SOW - EV Charging Feasibility Study V2 (2021-10-20) - 10-29-21_MBR (002) (1) (2).pdf

ELECTRIC VEHICLE SUPPLY EQUIPMENT (EVSE) FEASIBILITY

STUDY

SCOPE OF WORK

I. GENERAL

1. The work shall be performed for the Department of Veterans Affairs and the Medical Centers (VAMCs) identified in Attachment A.

2. All work shall be accomplished in strict compliance with NFPA 70-2020, National

Electrical Code, NFPA-70E, 2018 Edition (Standard for Electrical Safety in the Workplace); NECA 413, Standard for Installing and Maintaining Electric Vehicle Supply Equipment (EVSE) (ANSI); VA Master Specifications, VA Design Manuals, and NECA 416, Recommended Practice for Installing Energy Storage Systems

(ESS) (ANSI).

3. All survey work will be accomplished on energized equipment unless an outage is required due to specific equipment safety conditions. All requests for outages must be submitted in writing 5 Business days prior to and approved by the Facility Manager/Chief Engineer. Appropriate personal protective equipment (PPE) shall be used where it is necessary to remove covers/open equipment thereby exposing live buses or other energized components.

4. The Contractor shall conduct entrance and exit briefings with the Facility

Manager/Chief Engineer at each Medical Center. The Contractor shall use the entrance briefing to introduce their team and to discuss the procedures for obtaining the necessary drawings and field information. The Contractor shall use the exit briefing to discuss any significant findings discovered during the survey. All information obtained during site visits or any conditions discovered during subsequent calculations shall be kept in strict confidence.

5. The Electic Vehicle (EV) Feasibility Study will include site visits to the VAMCs by a team from the Contractor. The Contractor’s team members will consist of experienced, professional staff having extensive knowledge in the field of electrical power distribution system design, installation, operation, and maintenance, and shall include at least one registered professional electrical engineer. The Contractor shall be responsible for obtaining all necessary data for these reports from as-built drawings, direct observations, electric utility bills, field investigations and from available VAMC staff (utilizing the staff’s knowledge and familiarity of the VAMC electrical systems and the VAMC vehicle fleet operations).Additionally, the Contractor shall provide appropriate personal protective equipment (PPE) and other equipment to complete tasks without VA assistance. Most VAMCs will not provide more than two escorts to support the survey. The Contractor shall plan accordingly and not have more than two teams on-site per site visit.

6. For the 60%, 90%, and final submissions, the Contractor shall incorporate VA review comments and the responses to the reports.

7. Provide the COR and Contracting Officer a bi-weekly project status report to summarize each EV Feasibility Study's overall progress against the projected schedule found in Attachment B. The bi-weekly project status report's goal is to keep all stakeholders informed of progress, mitigate issues before they arise, and ensure that the project will land within the scope schedule.

8. Qualifications

• The EV Feasibility Study shall be conducted under the supervision and approval of a Registered Professional Electrical Engineer skilled in performing analysis and design and in interpreting the operation of electrical power distribution systems and equipment.

• The Registered Professional Electrical Engineer shall have a minimum of five (5) years of experience in performing electrical power distribution system design and analysis.

9. Key Personnel

• Contractor (IDIQ A/E): To Be Determined o Name o Title o Phone o E-mail

• VHA Contracting Officers Representative (COR) o Name o Title o Phone o E-mail

• VHA Office of Healthcare Engineering (19HEFE) o Greg Massey o Senior Electrical Engineer o (816) 863-4847 o Gregory.massey2@va.gov

10. The COR shall monitor the technical aspects of the EV Feasibility Study and report any deficiencies or abnormalities to the Contracting Officer. In no event shall the COR change any of the terms and conditions of the contract. Any changes or modifications to the contract(s) shall only be made by the Contracting Officer, Contract Specialist, and/or Contract Administrator pursuant to a properly executed contract action (written change order or modification).

II. VA FURNISHED ITEMS

1. As-Built Electrical Drawings. As-built electrical drawings may not be 100% accurate and will need verification by the Contractor. Substantial deviations from actual as-built condition which affects the SOW shall be brought to the attention of the COR.

2. A list of the existing VAMC vehicle fleet. The list shall identify the number and type of each existing Light Duty (less than 10,000 lbs. GVWR) gasoline powered vehicle expected to be replaced by an all-electric EV.

3. The quantities and manufacturer and model number(s) of EVSE planned for installation at each VAMC. The Contractor shall use this information to determine the load profile and electrical connection and demand characteristics required for its installation at each VAMC for the future electrification of the VAMC fleet.

4. Site Plans and One-line Diagrams. Site plans, incoming electrical utility services, the primary distribution system one-line diagram, and basic building one-line diagrams for each VAMC.

5. Prior electric utility bills. A minimum of (24) months of prior electric utility bills shall be provided to determine the actual peak demand and energy consumption for each VAMC over the past (24) months for the purpose of evaluating the capacity of the existing electric utility sources for adding EVSE loads to the system.

6. Estimation of Future Loading/Planned Construction. An assessment of current and planned construction and equipment upgrade/replacement projects that will increase the future square footage and/or electrical loading of the VAMC.

7. Facility Condition Assessment Report (FCA). Contractor shall review the most recent FCA in determining the capability and capacity of existing infrastructure to connect new EVSE.

8. Contact Information for, and Limited Access to, VAMC personnel knowledgeable of the existing electrical systems that shall accompany the Contractor’s team members during the site investigation. The contractor shall coordinate and verify schedule and personnel with the Chief Engineer or other designated VAMC POC in advance of site visit(s). Chief Engineer shall ensure that VAMC personnel are available to accompany the survey team. In the event of an operational emergency, assistance from VAMC staff will be intermittent. Contractor shall have skilled staffing and equipment necessary to perform the work without VA assistance.

III. DELIVERABLES

1. Provide separate reporting for each VAMC identified in Attachment A.

2. Copies of each submittal shall be provided to:

• Contracting Officer

• COR

• Respective VISN (for CAM and/or Energy Manager)

• Respective VAMC staff

• VHA Office of Healthcare Engineering Senior Electrical Engineer

• CFM Representative

• Office of Asset Enterprise Management Representative

3. Hard copies of reports shall be loose leaf, three-hole punched, in an appropriately sized binder to include all data and drawings. Each binder shall include a cover sheet including, but not limited to, the VAMC name, VISN number, location (City and State), and date. In addition, an insert including this information shall be inserted into the “spine” of the binder.

4. 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 CD or DVD, as well as PDF format. For the Final EV Feasibility Study Submittal, the VAMC shall receive “live” AutoCAD drawing files which can be manipulated and updated.

5. One-Line Diagrams:

• The primary one-line diagram (site plan) shall show the schematic wiring of the electrical distribution system for the entire campus by building/transformer/load.

• The secondary one-line diagrams for specific buildings that are proposed to supply new EVSE shall show details of specific electrical power distribution system equipment, such as switchgear, switchboards, motor control centers, and panelboards, that are proposed to supply new EVSE. For secondary one-line diagrams, include the name or identification of equipment, type of equipment, voltage configuration and rating, current rating, withstand (interrupting) rating, existing circuit breaker/switch configuration, proposed new circuit breaker/switch configurations proposed for installing EVSE, ratings of circuit breakers, switches, and fuses, supply source whether normal (utility) or generator power backup (ATS), and the actual (measured) load, if known.

• New one-line diagrams for entirely new equipment or new utility service(s) that are proposed to supply new EVSE shall show the source of supply for the new equipment, along with the proposed name or identification of the equipment, type of equipment, voltage configuration and rating, current rating, withstand (interrupting) rating, proposed circuit breaker/switch configuration and ratings, and supply source whether normal (utility) or generator power backup (ATS).

6. Cost Estimates

• For each building included in the EV Feasibility Study at each VAMC, where recommendations are to replace or update the existing electrical system to provide adequate protection, provide estimated construction costs for the necessary work.

• Total costs for each building shall be included in addition to an itemized breakdown to identify major items requiring replacement or upgrade.

• Costs shall be totaled for each VAMC.

• Cost estimates shall not include adjustments for anticipated phasing, shutdowns, or overtime work.

• An electronic copy of the Cost Estimate in an editable MS Excel spreadsheet shall be included in the submission of the 100% (Final) Submittal. The Excel spreadsheet will be used by the VAMC to track EVSE installation efforts.

7. 60% (Preliminary) Submittal SHALL include:

• Executive Summary.

• Minutes of the Entrance Briefing with the Chief of Engineering/Facility

Management.

• Analysis and calculations of the existing load for the VAMC based on the electric utility bills.

• Analysis and calculations of the loading of the existing electrical power distribution system equipment and the capacity to install additional EVSE loads.

• Analysis and calculations of the projected new electrical loading from pending and planned construction and equipment upgrade/installation.

• Analysis and calculations of the projected load profile and required capacity to install EVSE for the electrification of the existing VAMC vehicle fleet.

• Provide one original hard copy and one electronic copy (CD or DVD), including the data files, each to the VAMC Chief Engineer and to the VISN CAM.

• Provide a digital document download (.pdf format) for all other interested parties (VHA, CFM).

8. 90% (Pre-Final) Submittal SHALL include:

• All Content from 60% submittal.

• Additional information, data, and analysis as updated below.

• Deficiencies report and cost estimates.

• All comments from 60% submission with annotations and responses.

• Evaluation of the proposed EVSE along with recommendations for specific equipment.

• Completed analysis and calculations and the associated costs for the installation of EVSE on the entire primary and secondary electrical power distribution system.

• Completed one-line diagrams indicating location(s) where new EVSE is recommended to be installed along with the associated costs for installing EVSE at each location(s). Each building shall be identified on the diagrams.

• Provide one original hard copy and one electronic copy (CD or DVD), including the data files, each to the VAMC Chief Engineer and to the VISN CAM.

9. 100% Final Submittal SHALL include:

• A completed Report, including all corrected data from the 60% and 90% submittals.

• Responses to the 60% and 90% submission comments from CFM, VHA, and VAMC Review, including annotations and response.

• Electronic copy (CD or DVD) of the completed report including all data, AutoCAD, Word, Excel files and PDF.

• One-line diagrams on an 11”x17” format.

• Provide stamp and signature by a Licensed Professional Electrical Engineer.

• Completed report shall be printed in color.

• Provide one original hard copy and one electronic copy (CD or DVD), including data files, each to the VAMC Chief Engineer and to the VISN CAM.

TECHNICAL SOW

The Contractor shall complete a comprehensive analysis, evaluation, and report for the installation of Electrical Vehicle Charging Stations (EVSE) at the VHA Medical Centers (VAMCs) identified in Attachment A. This work shall include the analysis and evaluation of the existing electric utility supply capacity, solar photovoltaic (PV) power system energy production (if applicable), and existing electrical power distribution system condition, capacity, loading, and available space, along with providing recommendations, phasing, preliminary scopes of work, budgetary estimates, and life cycle cost analysis for converting 100% of the existing Department of Veterans Affairs Medical Center (VAMC) gasoline-powered light duty vehicle fleet to all electric vehicles (EVs) at each VAMC identified in Attachment A. The Contractor shall:

1. Evaluate the electrical load requirements for converting existing gasoline-powered light duty vehicle fleet to all electric vehicles using XXX (manufacturer) XXX (model) XXX (type) Electric Vehicle Charging Station (EVSE) for EV charging at each VAMC.

Use GSA xyz as the basis of design for the EVC equipment, considering different charging level requirements for different EVs and the impact on the EVSE load and demand profile. Evaluate the requirements for data/communications for EVSE for tracking EV charging using the GSA WEX fuel card. Evaluate the installation of central or distributed charging points and provide recommendations on the most cost-effective solution.

a. Use the quantities of EVs at the respective VAMCs as indicated in Attachment A to evaluate electrical load requirements.

b. Develop a model load profile of the new EVs and EVSE at each VAMC, including information such as:

1) Estimated percentage of EVs charging overnight

2) Estimated percentage of EVs off-site during the day (in use)

3) Estimated percentage of EVs remaining on-site, plugged in during the day

4) Estimated peak charging time(s)

5) Estimated peak EVSE electrical demand including diversity (not all EVSE at peak charging at once)

6) Estimated duration of peak EVSE electrical demand including diversity (not all EVSE at peak charging at once)

7) Estimated 24-hour electrical demand load profile for EVSE including diversity

(not all EVSE at peak charging at once)

8) Estimated future growth of EVs at each VAMC based on input from the

VAMC Fleet Manager, along with a recommendation for installing additional EVSE to meet that future need.

9) Identify where existing vehicles are parked on-site at each VAMC, whether at the VAMC or remote Annex or Community-Based Outpatient Clinic (CBOC).

Quantify number of vehicles that would be impacted by the need to charge vehicle at remote location.

2. Evaluate the aggregate VAMC electrical load profile based on electric utility bills and analyze the capacity of and impact and cost to the existing utility system for installing EVSE loads at each VAMC.

a. Review and analyze a minimum of twenty-four (24) prior months’ electric utility bills. Determine the historical peak demand, peak energy usage, maximum and minimum power factor, if applicable, and other factors related to evaluating the existing loading of the existing electric utility.

b. Review the size and capacity of existing electric utility feeder(s) in comparison with the historic peak demand and energy usage for the VAMC.

c. Contact the electric utility company Account Representative to coordinate a discussion with a Distribution Engineer regarding installing the required EVSE to the connected load of the VAMC versus a separate and distinct electrical service. Provide an overview of this discussion in each Report.

d. Where the review of the existing electric utility supply system indicates that the electric utility supply system has sufficient capacity to install EVSE, evaluate the existing VAMC electrical power distribution system equipment to determine equipment with sufficient capacity and space and locations where EVSE could potentially be installed, along with the associated costs.

e. Where the review of the existing electric utility supply system indicates that the electric utility supply system is not sufficient evaluate the installation and cost of installing a new properly sized utility feeder and any VAMC upgrades that are required.

f. The evaluation of a separate and distinct utility feed with separate VAMC distribution equipment shall also be included in this evaluation.

g. A LLCA shall be done for all options to assist in analysis of the best electrical support options.

3. Evaluate on-site renewable generation of electrical energy, such as solar photovoltaic

(PV) power systems, and analyze the impact of installing new EVSE loads at each VAMC (if applicable).

a. Review and analyze a minimum of twenty-four (24) prior months’ data regarding on-site renewable energy production, if available.

b. Evaluate the condition, capacity, and loading of and available space in dedicated electrical power distribution system equipment installed for the renewable energy power system for suitability for connecting EVSE.

c. Provide recommendations and estimated cost to increase the capacity of onsite generation to support the EVSE.

4. Evaluate the condition, capacity, loading, planned future loading, and available space of existing VAMC electrical power distribution system equipment and the impact and associated cost of installing new EVSE loads at each VAMC.

a. Evaluate the condition, capacity, and loading of, and the available space in the existing electrical power distribution system equipment in closest proximity to where existing GOVs are parked on-site, whether at the VAMC, a remote Annex, or CBOC.

b. Evaluate the condition, capacity, and loading of, and the available space in the existing dedicated electrical power distribution system equipment installed for the PV power system for suitability for connecting EVSE.

c. Evaluate the condition, capacity, and loading of, and the available space in the existing electrical power distribution system equipment in closest proximity to any parking or where directed by VAMC staff.

d. Provide recommendations and cost estimates to increase capacity as required to support the EVSE.

5. Evaluate and enumerate the advantages and dis-advantages of requiring EVSE loads being added to the existing electrical infrastructure and service against the advantages and disadvantages of installing an additional and separate electric service and associated equipment.

6. Recommend the phased installation of new EVSE including preliminary scopes of work and budgetary (magnitude of scale) cost estimates at each VAMC. The Contractor shall provide recommendations for two options for installing EVSE throughout each VAMC campus and a single geographical location and connecting to electrical power distribution system equipment in relatively close proximity to available parking and the costs associated with that approach versus supplying a singular location for EVSE and the costs associated with such an approach.

a. Existing VAMC electrical power distribution system equipment in relatively close proximity to GOV parking with existing space and capacity to supply new EVSE loads.

b. Existing VAMC electrical power distribution system equipment in relatively close proximity to GOV parking that requires upgrade or expansion to supply new EVSE loads.

c. Existing VAMC electrical power distribution system equipment in relatively close proximity to GOV parking that must be replaced to supply new EVSE loads.

d. New VAMC electrical power distribution system equipment that must be installed in relatively close proximity to GOV parking and be connected to the existing VAMC electrical power distribution system to supply new EVSE loads.

e. New electrical utility service(s) and new VAMC electrical power distribution system equipment that must be installed in relatively close proximity to GOV parking to supply new EVSE loads.

f. Emergency electrical generation capacity at the VAMC is sufficient and can support the equipment.

g. Stand-alone electrical generation capacity is not available and must be installed to support EVSE capabilities during electrical power outages complete with cost estimate for both a connection to the VAMC and the utility directly.Environmental compliance – NEPA, etc., of the disturbed area. The contractor shall provide site plans to scale and site photos to highlight the environmental impact. Review the proposed site for EVSE for running water, standing water, and flooding, including a review to determine whether the site is located in a flood prone area.

7. The contractor will evaluate the supply of emergency electrical generation capacity and any additional capacity required to maintain EVSE capabilities during electrical power outages complete with cost estimate for both a connection to the VAMC and the utility directly.

8. The contractor will opine on the possibility of utilizing EVSE potential stored energy as a tertiary source of emergency electrical power.

9. PROJECT SCHEDULE

1. Submit, with the bid proposal, a proposed schedule for completion of each of the submittals for each VAMC in accordance with this Section.

2. Site survey work shall begin immediately and shall be coordinated with each VAMC after Notice to Proceed. All VAMC final reports shall be completed, submitted, and approved within 730 calendar days after the Notice to Proceed.

3. The EV Feasibility Study will provide an independent and documented overview of the electrical infrastructure capacity to install EVSE at each VAMC.

4. Contact VAMCs a minimum of three (3) weeks in advance of each site visit to allow sufficient time for the VAMC to arrange for staff availability and to prepare the necessary documents.

5. Each EV Feasibility Study for individual VAMCs shall be completed in 120 calendar days. Draft final (pre-final) reports shall be submitted 30 days before the submission of the complete final report. The draft final (pre-final) report shall be reviewed by the government with comments, edits and corrections provided to the contractor within three weeks after receipt of the draft final (pre-final) report. The contractor shall provide a schedule for the staggered start and staggered submission/completion (a minimum of 15 calendar days between submissions) of these awarded studies over a time period of 730 calendar days.

6. Draft final (pre-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 (pre-final) report.

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

END

Attachment A: List of VAMCs included in the Feasibility Study

Locations_102821.xls