S02.RFQ.UNRESTRICTED.36C24420Q0670. LOAD BANK TESTING 646.562 (003).docx

36C24420Q0670

Table of Contents

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

1. Contract Administration: All contract administration matters will be handled by the following individuals:

a. CONTRACTOR: TBD

b. GOVERNMENT: Contracting Officer 36C244 April Stanch Department of Veterans Affairs Network Contracting Office 4

2. CONTRACTOR REMITTANCE ADDRESS: All payments by the Government to the contractor will be made in accordance with:

3. INVOICES: Invoices shall be submitted in arrears:

4. GOVERNMENT INVOICE ADDRESS: All Invoices from the contractor shall be submitted electronically in accordance with VAAR Clause 852.232-72 Electronic Submission of Payment Requests.

Austin Payment Center Department of Veterans Affairs PO Box 149971 Austin TX 78714-9971

ACKNOWLEDGMENT OF AMENDMENTS: The offeror acknowledges receipt of amendments to the Solicitation numbered and dated as follows:

B.2 PRICE/COST SCHEDULE

ITEM INFORMATION

ERIE BASE YEAR: Generator PMs and Load Bank Testing IAW SOW Contract Period: Base POP Begin:

POP End:

PITTSBURGH BASE YEAR: Annual Generator Preventative Maintenance Services IAW the SOW.

PITTSBURGH BASE YEAR: Annual Generator Load Bank Testing Services IAW the SOW.

ERIE OPTION YEAR 1: Generator PMs and Load Bank Testing IAW SOW Contract Period: Option 1

PITTSBURGH OPTION YEAR 1: Annual Generator Preventative Maintenance Services IAW the SOW.

PITTSBURGH OPTION YEAR 1: Annual Generator Load Bank Testing Services IAW the SOW.

ERIE OPTION YEAR 2: Generator PMs and Load Bank Testing IAW SOW Contract Period: Option 2

PITTSBURGH OPTION YEAR 2: Annual Generator Preventative Maintenance Services IAW the SOW.

PITTSBURGH OPTION YEAR 2: Annual Generator Load Bank Testing Services IAW the SOW.

ERIE OPTION YEAR 3: Generator PMs and Load Bank Testing IAW SOW Contract Period: Option 3

PITTSBURGH OPTION YEAR 3: Annual Generator Preventative Maintenance Services IAW the SOW.

PITTSBURGH OPTION YEAR 3: Annual Generator Load Bank Testing Services IAW the SOW.

OPTION YEAR 4: Generator PMs and Load Bank Testing IAW SOW Contract Period: Option 4

PITTSBURGH OPTION YEAR 4: Annual Generator Preventative Maintenance Services IAW the SOW.

PITTSBURGH OPTION YEAR 4: Annual Generator Load Bank Testing Services IAW the SOW.

B.3 ERIE - EMERGENCY GENERATOR YEARLY PMS & LOAD BANK TESTING STATEMENT OF WORK

STATEMENT OF WORK (SOW)

for Emergency Generator Yearly PMs & Load bank Testing at the Erie VA Medical Center

1. Background. JCAHO requirements require yearly load bank testing of any emergency generators and require the completion of industry standard preventative maintenance.

2. Base Year Scope.

Task 1- Perform a 4 Hour Load bank tests on 7 separate Generators (Plaza 97, CLC/Garage, Behavioral Health, Old Boiler Plant, New Boiler Plant, Building 12-1 & 12-2.) Contractor shall provide all parts, equipment, travel time etc., and labor required. 4Hr test should be run as follows (50%-2 Hours, 75%-2 Hours). Standard readings should be every 15 minutes and test results provided. Testing must be completed by April 30th, 2020.

Task 2- Perform a 1 1/2 Hour Load bank tests on 7 separate Generators (Plaza 97, CLC/Garage, Behavioral Health, Old Boiler Plant, New Boiler Plant, Building 12-1 & 12-2.) Contractor shall provide all parts, equipment, travel time etc., and labor required. 1 ½ hour test should be run as follows (50%-30 minutes, 75%-1 Hour). Standard readings should be every 15 minutes and test results provided. Testing must be completed by April 30th, 2020.

Task 3- Bid must also include full preventative maintenance service on 7 separate generators (Plaza 97, CLC/Garage, Behavioral Health, Old Boiler Plant, New Boiler Plant, Building 12-1 & 12-2.) This service shall include the yearly inspection/service (listed requirements in section 4). Contractor shall provide all parts, equipment, travel time etc., and labor required

Task 4- Bid must also include replacement of all batteries on 7 separate generators (Plaza 97,CLC/Garage, Behavioral Health, Old Boiler Plant, New Boiler Plant, Building 12-1 & 12-2.)

3. Option year 1 Scope Task 1- Perform a 1 1/2 Hour Load bank tests on 7 separate Generators (Plaza 97, CLC/Garage, Behavioral Health, Old Boiler Plant, New Boiler Plant, Building 12-1 & 12-2.) Contractor shall provide all parts, equipment, travel time etc., and labor required. 1 ½ hour test should be run as follows (50%-30 minutes, 75%-1 Hour). Standard readings should be every 15 minutes and test results provided. All load testing will be completed within the dates of October 1st to April 30th, 2021.

Task 2- Bid must also include full preventative maintenance service on 7 separate generators (Plaza 97, CLC/Garage, Behavioral Health, Old Boiler Plant, New Boiler Plant, Building 12-1 & 12-2.) This service shall include the yearly inspection/service (listed requirements in section 4). Contractor shall provide all parts, equipment, travel time etc., and labor required

3. Option year 2 Scope Task 1- Perform a 1 1/2 Hour Load bank tests on 7 separate Generators (Plaza 97, CLC/Garage, Behavioral Health, Old Boiler Plant, New Boiler Plant, Building 12-1 & 12-2.) Contractor shall provide all parts, equipment, travel time etc., and labor required. 1 ½ hour test should be run as follows (50%-30 minutes, 75%-1 Hour). Standard readings should be every 15 minutes and test results provided. All load testing will be completed within the dates of October 1st to April 30th, 2022.

Task 2- Bid must also include full preventative maintenance service on 7 separate generators (Plaza 97, CLC/Garage, Behavioral Health, Old Boiler Plant, New Boiler Plant, Building 12-1 & 12-2.) This service shall include the yearly inspection/service (listed requirements in section 4). Contractor shall provide all parts, equipment, travel time etc., and labor required

3. Option year 3 Scope Task 1- Perform a 4 Hour Load bank tests on 7 separate Generators (Plaza 97, CLC/Garage, Behavioral Health, Old Boiler Plant, New Boiler Plant, Building 12-1 & 12-2.) Contractor shall provide all parts, equipment, travel time etc., and labor required. 4Hr test should be run as follows (50%-2 Hours, 75%-2 Hours). Standard readings should be every 15 minutes and test results provided. All load testing will be completed within the dates of October 1st to April 30th, 2023.

Task 2- Perform a 1 1/2 Hour Load bank tests on 7 separate Generators (Plaza 97, CLC/Garage, Behavioral Health, Old Boiler Plant, New Boiler Plant, Building 12-1 & 12-2.) Contractor shall provide all parts, equipment, travel time etc., and labor required. 1 ½ hour test should be run as follows (50%-30 minutes, 75%-1 Hour). Standard readings should be every 15 minutes and test results provided. All load testing will be completed within the dates of October 1st to April 30th, 2023.

Task 3- Bid must also include full preventative maintenance service on 7 separate generators (Plaza 97, CLC/Garage, Behavioral Health, Old Boiler Plant, New Boiler Plant, Building 12-1 & 12-2.) This service shall include the yearly inspection/service (listed requirements in section 4). Contractor shall provide all parts, equipment, travel time etc., and labor required.

Task 4- Bid must also include replacement of all batteries on 7 separate generators (Plaza 97, CLC/Garage, Behavioral Health, Old Boiler Plant, New Boiler Plant, Building 12-1 & 12-2.)

3. Option year 4 Scope Task 1- Perform a 1 1/2 Hour Load bank tests on 7 separate Generators (Plaza 97, CLC/Garage, Behavioral Health, Old Boiler Plant, New Boiler Plant, Building 12-1 & 12-2.) Contractor shall provide all parts, equipment, travel time etc., and labor required. 1 ½ hour test should be run as follows (50%-30 minutes, 75%-1 Hour). Standard readings should be every 15 minutes and test results provided. All load testing will be completed within the dates of October 1st to April 30th, 2024.

Task 2- Bid must also include full preventative maintenance service on 7 separate generators (Plaza 97, CLC/Garage, Behavioral Health, Old Boiler Plant, New Boiler Plant, Building 12-1 & 12-2.) This service shall include the yearly inspection/service (listed requirements in section 4). Contractor shall provide all parts, equipment, travel time etc., and labor required.

NOTE: All load testing will be completed within the dates of October 1st to April 30th.

4. Yearly Inspection/service Requirements shall include the following items and contractor reports/results for each generator inspection/serviced.

Battery & Battery Charger System

· Check battery charger functions

· Cable connections, termination cleanliness and security

· Check electrolyte level, vent caps of all cells in the starting batteries • Battery Conductance Test

Fuel System

· Inspect main tank/day tank fuel level

· Inspect day tank controls and pumps. Test operate day tank controls (where available)

· Inspect all fuel hoses, clamps, pipes, components, and fittings

· Inspect governor linkage

· Visually inspect rupture/containment basin

· Water I~ Fuel Test - Sub-base, day tanks

· Optional - fuel sample for laboratory analysis*

Engine Cooling System

· Inspect all hoses and clamps for leaks, coolant level and condition

· Inspect radiator cap and filler neck condition

· Inspect drive belts, observe alignment and deflection

· Observe coolant heater operations

· Utilize DCA test strip to record coolant properties

· Inspect radiator surfaces, shrouds, and barriers for obstruction

· Visually inspect low temperature after cooler coolant

· Optional -coolant sampling'

Engine & Lubrication System

· Inspect lubrication system (visually check oil level)

· Inspect crankcase ventilation system

· Inspect spark ignited ignition system

Intake/Exhaust System

· Inspect air cleaner element and entire intake system

· Inspect exhaust system and rain cap ·

· Inspect louver operations

Generator Controls & Power Connections

· Visually inspect all engine mounted wiring, senders, and devices

· Visually inspect all control mounted components and wiring

· Lamp test all lights and indicators

· Visually inspect breaker and power connections

· Manually operate generator main breaker(s) open and closed*

Generator Operations

· Start and observe generator and equipment operations

· Verify engine and generator safeties tor proper operation

· System test with or without load

Automatic Transfer Switch (Paralleling Switchgear, Bypass Switchgear, Manual Transfer Switches)

· Visually inspect all power and control wiring

· Visually inspect switch mechanism and enclosure

· Visually inspect controls and time delays settings

· Verify function of exercise clock

FULL SERVICE

(INCLUDES INSPECTION)

Operational & Functional Review of Generator Critical Components

· Inspect engine cooling fan & fan drives for excessive wear or shaft wobble

· Check all pulleys, belt tensioners, slack adjusters & idler pulleys for travel, wear & overall condition

· Inspect/lubricate drive bearings, gear or belt drives, love joy and other shaft connecting hardware

Lubrication Oil and Filtration Service

· Change engine lubrication oil

· Change primary lubrication and bypass filters

· Change fuel filters

· Post lube service operation of genset (unloaded) at rated temperature

3. Risk Control – Test and inspection days must be coordinated with the VA COR or Technical POC. Normal business hours are Monday- Friday, 7:00 AM – 3:30PM, excluding Federal Holidays.

4. Place of Performance.

All work will be performed at the Erie VA Medical Center.

5. List of Generators

Attachment 1 – Joint Commission Generator Instructions Attachment 2 – Example of Test Documentation of Each Generator Attachment 3 – VA Privacy Training for All Contracting Personnel

INSPECTION AND TESTING OF EMERGENCY GENERATORS

Certification requirements

NFPA 101(12), Sec. 7.9.2.4 requires that emergency generators providing power to emergency lighting systems be installed, tested and maintained in accordance with NFPA 110, Standard for Emergency and Standby Power Systems. NFPA 101(12), Sec. 9.1.3.1 also requires that, where required for compliance with the Code, emergency generators and standby power systems be installed, tested and maintained in accordance with NFPA 110. NFPA 101(12), Sec. 2.2 references the 2010 edition of NFPA 110.

Buildings that fall under Chapter 18 of NFPA 101(12) and are equipped with or in which patients require the use of life-support systems (e.g. hospitals, nursing homes with residents on ventilators) must also meet the applicable provisions of the 2012 edition of NFPA 99, Standard for Health Care Facilities [see NFPA 101(12), Sections 18.2.9.2, 18.2.10.5, 18.5.1.2 and 18.5.1.3].

Provisions dealing with maintenance and testing of emergency generators can be found in NFPA 99(12), Sec.

6.4.4.1.1.4. This section starts out by referencing NFPA 110, but also deals with such issues as:

o Testing intervals o Test conditions o Personnel qualifications o Maintenance and testing of circuitry o Maintenance of batteries

Each facility should have a copy of these standards. They can be ordered from NFPA at 1-800-344-3555 or National Fire Prevention Association (http://catalog.nfpa.org/) State licensure requirements MSFC(15), Sections 604.3 and 604.4 also requires that emergency generators be inspected, tested and maintained in accordance with the 2010 edition of NFPA 110.

Maintenance and testing – Applicable standards Requirements for routine maintenance and operational testing of emergency generators can be found in:

· Chapter 8 of the 2010 edition of NFPA 110

· Sections 6.4.4.1.1, 6.5.4.1.1 and 6.6.4.1.1 of the 2012 edition of NFPA 99

1) Maintenance and testing – General Maintenance and testing is critical to the continued reliability of your emergency generator and must be performed in accordance with manufacturer’s recommendations, instruction manuals, and the minimum requirements of NFPA 110 and the authority having jurisdiction (AHJ) [see: NFPA 110(10), Section 8.1.1].

2) Your facility should have at least two sets of instruction manuals for all major generator components. One set should be kept in a secure, convenient location near the equipment. The other set should be kept in a different secure location [see: NFPA 110(10), Section 8.2.2]. These manuals must, at a minimum, contain the following:

a) A detailed explanation of the operation of the emergency power supply system

b) Instructions for routine maintenance

c) Detailed repair instructions

d) An illustrated parts list and part numbers

e) Illustrated and schematic drawings of electrical wiring systems, including operating and safety devices, control panels, instrumentation and annunciators

3) Special tools and testing devices necessary for routine maintenance must be available for use when needed [see: NFPA 110(10), Sec. 8.2.3].

4) Routine maintenance, inspection and operational testing of the emergency generator and associated components must be overseen by a properly trained person [see MSFC(15), Sec. 604.6; NFPA 99(12), Sec. 6.4.4.1.1.4(C); NFPA 110(10), Sec. 8.4.8]. Evidence of such training should be kept in the designated employees’ personnel file. In the absence of a properly trained person on-site, an outside vendor may need to be contracted to oversee the performance of all or part of these services.

5) NFPA 110 does not establish a specific date and time of day for required testing. Those are to be determined by management and are typically scheduled so as to provide minimum disruption of facility operations. [see NFPA 110(10), Sections 8.4.2.1 and 8.4.2.4.1]. NFPA 99(12), Sec. 6.4.4.1.1.4(A), however, requires that generator sets be tested 12 times a year, with testing intervals of not less than 20 days nor more than 40 days.

Weekly Inspections To meet federal certification and state licensure requirements, health care facilities must inspect their emergency generators weekly [see NFPA 110(10), Sec. 8.4.1]. At a minimum, this weekly inspection should include a check of the following:

1. Fuel (check main and day tank fuel supply levels; day tank float switch; piping, hoses and connectors; operating fuel pressure; and for any obstructions to tank vents and overflow piping

2. Lubrication system (check for proper oil level and oil operating pressure; lube oil heater)

3. Cooling system (check coolant level, water pump(s), jacket water heater, belts, hoses, fan) 4. Exhaust system (check drain condensate trap and for possible leakage)

5. Battery system [look for possible corrosion; check specific gravity, electrolyte level and battery charger – maintenance-free batteries require routine visual inspection and maintenance in accordance with manufacturer’s instructions]

6. Electrical system (conduct a general inspection of wiring and connections; check circuit breakers/fuses)

7. Prime Mover/Generator (Check for debris, foreign objects, loose or broken fittings; check guards and components; look for any unusual condition of vibration, leakage, noise, temperature or deterioration

Note: This is not an all-inclusive list. The equipment manufacturer may have additional maintenance requirements that will likely include monthly, quarterly, semi-annual and annual inspections and checks.

Monthly Testing

1) To meet federal certification and state licensure requirements, health care facilities must exercise their emergency generators under load at least monthly [see NFPA 110(10), Sec.

8.4.1].

a) Diesel generator sets are required to be exercised at least once monthly, for a minimum of 30* minutes, using one of the following methods [see NFPA 110(10), Sec. 8.4.2]:

i) Loading that maintains the minimum exhaust gas temperatures recommended by the manufacturer (it is unlikely that minimum exhaust gas temperatures will be reached if the generator isn’t carrying a load equivalent to at least 30 percent of the generator’s nameplate kW rating).

ii) Under operating temperature conditions and at not less than 30 percent of the generator’s nameplate kW rating. A 100 kW generator, for example, would need to be exercised under a load of at least 30 kW to meet this requirement.

(1) Normal operating temperatures are set by the manufacturer. Something to consider when scheduling your monthly tests is that your particular generator may not reach operating temperature in 30 minutes* and that running the generator for short periods of time may be harmful to the engine. You also want to make sure that the generator runs long enough to ensure that all engine parts are properly lubricated.

*Note: Warm-up and cool-down times do not count toward the required 30 minutes.

iii) An alternate method is provided for diesel-powered generators that do not meet the testing requirements outlined in 1.a above. This could occur when, for example, a large generator in relation to the load is installed (e.g. either to account for the largest motor connected to the generator or to accommodate future expansion of the facility). Such generators can be exercised monthly with the available load and exercised annually with supplemental loads at 50 percent of nameplate kW rating for 30 continuous minutes, followed by 50 percent of nameplate rating for 30 minutes and at not less than 75 percent of the nameplate kW rating for 60 minutes, for a total test duration of 1.5 continuous hours [see NFPA 110(10), Sec. 8.4.2.3].

b) Spark-ignited generator sets (e.g. gasoline-powered, natural gas-powered or propane powered) must be exercised at least once a month with the available load for 30 minutes or until the water temperature and oil pressure have stabilized.

c) Where equivalent loads are used for testing, it is important to note that such loads are required to be automatically replaced with the emergency loads in case of failure of the normal power [see NFPA 110(10), Sections 8.4.2.2 and 8.4.2.4.2].

d) Where a generator set is used for standby power, peak load shaving or operated during a power outage, such use is allowed to be substituted for a routine monthly test, provided the generator is operated in accordance with the standards and the appropriate data are recorded.

2) The monthly test is required to be initiated by simulating a power outage using the test switch(es) on the automatic transfer switch(es) or by opening a normal breaker [see NFPA 110(10), Sec. 8.4.3]. Opening a normal breaker shall not be required.

3) Load tests must include complete cold starts [see NFPA 99(12), Sec. 6.4.4.1.1.4(B); NFPA 110(10), Sec. 8.4.4].

4) Time delays must be set as follows [see NFPA 110(10), Sections 6.2 and 8.4.5]:

a) Time delay on start: 1 second minimum (0.5 second minimum for gas turbine units). This is to prevent nuisance starts and possible subsequent load transfer in the event of harmless momentary power dips.

*Note: NFPA 101(12), Sec. 7.9.1.3 requires that emergency loads be picked up within 10 seconds.

b) Time delay on transfer to emergency: no minimum required.

c) Time delay on restoration to normal power: 5 minutes minimum (to give the primary source sufficient time to stabilize before retransfer of the load, a delay of between 15 and 30 minutes is recommended) [see NFPA 110(10), Sec. A.6.2.8].

d) Time delay on shutdown: A minimum time delay of 5 minutes must be provided for unloaded running of the generator prior to shutdown to allow for engine cooldown – small (15 kW or less) air-cooled prime movers are exempt from this requirement [see NFPA 110(10), Sec. 6.2.10].

*Note: Some generator manufacturers recommend a longer cooldown period. If so, NFPA 110(10), Sec. 8.1.1 requires that the manufacturer’s recommendations be followed.

5) Documentation of the monthly testing of your emergency generator(s) should, at a minimum, include the following information:

a) Identification of generator tested (e.g. Generator #1)

b) Date generator was installed/placed in service

c) Generator standby nameplate rating in kW

d) 30% of generator standby nameplate rating in kW

e) Fuel type (e.g. diesel, gasoline, etc.)

f) Normal operating temperature

g) Date of test

h) Signature or initials of person performing the test

i) Identification of ATS(s) used to initiate the test

j) ATS transfer time (0 to 10 seconds)***

k) Time delay for cooldown (minimum 5 minutes required)

l) Elapsed run time (support with hour meter “start” and “stop” times

m) Oil pressure during test

n) Operating temperature during test

o) Engine exhaust temperature during test, if applicable

p) kw (load under test)

q) Identification of unsatisfactory conditions and corrective action taken (including parts replaced)

*Note: NFPA 99(12), Sec. 6.4.4.1.1.2 specifies that the 10-second criterion does not apply during the monthly testing of the generator. This provision, new to the 2012 edition of the standard, recognizes that additional time may be needed during normal monthly testing to allow for paralleling with normal power. It is important to note that, if the 10-second criterion is not met during the monthly test, a process must be provided to annually confirm the capability of the life safety and critical branches to comply with the requirement in NFPA 99(12), Sec. 6.4.3.1 that power be restored within 10 seconds after interruption of normal power. Most health care facilities experience a power outage at least once a year. As a suggestion, a facility could record the transfer time during an actual outage and use that documentation to confirm compliance with Sec. 6.4.3.1.

It is important to be prepared in case something goes wrong during testing. It is strongly recommended that your facility have a policy in place that makes provisions for a portable generator or other alternate power source for situations in which the emergency generator malfunctions or, worse yet, is out of service.

3-year testing Level 1 emergency power supply systems (EPSS) – those installed where failure of the equipment to perform could result in loss of human life or serious injuries – are required to be tested at least once within every 36 months in accordance with the following [see NFPA 110 (10), Sec. 8.4.9]:

· Testing must be continuous for the duration of the generator’s assigned class, but is not required to exceed 4 hours:

· The test must be initiated by operating at least one transfer switch test function and then by operating the test function of all remaining ATSs or initiated by opening all switches or breakers supplying normal power to all ATSs that are part of the EPSS being tested.

· The minimum load for a diesel-powered emergency power supply (EPS) must be not less than 30 percent of the standby nameplate kW rating of the generator. A supplemental load is allowed to be used to meet or exceed the 30 percent requirement.

· The minimum load for a diesel-powered EPS must be that which maintains the minimum exhaust gas temperatures as recommended by the manufacturer.

· The minimum load for spark-ignited EPSs must be the available EPSS load.

· The test required in 8.4.9 is allowed to be combined with one of the monthly tests required by Sec. 8.4.2 and one of the annual tests required by Sec. 8.4.2.3 as a single test.

· Where the test required by Sec. 8.4.9 is combined with the annual load bank test, the first 3 hours must be not less than the minimum loading required by Sec. 8.4.9.5 and the remaining hour must be not less than 75 percent of the standby nameplate kW rating of the generator.

Automatic transfer switches (ATS)

1. Transfer switches are required to be operated monthly [see NFPA 110(10), Sec. 8.4.6; see also: MSFC(15), Sec. 604.3.3].

2. This monthly test must consist of electrically operating the transfer switch from the normal/standard position to the alternate position and then a return to the normal/standard position [see MSFC(15), Sec. 604.4.1; NFPA 110(10), Sec. 8.4.6.1].

· In many cases, a “Transfer Test” switch or button is provided and can be used to perform this test. Where this feature does not exist, it may be necessary to manually disconnect normal power in some fashion to the transfer switch (see “some words of caution on testing” below).

3. Transfer switches must also be inspected on a routine basis (monthly is recommended) to check connections, check for evidence of overheating or excessive contact erosion (terminals and connectors are normal color), listen for unusual sounds, to ensure that the switches are maintained free from accumulated dust and dirt, and ensure that all covers are tight and doors securely closed [see MSFC(15), Sec. 604.3.3; NFPA 110(10), Sec. 8.3.5].

4. EPSS circuit breakers for Level 1 system usage, including main and feed breakers between the EPS and the transfer switch load terminals, are required to be exercised annually with the EPS in the “off” position [see NFPA 110(10), Sec. 8.4.7].

· Circuit breakers rated in excess of 600 volts for Level 1 system usage are required to be exercised every 6 months and tested under simulated overload conditions every 2 years [see NFPA 110(10), Sec. 8.4.7.1].

5. Because they are such a key component in the successful operation of your emergency generator, it is recommended that you consider having infrared testing of your transfer switch(es) conducted annually to check for loose connections.

Some words of caution on testing…

1. Shutting off power, especially shutting off the main breaker, can expose a person to possible shock, electrocution and/or arc flash hazards. It is important, therefore, that anyone performing a test in this fashion be adequately trained and take proper safety precautions, including the wearing of proper personal protective equipment (PPE). To reduce the safety risks, it is strongly recommended that facilities not already so equipped consider adding a switch for testing of their transfer switches.

2. The explanatory information in NFPA’s 2012 Health Care Facilities Handbook to Sec. 6.4.4.1.1.4(B), which addresses test conditions (including cold starts and appropriate automatic and manual transfer of essential electrical system loads), provides more food for thought:

“Testing criteria required by 6.4.4.1.1.4(B) might range from manually disconnecting power to the power sensors on transfer switches to manually opening the main incoming feeder breakers. It is very important that each test method be fully understood by all staff through appropriate notification and that the consequences of each method (if something fails to function) be weighed carefully. A procedure for returning to the normal power source should also be established in the event a failure occurs during testing.”

“There is a false assumption that disconnecting a facility’s mains is the best method of testing the standby generator(s) and essential electrical system. One must always consider the possibility that failure of the disconnecting means or some other unexpected contingency might make it difficult or impossible to restore normal power. It is probably better to initiate engine start by interrupting power just ahead of the transfer switch(es) on an alternating or rotating basis in order to make sure each transfer switch has an intact engine start circuit.”

DOCUMENT your inspections and tests NFPA 110(10), Sec. 8.3.3 requires the establishment of a written schedule for routine generator maintenance and testing [see also: MSFC(15), Sec. 604.3.1]. A sample schedule can be found in Annex A of the standard [see Figure A.8.3.1(a)]** or may even be available from the equipment manufacturer [see also: 2012 Health Care Facilities Handbook Annex B, Figure B.6.2].

**Because there is a lot riding on the successful operation of a facility’s emergency generator, it is strongly recommended that the schedule for Level 1 EPSS be followed when establishing your maintenance schedule.

A written record of generator inspections, tests, exercising, operation and repairs must be maintained on the premises and be available for review by the fire inspector on request. This record must, at a minimum, include: the date of the report, name(s) of the person(s) providing the service, identification of unsatisfactory conditions and corrective action taken (including parts replaced), and any testing of repairs recommended by the manufacturer [see MSFC(15), Sec. 604.3.2; NFPA 99(12), Sec. 6.4.4.2; NFPA 110(10), Sections 8.3.4 and 8.3.4.1].

· A sample maintenance log can be found in Annex A of NFPA 110 [see NFPA 110(10), Figure A.8.3.1(b)] or may even be available from the equipment manufacturer [see also:].

· A sample testing log can also be found in Annex A of NFPA 110 [see NFPA 110(10), Figure A.8.4.1(a) or may even be available from the equipment manufacturer.

· As an alternate, you can use these samples to create your own logs.

It is important that at least two people in your facility know where your logs are kept to increase the likelihood that they can be readily provided if requested during an inspection. It is recommended that these logs be maintained for at least three years.

36C24420Q0670

June, 2016

Erie Veterans Medical Center Generator Report

GENERATOR: CUMMINS – EE# 28718

PARK GAR & CLC GENERATOR MONTHLY (more than 20 less than 40 days) & 4 Hour test every 36 months (record amps every 30 minutes) NFPA 110

· DATE PLACED IN SERVICE: 11/09/2018

· Generator standby nameplate rating: 450 KW 1800 RPM 676.6 Amps 277/480 Volts 562.5 KVA

· 30% of Generator standby nameplate rating in KW: 135 KW 30% 203 Amp full load must meet/exceed 203 Amps

· Fuel Type: Diesel

· Feeds Buildings: Parking Garage & CLC

By Outage(0) Or(r)recurring Time Start/end

Meter

Temp 160-

Used Per Month Confirm fire pump phase loss.

Call bp Yes/no Gravity Continuity Testing Comments

VA Privacy Training for Personnel without Access to VA Computer Systems or Direct Access or Use to VA Sensitive Information

The Department of Veterans Affairs, VA must comply with all applicable privacy and confidentiality statutes and regulations. One of the requirements in VA is to have all personnel trained annually on privacy requirements. “Privacy” represents what must be protected by VA in the collection, use, and disclosure of personal information whether the medium is electronic, paper or verbal.

This document satisfies the “basic” privacy training requirement for a contractor, volunteer, or other personnel only if the individual does not use or have access to any VA computer system such as Time and Attendance, PAID, CPRS, VistA Web, VA sensitive information or protected health information (PHI), whether paper or electronic. You will find this training outlines your roles and responsibility for protecting VA sensitive information (medical, financial, or educational) that you may incidentally or accidentally see or overhear.

If you have direct access to protected health information or access to a VA computer system where there is protected health information such as CPRS, VistA Web, you must take “Privacy and HIPAA Focused Training” (TMS 10203). “VA Privacy and Information Security Awareness and Rules of Behavior” (TMS 10176) is always required in order to use or gain access to a VA computer systems or VA sensitive information, whether or not protected health information is included. Both trainings are located within the VA Talent Management System (TMS): https://www.tms.va.gov

What is VA Sensitive Information/Data?

All Department information and/or data on any storage media or in any form or format, which requires protection due to the risk of harm that could result from inadvertent or deliberate disclosure, alteration, or destruction of the information. The term includes not only information that identifies an individual but also other information whose improper use or disclosure could adversely affect the ability of an agency to accomplish its mission, proprietary information, and records about individuals requiring protection under applicable confidentiality provisions.

What is Protected Health Information?

The HIPAA Privacy Rule defines protected health information as Individually Identifiable Health Information transmitted or maintained in any form or medium by a covered entity, such as VHA.

What is an “Incidental” Disclosure?

An incidental disclosure is one where an individual’s information may be disclosed incidentally even though appropriate safeguards are in place. Due to the nature of VA communications and practices, as well as the various environments in which Veterans receive healthcare or other services from VA, the potential exists for a Veteran’s protected health information or VA sensitive information to be disclosed incidentally.

For example:

· You overhear a healthcare provider’s conversation with another provider or patient even when the conversation is taken place appropriately.

· You may see limited Veteran information on sign-in sheets or white boards within a treating area of the facility.

· Hearing a Veteran’s name being called out for an appointment or when the Veteran is being transported/escorted to and from an appointment.

Safeguards You Must Follow To Secure VA Sensitive Information:

· Secure any VA sensitive information found in unsecured public areas (parking lot, trash can, or vacated area) until information can be given to your supervisor or Privacy Officer. You must report such incidents to your Privacy Officer timely.

· Don’t take VA sensitive information off facilities grounds without VA permission unless the VA information is general public information, i.e., brochures/pamphlets.

· Don’t take pictures using a personal camera without the permission from the Medical Center Director.

· Any protected health information overheard or seen in VA should not be discussed or shared with anyone who does not have a need to know the information in the performance of their official job duties, this includes spouses, employers or colleagues.

· Do not share VA access cards, keys, or codes to enter the facility.

· Immediately report lost or stolen Personal Identity Verification (PIV) or Veteran Health Identification Cards (VHIC), any VA keys or keypad lock codes to your supervisor or VA police.

· Do not use a VA computer using another VA employee’s access and password.

· Do not ask another VA employee to access your own protected health information. You must request this information in writing from the Release of Information section at your facility.

What are the Six Privacy Laws and Statutes Governing VA?

1. Freedom of Information Act (FOIA) compels disclosure of reasonably described VA records or a reasonably segregated portion of the records to any person upon written request unless one or more of the nine exemptions apply.

2. Privacy Act of 1974 provides for the confidentiality of personal information about a living individual who is a United States citizen, or an alien lawfully admitted to U.S. and whose information is retrieved by the individual’s name or other unique identifier, e.g. Social Security Number.

3. Health Insurance Portability and Accountability Act (HIPAA) provides for the improvement of the efficiency and effectiveness of health care systems by encouraging the development of health information systems through the establishment of standards and requirements for the electronic transmission, privacy, and security of certain health information.

4. 38 U.S.C. 5701 provides for the confidentiality of all VA patient and claimant information, with special protection for their names and home addresses.

5. 38 U.S.C. 7332 provides for the confidentiality of drug abuse, alcoholism and alcohol abuse, infection with the human immunodeficiency virus (HIV) and sickle cell anemia medical records and health information.

6. 38 U.S.C. 5705 provides for the confidentiality of designated medical-quality assurance documents.

What are the Privacy Rules Concerning Use and Disclosure?

You are not authorized to use or disclose protected health information. In general, VHA personnel may only use information for purposes of treatment, payment or healthcare operations when they have a need-to-know in the course of their official job duties. VHA may only disclose protected health information upon written request by the individual who is the subject of the information or as authorized by law.

How is Privacy Enforced?

There are both civil and criminal penalties, including monetary penalties that may be imposed if a privacy violation has taken place. Any willful negligent or intentional violation of an individual’s privacy by VA personnel, contract staff, volunteers, or others may result in such corrective action as deemed appropriate by VA including the potential loss of employment, contract, or volunteer status.

Know your VA/VHA Privacy Officer and Information Security Officer. These are the individuals to whom you can report any potential violation of protected health information or VA sensitive information, or any other concerns regarding privacy of VA sensitive information.

YOU ARE RESPONSIBLE FOR PROTECTING THE CONFIDENTIAL

INFORMATION OF OUR VETERANS

Employee Signature

Print Name of Contract Agency, if contractor

Print Name of VHA Department/Supervisor/Contracting Officer

PROVIDE A COPY OF THIS FORM TO YOUR SUPERVISOR/CONTRACTING OFFICER

FOR DATA ENTRY INTO TALENT MANAGEMENT SYSTEM

Page 1 of

B.4 PITTSBURGH - GENERATOR PREVENTATIVE MAINTENANCE & LOAD BANK TESTING STATEMENT OF WORK

VA Pittsburgh Healthcare System Generator Preventative Maintenance & Load Bank Testing Services Statement of Work Purpose The VA Pittsburgh Healthcare System (VAPHS) has a requirement for all labor, materials, mileage and travel to provide Annual Generator Preventive Maintenance and Load Bank Testing Services at the H.J. Heinz and University Drive Campuses, in Pittsburgh, PA.

Generator Maintenance Requirements Services shall be performed on generator diesel engines, cooling systems, fuel systems and electrical sets as described in this statement of work. Maintenance inspections will include oil analysis for the generator sets listed in this SOW. Services shall consist of one inspection each year, with oil and filter change performed (oil and filter are included) during the annual inspection. The Contractor shall coordinate the date(s) of the annual service visit with the Contracting Officer’s Representative (COR).

The Contractor shall adhere to EPA mandates requiring the use of an ethylene or propylene based anti-freeze and only re-refined lubricants with 25% or more recyclable product. Recycled oil product must be SAE30 and must meet or exceed the specifications of API. Upon award/renewal the Contractor shall provide proof of product recyclable content to ensure compliance with EPA direction prior to use.

The contractor shall keep records of all recycled content products used during the execution of this contract. The record shall identify recycled content products used in execution of the work and the approximate quantities used.

The Contractor shall keep a record of all waste and by-products recycled during the execution of the contract. The record shall identify products recycled along with the approximate quantity of products used.

The Contractor shall provide the COR with a record of all recycled products used at the conclusion of each service visit. The record shall include the types and quantities of products used. Negative reports are required.

The Contractor shall provide a handwritten field report to the COR at each division after the completion of services. A detailed report shall be provided to both division CORs within 14 days of the completion of services. The report shall include specifics on the condition of all generators and any repair recommendations.

The Contractor shall not perform any repairs or other activities not listed in this statement of work without prior approval from the COR.

Equipment Locations University Dr. Division, 1 University Dr. C, Pittsburgh, PA 15240 Maintenance Supervisor, Jeff Schriver, 412-360-1093, Jeffrey.Schriver@va.gov

Qty (4) Building #10-UD

a. Cat #1 Caterpillar Model 3512C Ser# G4W00876 Rating: 1500 KW

b. Cat #2 Caterpillar Model 3512C Ser# G4W00875 Rating: 1500KW

c. Cat #3 Caterpillar Model 3512C Ser# G4W00877 Rating: 1500KW

d. Cat #4 Caterpillar Model 3512C Ser# G4W00878 Rating: 1500KW

Qty (1) Parking Garage-UD Cummins Model DQCA-5779489 Ser# A070013158 Rating: 600KW

H. J. Heinz Division, 1010 Delafield Rd., Pittsburgh, PA 15215

Maintenance Supervisor, Michael Rohbeck, 412-822-3235, Michael.Rohbeck@va.gov

Qty (1) Building #32-HZ Spectrum/Detroit Diesel Model 60DS60 Ser# 360659 Rating:60KW-60Hz

Qty (1) Building 32/IT Bldg-HZ Caterpillar Model SR4B-GD Ser# G5C00424 Rating: 1000KW-60Hz

Qty (1) Building #50-HZ Caterpillar Model SR4B-GD Ser# G5C03480 Rating: 1000KW-60 Hz

Qty (1) Building #52-HZ ONAN Model 35ODFN-L-344750 Ser# D890224525 Rating: 300KW-60Hz

Qty (1) Building #70-HZ Cummins Model DQDAA5956125B Ser# L070137512 Rating: 250KW-60HZ

Qty (1) Building #71-HZ Cummins Model DQFAA-3090050 Ser# C100105869 Rating: 750KW/1127KVA

Required Services

Diesel Engine

Cooling System

Fuel System

Electrical System

Water Pump

Miscellaneous

The Contractor shall provide a handwritten field report to the COR at each division after the completion of services, before leaving VA property. A complete typed report will be sent to the responsible Maintenance Supervisor listed for each site within 14 days of completion of Inspection/ service, giving detailed conditions of equipment and recommendations or repairs needed.

Generator Load Bank Testing Requirements

Services shall be provided annually using load banks at two VAPHS locations. The University Dr. and H. J. Heinz divisions.

The Contractor shall perform the services in accordance with NFPA 110, Article 8.4.2.3 standards.

Each generator shall be tested with supplemental loads at not less than 50 percent of the nameplate kW rating for 30 continuous minutes, and at not less than 75 percent of the nameplate kW rating for one continuous hour.

The total test duration shall not be less than 1.5 continuous hours.

The Contracting Officer’s Representative (COR) shall ensure the Contractor has access to each generator.

The Contractor shall not perform any services not listed in this statement of work without approval from the COR.

The Contractor be required to reschedule testing services in the event of an emergency at no additional cost.

Equipment Locations University Dr. Division, University Dr. C, Pittsburgh, PA 15240.

H. J. Heinz Division, 1010 Delafield Rd., Pittsburgh, PA 15215

With the exception of the Building 8, 3 MW (4,160 V) generator, all services shall be performed M – F, 7:00 AM – 3:30 PM, except on federal holidays.

The 3 MW, 4,160 V generator service shall be performed on either a Saturday or Sunday, 7:00 AM – 3:30 PM, except on federal holidays.

Reports The Contractor shall provide the results of each generator test in pass or fail format within 10 business days of the conclusion of testing, including a list of any defects.

Three copies of the results shall be provided for each campus location.

The Contractor shall provide a list of all defects and a written quote for the cost of any required repair labor and materials.

B.5 SECURITY REQUIRMENTS

The Contractor shall coordinate with the COR to schedule annual service visits. The COR shall provide the Contractor with VA identification badges that shall be worn while on VAPHS property.

The Contractor shall not have access to the VA network or any…