Sources Sought-Electrical Arc-Flash Analysis.pdf

SOURCE SOUGHT NOTICE: WASHINGTON DC VA HEALTH CARE SYSTEM

Electrical Arc-Flash Analysis

This is a Sources Sought Notice; it is not a Request for Quote or Proposal.

Washington DC VAMC is seeking sources to provide Electrical Arc-Flash Analysis.

The anticipated date of a solicitation is October 13, 2022, with an expected period of performance Starting November 1, 2022, to October 31, 2023, using NAICS CODE 335313.

Vendors will not receive formal notification or feedback on any information submitted in this Sources Sought Notice. All future proposed submissions and solicitations requirements solicited on a Government Point of Entry (GPE) will be evaluated independently of any information submitted in response to this Sources Sought Notice. No vendor will be provided information on solicitations issued on a Government Point of Entry based on this Sources Sought Notice.

Potential Sources shall provide their Capability Statement and it must be clear, concise, and complete.

Interested contractors should respond to this notice via email to John.Ritter2@va.gov using the subject “WASHINGTON DC VA HEALTH CARE SYSTEM Electrical ARC-FLASH ANALYSIS.”

by Monday, September 11, 2022, 9:00 am EST, and provide:

• SAM UEID number.

• VIP verification standing, if any.

• GSA contract number, if applicable.

• Please limit response to 5 pages

There is no other information available at this time. Responses to this notice may be used in determining an appropriate set-aside.

Requirements Below:

mailto:John.Ritter2@va.gov

DEPARTMENT OF VETERANS AFFAIRS MEDICAL CENTERS

STATEMENT OF WORK

Electrical Arc-Flash Analysis

1. Introduction:

A. This Statement of Work (SOW) describes the requirements for the services needed on the Department of Veterans Affairs Medical Centers Electrical Distribution System.

B. This SOW describes the requirements for the Qualified Electrical Contract Professionals – known as “Contractors” in this document, hereafter. Contractors who are contracted by VHA Medical Center to perform an Arc-Flash Study 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:

• One-line Drawing

• Short Circuit Study Results

• Coordination Analysis Results

• System Verification

• Arc Flash Analysis Results

• Arc Flash Incident Energy labels & label Affixation

2. Qualifications of Contractors:

A. Each respondent must have an established business, with an office and full time staff. Generally, the Contractor shall have two years of successful experience in fully maintaining the full schedule of equipment for this contract. This staff includes two “fully qualified” Field Service Engineers who shall serve as the primary technician and backup for the servicing of the items listed on the schedule of equipment at this VAMC.

B. “Fully Qualified” is based upon training and on experience in the field. For training, the Field Service Engineer(s) has successfully completed a formalized training program, for the equipment identified in the scheduled of equipment. For field experience, the Field Service Engineer(s) shall have a minimum of four years of experience with approved licensing to perform the required electrical engineering services on the equipment.

C. The Field Service Engineers shall be authorized by the Contractor to perform the electrical engineering services. All work shall be performed by “fully qualified” individuals. The

Contractor shall provide written assurance of the competency of their personnel and a list of credentials of approved Field Service Engineers for each make and model the Contractor services at the VAMC, The Contracting Officer may authenticate the training requirements, request training certificates or credentials from the Contractor at any time for any personnel who are servicing or installing any VAMC equipment. The Contracting Officer and COTR specifically reserve the right to reject any of the Contractor’s personnel and refuse them permission to work on the VAMC equipment.

D. If subcontractor(s) are used, they must be approved by the Contracting Officer;

the Contractor shall submit any proposed change in subcontractor(s) to the Contracting Officer for approval or disapproval.

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

6) InterNational Electrical Testing Association, Inc. (NETA) – Maintenance and

Testing Specifications.

7) 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.

F. Contractors shall be equipped with 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.

Background The original Arc Flash study for the medical center was done by Schneider Electric Engineering Services in 2003. It was the first study conducted nationally funded by the VA headquarters engineering. The purpose of this update is to have the study meet the current requirements of the VA and latest NFPA-70E. Study will incorporate the changes in the facility since the study was conducted (2014) showing changes made to the electrical system over the past 8 years.

3. Summary of Work:

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: This proposal is based on Schneider Electric Engineering Services, LLC (SEES) providing the following:

• Data Collection

• Single-line Diagram

• Short Circuit Analysis

• Device Coordination Analysis

• Arc Flash Analysis

• Arc Flash Incident Energy Labels & Affixation

• NFPA 70E, Electrical Safety in the Workplace

Contractor will perform the selected engineering studies on the electrical distribution system shown in the customer supplied drawings. The existing impedance model will be updated based on 15 man days of data collection on site.

Background The original Arc Flash study for the medical center was done by Schneider Electric Engineering Services in 2003. It was the first study conducted nationally funded by the VA headquarters engineering. The purpose of this update is to have the study meet the current requirements of the VA and latest NFPA-70E.

Clarifications

• The analysis will consider alternative modes of operation in addition to the normal operating configuration. The modes of operation will be determined at the beginning of the project.

• Single Phase AC circuits and DC distribution systems are not included in the IEEE1584 -2002 Guide for Performing Arc Flash Hazard Calculations per Section 1.2 of the guide. These systems are excluded from the scope of the analysis.

• Per Section 4.2 of IEEE 1584 equipment below 240 V need not be considered unless it involves at least one 125 kVA or larger transformer in its immediate power supply. In this analysis, data collection downstream of transformers operating below 240V that have a capacity less than 125kVA is not being quoted.

• Shock hazard analysis will be based on the latest version of NFPA 70E. The results of that analysis will be printed on the arc flash labels, if supplied.

Contractor shall deliver the following:

ONE-LINE DRAWING

A single layer AutoCAD one-line diagram of the portion of the power distribution system considered in the study, based on the study model.

SHORT CIRCUIT STUDY RESULTS

All the input and output data.

Equipment comparison tables, which compare the calculated short circuit values to the equipment ratings.

Analysis and recommendations. Any deficiencies discovered will be reported along with a proposed solution to correct the deficiency.

COORDINATION ANALYSIS RESULTS (limited to overcurrent protective devices) Evaluation of conductor and equipment protection per the National Electrical Code.

Time current coordination curves based on the recommended settings.

Device settings table that documents both the existing and recommended settings.

The device settings will be based on a compromise and balance between system protection, reliability and arc flash exposure levels.

ARC FLASH ANALYSIS RESULTS

Arc Flash exposure values and flash protection boundary in a tabular format.

The arc flash analysis will be performed per the NFPA 70E standard requirements. The arc flash exposure values and flash protection boundary will be calculated per IEEE 1584 methodology. This standard uses empirical data to provide incident energy values that are used to determine PPE requirements.

Mitigation of arc-flash levels through adjustment of protective device settings will be considered. If mitigation through this means cannot be achieved, other possible solutions will be discussed. However, note that further arc flash reduction in these instances may involve evaluating equipment retrofit; use of different breakers, fuses or relays; and other design considerations, which are not included in this scope.

SYSTEM VERIFICATION

• Cable lengths, type and sizes, overcurrent protective device types and settings, transformer impedance and many other system parameters are needed. Contractors will use the VAMC’s drawings to extract the necessary data for performing the analyses in this study.

• Gathering of any missing data will be managed by Contractors. The work that is performed in this task in accordance with NFPA 70E regulations and The VAMC’s safety policy.

Note: Observance of industry recognized safe work practices may require a shutdown of some equipment to obtain necessary data. Shut down of any equipment must be coordinated by the VAMC.

• It may not be possible to obtain the short circuit withstand rating and time current curves of some old or obsolete equipment. The responsibility of the contractor is to assess such equipment is limited to evaluating the equipment nameplate and any equipment manuals that the customer or manufacturer can provide.

ARC FLASH INCIDENT ENERGY LABELS & LABEL AFFIXATION

• Populated with the results of the Arc Flash Analysis

• Displays Incident Energy Value, Hazard Risk Category, Flash Protection Boundaries and

Shock Hazard Boundaries

• Satisfies the requirements of UL 969, NFPA 70E, ANSI Z535.4 and the National Electric

Code (Article 110.16).

Contractor shall provide complete written report of the work. Information shown in the report shall be as following:

1) Company’s name, address, telephone & FAX numbers.

2) Name and signature of contractors who perform the maintenance 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) Descriptions and model number of specialized tools and equipment used, such as torque wrench or infra-red scanning camera.

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, if any.

12) Recommended corrective actions, if any.

A. Submit four (2) hard copies of the complete written report to VA Contracting Officer within seven (7) calendar days of visit.

B. Submit four (2) hard copies of the complete written report, and one (1) CD-ROM of the electronic version of the report in Microsoft Word format to the Chief of Engineering Service within seven (7) calendar days of visit. 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. Contractors shall report deficiencies that are deemed critical or catastrophic immediately to the Contracting Officer, and Chief of Engineering Service for immediate actions.

D. Provide complete written report of the work. Information shown in the report shall be as following:

13) Company’s name, address, telephone & FAX numbers.

14) Name and signature of contractors who perform the maintenance and testing.

15) VA Work Contract Number, name and number of VA Contracting Officer.

16) Date and Time of work.

17) Copies of contractors’ valid licenses, professional and training certificates.

18) Descriptions and model number of specialized tools and equipment used, such as torque wrench or infra-red scanning camera.

19) Location, Type, Name, and nameplate information of electrical equipment to be maintained and tested.

20) Descriptions of work items.

21) Test data.

22) Reference materials such as equipment manufacturer’s specifications, coordination study, etc.

23) Remarks on conditions of electrical equipment. List all deficiencies, if any.

24) Recommended corrective actions, if any.

A. Submit four (2) hard copies of the complete written report to VA Contracting Officer within seven (7) calendar days of visit.

C. Submit four (2) hard copies of the complete written report, and one (1) CD-Rom of the electronic version of the report in Microsoft Word format to the Chief of Engineering Service within seven (7) calendar days of visit. All reference materials shall be included in the electronic version of the report, either through scanning or other means of electronic text import methods.

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

END