SOW - 528A7-25-170 2025 Arc Flash Study.pdf

Statement Of Work Project Name: 2025 Arc Flash Study

Project No.: 528A7-25-170 1/8/2024

PART A – GENERAL INFORMATION:

1. Summary;

The intent of this effort is to bring the entire Syracuse VAMC (Building 1 [Main Building], Building 2, Building 16, Building 19, SCI Addition, & D Wing) into compliance with NFPA 70E with an all-encompassing arc flash study that accurately reflects the current one-line electrical drawings.

PART B – WORK REQUIREMENTS:

1. Scope of Work;

The Contractor shall prepare a complete short circuit and coordination study including voltage drop calculations on the entire electrical system(s) (both normal and emergency) at the VAMC. It shall begin at the incoming utility electrical service (for the normal system) and at the emergency generators (for the emergency system) and continue through to each branch circuit panelboard, motor control center or motor control panel in each building. The study shall include a system one-line diagram; short circuit and ground fault analysis, protective coordination plots, voltage drop calculations and the following for each building:

a. One-Line Diagram:

1. The one-line diagrams shall show the schematic wiring of the electrical distribution system for each building. Include all electrical equipment and wiring protected by the over current devices.

2. Also show on the one line diagrams the following specific information:

i. Calculated short circuit values at each bus.

ii. Breaker and fuse ratings.

iii. Transformer kVA, voltage ratings and wiring connections.

iv. Voltage at each bus.

v. Identification of each bus.

vi. Conduit material, feeder sizes and lengths.

vii. Generator kW and voltage ratings

b. Short Circuit Study:

1. Systematically calculate the fault impedance to determine the available short circuit and ground fault currents at each bus. Incorporate the motor contribution in determining the momentary and unbalanced interrupting duty ratings of the protective devices. Motors less than 25 HP may be grouped together.

2. The study shall be calculated by using SKM software. Pertinent data and the rationale employed in developing the calculations shall be incorporated in the introductory remarks of the study.

3. Update / Add to provided Field study spread sheet with any missing data as a result from the short circuit study. Include the following in the provided Field study spread sheet:

i. Transformer kVA and voltage ratings, percent impedance, X/R ratios and wiring connections.

ii. Generator kW and voltage ratings.

iii. Conduit material, feeder sizes, length, and X/R ratios.

iv. Device identification (Manufacturer, Catalog No. and Device Curve No. and ID).

v. Operating voltage.

vi. Protective device.

vii. Recommended protection device settings.

viii. Device rating.

ix. Calculated short circuit current.

x. Hazard-Risk category at each piece of equipment for the worst-case fault condition.

c. Hazard Risk Table:

1. For each piece of electrical equipment identified in the Short Circuit Study above, provide in table format the following information using NFPA 70E, 2024 edition and calculations as appropriate:

i. From NFPA 70E, Table 130.4 (E)(a) “Electric Shock Protection Approach Boundaries to Exposed Energized Electrical Conductors or Circuit Parts for Alternating-Current Systems” &/or NFPA 70E, Table 130.4 (E)(b) “Electric Shock Protection Approach Boundaries to Exposed Energized Electrical Conductors or Circuit Parts for Direct- Current Systems.”

1. Limited Approach Boundary.

2. Restricted Approach Boundary.

3. Prohibited Approach Boundary.

ii. From NFPA 70E, Article 130.4 “Electric Shock Risk Assessment” and Section 130.5 “Arc Flash Risk Assessment” for Arc Flash Hazard Analysis. A flash hazard analysis shall be done in order to protect personnel from possibility of being injured by an arc flash. The analysis shall determine the Flash Protection Boundary and the Hazard/Risk Category.

From NFPA 70, Annex D, "Incident Energy and Arc Flash Boundary Calculation Methods."

iii. From NFPA 70E, Table 130.7 (C) (15) (c) “Personal Protective Equipment (PPE)”, include in the table the worst-case Hazard Risk Category (1 through 4) associated each piece of equipment. (i.e. work on any energized parts of Metal Clad Switchgear, 1kV and above, has a Hazard Risk Category of 4). List required protective FR clothing for each category.

d. Arc Flash Labeling:

1. Contractor shall produce and deliver to the VAMC arc flash warning labels in accordance with NFPA 70 (NEC) and NFPA 70E. Labels shall be 4” x 6” (nominal) printed on industrial quality, adhesive backed vinyl. “Danger” labels shall have pre-printed headers in red;

“Warning” labels shall have pre-printed headers in orange. Electrical equipment shall be labeled IAW NFPA 70, Article 110.16. The arc flash hazard analysis to be determine the Arc

Flash Protection Boundary for each label shall be calculated IAW NFPA 70E Article 130.4.

For each device for which a hazardous analysis is conducted, the equipment shall be field marked with a label containing the available incident energy or required level of PPE.

2. In addition to the requirements of NFPA 70 and 70E, each customized label containing specific panelboard or device identifier, specific available incident energy, required level of PPE shall identify the corresponding piece of electrical equipment, source Panelboard or device identifier, and Building number. The identification shall be in a manner understood by VAMC personnel who will be applying the labels to the respective devices. Generic labels do not require equipment and building identifiers.

e. Coordination Curves:

1. Prepare the coordination curves to determine the required settings of protective devices to assure selective coordination. Graphically illustrate (using log graph) that adequate time separation exists between series devices, including the utility company upstream device. Plot the specific Time Current Characteristics (TCC) of each device in the electrical system as follows:

i. Provide TCC curve down to the last branch-circuit panelboard (regardless the protective device is an adjustable or fixed device) in the three-branches of the Essential Electrical System (EES).

ii. Provide TCC curve down to the last adjustable device (stop after the first fixed device) in the Normal System but at the minimum two-level curves from each of the building Service Entrance switchgear/switchboard shall be provided.

2. The following specific information shall also be shown on the coordination curves at each level of power distribution system:

i. Device identification (including Manufacturer, Catalog Number, and Device Curve Number and ID)

ii. Voltage and current ratio for curves.

iii. 3 phase and 1 phase ANSI damage points for each transformer.

iv. No damage, melting, and clearing curves for fuses.

v. Cable damage curves.

vi. Transformer inrush points.

vii. Maximum short circuit cutoff point.

viii. Excerpts from one-line diagram reflecting the protective devices modeled on each curve. This excerpt may be inserted onto a corner (typically top right-hand) of the curve print out or may be on the preceding facing page for ease of reference.

ix. Provide explanation, analysis, and recommendation to achieve better coordination.

x. The analysis for recommended curve of a particular device shall be put right after the existing curve in the report for comparison.

3. Develop a table to summarize the settings selected for the protective devices. Include all medium voltage devices in the table, as well as all low voltage devices which require modification, showing the following data:

i. Device identification.

ii. Relay CT ratios, tap, time dial, and instantaneous pickup.

iii. Circuit breaker sensor rating, long time, short time, and instantaneous settings, and time bands.

iv. Fuse rating and type.

v. Ground fault pickup and time delay.

f. Voltage Drop Calculations:

1. Provide voltage drop calculations for all three-phase branch and feeder circuits. Show calculated voltages at each bus and voltage drops on each feeder, including input data.

2. Calculations shall be based of the maximum values of kVA, kW, kvar, power factor and amperes for each power circuit.

i. For branch circuit level, use 80% of nameplate rating.

ii. For incoming service and distribution level, use 50% of the nameplate rating or actual maximum peak demand load collected in the field if it is available.

3. Provide tabular information showing the sizes of all cables, transformers, and other circuit data.

4. Provide a system one-line diagram which clearly identifies individual equipment busses, bus numbers, cable and bus connections and other circuit information.

5. Provide a separate section or tables which provide an evaluation of the calculated voltage drops with recommendations for improvements where voltage drops exceed the allowable NEC limits.

g. Analysis & Recommendations:

1. For all electrical equipment, determine if adequate code clearances exist. Note cases by site, building and specific equipment that do not include adequate code clearances and provide a cost estimate to resolve the problems. Provide information in table format.

2. Determine if ground fault protection exists where required by NFPA 70 Articles 215 and 517.

Note all cases where this condition exists and provide cost estimates to correct. Provide information in table format.

3. For all automatic transfer switches, determine if the correct 3-pole or 4-pole switches are used.

Where ground fault protection is used on the normal feed to the switch, determine if the switch is correctly wired. Note all cases where this condition exists and provide cost estimates to correct. Provide information in table format.

4. Note any use of cable limiters and provide recommendations to avoid any single phasing conditions. Note all cases where this condition exists and provide cost estimates to correct.

Provide information in table format.

5. On the medium voltage switchgear, where undervoltage relays (27) are used, determine whether all 3 phases are monitored or only 2 phases are monitored. For those locations where only 2 phases are monitored, provide a cost estimate for providing adequate protection for all 3 phases.

6. Analyze the short circuit calculations and highlight any equipment that is determined to be underrated. Provide recommendations to effectively protect the underrated equipment.

7. After developing the coordination curves, highlight areas lacking coordination. Present a technical evaluation with a discussion of the logical compromises for best coordination.

h. Protective Device Settings:

1. For all adjustable and fixed protective devices, provide tables to show existing settings and new settings where changes are recommended for proper protection.

2. If adjustments will not provide adequate protection, provide recommendations to update or replace the existing underrated equipment and include cost estimates to accomplish the necessary corrections.

3. Provide table in Excel format to show ONLY the devices that require that their settings need adjustment.

2. Deliverables;

a. 90% submission shall provide two hard copies and electronic copies (thumb drive) of the electrical system study (including Data and Library files).

1. Copies of each submittal shall be provided to the COR

2. Drawings (Full-size for site, primary one-line diagram and secondary one-line diagrams) Use the latest version of AutoCAD (compatible with the local VAMCs version) and provide the viewer on each thumb drive. For the Final Study Submittal, the VAMC shall receive “live” CADD drawing files which can be manipulated and updated.

3. Reports shall be loose leaf, three-hole punched, in an appropriately sized binder to include all data and drawings.

4. Submit, with the bid proposal, a proposed schedule for completion of each of the studies in the order as listed above.

b. 90% submission SHALL include:

1. Letter from local electric utility provider indicating the available fault current at the point of service.

2. Executive Summary.

3. Analysis and calculations for the Primary Distribution System and partial Secondary Distribution System for each building including switchgear, switchboard and distribution panel etc. Analysis shall include Short Circuit Study and Protective Device Coordination

Curves (black only). The analysis shall be based on the actual device data (including but not limit to fuses, breakers and relays).

4. Deficiencies report and cost estimates.

5. All items identified in Part B, Section 1, Scope of Work, as a separate Tab or Section to include:

i. One-Line Diagram

ii. Grounding Analysis

iii. Short Circuit Study

iv. Hazard-Risk Table

v. Coordination Curves (In Black)

vi. Voltage Drop Calculations

vii. Emergency Power Analysis

viii. Recommendations

ix. Protective Device Settings

x. Protective Device Time Curves

xi. Equipment & Device Evaluations

xii. Cost Estimates

xiii. Full Reports of the following:

a. Recommended (base) Scenario tabulation

b. Scenario 2 (VB Fed) tabulation

c. Scenario 3 (I Fed) tabulation

d. Scenario 4 (Gen) tabulation

e. 3-phase fault

f. Unbalance fault

g. 3-phase momentary duty

h. 3-phase interrupting duty

c. Completed analysis and calculations for the entire Primary and Secondary Distribution.

d. Completed & updated one-line diagrams. Each building on the Building List that attached to the Scope of Work shall be identified on the diagrams.

e. Final Submission, provide two hard copies and two electronic copies (thumb drives) of the electrical system study (including data files).

1. Both original document of Final Submission shall be sent to Contracting Officer Representative (COR) at VAMC and shall include:

i. A completed Report, including all corrected data from 90% submittals and the coordination curves shall be printed in color.

ii. Responses to 90% submission comments from VAMC, including annotations and response.

iii. Electronic copy (thumb drive) of the entire report including all SKM data, Source Code with Libraries used to generate the analysis, AutoCad, Word, Excel files and PDF. This also includes a PDF file of all the Arc Flash Boundary Signage/Labels reflecting the Hazard-Risk Table. NOTE: Signage/labels need only to be provided to the VAMC.

iv. Color photos that show devices listed on the deficiency report.

v. Provide final report with stamp and signature by a Licensed Professional Electrical Engineer.

2. Syracuse VAMC Furnished Items;

a. Electrical Arc Flash Field Data spread sheet updated 1/2025.

b. Electrical One-Line Drawings updated continuously.

c. Electrical Panel Directories updated continuously.

d. Previous SKM Electrical Arc Flash Studies Data. (Studies 2013, 2015, 2019)

PART C – SUPPORTING INFORMATION:

1. Period of Performance;

All areas of the Syracuse VAMC and offsite facilities are expected to be occupied; Therefore, the Contractor shall perform any onsite surveys during normal business hours (8:00 am to 4:30 pm) unless other times are coordinated with the Contracting Officer’s Representative (COR) and with the approval of the Contracting Officer (CO) without any additional cost to the owner.

All, if any, survey work will be accomplished on energized equipment unless an outage is absolutely necessary on specific equipment. All requests for outages must be submitted in writing to and approved by the Facility Manager/Chief Engineer. Appropriate protective devices (PPE) and/or equipment shall be used in those exceptional cases where it is necessary to remove covers/open equipment thereby exposing live buses or other energized components. Any major problems or life-threatening issues, if any are discovered during the survey, shall be reported to the COR and the Facility Manager/Chief Engineer.

Work shall begin immediately and be coordinated with VAMC after award of contract. All final reports shall be completed, submitted, and approved within 120 calendar days after the Notice to Proceed (NTP).

The study will provide an independent and documented overview of the entire electrical infrastructure conditions in each building at each Medical Center. The Medical Centers shall be contacted at least three

(3) weeks in advance of the site visit to allow ample time for the Medical Center to arrange the staffs and prepare the necessary documents.

Draft final reports (90% submission) shall be submitted 30 days before the submission of the complete final report. The draft final report will be reviewed by the government with comments, edits and corrections provided to the contractor within three weeks after receipt of the draft final report.

Contractor shall submit a tentative delivery schedule for approval prior to any work.

The start date must be approved and coordinated with the VAMC Contracting Officer’s Representative

(COR).

2. Special Considerations;

A. Contractor Furnished Materials - All labor, materials, equipment to perform the job. When “furnish”, “provide”, “install”, or similar term is used it shall mean a complete installation, ready for use. The vendor shall supply all parts, equipment, material and labor to conduct work as listed in the Statement of Work above. The work will include all items as described in the Scope of Work listed above.

B. Government Furnished Materials and Services - Government furnished property, if any, will be identified and will only be used for the performance of this contract unless otherwise authorized by the Contracting Officer. The Contractor shall, at all times, take any and all steps necessary for maintenance and preservation of all Government-furnished property. The Contractor shall comply with all reasonable requests of the Contracting Officer to enclose, or specifically protect, all Government and Government-furnished property. Any Government property disturbed or damaged by the Contractor shall be restored by the Contractor to pre-project condition.

C. Qualifications of Key Personnel - Contractor’s employees should be knowledgeable of standards associated with the scope of work. The contractor’s team members will consist of experienced, professional staff having extensive knowledge in the field of electrical power and shall include at least one registered professional electrical engineer. The Contractor will be responsible for obtaining all necessary data for these reports from as-built drawings, field investigations and from available VAMC staff (utilizing the staff’s knowledge and familiarity of the facility electrical systems). Information for site electrical utilities will also be gained from as-built drawings and contractor’s personal inspection of these utilities.

D. The Safety Manger is responsible for safety inspections of all contract operations. The Safety Manager will be identified in the task order by name, phone number and location.

E. Smoking Policy - The Contractor shall not allow smoking in any building or on any VA property. The Contractor shall ensure employees smoke only in designated outdoor areas.

F. Parking/Traffic Regulations - The Contractor shall not park in any areas without prior approval from the COR. In the event that the Contractor parks on VA property with prior authorization, the Contractor will be held responsible for all damages.