SOW for Arc Flash Hazard Analysis 2023.pdf

DEPARTMENT OF VETERANS AFFAIRS

Durham VA Medical Center

508 Fulton Street Durham, NC 27705

A/E STATEMENT OF WORK

ARC FLASH HAZARD ANALYSIS/SHORTCIRCUIT COORDINATION STUDY for Durham VAMC.

PART A – SCOPE OF WORK

Architect-Engineer Services shall include:

1. Provide a power system report containing the results of a Short Circuit and Device Evaluation, Protective Device Coordination, Voltage Drop Analysis, Arc-Flash Analysis and Incident Energy Analysis performed on the electrical distribution system for the VA Medical Center in Durham, North Carolina.

2. Perform a short circuit and protective device cascading and coordination studies on the electrical power system from the incoming Duke University utility line circuits, the main 12.47kV switching station in Building #20, and distribution transformers supplying each building, down through the 480V and 208V distribution panelboards. Evaluate protective device short circuit ratings in comparison to the calculated short circuit currents and provide in table format.

3. Develop time-current coordination curves to determine coordinated settings and cascading for the protective devices associated with the scope of work described in item #1 above. Provide setting tables for all adjustable protective devices. For the coordination curves, note that the single largest device of each of the described protective devices downstream will be considered.

4. Perform a Voltage Drop Analysis on the electrical distribution system described in item #1 above.

Provide table of voltage drops compared to that allowed by the National Electrical Code (NEC) Section 210.19(A) FPN#4.

5. Perform an Arc-Flash Hazard Analysis per the requirements set forth in the current issue of NFPA

70E -Standard for Electrical Safety in the Workplace. The arc flash hazard analysis shall be performed according to the IEEE Standard 1584 – Latest Edition, the IEEE Guide for Performing Arc-Flash Calculations on the electrical distribution system described in item #1 above. Provide tables and labels for “Approach Boundaries to Live Parts for Shock Protection”, Flash Protection Boundary”, and “Hazard Risk Category Classifications”. Provide and install Arc-Flash Hazard labels associated with the scope of work described in item #1 above.

6. Perform a Site Analysis to determine the following:

• If adequate NEC working clearances exist for electrical panelboards and equipment. Note the cases in table format.

• If ground fault protection exists where required by NEC articles 215 and 517. Provide information in table format.

• If Automatic Transfer Switches (ATS’s) are 3-pole or 4-pole and applied correctly. Provide

• If any cable limiters are used and provide recommendations to avoid possible single-phasing conditions.

• Where undervoltage relays (device 27) are used, determine if two or three phases are monitored.

7. Provide specific recommendations with associated costs where necessary to improve the electrical distribution performance and correct any deficiencies found by the studies.

8. Cost Estimates (Option 1):

• The A/E shall prepare a Construction Cost Estimate in Microsoft Excel using the CSI 34-division format for each building included in the electrical study at the Medical Center, where recommendations are to replace or update the existing electrical system to provide adequate protection, provide estimated construction costs for the necessary work. The Cost Estimates shall include a copy of the quantity take-offs, breakdown of individual line items that accurately reflect the quantity take-off of the various categories of work involved, unit of measure, quantities, unit cost, 10% overhead, and 10% profit. All cost data shall be taken from the most current version of a recognized industry standard, e.g. Means Estimating Guides. For items that are not in the industry standards, vendor quotes and justification for labor hours shall be provided.

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

• Cost estimates shall include adjustments for anticipated phasing, shut downs or overtime work and shall be submitted with final draft and for the final submission.

9. The electrical system study will include a site visit/s to the Durham VAMC by a team from the

Contractor. The contractor’s team members will include a professional experienced staff with extensive knowledge in the electrical field and shall include at least one registered electrical engineer. The Contractor will be responsible for obtaining all necessary data for these reports from as-built drawings, the contractor’s personal inspection with the appropriate VAMC staff and their 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.

10. All work to be performed for this project must meet all National Fire Protection (NFPA); National Electric Code (NEC); National Electrical Manufacturers Association (NEMA); Energy Independence and Security Act of 2007 (EISA 2007); Underwriters Laboratory, Inc. (UL); Federal, State, and Local regulations and codes; the joint commission standards and guidelines, and VHA Directive 1028.

11. Deliverables:

• Provide five (5) hard copies and five (5) electronic copies (compact discs) of the electrical system study (including data files). Submit each copy of the study in separate binders.

• The study shall include the following sections at a minimum:

Executive Summary including Introduction, Scope of Work and Results/Recommendations.

Short-Circuit Methodology Analysis Results and Recommendations Short-Circuit Device Evaluation Table Protective Device Coordination Methodology Analysis Results and

Recommendations Protective Device Settings Table Time-Current Coordination Graphs and Recommendations

Arc Flash Hazard Methodology Analysis Results and Recommendations including the details of the incident energy and flash protection boundary calculations, along with Arc Flash boundary distances, working distances, Incident Energy levels and Personal Protection Equipment levels.

Arc Flash Labeling section showing types of labels to be provided. Section will contain descriptive information as well as typical label images.

One-line system diagram that shall be computer generated and will clearly identify individual equipment buses, bus numbers used in the short-circuit analysis, cable and bus connections between the equipment, calculated maximum short-circuit current at each bus location, device numbers used in the time-current coordination analysis, and other information pertinent to the computer analysis.

• The A/E shall prepare a complete short circuit and coordination study including voltage drop calculations and hazard risk analysis on the entire electrical system/s (both normal and emergency). 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 panel board, 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, hazard risk analysis and the following for each building:

One Line Diagrams: 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.

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

a) Calculated short circuit values at each bus.

b) Breaker and fuse ratings.

c) Transformer kVA, voltage ratings and wiring connections.

d) Voltage at each bus.

e) Identification of each bus.

f) Conduit material, feeder sizes and lengths.

g) Generator kW and voltage ratings

Short Circuit Study: Systematically calculate the fault impedance to determine the available short circuit and ground fault currents at each bus (include all panels without any exception for fault current under lOkA). Incorporate the motor contribution in determining the momentary and interrupting ratings of the protective devices.

Motors less than 25 HP may be grouped together.

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.

Present the data determined by the short circuit study in a table format. Include the following:

a) Transformer kVA and voltage ratings, percent impedance, XR ratios and wiring connections.

b) Generator kW and voltage ratings.

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

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

e) Operating voltage.

f) Protective device.

g) Device rating

h) Calculated short circuit current

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

Hazard-Risk Table - For each piece of electrical equipment identified in the Short Circuit Study above, provide in table format the following information using NFPA 70E, latest version and calculations as appropriate.

From NFPA 70E or latest version, Table 130.2 (C) “Approach Boundaries to Live Parts for Shock Protection.”

a) Limited Approach Boundary.

b) Restricted Approach Boundary.

c) Prohibited Approach Boundary.

From NFPA 70E latest version, Article 130.3 “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 latest version, Annex D.8, “Basic Equations for calculating Incident Energy and Flash Protection Boundary.” The contractor shall use IEEE Standard 1584 equations to estimate incident energy and Flash Protection Boundary.

From NFPA 70E latest version, Table 130.7(C) (9) (a) “Hazard Risk Category Classifications”, include in the table the worst-case Hazard Risk Category (0 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.

Provide and install arc flash hazard analysis labels. A/E shall provide a 4.0 in. x 4.0

in. thermal transfer type label of high adhesion polyester for each work location analyzed.

Coordination Curves: Prepare the coordination curves to determine the required settings of protective devices to assure selective coordination. Graphically illustrate on log-log paper that adequate time separation exists between series devices, including the utility company upstream device. Plot the specific time-current characteristics of each protective device in such a manner that all upstream devices will be clearly depicted on one sheet.

The following specific information shall also be shown on the coordination curves:

a) Device identification.

b) Voltage and current ratio for curves.

c) 3-phase and 1-phase ANSI damage points for each transformer.

d) No-damage, melting, and clearing curves for fuses.

e) Cable damage curves.

f) Transformer inrush points.

g) Maximum short circuit cutoff point.

Develop a table to summarize the settings selected for the protective devices. Include the following in the table:

a) Device identification.

b) Relay CT ratios, tap, time dial, and instantaneous pickup.

c) Circuit breaker sensor rating, long-time, short-time, and instantaneous settings, and time bands.

d) Fuse rating and type.

e.) Ground fault pickup and time delay.

Voltage Drop Calculations: Provide voltage drop calculations for all three-phase branch and feeder circuits. Show calculated voltages at each bus and voltage drops on each feeder. Calculations shall be based on the maximum values of kVA, kW, kvar, power factor and amperes for each power circuit. (Use 80% of nameplate rating unless frilly rated). Provide tabular information showing the sizes of all cables, transformers and other circuit data. Provide a system one-line diagram which clearly identifies individual equipment busses, bus numbers, cable and bus connections and other circuit information. 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.

12. Analysis:

• 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.

• Determine if ground fault protection exists where required by NFPA 70 Articles 215 and 517. Note cases where not provided and cost estimates to provide. Provide

• 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 problems exist and cost estimates to correct.

Provide information in table format.

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

• On the medium voltage switchgear, where under voltage 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.

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

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

• Definition of five levels of equipment condition assessment identified in order of 1 to 5, 5 being the worst condition.

• Submit a prioritized list of equipment conditions for each listed system in Excel format. System for the campus distribution shall include equipment categorized as Primary service and primary switchgear. Systems for individual building shall be categorized as emergency electrical system, secondary distribution and transformer (substation).

• Protective Device Settings: For all adjustable protective devices, provide tables to show existing settings and new settings where changes are recommended for proper protection.

13. The study deliverables must adhere to the following requirements:

• The Contractor will perform electrical system studies at the Department of Veterans Affairs

Medical Centers (VAMC) at Durham, NC. All work must be accomplished in strict compliance with NFPA 70E, Electrical Safety Requirements for Employee Workplaces, latest version and VHA Directive 1810. All survey work on electrical equipment will be accomplished on energized equipment unless an outage is necessary on specific equipment. Any requests for outages must be submitted in writing 45 days in advance and approved by the Chief Engineer 1 week in advance of submitted date. Where necessary to remove covers or open equipment which would expose live buses, appropriate protective devices and/or equipment shall be used.

• The Contractor will be expected to conduct an entrance briefing with the Facility Manager/Chief Engineer upon arrival at each Medical Center to discuss the procedures for obtaining the necessary drawings and field information. After completion of the site survey, the Contractor will be required to conduct a briefing with the Medical Center Director to present the findings and recommendations of the study. All information obtained during site visits, or any conditions discovered during subsequent calculations shall be kept in strict confidence.

• The study will provide an independent and documented overview of the entire electrical infrastructure conditions in each building studied at the Medical Center. The Medical Center shall be contacted at least two (2) weeks in advance of the site visit to allow ample time for the Medical Center to prepare the necessary documents.

• The study shall provide written narratives as part of each study submission. The narrative should be used to elaborate on and provide an explanation of key study decisions by A/E and/or the VA, objectives, obstacles, alternatives and resolutions, study issues or decisions relating to constructability, and in general to communicate all information relevant to the study submission.

• Arc Flash Labels: The labels shall be printed by a thermal transfer type printer, with no field markings and be designed according to the following standards:

UL969 – Standard for Marking and Labeling Systems ANSI Z535.4 – Product Safety Signs and Labels NFPA 70 (National Electric Code) – Article 110.16

• The Arc Flash Labels shall include the following information:

System Voltage Flash protection boundary Personal Protective Equipment category Arc Flash Incident energy value (cal/cm²)

Limited, restricted, and prohibited Approach Boundaries Study report number and issue date

• Arc flash labels shall be provided for equipment as identified in the study and the respective equipment access areas per the following:

Floor Standing Equipment - Labels shall be provided on the front of each individual section.

Equipment requiring rear and/or side access shall have labels provided on each individual section access area. Equipment line-ups containing sections with multiple incident energy and flash protection boundaries shall be labeled as identified in the Arc Flash Analysis table.

Wall Mounted Equipment – Labels shall be provided on the front cover or a nearby adjacent surface, depending upon equipment configuration.

General Use Safety labels shall be installed on equipment in coordination with the Arc Flash labels. The General Use Safety labels shall warn of general electrical hazards associated with shock, arc flash, and explosions, and instruct workers to turn off power prior to work.

• Arc flash labels shall be field installed by A/E.

• Arc flash training: The vendor supplying the Arc Flash Hazard Analysis shall train the Owner’s qualified electrical personnel of the potential arc flash hazards associated with working on energized equipment (minimum of 4 hours). The training shall be certified for continuing education units (CEUs) by the International Association for Continuing Education Training (IACET) or equivalent. The trainer shall be an authorized OSHA Outreach instructor.

• Reproduction: The A/E shall be responsible for all reproduction during the study; however, only materials which are submitted to the VA for study reviews shall be reimbursable. All other reproduction for in-house reviews, consultants, etc. shall not be reimbursed.

• The study will follow VHA Directive 1028, Facility Electrical Power Systems 2020, or latest edition. Shock Hazard Analysis will be completed to determine the voltage(s) to which personnel will be exposed, the boundary requirements, and the personal protective equipment (PPE) necessary to minimize the possibility of electrical shock to personnel. Arc Flash Hazard Analysis determines the arc flash protection boundary and the PPE required for employee protection with within the arc flash protection boundary.

• Labelling Low Incident Energy Devices. Electrical devices or equipment, such as disconnect switched and small electrical enclosures mat be assumed to have negligible arc flash risk if energized by circuits meeting the appropriate exceptions put forth in the current edition of

IEEE 1584.

• Labels shall include verbiage such as “Exempt from Arc Flash Risk Assessment IAW

IEEE 1584” the voltage and the corresponding PPE for the shock hazard (e.g., Class 00 Gloves).

14. Submission Due Dates:

• Site survey work for the studies shall begin immediately after Notice to Proceed is issued.

• The electrical study for the VAMC shall take no longer than 150 consecutive calendar days.

• Draft final reports 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 two weeks after receipt of the draft final report by the government.

15. General:

• Any conflict listed within references used by the Study, the most restrictive will apply.

• The Contractor shall responsible for ensuring that all the employees and other personnel visiting the work site have and are using the appropriate Personal Protective Equipment (PPE) that addresses the hazards found at the site. The Contractor shall be responsible for the upkeep, issue, and training for the PPE used and maintaining all required documentation.

• Execute work to interfere as little as possible with normal functioning of the hospital including operations of utility services, fire protection systems and any existing equipment, and with work being performed by others. Use of equipment and tools that transmit vibrations and noises through the building structure, are not permitted in buildings that are occupied jointly by patients or medical personnel, and Contractor’s personnel, except as permitted by COR where required by limited working space. All work that interferes with medical center operation will be completed in off-tour hours (outside normal business hours). Any required infrastructure impact such as roadways, electrical, fire alarm/suppression, etc. shall give a 45-day notice for approval.

• No utility service such as water, gas, steam sewers or electricity, or fire protection systems and communications systems may be interrupted without prior approval of COR. Electrical work shall be accomplished with all affected circuits or equipment de energized. When an electrical outage cannot be accomplished, work on any energized circuits or equipment shall not commence without the Medical Center Director’s prior knowledge and written approval.

• The Durham VAHCS reserves the right to have work cease or shut down any work in progress and order the vendors employees off the premises in the event of a national or Durham VA emergency. The Durham VA HCS also reserves the right to have work cease when required by operational necessity or a safety situation. The COR shall immediately notify the CO upon any such action.

• Site and Building Access: Maintain free and unobstructed access to facility emergency services and for fire, police and other emergency response forces in accordance with NFPA 241.

• Means of Egress: Do not block exiting for occupied buildings, including paths from exits to roads. Minimize disruptions and coordinate with COR.

• Buildings shall be occupied during performance of work. Contractor shall take all measures and provide all material necessary for protecting existing equipment and property in affected areas against dust and debris, so that equipment and affected areas to be used in the Durham VAHCS operations shall not be hindered. Coordinate alteration work in areas occupied by Department of Veterans Affairs so that Durham VAHCS operations shall continue during the installation period.

• All work shall be performed in full accordance with applicable local and Federal regulations.

All materials and installation shall conform to the recommendations of National Fire Protection Association (NFPA), plumbing and mechanical codes. No departures from specification requirements shall be permitted without written approval. The Supplier shall use good safety practices while working. All hardware should be installed in such a manner to minimize damage and maximize patient and employee safety.

• All items furnished shall be free from defects that would adversely affect the performance, maintainability and appearance of individual components and overall assembly.

• Where the Government determines that the vendor has installed equipment not conveniently accessible for operation and maintenance, equipment shall be removed, and reinstalled or remedial action performed as directed at no additional cost to the Government.

• Hot Work: Perform and safeguard hot work operations in accordance with NFPA 241 and

NFPA 51B. Obtain daily permits from facility Safety Manager at least 24-hours in advance.

• Contractor personnel and sub-contractor personnel shall be subject to the same Federal laws, regulations, standards, and VA Directives and Handbooks as VA personnel regarding information and information system security.

• This is a federal facility as well as a medical center. As such, there is NO smoking on Federal property. Failure to follow these regulations can result in removal of the worker or Contractor from the facility and/or a US Magistrate’s ticket and fine.

• Payment of stored materials will be accordance with the FAR. Stored materials will not be reimbursed until materials have been installed and approved by the Contracting Officer. All stored materials must be pre-approved by the Contracting Officer and Chief, Engineering Service. Storage of materials at the Durham VA Medical Center is not guaranteed. Offsite storage shall be accounted for in the Contractors Bids.

PART B - Supplement “B”

1. Government Supplied:

• As-built drawings may not be 100% accurate and will need verification by the A/E during the site visit for data collection.

• A list of buildings to be assessed, their current function and total gross square footage. This information identifies the buildings to be included in the study and may be used to assist in determining costs for the required services.

• Site plan, incoming electrical service and primary distribution system one-line diagram and basic one-line diagrams for the buildings at each VAMC.

• VAMC will provide the following during the site visits: (Drawings provided by the Medical Center may not be current. As-built drawings may not be 100% accurate and will need verification).

• Additional as-built drawings, if available, as required by the contractor to verify existing field conditions.

• VAMC personnel knowledgeable of the existing electrical systems will accompany the Contractor’s team members during tours. The contractor shall coordinate and verify with the COR and obtain approval in advance of and before of site visit(s) are made that needed medical center personnel are available to accompany the survey team. Only one field survey shall be used for field survey data collection efforts, requiring only one member of VAMC staff to accompany the survey team, unless the number of contractor survey teams and accompanying VAMC personnel is coordinated with and approved by the COR in writing prior to visits.

• Any significant electrical maintenance and testing reports at the VAMC.

• The project study shall be completed in accordance with this AE scope and all appropriate Department of Veterans Affairs (VA) standards, specifications, and other criteria otherwise required by the VA. The AE shall retrieve all VA study information and standards from the VA Facilities Web Site (http://www.va.gov/facmgt/standard). These documents and all national, state and local codes adopted and used by the VA shall be incorporated in the study of this project and reflected in the construction cost estimate. The following references, as applicable, shall be utilized for planning and design purposes:

National CAD Standard Details PG-18-4 VHA Program Guide PG-18-3 VA Master Construction Specifications National Electric Code Life Safety Codes Electrical Design Manual Government-furnished Record Drawings (AE to field verify conditions) PG-18-15 AE Submission Requirements.

Institute of Electrical and Electronics Engineers, Inc. (IEEE): IEEE 141 –

Recommended Practice for Electric Power Distribution and Coordination of Industrial and Commercial Power Systems, IEEE 242 – Recommended Practice for Protection and Coordination of Industrial and Commercial Power Systems, IEEE 399 – Recommended Practice for Industrial and Commercial Power System Analysis, http://www.va.gov/facmgt/standard

IEEE 241 – Recommended Practice for Electric Power Systems in Commercial Buildings, IEEE 1015 – Recommended Practice for Applying Low-Voltage Circuit Breakers Used in Industrial and Commercial Power Systems and IEEE 1584 -Guide for Performing Arc-Flash Hazard Calculations

American National Standards Institute (ANSI): ANSI C57.12.00 – Standard General Requirements for Liquid-Immersed Distribution, Power and Regulating Transformers, ANSI C37.13 – Standard for Low Voltage AC Power Circuit Breakers Used in Enclosures, ANSI C37.010 – Standard Application Guide for AC High Voltage Circuit Breakers Rated on a Symmetrical Current Basis, and ANSI C 37.41 – Standard Design Tests for High Voltage Fuses, Distribution Enclosed Single-Pole Air Switches, Fuse Disconnecting Switches and Accessories.

The National Fire Protection Association (NFPA), NFPA 70 -National Electrical Code, latest edition and NFPA 70E – Standard for Electrical Safety in the Workplace

VHA Directive 1028 Facility Electrical Power Systems, Feb 24, 2020 or Latest Edition.

END OF STATEMENT OF WORK