SOW 568-25-108.pdf

Statement of Work – Electrical Testing & Calibration

Project Number 568-25-108 Black Hills VA Health Care System, Fort Meade, South Dakota

A. General Intention: Testing and calibration of existing electrical systems for the Fort Meade and Hot Springs campuses as required per VHA Directive 1028, dated February 24, 2020, The below Statement of Work, NEC, all applicable Federal, State, Local Codes, and NFPA 70. All electrical assessment, testing, and calibration shall be performed by a certified electrician and/or professional electrical engineer. Modification of test procedures shall not be permitted unless authorized via notification and approval via express written acceptance of risk by facility director prior to date of performance of modified test.

1. This service shall consist of required testing and calibration of existing electrical systems for Fort Meade and Hot Springs as described in project drawings and specifications. The following tests shall be required:

a. De-Energized Testing - of switchgear and switchboard assemblies for physical and electrical condition, resistance tests of bus connections, testing of interlocks, ground resistance tests, insulation tests and other tests as required in specifications. Service also consists of testing of transformers (doble power factor, magnetizing current, insulation), low voltage circuit breakers, medium voltage circuit breakers, protective relays and other devices as required by drawings and specifications. A detailed description of the Electrician qualifications and services required are shown in the Specification Sections 16001 and 16052.

b. Energized Testing of all operating equipment above with Infra-red camera and ultrasound detectors.

c. Period of Performance for this contract shall be 60 calendar days from NTP.

B. General Requirements:

1. Sensitivity of Information: The sensitivity of information relating to this project is emphasized.

All of the information in this SOW shall be treated as For Official Use Only. This information is not to be distributed without a confirmed need to know as confirmed by the VA.

2. The Contractor shall provide all material, equipment, labor, and technical supervision to perform such test and inspections required by this Section.

3. Where equipment, temporary installations, ingress/egress restrictions or any other consideration is necessary, signage in such areas shall be provided by Contractor.

4. The Contractor shall confine all staging activities within the anticipated construction area.

Contractor shall coordinate proposed staging areas with the COR for approval.

5. The Contractor shall conduct a thorough site visit to investigate all aspects of the existing space and equipment. Investigation shall include mechanical rooms, data closets, electric rooms and capacity, site, and all other utilities impacted by the work. Contractor shall document as-built conditions. The Contractor's investigation shall include validation of all field conditions.

a. Contractor will schedule walk throughs with the COR.

b. Discrepancies in Planning Information: The Contractor shall promptly report to the COR in writing any discrepancies between this contract and the planning information provided by the Government. The Contractor shall make no adjustments to his work due to the discrepancy before the Contracting Officer has reviewed the matter and forwarded his determination to the Contractor. The Contractor’s failure to report any such discovered discrepancy or to wait for the Contracting Officer's determination shall be at his/her risk and expense.

6. Upon completion of the tests and inspections noted in these specifications, a label shall be attached to all serviced devices. These labels shall indicate date serviced and the name of the testing contractor responsible for the service performed.

a. The tests and inspections shall determine suitability for continued reliable operation.

b. Any system, material, or workmanship that is found defective on the basis of maintenance tests shall be reported in writing to the COR as soon as possible.

7. The construction work shall account for and ensure that the VA is minimally impacted in terms of services provided to our customers, as well as any coordination with other contractors on site.

8. All electrical shutdowns shall have 1-week (7 calendar days) notification and approval prior to date of shutdown to allow for notification of affected staff.

9. The Contractor must provide an “actionable service outage” request to the VA (COR) for any scheduled electric service outage.

a. An “actionable service outage request” must be provided to the VA (COR) in written detail with the applicable facility drawing. An actionable request must include the type of system, work task, date, start time, duration, restoration time, and isolation points (lock-out / tag-out), as well as all rooms/areas that would be affected during the outage.

b. The outage request must be formally approved by VA (COR) at least 5 days prior to the scheduled utility or operational service outage outlined above.

c. The written VA approval or rejection may designate special off-hours operations, time-limits, or temporary service provisions that are required to minimize the operating impact to the healthcare facility.

10. Lock Out Tag Out (LOTO) procedures shall be required for all utility testing, and some tests may require confined/enclosed space work conditions and training.

11. Change Orders: Any work that is not addressed by the contract and is considered a change order shall be immediately brought to the attention of the Contracting Officer. No “out-of-scope” or additional work shall be executed prior to negotiation with the Black Hills VA Medical Center and approval by the Contracting Officer.

12. Contractor to perform work during normal work hours, Monday through Friday 7:00 a.m.

to 4:30 p.m.

a. As is typical for an intricate ambulatory health care campus, de-energized electrical testing may involve a potential for a significant amount (80%-100%) of off-hours (2nd & 3rd shifts), weekend, and Holiday work to minimize operational impacts to the facility. The contactor should account for this requirement as all work plans for each distinct campus location must be pre-approved by the VA (COR).

13. Contractor shall read, sign, and date the TMS Training 20939, for each employee on site, and send to the COR prior to the start of work.

a. Contractor will be escorted while on site and will not require a Tier 1 badge.

C. Work Elements: Shall include and are not limited to:

1. See Specifications and Drawing set.

D. References: References for policies to adhere to during duration of project, available at http://www.cfm.va.gov/til/spec.asp.

1. VA Specifications

2. NFPA and Life Safety Code http://www.cfm.va.gov/til/spec.asp

3. OSHA Standards

4. NEC, all applicable Federal, State, Local Codes, and NFPA 70

E. Proposed Schedule (Calendar Days):

1. Notice to Proceed – D-Day

2. Contractor Provided Schedule – D + 7 Calander Days

3. Period of Performance – D + 61 Calander Days

F. Post Award Requirements:

1. Project kick-off meeting: The Contractor shall plan for an on-site project kick-off meeting with

VA staff to walk the site and review the schedule.

G. National Archives and Records Administration (NARA) - Records Management

Obligations

1. Requirements

a. In accordance with 36 CFR 1222.32, all data created for Government use and delivered to, or falling under the legal control of, the Government are Federal records subject to the provisions of 44 U.S.C. chapters 21, 29, 31, and 33, the Freedom of Information Act (FOIA) (5 U.S.C. 552), as amended, and the Privacy Act of 1974 (5 U.S.C. 552a), as amended and must be managed and scheduled for disposition only as permitted by statute or regulation.

b. In accordance with 36 CFR 1222.32, the Contractor shall maintain all records created for Government use or created in the course of performing the contract and/or delivered to, or under the legal control of the Government and must be managed in accordance with Federal law. Electronic records and associated metadata must be accompanied by sufficient technical documentation to permit understanding and use of the records and data.

c. The Contractor shall immediately notify the appropriate Contracting Officer upon discovery of any inadvertent or unauthorized disclosures of information, data, documentary materials, records, or equipment. Disclosure of non-public information is limited to authorized personnel with a need-to-know as described in the [contract vehicle]. The Contractor shall ensure that the appropriate personnel, administrative, technical, and physical safeguards are established to ensure the security and confidentiality of this information, data, documentary material, records, and/or equipment is properly protected. The Contractor shall not remove material from Government facilities or systems, or facilities or systems operated or maintained on the Government’s behalf, without the express written permission of the Head of the Contracting Activity. When information, data, documentary material, records, and/or equipment is no longer required, it shall be returned to VHA control, or the Contractor must hold it until otherwise directed. Items returned to the Government shall be hand-carried, mailed, emailed, or securely electronically transmitted to the Contracting Officer or address prescribed in the [contract vehicle]. Destruction of records is EXPRESSLY PROHIBITED unless in accordance with Paragraph (4).

d. The Contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material, and/or records generated under, or relating to, contracts. The Contractor (and any sub-contractor) is required to abide by Government and VHA guidance for protecting sensitive, proprietary information, classified, and controlled unclassified information.

e. The VHA owns the rights to all data and records produced as part of this contract. All deliverables under the contract are the property of the U.S. Government for which VHA shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest. Any Contractor rights in the data or deliverables must be identified as required by FAR 52.227-11 through FAR 52.227-20.

f. VHA and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Records may not be removed from the legal custody of VHA or destroyed except in accordance with the provisions of the agency records schedules and with the written concurrence of the Head of the Contracting Activity. Willful and unlawful destruction, damage, or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. In the event of any unlawful or accidental removal, defacing, alteration, or destruction of records, the Contractor must report to VHA. The agency must report promptly to NARA in accordance with 36 CFR 1230.