P09 - Final SOW.pdf

B.3 STATEMENT OF WORK (SOW)

B.3.1 Summary

A. This firm fixed-price requirement is for the triennial maintenance, inspection, testing and calibration services on the Electrical Power Distribution System (EPDS) at the New York Harbor VA Healthcare System, Margaret Cochran Corbin campus, within six (6) months of award date. The objective is to ensure the continued safety, reliability, and compliance of the facility’s electrical power infrastructure.

B.3.2 General Requirements

A. All inspections, testing, adjustments, and reporting shall comply with the latest edition of:

a. National Fire Protection Association (NFPA) 70

b. National Electric Code

c. NFPA 70B, 70E, 99, 101, 110, 111

d. Occupational Safety and Health Administration (OSHA) Title 29, Code of Federal

Regulations (CFR) Part 1910, subpart J, The Control of Hazardous Energy (1910.147), and subpart S, Electrical (1910.301-1910.399)

e. OSHA Title 29, CFR Part 1926, CFR part 1926, subpart K, Electrical (1926.400- 1926.449)

f. American National Standards Institute/International Electrical Testing Association (ANSI/NETA), Maintenance and Testing Specifications

g. Institute of Electrical and Electronics Engineers (IEEE) Standard 1584, Guide to Performing Arc-Flash Hazard Calculations

h. Veterans’ Health Administration (VHA) Directive 1028, Facility Electrical Power Systems

i. Original Equipment Manufacturer (OEM) operations and maintenance manuals B. Should a conflict arise between VA requirements and nationally recognized codes/standards, the conflict shall be brought to the attention of the Contract Officer (CO) and/or Contract Officer Representative (COR) and CO shall make the final determination.

C. Contractor shall report deficiencies that are deemed critical or catastrophic immediately to the COR and CO for appropriate action.

D. The VA agrees to provide the Contractor access to all equipment and rooms/areas housing such equipment, and to supply suitable electric power if necessary. The VA shall provide escorts and monitor Contractor technicians while work is being performed on-site.

E. Contractor shall provide all tools, personal protective equipment (PPE), materials, equipment, and labor required to perform work. At any time, the COR may deem any tool, technician, or method unacceptable.

F. Shutdowns shall be minimized to shortest duration possible. All shutdown requests required a detailed work plan to include safety measures and scheduling prior to approval.

The original written request shall remain with all test documents along with any written agreements relative to the original request.

a. All work requiring an electrical shutdown shall be conducted on weekends and/or outside of normal duty hours, coordinated 14 calendar days in advance with the

COR.

G. One-line diagrams showing facilities electrical distribution system will be provided post-award at the Contractor’s request.

B.3.3 General Schedule

A. The VAMC is a health care facility providing critical care 24 hours a day; as such disruptions in operations are not feasible and will need to be coordinated closely with the COR. Work not requiring shutdown shall take place during normal duty hours: Monday-Friday, 7:30am- 4:00pm, scheduled at least 72 hours in advance with the COR, unless otherwise authorized by the CO.

B. The following are Federal Holidays observed by the facility and the Contractor shall not expect access to the VA Facility of VA employees on these dates unless notified otherwise by the COR.

a. https://www.opm.gov/policy-data-oversight/pay-leave/federal-holidays/#url=2025 C. If it becomes difficult for Contractor to complete work due to patient care related activities or security reasons, the Contractor shall not be obligated to complete testing in said area at the time of their scheduled visit. The Contractor shall be obligated to complete the incomplete portion of their work at the time of the next scheduled visit to the facility. The final authority relative to this decision will be the COR. Unless fully absolved by the VA, the Contractor shall be responsible for completing all work.

B.3.4 Contractor Qualifications

A. The selection, assignment, and management of Contractor employees are the responsibility of the Contractor. The Contractor shall not employ any individual identified as a potential threat to the health, safety, security, and general wellbeing, or operation of the VAMC or its customers and personnel. The Contractor is fully responsible for the performance and conduct of their employees while on VAMC property. The Contractor shall not allow any employee to perform work under this contract while under the influence of alcohol, drugs, incapacitating agent or illness. All work shall be performed by technicians deemed “Qualified Personnel” as defined by NFPA 70E, article 100.

B. Contractor employees shall provide documentation indicating they have been fully trained and are deemed “Qualified Person” defined by NFPA 70E, Article 100. Contractor employees shall provide documentation of safety trainings (either on-the-job or classroom) in electrical safety outlined in OSHA Standard 29, CFR 1910, subpart S and NFPA 70E.

C. Contractor supervisors shall provide documentation stating they are NETA Level 3 certified, and OSHA 30-hour certified, or equivalent certifications.

D. Contractor technicians shall provide documentation stating they are NETA certified, and OSHA 10-hour certified, or equivalent certifications.

B.3.5 Inspection, Maintenance, and Testing Requirements

A. All work outlined shall be performed with the equipment de-energized, and lockout/tagout (LOTO) procedures adhered to.

B. VA shall perform the opening and closing of all substation switchgear for load transfers and all necessary racking of the equipment requiring work while Contractor technicians shall remove all necessary access panels to equipment requiring work.

https://www.opm.gov/policy-data-oversight/pay-leave/federal-holidays/#url=2025

C. Contractor shall affix labels on all equipment tested documenting at a minimum:

a. Date of work

b. Equipment tested

c. Name of testing firm

d. Name or initials of testing technician

D. When cleaning electrical gear, the Contractor shall use lint-free rags to clean conductors, contact points between circuit breakers and buss bars, and interior of the equipment.

E. Contractor shall use a vacuum cleaner to remove large debris, compressed air shall not be used.

F. Contractor shall ensure top of gear and enclosures are clean and free of accumulated dust/dirt.

G. Contractor shall lubricate all moving parts with approved lubricants recommended by OEM.

H. Contractor shall visually inspect for signs of overheating, misaligned contacts, damaged insulation, or loose lugs.

I. Contractor shall test and exercise circuit breakers located in switchgears, switchboard, and distribution panels to ensure operation under overload, and in short circuit conditions.

J. Contractor shall test following functions on all Molded Case Circuit Breakers (MCCBs), Insulated Case Circuit Breakers (ICCBs), and Low Voltage Power Circuit Breakers (LVPCBs) rated less than or equal to 1,000 VAC using secondary injection testing, if applicable:

a. Long time pickup and delay

b. Short time pickup and delay

c. Ground fault pickup and delay

d. Instantaneous pickup

K. Contractor shall test all elements being utilized on protective relays using secondary injection testing, if applicable:

a. Instantaneous

b. Time overcurrent

c. Under/over voltage

d. Under/over frequency

e. Ground fault

f. Differential

L. Contractor shall test all ground fault protection devices.

M. Contractor shall inspect and tighten ground connections and test ground resistance for the entire facility grounding system. If initial testing indicates a problem or concern (e.g. ground resistance greater than 25 ohms), a more detailed test shall be performed using fall-of-potential or 3-point test.

N. Contractor shall test, calibrate, and maintain adjustable protective relays.

O. Contractor shall test all control systems equipment for proper operation after maintenance is performed and before placing them back into service.

P. Contractor shall, in conjunction with VA staff, verify all breakers and switchgear are returned to their normal operating state at the end of their work shift and ensure all breakers serviced are completely racked in.

B.3.6 Fluid Analysis

A. Contractor shall perform oil analysis testing as recommended by the OEM for all oil-filled transformers, including at minimum:

a. ASTM D-792, specific gravity

b. ASTM D-877, dielectric breakdown (kV)

c. ASTM D-971, interfacial tension (mN/m)

d. ASTM D-974, acid content (mg KOH/g)

e. ASTM D-1500, color analysis (ASTM)

f. ASTM D-1524, visual exam (relative) and sediment exam (relative)

g. ASTM D-1533, moisture in oil (mg/kg)

h. ASTM D-1816, dielectric breakdown 1 mm (kV °C)

i. ASTM D-4052, density at 15°C (g/mL)

B. Gas in oil analysis including at minimum:

a. Hydrogen (ppm)

b. Methane (ppm)

c. Ethane (ppm)

d. Ethylene (ppm)

e. Acetylene (ppm)

f. Carbon monoxide (ppm)

g. Carbon dioxide (ppm)

h. Oxygen (ppm)

i. Nitrogen (ppm)

j. Total dissolved gas, TDG (ppm)

k. Total dissolved combustible gas, TDCG (ppm)

l. Equivalent TCG (%)

B.3.7 Infrared (IR) Thermography

A. Contractor shall use an IR camera to detect hot spots in all breaker panels, transformers, switchgear, switchboards, distribution panels, motor control centers, and disconnects, with objective of identifying any loose, broken, or corroded connections in the system.

B. IR thermography shall be completed while the EDS is energized. See safety requirements associated with this energized work at section B.3.8., Safety.

C. The emergency power side of transfer switches, emergency paralleling switchgear, emergency busways, and emergency generator breakers shall be scanned.

D. Any necessary covers shall be removed prior to IR thermography inspection to provide a clear line of sight to the wiring and electrical components, coordinated with the COR beforehand.

E. IR thermography shall be used to verify temperature differences of:

a. Similar electrical components under similar loading

b. Comparison between electrical components and ambient air temperatures

F. IR thermography shall be performed at normal circuit loading if feasible, and no less than 40 percent of nominal circuit loading.

G. An electrical shutdown will be required to repair any problem connections found during IR scanning. The problem shall be replaced with new connectors and/or tightened with a torque wrench to EOM standards.

B.3.8 Safety

A. Some electrical work requiring a shutdown may not be possible and work may need to be conducted live. Should live work be required, a work plan including safety measures shall be devised and submitted to the facility for review. If accepted an Energized Electrical Work Permit (EEWP) will be issued by the VA. Should a need for deviation of the work plan arise during the performance of the task, all work shall stop until a revision of the work plan is submitted and approved by the facility.

B. Contractor shall provide and utilize any necessary PPE to perform the work safely. Tools, equipment, and/or PPE shall comply with the requirements of OSHA Standard 29, CFR 1910, subpart I and NFPA 70E. Contractor shall provide documentation that all instruments, test equipment, tools, and PPE have a current calibration prior to work beginning. Dated calibration labels shall be visible on all instruments, test equipment, tools, and PPE, as appropriate.

C. Contractor employees working on-site shall attend a mandatory VA site-specific safety training. This training will be held on-site and taught by a member of the VA safety office.

Contractors with a valid and current Contractor photo ID (3-year expiration) shall be exempt from this requirement. Contractor employees shall wear their issued Contractor photo ID (provided upon safety training completion) above the waist while on-site.

D. Contractor shall obtain any necessary New York State (NYS) and Federal licenses and/or permits associated with this requirement.

E. In the performance of this contract, the contractor shall take such safety precautions as the CO may determine to be reasonably necessary.

F. The CO or COR shall notify the Contractor of any safety issues and the action necessary to correct the issues. Such notice, when served to the Contractor or their representative at the worksite, shall be deemed sufficient for the corrective actions to be taken.

G. If the Contractor fails or refuses to comply promptly with notified safety deficiencies, the CO may issue an order stopping all or part of the work and hold the Contractor in default.

H. No tools or equipment shall be left unattended. All work areas shall be clean at the close of the day and shall be left in the same condition as before work started.

B.3.9 Temporary Power Generation

A. Contractor may need to provide temporary power generation to perform services or make repairs and shall be coordinated with the COR beforehand. Temporary power generation services shall be funded only upon a written contract modification from the CO.

B.3.10 Repairs

A. Contractor shall report any required repairs that are deemed critical, potentially catastrophic, or pose an imminent danger immediately to the COR for course of action.

B. Any required repairs identified during maintenance services, not included in paragraph A.

above, shall be communicated to the COR and quoted within five (5) business days.

C. Repairs shall be funded only upon a written contract modification from the CO.

D. Repairs covered under the Davis Bacon Act (DBA):

a. One-time repairs that exceed $2,000.00 and require 32 hours or more of on-site work to complete shall be covered under the DBA instead of the Service Contract

Act (SCA). When repairs covered under this section are required, the Contracting Officer (CO) and the Contracting Officer Representative (COR) shall be notified and provided details of the required repairs. These repairs shall be authorized via contract modification by the CO.

b. The DBA repairs shall be subject to applicable construction clauses and DBA wage determinations which will be provided by the CO.

B.3.11 Reports

A. Contractor shall supply a written report for each facility inspected. Report shall be PDF format provided digitally to the COR within five (5) business days of inspection.

B. Report shall follow this format:

a. Cover Page including:

i. Project title

ii. Contract number

iii. Dates of performance

iv. Place of performance (Buffalo or Batavia VAMC)

v. Contractor information

vi. Table of contents with equipment listings

vii. Detailed scope of work

viii. Results of work performed

ix. Photographs taken, if any

x. Recommended corrective actions, if any

xi. Listing of tools or equipment used and their calibration data

xii. Name of contractor technicians on-site.

C. Inspection, maintenance, and testing reports shall include:

a. Test date

b. Ambient temperature

c. Relative humidity

d. Pass/Fail status, if any

e. Mechanical testing results

f. Electrical testing results

g. Comments/Recommendations

h. Equipment condition assessment:

i. Equipment physical condition 1 shall be assigned when following criteria apply:

1. Equipment appears in like new condition

2. The enclosure is clean, free from moisture intrusion, and tight.

3. No unaddressed notification from the continuous monitoring system has occurred.

4. There are no active recommendations from predictive techniques.

5. Previous maintenance has been performed in accordance with the

Electrical Maintenance Program (EMP).

ii. Equipment physical condition 2 shall be assigned when following criteria apply:

1. Maintenance results deviate from past results or have indicated more frequent maintenance in accordance with manufacturer’s published data.

2. The previous maintenance cycle has revealed issues requiring the repair or replacement of major equipment components.

3. There have been notifications from the continuous monitoring system since the prior assessment.

4. There are active recommendations from predictive techniques.

iii. Equipment physical condition 3 shall be assigned when following criteria apply:

1. The equipment has missed the last two successive maintenance cycles in accordance with the EMP.

2. The previous two maintenance cycle has revealed issues requiring the repair or replacement of major equipment components.

3. There is an active or unaddressed notification from the continuous monitoring system.

4. There are urgent actions identified from predictive techniques.

D. Fluid analysis reports:

a. Fluid analysis reports shall be presented in the original format as delivered from the testing laboratory.

b. Report shall include following information:

i. Equipment ID and location

ii. Fluid type

iii. Tank capacity (gallons)

iv. KV rating

v. KVA rating

vi. Phases

vii. Breathing configuration

viii. Sample bottle identifier

ix. Syringe identifier

x. Date sample drawn

xi. Date sample tested

xii. DGA condition

xiii. DGA analysis

xiv. Comments/recommendations

E. IR thermography reports:

a. IR reports shall include the following:

i. Equipment ID and location

ii. Regular image of equipment

iii. IR image of equipment:

1. A box (BX1) or boxes (BXN) surrounding specific regions of interest

iv. IR temperature scale (Hight to low)

v. Image date/timestamp

vi. Testing parameters:

1. Emissivity

2. Distance

3. Reflected temperature

4. Atmospheric temperature

5. Relative humidity

6. Minimum and maximum temperatures

7. Pass/Fail status, if any

vii. Camera information including manufacturer, model, and serial numbers.