Martinsburg CRRC Arc Flash Analysis 5 Year Review PWS-FY2024.docx

B.3 Performance Work Statement (PWS)

Martinsburg CRRC Arc Flash Analysis 5-Year Review

1. Introduction. The Department of Veterans Affairs (VA), Office of Information & Technology (OIT), End User Services (EUS), Space and Facilities Management (SFM) is responsible for the Safety and Physical Security of the Martinsburg Capital Region Readiness Center (CRRC) located at 221 Butler Avenue, Building 511, Martinsburg WV 25404.

The CRRC is a 65,000 SF, Level 3 facility that maintains approximately 99 high voltage electrical devices. In accordance with National Fire Protection Association(NFPA), NFPA 70E, SFM has a requirement to procure professional services to complete a 5-year review of the existing electrical Arc Flash (AF) hazard analysis study. Information from this study will be utilized to improve the safety and reliability of CRRC electrical systems and bring CRRC’s system into compliance with federal safety regulations.

2. Scope. In accordance with NFPA 70E, a review of the existing AF analysis must be performed every 5 years if no significant changes to the electrical systems have occurred on all electrical equipment that may require energized operation or inspection. The contractor must provide a comprehensive review of the existing AF analysis report to confirm that there have been no significant changes to the electrical system that have impacted incident energy, arc flash protection boundaries or required PPE for electrical equipment. Calculations must comply with NFPA 70E and IEEE-1584. If new arc flash labels are required, the contractor will provided and install updated labels as required for all equipment that is compliant with NFPA 70E, National Electric Code (Article 110.16), OSHA 1910.303, and 1910.335 (b)(1). The contractor must provide all labor, materials and testing/analysis required to complete the work described in this PWS. This is a firm fixed price contract.

The electrical systems within the scope of this contract will include the existing equipment described below.

3. Period of Performance (PoP): The period of performance for this contract is 12 months

March 1, 2024 – February 29, 2025 Comment by MacDonald, Jennifer L.: @Boynton, Michael, @Hollowell, Michael – Is this POP too aggressive? Will this take more than 3 months to achieve? Comment by Michael Boynton: Let’s extend the PoP to ensure adequate resources are available when we need them. EOQ3FY23 should be sufficient.

Any work at the Government site shall not take place on Federal holidays or weekends unless directed by the Contracting Officer (CO). If required, the CO may designate the Contractor to work during holidays and weekends.

There are eleven (11) Federal holidays set by law (USC Title 5 Section 6103) that VA follows:

Under current definitions, five (5) are set by date:

If any of the above falls on a Saturday, then Friday shall be observed as a holiday. Similarly, if one falls on a Sunday, then Monday shall be observed as a holiday.

The other six are set by a day of the week and month:

4. Place of Performance. Tasks under this PWS will be performed at the Martinsburg CRRC, located at 221 Butler Avenue, Building 511, Martinsburg WV 25404. The following work may be performed at off-site locations: Data entry, system one-line modeling, systems analysis, and report preparation.

5. Travel. The Government anticipates travel under this effort to perform the tasks associated with the effort, as well as to attend program-related meetings or conferences (i.e., Initial Kickoff Meeting, etc.) throughout the period of performance PoP. All travel will be cost- reimbursable in accordance with the Federal Travel Regulations. In addition, all travel must be pre-approved by the COR. Travel will not be allowed when virtual means of communication will suffice. Local travel within 50 miles is not reimbursable.

6. Specific Tasks and Deliverables

6.1. Contractor Management Plan - The Contractor must deliver a Contractor Project Management Plan (CPMP) that lays out the Contractor’s approach, timeline, and tools to be used in execution of the contract. The CPMP must take the form of both a narrative and graphic format that displays the schedule, milestones, risks, and resource support. The CPMP must also include how the Contractor shall coordinate and execute planned, routine, and ad hoc data collection reporting requests as identified with the PWS. The initial baseline CPMP shall be concurred upon by VA. The Contractor must update and maintain the VA approved CPMP throughout the PoP.

6.2. Short Circuit, Coordination and Arc Flash Analysis Renewal – The contractor must provide a comprehensive review of the existing AF analysis report which includes a review of all electrical systems noted in Section 2, Scope of this document. The AF review will be performed per the NFPA 70E standard requirements. The arc flash incident energy and arc flash boundary values will be calculated per IEEE 1584 & 1584.1 methodology. To comply with NFPA 70E requirements, the contractor must:

6.2.1. Review the existing Arc Flash Analysis Report.

6.2.2. Contact the local utility for updated fault contribution data.

6.2.3. Update the existing system model.

6.2.3.1. Inclusion of 208V circuits was not required under IEEE1584 at the time of the original arc flash model and analysis. Additional 208V equipment must be added to the study in accordance with IEEE1584-2022.

6.2.4. Update the as-built drawing with any new electrical equipment that may have been added since the construction of the facility.

6.2.5. Issue a renewed arc flash analysis report.

6.2.6. Provide and install new arc flash incident energy labels. The labels must satisfy the requirements of UL 969, NFPA 70E, ANSI Z535.4 and the National Electric Code (Article 110.16).

6.3. Renewed Arc Flash Analysis Report – The contractor must provide a renewed arc flash analysis report in a written format which includes the following:

6.3.1. Updated One-Line Diagram.

6.3.2. Updated Short -Circuit Evaluation Tables.

6.3.3. Updated Protective Device Settings Tables and Time Current Curves.

6.3.4. Updated Arc Flash Hazar Analysis Tables.

6.3.5. Recommendations and Findings. Recommendations should include a recommended analysis review/retest schedule.

7. Delivery Schedule.

8. Government-Furnished Information, Equipment, and Facilities.

8.1. Copy of any previous arc flash study Comment by MacDonald, Jennifer L.: DOES VA HAVE COPIES OF ALL OF THESE DOCUMENTS? Comment by Michael Boynton: Yes.

8.2. Copy of most current one-line drawing

8.3. Copy of most current as-built drawing

9. Contractor Personnel Security Requirements - The contractor must adhere to the following security requirements.

9.1. This acquisition does not require services that involve connection of one or more contractor-owned IT devices (such as a laptop computer or remote connection from a contractor system) to a VA internal trusted (i.e., non-public) network. The C&A requirements do not apply, and a Security Accreditation Package is not required.

9.2. The Contractor will require a favorably adjudicated Biometric Special Agreement Check (SAC) prior to obtaining unescorted common facility access to perform work under this PWS. The SAC will require the contractor to provide one form of photo identification and electronic fingerprinting. Fingerprinting will be coordinated with the COR and the Contractor must attend the scheduled fingerprint appointment at the location provided by the COR. Comment by MacDonald, Jennifer L.: All – Assuming that the contractor will not be always escorted AND requires no access to PII/PHI or VA Sensitive – recommend with go with a SAC.

If access to VA Sensitive (floor plans with communication closets/data centers) is required, we will need to do a NACI.

If 100% escort is possible – we will not need to do this.

PLEASE CONFIRM WHAT THE SITUATION AT CRRC WILL BE. Comment by Michael Boynton: Arc Flash contractors will not be working on electrical gear without escort. No need for access to the VA network. Comment by MacDonald, Jennifer L.: Will the drawings have data center/com closets called out? If so, I think we’ll need a NACI.

9.3. If access to sensitive areas of the facility (communication closets, server rooms) is required, the Contractor must submit to 100% escort while in these areas.

9.4. Any documents share with the contractor will have any personally identifiable information (PII), personal health information (PHI), and VA sensitive information fully redacted.

9.5. The Contractor and their personnel must always wear visible identification while they are on the premises.

9.6. Contractor staff performing on-site work will comply with all security requirements of the facility.

9.7. Contractor will be required to sign a VA non-disclosure agreement prior to commencement of the work.

9.8. Photographs taken during the facility survey may be subject to review/deletion by security personnel prior to departing the facility.

10. Confidentiality and Non-Disclosure - The Contractor must follow all VA rules and regulations regarding information security to prevent disclosure of sensitive information to unauthorized individuals or organizations. The Contractor will not have access to Protected Health Information (PHI) and Electronic Protected Health Information (EPHI) that is subject to protection under the regulations issued by the Department of Health and Human Services, as mandated by the Health Insurance Portability and Accountability Act of 1996 (HIPAA); 45 CFR Parts 160 and 164, Subparts A and E, the Standards for Privacy of Individually Identifiable Health Information (“Privacy Rule”); and 45 CFR Parts 160 and 164, Subparts A and C, the Security Standard (“Security Rule”).

10.1. The Contractor will not have access to privileged and confidential materials of VA. These printed and electronic documents are for internal use only, are not to be copied or released without permission, and remain the sole property of VA. Some of these materials are protected by the Privacy Act of 1974 (revised by PL 93-5791) and Title 38. Unauthorized disclosure of Privacy Act or Title 38 covered materials is a criminal offense.

10.2. The VA Contracting Officer will be the sole authorized official to release in writing, any data, draft deliverables, final deliverables, or any other written or printed materials pertaining to this contract. The Contractor must not release any information. Any request for information relating to this contract presented to the Contractor must be submitted to the VA Contracting Officer for response.

10.3. The Contractor must maintain physical security at all facilities housing the activities performed under this contract, including any Contractor facilities according to VA-approved guidelines and directives.

10.4. Contractor does not require access to classified data.

11. Required Qualifications – The Contractor must meet the following minimum qualifications.

11.1. The Contractor selected must provide evidence, through past performance, of experience, capability, and willingness to commit the resources necessary to plan, organize, and execute tasks in an expeditious and efficient manner.

11.2. The arc flash analysis review shall be performed by a licensed, registered, professional electrical engineer. Comment by MacDonald, Jennifer L.: Minimum requirements – does this meet our need?

11.3. The Contractor shall have at least 10 years of experience in performing power system studies including at least four years of experience in providing arc flash analyses.

11.4. The Contractor’s employees and sub-contractors’ employees must be legally permitted to work in the United States.

12. Task Order Quality Assurance Surveillance Plan (QASP).

The Government shall evaluate the contractor's performance in accordance with the Quality Assurance Surveillance Plan (QASP). This plan is primarily focused on what the government must do to ensure the contractor has performed in accordance with the performance standards. It defines how the performance standards will be applied, the frequency of surveillance, and the minimum acceptable defect rates. The COR will conduct performance monitoring of Contractor’s performance on this task order will be reported any discrepancies to the CO.

Standard Surveillance Method Outcome

Technical / Quality of Product or Service

1. Demonstrates understanding of requirements.

2. Efficient and effective in meeting requirements

3. Meets technical needs and mission requirements

4. Provides quality services/product

The contractor will be given an opportunity to correct non-conforming services at no cost to the Government if the services are non-conforming or the contract requirement is unacceptable.

2. Products completed, reviewed, delivered in accordance with the established schedule

3. Notifies customer in advance of potential problems

The contractor will be given an opportunity to correct non-conforming services at no cost to the Government if the services are non-conforming or the contract requirement is unacceptable.