- 2MHA; DN- 2MHB; DN- 2MHC; CTA-8

Automatic Transfer Switches: AL-2MH; AC-2MC; AC-2MHB; AC-2MHA; CTA-8

Building 1A (Am Care) – Third Floor, Room 3D-100 (Mechanical Room)

Transformers (13kV to 480/277V): MUSN-3UPA; MUSN-3UPC

Main Distribution Panels: SE-3AC; MPD

Automatic Transfer Switches: AC3-AC; AL3-AC

Building 7 (Research) – First Floor, Room E117

Transformers (13kV to 480/277V): T-TEP; T-EM4; T-E3; T-6

Switchgears: ESB; EMSB; NSB

Main Distribution Panels (480-277V): ACDP; ALEM; BL

Building 10 (CLC) – Second Floor (FPL Vault)

Transformer (13kV to 480/277V): MSVN-3UPA (FPL); MSVN-3UPC (FPL); SUBN-2NH

Main Distribution Panels (480/277V): SUBN-2NH; SE-2NH

Distribution Panels (480/277V): DC-2NH; DL-2NH; DN-2NH

Automatic Transfer Switches: AC-2NH (2); SUBN-2NH

Building 44 (Utility Plant) – Second Floor

Main Distribution Panels: MN-2UPB; MN-2UPC; DN-2UPC; LE-2UP; SE-3UP; DN-2UPB; LN-2UP; MN-2UPA; DN-2UPA

Building 44 (Utility Plant) – Third Floor

Transformers (13kV to 480/277V): SUBN-3UPA; SUBN-3UPB; SUBN-3UPC; SUBN-3UPD; SUBN-3UPE; SUBN-3UPF

Main Distribution Panels (Non-Emergency): 3UPC; 2NH; 3UPF; 3AC; 3UPB; 3UPA; Fire Pump; 3UPD; 3UPE

Main Distribution Panels (Emergency): SE-2NH; SE-3AC; SE-2MH; Spare

Generator Controls (Non-Emergency): SB-3UP

Generator Controls (Emergency): SE-3UP

Generator Circuit Breakers (Non-Emergency): GB-4UPC; GB-4UPB; GB-4UPA

Generator Circuit Breakers (Emergency): GE-4UPB; GE-4UPA; GE-4UPC

Generator Sync-Center (Non-Emergency): Generator Sync #1, #2, and #3

Generator Sync-Center (Emergency): Generator Sync #1, #2, and #3

Building 44 (Utility Plant) – Fourth Floor

Main Distribution Panels (480/277V): LP-4UP

Motor Control Centers (480/277V): PEF-9; PEF-8 Generators (13kV): GB-4UP-C; GB-4UP-B; GB-4UP-A; GE-4UP-A; GE-4UP-B; GE-4UP-C Building, Various) – Various Floors

Miami-VAMC “Electrical Panel Listing” Table: (Excel Workbook Attached) and “MIAMI VA RISER DIAGRAM, PROJECT NO. 30438699, Dated 1/25/2012”

4. Submittals A.

A complete written report of the work performed shall be provided to the VA within 15 days of completion. Information shown in the report shall be as following:

1) Company’s name, addresses, website, email, telephone & fax numbers.

2) Name and signature of contractors who perform the maintenance, inspection, repair 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) Description, model number and Calibration Certificate of specialized tools and equipment used, such as torque wrench, infra-red scanning camera, megohmmeter, electrical meters, etc.

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 and its corrective actions.

12) Recommended corrective actions, if any.

B. Submit four (4) hard copies of the complete written report and one (1) electronic version in Microsoft Word format to VA Project Contracting Officer Representative (COR) within fifteen (15) calendar days after finished the Maintenance, Inspection, Repair and Testing of The Electrical Power Distribution System. All reference materials shall be included in the electronic version of the report, either through scanning or other means of electronic text import methods.

C. Submit a hierarchical spreadsheet with all of the equipment listed in the one-line diagrams. This spreadsheet must also include equipment that has been added to facility since the one-line was created.

5. Project Classification This project has been classified per the Construction Infection Control Risk Assessment as a Class I (Type A, Low Risk Group) project.

6. References

a. Executive Order 12196 dated February 26, 1980.

b. 38 U.S.C. 7301(b).

c. 40 U.S.C. 3312.

d. VHA Directive 2008-011, Electrical Safety Policy for Patient Care Equipment, dated March 10, 2008 and VHA DIRECTIVE 1028 February 24, 2020

e. NFPA 70, National Electrical Code, Latest Edition.

f. NFPA 70B, Recommended Practice for Electrical Equipment Maintenance, Latest

Edition.

g. NFPA 70E, Standard for Electrical Safety in the Workplace, Latest Edition.

h. NFPA 99, Health Care Facilities Code, Latest Edition.

i. NFPA 101, Life Safety Code, Latest Edition.

j. NFPA 110, Standard for Emergency and Standby Power Systems, Latest Edition

k. NFPA 111, Standard on Stored Electrical Energy Emergency and Standby Power

Systems, Latest Edition.

l. The Joint Commission Accreditation Manual for Hospitals, Latest Edition.

m. OSHA - Occupational Safety and Health Requirements Part 1910 Subpart J - The control of hazardous energy (lockout/tagout) (1910.147).

n. OSHA - Occupational Safety and Health Requirements Part 1910 Subpart S -

Electrical (1910.301 - 1910.399).

o. OSHA - Safety and Health Regulations for Construction Part 1926 Subpart K -

Electrical (1926.400 - 1926.449).

p. CEOSH. The General Safety Guidebook, Latest Edition at:

http://vaww.ceosh.med.va.gov/01HP/pages/guidebooks.shtml.

q. Institute of Electrical and Electronics Engineers (IEEE) Std 1584 Guide for

Performing Arc-Flash Hazard Calculations, latest edition as incorporated into NFPA 70E.

r. National Electrical Testing Association Maintenance Testing Specifications (via

CEOSH Website:

http://vaww.ceosh.med.va.gov/01CS/Pages/ASSE_Membership_Warning.shtml).

s. Construction Infection Control Risk Assessment Memorandum

t. UL 96A, Standard for Lightning Protection.

http://vaww.ceosh.med.va.gov/01HE/02HE_Standards/03HE_UL/UL_96A.pdf.

u. VA Electrical and Mechanical Maintenance and Design Manual (latest edition).