Statement of Work.docx

A.3 STATEMENT OF WORK

This firm fixed price requirement for three-year maintenance on its electrical equipment at the Bath VA Medical Center, 76 Veterans Avenue, Bath, New York 14810, including but not limited to medium voltage primary switchgear, secondary unit substations, paralleling switchgear, low voltage switchgear, molded case circuit breakers, dry type transformers, low voltage busways, motor control center, switchboards, automatic transfer switches and emergency generators. All work shall be completed, and final reports submitted to the facility within 120 days of award.

A.3.1 GENERAL

A) The inspection, testing, adjustment and reporting shall comply with the requirements of the latest edition of:

1) NFPA 70 "National Electric Code"

2) NFPA 70B "Recommended Practice for Electrical Equipment Maintenance"

3) NFPA 70E "Standard for Electrical Life Safety in the Workplace"

4) NFPA 110 “Standard for Emergency and Standby Power System”

5) Occupational Safety & Health Administration (OSHA) Standard 29 CFR 1910, Subparts I & S

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

7) VHA Directive [2006-056][1028] Electrical Power Distribution System

8) Equipment operating/manufacture's instruction. These may be obtained from the VHA Medical Center, or the equipment manufacturers.

B) When a conflict arises between a method called for in NFPA 70, 70B & 70E and the equipment manufacturer, the VA will be notified in order to provide direction. The contractor shall supply all services, tools, personal protective equipment (PPE), material and equipment required to comply with the references above.

A.3.1.1 QUALIFICATIONS

A) All work performed under this purchase order shall be done by contractor employees certified by the InterNational Electrical Testing Association (NETA), or that possess equivalent credentials. The contractor shall have employees possessing the required technical training, and 5 years of working experience in maintenance, inspection, and testing of Electrical Power Distribution Systems and their components in healthcare, industrial, educational, and commercial facilities.

B) All contractor employees on-site performing work described in this scope of work shall be NETA certified, completed an OSHA approved 10 hour construction safety training course and electrical safety training outlined in the OSHA Standard 29 Code of Federal Regulations (CFR) 1910 Subpart S – Electrical, and the NFPA 70E – Standard for Electrical Safety in the Workplace. Technicians shall not be allowed on site to conduct the inspection before providing proof of NETA certification and that they have completed all required training mentioned above.

C) The contractor 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.

D) Contractors shall report deficiencies that are deemed critical or catastrophic immediately to the Contracting Officer (CO) and the COR for immediate actions.

E) The VA agrees to provide the Contractor free access to all equipment necessary to conduct work, free access to rooms or areas housing such equipment and to supply suitable electric power (if necessary) to complete the task. Contractor to provide a qualified Electrician to remove all access panels to equipment.

F) Work being performed inside the facility shall require infection control measures. This may include negative pressure equipment and isolation barriers. The contractor shall be responsible for installation and removal of these measures and shall meet with the COR and Infection Control Department to determine specific needs for each task.

G) At no time can the fire alarm, nurse call or other vital system be out of service. The contractor shall ensure they do not compromise any of these systems or other elements of the life safety system such as removal of ceiling tile.

H) Upon award of purchase order, an electrical study for the facility shall be made available for Contractor use upon request.

A.3.2 SCHEDULE

A) Inspections must be coordinated with the Contracting Officer Representative (COR). The contractor shall provide a detailed schedule and advance notice fourteen (14) calendar days before arriving on station to begin any work as described herein.

B) A significant portion of the work (up to 50%) shall need to be coordinated during off-hours (weekend or between 4:30 pm and 8:30 pm on weekdays), this shall exclude Federal Holidays. The following are Federal Holidays observed by the facility and the Contractor shall not expect access to the VA Facility of VA employees on these dates unless notified otherwise by the COR. Preventive Maintenance or other services are not to be scheduled on these dates:

1) New Year's Day

2) Birthday of Martin Luther King, Jr.

3) Washington's Birthday

4) Memorial Day

5) Juneteenth Day

6) Independence Day

7) Labor Day

8) Columbus Day

9) Veterans Day

10) Thanksgiving Day

11) Christmas Day

C) The facility is a health care facility providing critical care 24 hours a day; as such disruptions in operations are not feasible and will need to be coordinated closely with the COR. Electrical work requiring shutdown may not be feasible and work may have to be conducted live. All electrical work requiring an electrical shutdown will be conducted on weekends and/or outside of normal hours. Shutdowns will be minimized to as short of duration as possible. All shutdown requests will require detailed work plans and scheduling prior to approval. Work not requiring an electrical shutdown may take place during normal duty hours: Monday-Friday, 7:30am-4:00pm. Requests to conduct work on weekends and outside of normal duty hours must be submitted in writing at least 7 working days in advance of the anticipated work to the COR. If this new schedule is agreed upon, work can begin. The original written request will remain with all test documents along with any written agreements relative to the original requests.

A.3.3 REPORTS

A) Contractor shall provide a report of his activities following each testing and inspection sequence. Two hard copies as well as an electronic copy on CD or DVD media of this report shall be submitted to the COR. This report shall be typed, dated and signed. The report shall include the following sections at a minimum:

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.

B) Contractors shall report deficiencies that are deemed critical or catastrophic immediately to the Contracting Officers Representative and Chief of Engineering Service for immediate actions.

A.3.4 REPAIR SERVICES

A) Repairs identified during inspection and testing services shall be considered within the scope of this requirement and shall be funded through modifications of the contract. The contractor shall not perform any repairs without receiving authorization from the CO to do so.

B) Repairs Covered Under Davis Bacon Act (DBA)

1) Description of repairs:

i. Once off repair

ii. Over $2,000.00

iii. Repair takes 32 hours of onsite work to complete

C) When above repairs in letter A of this section are required, the Contracting Officer (CO) and the Contracting Officer Representative (COR) shall be notified and provided details of the required repairs.

D) The repairs covered under this section are subject to the construction clauses listed within this contract and attached DBA Wage Determinations.

E) Contract shall be required to provide certified payroll documents covering work performed under the identified repair.

A.3.5 PREVENTATIVE MAINTENANCE

A) Work items, definitions, and references shall comply with the latest edition of the NETA – Maintenance Testing Specifications. See attached Appendix A Equipment Inventory list for main plate data and equipment locations. Below is a list of electrical equipment that shall be maintained, and tested:

1) Switchgear and Switchboard Assemblies

2) Transformers, Dry Type, Air-Cooled, Low-voltage, Small.

3) Transformers, Dry Type, Air-Cooled, Low-voltage, Large.

4) Transformers, Liquid-Filled.

5) Metal–Enclosed Busways.

6) Switches, Air, Low-Voltage.

7) Switches, Air, Medium-Voltage, Metal-Enclosed.

8) Switches, Oil, Medium-Voltage.

9) Switches, Vacuum, Medium-Voltage.

10) Switches, SF6, Medium-Voltage.

11) Circuit Breakers, Air, Insulated-Case/ Molded-Case.

12) Circuit Breakers, Air, Low-Voltage Power.

13) Circuit Breakers, Air, Medium-Voltage.

14) Circuit Breakers, Oil, Medium and High-Voltage.

15) Circuit Breakers, Vacuum, Medium-Voltage.

16) Circuit Breakers, SF6.

17) Protective Relays, Mechanical, and Solid State.

18) Protective Relays Microprocessor Based.

19) Grounding Systems.

20) Ground-fault Protection Systems.

21) Motor Control, Motor Starters, Low-Voltage.

22) Motor Control, Motor Starter, Medium-Voltage.

23) Motor Control, Motor Starter, High-Voltage.

24) Emergency Systems, Engine Generators.

25) Emergency Systems, Automatic Transfer Switches.

26) Medium Voltage Cabling.

27) Automatic Transfer Switches.

28) Generators.

B) Infra-Red Scanning:

1) Infra-Red Scanning shall be performed while the Electrical Power Distribution System is energized. Appropriate safety precautions shall be taken before, during and after scanning the system.

2) Use an infra-red scanning camera to detect hot spots in the Electrical Power Distribution System. Objective of this work is to detect any loose, broken, or corroded connections in the system. Problem connections shall be replaced with new connectors, and/or tightened with torque wrench to meet the equipment manufacturers’ specifications.

3) Contract should include one day of follow-up testing (within 6 months) to retest deficient or corrected items.

4) In addition to listed equipment, all low voltage and main distribution panels shall be IR scanned. There are approximately 50 main distribution panels.

C) An electrical shut down of utility supplied power shall be conducted during the timeframe of the work performed in this scope of work. The period of shut down will be four (4) hours; this time can be coordinated for longer durations if necessary. However, contractor shall limit service disruption periods so as not to impact patient care. During this time, power shall be provided to emergency circuits by the on-site emergency power generators. Contractor shall utilize this time to accomplish work on any de-energized system components. Contractor shall coordinate with the utility provider and the on-site Electrical Supervisor for the scheduling of shutdown times and dates.

D) Perform Megger Insulation Resistance Testing on building feeds (normal and emergency power). The following buildings will be tested as part of this scope of work: 3, 4, 6, 7, 9, 10, 14, 15, 16, 17, 18, 20, 24, 29A, 30, 31, 32, 33, 34, 35, 38, 39, 41, 42, 44, 53, 57, 75,76, 78, 84, 92, 98, 103, 104, 108, 115 and 1301.Contractor will provide a detailed report of testing for future comparison.

A.3.6 VHA SUPPLEMENTAL CONTRACT REQUIREMENTS FOR COMBATTING COVID-19

A) Contractor employees who work in or travel to VHA locations must comply with the following:

1) Documentation requirements:

i. If fully vaccinated, contractors shall show proof of vaccination.

a. NOTE: Acceptable proof of vaccination includes a signed record of immunization from a health care provider or pharmacy, a copy of the COVID-19 Vaccination Record Card (CDC Form MLS-319813_r, published on September 3, 2020), or a copy of medical records documenting the vaccination.

ii. If unvaccinated, contractors shall show negative COVID-19 test results dated within three calendar days prior to desired entry date. Test must be approved by the Food and Drug Administration (FDA) for emergency use or full approval. This includes tests available by a doctor’s order or an FDA approved over-the-counter test that includes an affiliated telehealth service.

iii. Documentation cited in this section shall be digitally or physically maintained on each contractor employee while in a VA facility and is subject to inspection prior to entry to VA facilities and after entry for spot inspections by Contracting Officer Representatives (CORs) or other hospital personnel.

iv. Documentation will not be collected by the VA; contractors shall, at all times, adhere to and ensure compliance with federal laws designed to protect contractor employee health information and personally identifiable information.

B) Contractor employees are subject to daily screening for COVID-19 and may be denied entry to VA facilities if they fail to pass screening protocols. As part of the screening process contractors may be asked screening questions found on the COVID-19 Screening Tool. Check regularly for updates.

1) Contractor employees who work away from VA locations, but who will have direct contact with VA patients shall self-screen utilizing the COVID-19 Screening Tool, in advance, each day that they will have direct patient contact and in accordance with their person or persons who coordinate COVID-19 workplace safety efforts at covered contractor workplaces. Contractors shall, at all times, adhere to and ensure compliance with federal laws designed to protect contractor employee health information and personally identifiable information.

C) Contractor must immediately notify their COR or Contracting Officer if contract performance is jeopardized due to contractor employees being denied entry into VA Facilities.