H361--Electrical Maintenance, Inspection, Testing, & Arc-Flash Lexington VAMC Troy Bowling & Franklin R. Sousley Campuses

Contractor Questions and Answers:

Question: We understand that not all ASCO switches will require servicing by ASCO technicians due to the varying testing specs. We were told only (2) 1963 ASCO automatic transfer switches will require ASCO technicians. Can you please specify in writing which of the ASCO automatic transfer switches will and will not require ASCO certified technicians.

Answer: All Transfer switches at Bowling must be tested and maintained by an ASCO certified technician.

Question: We were also told that Lexington VAMC will be procuring resources to service the (3) onsite Power Generators. Please confirm that Item 17 Equipment, and Scope section 7 page 11 is or is not a part of this solicitation s testing spec.

Answer: The Contractor shall preform an oil and coolant sample test of the three existing generators. All associated equipment fed from the Generator should be tested and maintained to NETA and Manufacturers standards.

Question: We were also told drawings would be provided for Bowling campus following our site-visit. If they re available, is it also possible to receive the test report for Sousley campus?

Answer: Provided, see Amendment 1 under 36C24923Q0376 0001 posted on SAM.gov

Question: Can Lexington VAMC provide contact information for the serving utility to discuss service disconnection?

Answer: Our Account manager with KU is Joe Pierce, (502) 627-4084.

Question: SOW section IR Scanning page 15 repairs to hot spots. As this is an unknown we suggest that it would be better to address this on a case by case basis rather than us estimating a number of these instances into our proposals.

Answer: No, per the SOW, it specifically states Infra-Red scan all bus plugs, panelboards, motor control centers, and transformers in the Main, Tower and Chiller building s electrical closets and distribution rooms. An actual count should be conducted and therefore there should be no estimation of a number.

Question: For the sake of comparison, can you provide the solicitation documents for the past inspections corresponding to the provided inspection documents at the Sousley and Bowling Locations?

Answer: No, however the base scope of the requirement has not changed from the prior solicitation to the current solicitation.

Question: The solicitation says to service all its components at 2 addresses, but the drawing provided also references other building # s and does not include all equipment in the test report. The SOW also says an inventory list is included but an inventory list was no included. The only documents provided with equipment info are the one-line and 2021 test report. Is the equipment list in the report comprehensive and can it be used for pricing (Main Hospital, Tower Bldg, Chiller Plant)?

Answer: See Inventory Equipment List as attachment to Amendment 2 under 36C24923Q0376 0002 posted on SAM.gov

Question: Equipment SOW clarifications: Manholes and Medium Voltage Cables they are not listed in the SOW or reports. Please confirm they are not part of the SOW.

Answer: Contractor must follow NETA standards regarding these cables.

Question: Equipment SOW clarifications: Medium Voltage Switchgear Batteries - I do not see these listed in the summary of work paragraph 3.C. Do these require service and is a load test required? No load testing will be required.

Answer: All other NETA standards should be followed.

Question: Equipment SOW clarifications: Automatic Transfer Switch the SOW states they must be serviced by an ASCO technicians, but it doesn t look like ASCO was used for the 2021 SOW (no ASCO certifications or reports). Can a NETA certified technician provide this service or can you break it out form the SOW if ASCO is required?

Answer: This is only needed for the ASCO transfer switches at the Bowling facility.

Question: Equipment SOW clarifications: Liquid Filled XFMR s the SOW says to replace fluid if it no longer meets manufacturers specification. Please confirm this is not part of the preventative maintenance and would be handled on a time and material basis.

Answer: The intent of the SOW is to ensure the liquid level is maintained to meet manufacturer s recommendations.

Question: Equipment SOW clarifications: Lightning Protection the SOW says it must be certified in accordance with UL 96A. I do not see this requirement in the 2021 test report. Is this required?

Answer: Yes.

Question: Equipment SOW clarifications: Panelboards / Dist. Panels what is the SOW?

Answer: Infrared scan is required and all breakers exercised.

Question: Equipment SOW clarifications: Busway is this infrared scan only?

Answer: Yes.

Question: Equipment SOW clarifications: MCC and starters what is the SOW?

Answer: Please see page 9 of SOW.

Question: Equipment SOW clarifications: What size circuit breakers require primary injection i.e. >400A. Do any molded case circuit breakers require primary injection?

Answer: Any breaker with a trip unit should be tested.

Question: Clarification to WFS- (4-hour Power Outage Test) I don t see a generator load test specified listed in the 4-hour test. Is this required? If so, please provide specifications and the # of generators that require a load test.

Answer: The VA will handle the load bank test during the outage.

Question: Clarification to WFS- (4-hour Power Outage Test) I can t include utility fees unless we have a quote from them or hourly rates and the # of techs provided.

Answer: Our local utility for both sites is KU and contact information can be provided if needed.

Question: Clarification to WFS- (4-hour Power Outage Test) Calibrations are excluded but we can assist with troubleshooting up to thru 12 hours (max) listed

Answer: See page 4 of SOW.

Question: Do you need us to make any settings adjustments for the updated coordination study that Astute will provide?

Answer: Yes, when deemed necessary by the COR.

Question: We will not schedule the utility for any outages or the 4-hour outage test.

Answer: The VA can assist with contacting the local utility personnel.

Question: Will outages be performed on Saturdays and Sundays?

Answer: Yes

Question: 4-hour Power Outage test are we required to pay the utility for these services?

Answer: Our local utility for both sites is KU and contact information can be provided if needed.

Question: Are there any outage constraints or can we work full 8-hour days?

Answer: Our local utility for both sites is KU and contact information can be provided if needed.

Question: Who will develop the PM schedule for the VAMC equipment?

Answer: See page 2 of SOW.

Question: Who will provide 480V, 3P, 100A for our primary injection test set? Will we have access to this power requirement at all locations or will breaker need to be transported for testing?

Answer: The contractor will need to provide. 480 volts is not available at all buildings.

Question: No Bid, payment or performance bonds are called for in the solicitation, will performance and payment bonds be required once a notice to proceed is issued?

Answer: No. No Bid, payment or performance bonds will be required.

Question: Are disconnects, VFDs or other points of connection required to be inspected and Infra-Red imaging provided?

Answer: Yes, they are required to be inspected.

Question: Please clarify if fire pump motors and controllers are to be included in our inspections.

Answer: Yes, they are to be included in the inspections.

Question: Please clarify if the disconnects on the line side of the elevator controllers and the connections to the elevator controllers, but not machines are to be included in out inspections.

Answer: Yes, the disconnects on the line side of the elevator controllers and the connections to the elevator controllers, but not machines are to be included in the inspections.

Question: Best practices for Infra-red Scanning is to remove all equipment covers, dead front covers and to expose as many points of connection and lengths of conductors as is practical. Is this what is required to the Infra-red imaging, or are breakers permitted to be scanned by only opening the door of panels?

Answer: No. Dead fronts must be removed.

Question: At the site walk, it was stated that during the 4-hour power outage, load bank testing of the generators was completed in the past, is this required to be included in our scope of work. The solicitation does not call out any load bank testing.

Answer: Load bank not required

Question: Pg. 4 of the solicitation calls for a NETA certified contractor or equivalent certifying organization. Is a NICET LEVEL 3 certificate an acceptable equivalent? See link with attached course outline. https://www.nicet.org/nicetorg/assets/file/public/contentoutline_level3.pdf

Answer: Please provide report within 60 days. NICET will suffice.

Question: Pg. 6 of the original solicitation calls for metal enclosed busways to be included in our inspections. Are we to inspect the full runs of the bus duct even if they run above accessible ceilings or just the accessible areas within the electrical rooms and the point of connection to the switchgear?

Answer: Includes all above accessible ceilings

Question: Pg. 6 of the original solicitation calls for laminated and adhesive backed labels for the Arc Flash Study. The existing labels and what is typical is a vinyl adhesive back label, but not laminated. Is this acceptable or is laminated adhesive backed required?

Answer: Vinyl adhesive back labels are acceptable.

Question: Pg. 7 of the solicitation calls for a written report within days of completion. Is this 7 days from the date from that last completed inspection? Please clarify

Answer: Please provide report within 60 days.

Question: Pg. 15 of the solicitation calls to Infra-Red scan all bus plugs, panelboards, motor control centers, and transformers in the Main, Tower and Chiller building s electrical closets and distribution rooms. Please confirm that this means all breaker panels in the building and not just panels located within the main electrical rooms and chiller building.

Answer: Answer: Yes, this includes all breaker panels.

Question: Pg. 30 of the original solicitation lists the different contract types for the SDVOSB 100% set-aside, can you confirm that this contract would fall under (1) SERVICES?

Answer: Yes, this is considered as a Services Contract

Question: Can you please provide the one-line drawing for the Bowling Location?

Answer: Provided, see Amendment 1 under 36C24923Q0376 0001 posted on SAM.gov

Question: Can you please provide the most recent inspection document for the Sousley location?

Answer: Provided, see Amendment 1 under 36C24923Q0376 0001 posted on SAM.gov

Question: Could you please provide a campus map for the Sousley location?

Answer: Yes, see attachments to this Amendment 2 under 36C24923Q0376 0002 posted on SAM.gov

Solicitation Correction:

ADDENDUM to FAR 52.212-1 INSTRUCTIONS TO OFFERORS COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES

SITE VISIT- No further site visits will be allowed.

All questions to be submitted in writing to Lara.Hampton@va.gov by July 17th, 2023, at 2pm CST. Facility location is the Lexington VAMC, Bowling Campus 1101 Veterans Drive, Lexington, KY, 40502 and Sousley Campus 2250 Leestown Road, Lexington, KY, 40511.

Listing of Attachments:

See attached document: Bowling Triennial Test List of Equipment.

See attached document: Sousley-LEESTOWN MAP.

DEPARTMENT OF VETERANS AFFAIRS

Lexington, KY Bowling & Sousley Divisions, VA Health Care System

Maintenance, Inspection, and Testing

of the Electrical Power Distribution System and Arc Flash, Coordination, and Short-Circuit Studies

1. Introduction:

This Statement of Work (SOW) describes the requirements for the maintenance, inspection, testing, and/or calibration of the Electrical Power Distribution System and Arc Flash, Coordination, and Short-Circuit studies on all its components at the VA Health Care System two Divisions: Bowling Campus, 1101 Veterans Drive, Lexington, KY 40502, and Sousley Campus, 2250 Leestown Road, Lexington, KY 40511. These work items are referenced as Maintenance and Testing in this document, hereafter.

This SOW describes the requirements for the Qualified Electrical Contract Professionals known as Contractors in this document, hereafter. Contractors who are contracted by VA Medical Center to perform maintenance and testing of the Electrical Power Distribution System, and all its components shall meet all requirements stated in Section 2 of this SOW.

This SOW describes the requirements to establish maintenance and testing reports.

2. Qualifications of Contractors:

Contractors shall be experienced Electrical Contractors, having properly trained and licensed permanent staff required to perform the proposed work. Electrical Contracting (i.e. the construction, repair, testing and maintenance of industrial and commercial electrical distribution systems) shall be the primary interest/specialty of the Contractor s business.

Contractors shall be certified by the International Electrical Testing Association (NETA) or equivalent certifying organization as Certified Technicians with each having completed the Occupational Safety & Health Administration (OSHA) approved 10-hour construction safety training. Superintendent or Project Manager must have OSHA 30-hour construction training. All Contractors employees and/or Sub-Contractors must attend VAMC Contractor Orientation class.

Contractors shall have technical training and demonstrable track records of working experience in maintenance, inspection, and testing of the Electrical Power Distribution Systems and related components in healthcare, industrial, educational, and commercial facilities for a minimum of five (5) continuous years. Electrical components on which the Contractors have experience shall include, but not be limited to, switchboards & switchgear (low and medium voltage); low voltage controls; emergency and standby generators; automatic transfer switches, wiring, transformers, meters, grounding, and other electrical appurtenances.

Contractors shall have safety trainings either on-the-job or class-room type - in electrical safety 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. Training certification shall be provided indicating each technician is a Qualified Person as defined by NFPA 70E. Training certifications shall be submitted to the VA Contracting Officer prior to work. If no training certifications are available, the contractor Employer shall certify that he/she has met this requirement in writing and submit it to the VA Contracting Officer prior to work.

Contractors shall have ready access to the latest versions of the following references:

NFPA 70, National Electrical Code.

NFPA 70B, Recommended Practice for Electrical Equipment Maintenance.

NFPA 70E, Standard for Electrical Safety for the Workplace.

NFPA 110, Standard for Emergency and Standby Power System.

OSHA Standard 29 CFR 1910, Subparts I & S.

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

Operating /Maintenance manuals and specifications of the electrical equipment to be maintained and tested. These documents may be obtained from the VHA Medical Center, or the equipment manufacturers.

VHA Directive 1028, Electrical Power Distribution System

Contractors shall have and provide 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. Prior to initiating work, Contractor shall provide documentation that all instruments, test equipment, tools and PPE have current calibration. Dated calibration labels shall be visible on all instruments, test equipment, tools and PPE as appropriate.

If a Scheduled/Approved outage would affect hospital operations, VA shall be able to reschedule with no contract modifications.

3. Summary of Work:

The Contractor shall provide a proposed schedule with their bid proposal. The schedule shall be in the form of a progress chart of suitable scale to indicate the work scheduled for completion by any given date during the work period. The proposed schedule shall be reviewed by the VAMC Engineering Service; any requirements for adjusting the schedule (e.g. to minimize disruption to the VAMC) shall be incorporated by the Contractor.

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

Work items, definitions, and references shall comply with the latest edition of the NETA Maintenance Testing Specifications (MTS) and with the VHA Directive, Electrical Power Distribution System. Below is a list of electrical equipment that shall be maintained and tested:

Switchgear and Switchboard Assemblies.

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

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

Transformers, Liquid-Filled.

Metal Enclosed Busways.

Switches, Air, Low-Voltage.

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

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

Circuit Breakers, Air, Low-Voltage Power.

Circuit Breakers, Air, Medium-Voltage.

Protective Relays, Mechanical, and Solid State.

Protective Relays Microprocessor Based.

Grounding Systems.

Ground-fault Protection Systems.

Motor Control, Motor Starters, Low-Voltage.

Motor Control, Motor Starter, Medium-Voltage.

Emergency Systems, Engine Generators.

Emergency Systems, Automatic Transfer Switches.

Distribution Panels

Perform Arc-Flash Study/Labeling on all equipment requiring labels.

Provide laminated, adhesive-backed flash and shock hazard/PPE signs for each system location will be provided and installed. Based on the results of the incident energy study, the supplier shall produce and install a warning label (orange 40 cal/cm2) for each piece of equipment in accordance with ANSI Z535.4-2002. The label must be readable in both indoor and outdoor environments for at least 3 years and contain the following information:

Arc hazard boundary (inches)

Working distance (inches)

Arc flash incident energy at the working distance (calories/ cm2)

PPE category and description including the glove rating

Voltage rating of the equipment

Limited approach distance (inches)

Restricted approach distance (inches)

Equipment/bus name

Date prepared

Supplier name and address

Attachments. Government Furnished.

Inventory of Electrical Power Distribution System equipment to be maintained, inspected, and tested under this Scope of Work.

One-line and other informational drawings of the Electrical Power Distribution System. These drawings are not certified as-built drawings.

Electrical Power System study information relevant to the scope of this effort, such as coordination study data, short-circuit analysis, arc-flash hazard analysis and available protective device setting information.

4-Hour Power Outage Test

The Contractor shall be present for and will participate in the VAMC 4-hour test of the Essential Electrical System (EES). This test shall fulfill the requirements of VHA Directive, Electrical Power Distribution System, NFPA 110 (e.g. Para. 8.4.9.) and The Joint Commission. This test will include opening of all utility service connections serving the VAMC for a minimum of 4-hours. During the test period, verify operation of all EES components including the transfer to emergency power and return to normal service. The Contractor shall include in their bid proposal all costs associated with the services of the local utility company for the duration of the test. The estimated duration of the Contractor s involvement is between 8 12 hours. The Contractor shall assist the VAMC staff with troubleshooting and correcting malfunctioning electrical equipment discovered during the test. Contractor shall make any required adjustments and/or re-calibrations to all equipment which has been otherwise maintained, inspected, and tested under this Scope of Work.

Deliverables:

A. A complete written report of the work performed shall be provided to the VA within 7 days of completion. Information shown in the report shall be as following:

Company s name, addresses, telephone, & FAX numbers.

Name and signature of contractors who perform the maintenance and testing.

VA Work Contract Number, name and number of VA Contracting Officer.

Date and Time of work.

Copies of contractors valid licenses, professional and training certificates.

Descriptions and model number of specialized tools and equipment used, such as torque wrench or infra-red scanning camera.

Location, Type, Name, and nameplate information of electrical equipment to be maintained and tested.

Descriptions of work items.

Test data.

Reference materials such as equipment manufacturer s specifications, coordination study, etc.

Remarks on conditions of electrical equipment. List all deficiencies, if any.

Recommended corrective actions, if any.

Submit four (4) hard copies of the complete written report to VA Contracting Officer within seven (7) calendar days of visit.

C. Submit four (4) hard copies of the complete written report, and one (1) CD-ROM or DVD of the electronic version of the report in Microsoft Word format to the Chief of Engineering Service within seven (7) calendar days of visit. All reference materials shall be included in the electronic version of the report, either through scanning or other means of electronic text import methods.

D. 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. For the Final Study Submittal, the VAMC shall receive live CADD drawing files which can be manipulated and updated.

5. Description / Specifications:

The Contractor shall provide all management, supervision, labor, materials, supplies, repair parts, tools, instruments, and equipment, and travel expenses to provide the work and services specified in this contract. The Contractor shall plan, schedule, coordinate, and ensure effective and economical completion of all work and services specified in this contract. Most of the work will be accomplished at night and after the normal working hours. Normal working hours are 7:00 am to 4:30 pm, Monday thru Friday. It may be possible to schedule some non-disruptive work during normal working hours. This Preventive Maintenance Inspection (PMI) is to be scheduled with the Contracting Officer Representative (COR), Herbert Sparks only, and can be contacted at the following number: 859-233-4511 ex 4342. The PMI and any requested power outages must be scheduled a minimum of 2 weeks in advance.

The specifications are a statement of the minimum level of work and services that are to be provided in certain areas under this contract. They are not intended to be, nor shall they be construed as, limiting specifications or requirements. At a minimum, the Contractor will be required to take all steps and measures, which would be taken by a prudent building owner to maximize the life expectancy of the property.

All equipment at the facility shall be maintained at an acceptable level, throughout the contract performance period unless and until removed from the scope of work. An "acceptable level" of maintenance as defined as the level of maintenance which will preserve the equipment in unimpaired operating condition: i.e. above the point where deterioration will begin, thereby diminishing the normal life expectancy of the equipment.

The Contractor shall maintain areas and storerooms in a clean and orderly manner. When work is performed in these areas, the Contractor's personnel shall clean up all debris and leave the area in a presentable condition. The Contractor must obtain the approval of the Electronics Shop Supervisor before storing anything in machinery space.

Operating supplies such is lubricants, rags, and cleaners, etc. shall be properly secured in containers approved by the Electronics Shop Supervisor and stored in accordance with fire and safety requirements outlined in NFPA, Building Fire Safety Criteria.

The Contractor shall coordinate all outages with Engineering Services. Prior to start of work, the Contractor must submit a complete schedule of all equipment being shut down, out/on time and affected departments/services. Contractor will give (2) two weeks to provide a schedule for both divisions. It shall be the responsibility of the Contractor to obtain permission from the local utility for main feeder outages. Any fees for such power outages or required permits shall be the Contractor's responsibility.

6. Scheduled Preventive Maintenance Requirements

1. All power outages for maintenance shall be scheduled during off-hours or weekends. Some work may be able to be accomplished during normal working hours and this work will be approved by the COR on a case-by-case basis. All maintenance shall be completed within 90 calendar days of contract start date. The Contractor shall submit a complete detailed maintenance schedule for approval to the Contracting Officer Representative (COR). The following specific criteria will be adhered to in addition to the above-mentioned General Scheduling requirements:

a. All preventive maintenance scheduled for each period must be completed during that period. Requests by the Contractor for deviations from the approved schedule must be submitted with appropriate justification to the Electronics Shop Supervisor for approval.

b. The Contractor shall coordinate the work with the COR, Facilities Management and shall immediately report the quantity and urgency for repair of any discrepancies found during the inspection.

c. VAMC electricians will de-energize and re-energize circuits in accordance with the approved schedules. The Contractor will be responsible for establishing all required Lockout/Tag out Procedures as required by OSHA, as well as verifying that systems are energized and de-energized. One (1) copy of the LO/TO procedures will be given to the COR.

d. In accordance with the VHA Directive 1028, written procedures are established to prepare the medical center for a planned electrical outage. The procedures must consider the worst case of risk to patients, staff, visitors, and VHA property. When a planned electrical outage cannot be accomplished, the following requirements are mandatory for working on energized circuit:

1. Full and proper protective equipment (PPE) is available and worn by the qualified electricians.

2. Qualified electricians are provided with flame-retardant clothing for work at the proximity of energized electrical equipment.

3. Before initiating work, a specific work plan is developed, and a peer review of the plan documented.

e. The work plan must include procedures to be used on and near the energized electrical equipment, barriers to be installed, safety equipment to be provided, and exit paths to be accessed.

f. An Energized Circuit Work Permit must be obtained from the Chief of Engineering office.

g. Contractor must submit a detailed list of all chemicals, planned to be used for this PMI, for approval.

h. All workers (technicians and helpers) must have certification/documentation as evidence of their degree of Training and skill on the original equipment manufacturer before being allowed on work site. Worker s certification/documentation must be submitted at the time of offer.

i. The VA will neither furnish personnel to assist the Contractor in accomplishing his work nor furnish tools or equipment for the inspections.

j. The Contractor must review all high-pot testing procedures prior to performance, with the COR.

k. The Contractor may be requested to perform emergency repair work on a continuous (including overtime) basis if circuits cannot be energized after inspection and maintenance have been accomplished in accordance with the contract. The VAMC via change order will arrange additional payment lot subsequent charges, separate purchase order, or credit card.

7. Procedures:

At a minimum, the Contractor shall perform all manufacturers recommended testing and preventive maintenance on all listed equipment.

Grounding and Connections:

In accordance with VA Directive 1028, the contractor will test ground resistance for the entire facility grounding system to include but not limited to fall-of potential, induced frequency and clamp on testing. Fall of potential method is requested where soil is available to drive testing rods. Any measurements reading in excess of 25 ohms shall be immediately discussed with the COR. Where lightning protection systems are provided, the system must be certified in accordance with UL 96A standard. The Contractor shall check all grounding systems in accordance with NEC and ANSI. The connections to buses, transformers, and contacts etc, the Contractor shall check for tightness and torque per manufacturers recommendations.

Power Generators:

The Contractor shall preform an oil a coolant sample test of the three existing generators. Contractor will provide a report to the COR.

Low/Medium Voltage Switchgear:

Breakers

Clean: Blow off with clean dry compressed air, remove old lubrication.

Inspect: Visually inspect for signs of wear, loose or missing hardware, burned/eroded/misaligned contacts, broken, chipped, burned arc-chutes.

Lubricate: Oil/grease breaker mechanism at all pivot points, bearings, slides, etc. Adjust mechanism and confirm proper operation of both positive and negative interlocks.

High-Current Test and Calibrate to manufacturer's time current characteristic curves. Operate breaker to insure correct operation.

Insulation Resistance and Conductance tests.

Perform Thermal Imaging of all bolted contacts, bolted or plug-in connections, and all other components subject to heating under load.

Furnish typed final and draft test reports.

Breaker Cubicle

1. Clean and visually inspect.

2. Lubricate as necessary.

3. Check breaker adjustment-make minor adjustments, if required.

4. Check contacts.

5. Check all bolted connections for high resistance and proper tightness.

6. Record number of operations.

7. Insulation Resistance test (2500 volts).

8. Check cubicle heater.

9. Inspect control wiring and controls.

10. Inspect interlocks and safety shutters.

11. Lubricate breaker-elevating mechanism.

12. Operate breaker using test coupling and test block.

Circuit Protective Relays

1. Mechanical components will be checked for dirt particles or obstructions that would hamper relay operation.

3. Instantaneous and seal-in units will be checked for proper alignment.

4. Relay internal wiring connections will be checked for proper tightness or other discrepancies.

5. Relay contacts will be inspected for excessive pitting, burning or discrepancies.

6. The relay contacts will be checked for proper circuit continuity.

7. Minimum pick-up or operating point of each relay will be checked and adjusted as required.

8. Each relay will be checked and adjusted to correspond to the manufacturer's operating time/current curves at two and four times the relay current setting.

9. Seal-in and instantaneous units will be tested for proper electrical operation and calibration.

Pad mounted Oil and Dry type Transformers

1. Visually inspect transformers for damaged insulators, potheads, damaged bushings or indications of overheating of cable connections.

2. For oil transformers, inspect transformer pressure relief devices; tap changers, liquid level indicators and cooling tubes for discrepancies. Refill insulating oil to proper level.

3. For oil transformers, inspect primary bushings, secondary bushings, cooling tubes, and tap changers for evidence of oil leaks.

4. For oil transformers, remove insulating liquid sample from each transformer and tap changer compartment and test for:

Screen Test:

Dielectric strength

Water content (ppm)

Visual Sediment

Color

Acidity

Specific Gravity

Comprehensive Test:

Refractive index

Viscosity

Interfacial tension

Other Testing:

Gas-in-oil analysis

5. Clean all bushing and insulator surfaces.

6. Verify proper operation of auxiliary devices such as; fans, pressure relief devices, and tap changer.

7. Perform insulation resistance tests, winding to winding and winding to ground.

8. Perform transformer turns ratio test on operating tap.

9. Perform power factor test on all high-low voltage windings and bushings.

10. Verify transformer pressure, Nitrogen/dry air will to be added if required.

11. Record and reset transformer oil and winding temperature gauges.

12. Inspect all transformers for sign of overheating with thermal imaging detection equipment, and inspect for any damages to the housing, connection points, or insulation.

13. Test and replace cooling liquid in liquid cooled transformers and indicate if the liquid no longer meets manufacturer s specification. The liquid must be re-filled to meet the manufacturer s specification.

14. Inspect all dry type transformers for overheating with an infra-red thermal detecting equipment.

15. Check and test all ground connections.

16. Check all bolted electrical connections for high resistance and proper tightness.

Main Feeder Units

1. Clean cubical.

2. Check connections for tightness.

3. Check and clean contacts.

4. Check control wiring.

5. Lubricate per manufacturer's recommendation.

Transfer Switches

All ASCO brand transfer switches must be tested and maintained by ASCO technicians.

1. Visual and Mechanical Inspection

A. Inspect physical and mechanical condition.

B. Lubrication

Verify appropriate contact lubricant on moving current-carrying parts.

Verify appropriate lubrication on moving and sliding surfaces.

C. Verify that manual transfer warnings are attached and visible.

D. Verify tightness of all control connections.

E. Inspect all bolted electrical connections for high resistance using one of the following methods:

Use of low-resistance ohmmeter.

Verify tightness of accessible bolted electrical connections by calibrated torque-wrench method in accordance with manufacturer's published data.

Thermal Imaging inspection

Perform manual transfer operation.

Verify positive mechanical interlocking between normal and alternate source.

2. Electrical Tests

A. Perform a contact-resistance test.

B. Perform resistance measurements through all bolted connections with a low resistance ohmmeter.

C. Perform insulation-resistance tests, phase to phase and phase-to-ground, with switch in both source positions.

D. Verify settings and operation of control devices.

E. Calibrate and set all relays and timers in accordance with manufacturer's recommendations.

3. Perform Automatic Transfer Tests:

A. Simulate loss of normal power.

B. Return to normal power.

C. Simulate loss of emergency power.

D. Simulate all forms of single-phase conditions.

1. Verify correct operation and timing of the following functions:

a. Normal source voltage-sensing relays.

b. Engine start sequence.

c. Time delay upon transfer.

d. Alternate source voltage-sensing relays.

e. Automatic transfer operation.

f. Interlocks and limit switch function.

g. Time delay and retransfer upon normal power restoration.

h. Engine cool down and shutdown feature.

Infra-Red Scanning:

Infra-Red scan all bus plugs, panelboards, motor control centers, and transformers in the Main, Tower and Chiller building s electrical closets and distribution rooms.

This work item must be done while the Electrical Power Distribution System is energized. Appropriate safety precautions must be taken before, during and after scanning the system:

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.

ARC FLASH STUDY

Description / Specifications

The contractor shall complete a fault current study and associated flash/shock hazard analysis in accordance with NFPA 70E and IEEE 1584 to determine the level of electrocution hazards for qualified electricians working on live electrical circuits in the following buildings:

Bowling Division: Chiller Building, Main Building, & Tower Building.

Sousley Division: Chiller Plant and all other buildings on campus.

The goals of this project are to provide flash/shock hazard data (including fault current, flash protection boundary, incident energy and recommended PPE), outline safe work practices for qualified employees, install appropriate flash/shock hazard/PPE signs for VAMC Lexington s high and low voltage equipment to comply with OSHA standards for live work on high and low voltage systems.

Acquire the following data for high and low voltage electrical systems. Note that actual data shall be field collected/verified. Best estimates or guesses are NOT acceptable:

Utility System - Transformer kVA, Impedance and primary/secondary voltage; Utility Company s anticipated maximum fault current; Type of over-current devices protecting the transformer, if available.

Electrical system (wire size, type of wire [e.g. Copper/Aluminum/Copper-Clad Aluminum], number of wires per phase, conduit type [e.g. metallic/non-metallic], length of each run, and over-current device information [Fuses - mfg, cat number, size and class. Circuit breakers -mfg, cat number, size, adjustment settings.

System transformers (30kVA and above) - (kVA rating, impedance, primary and secondary voltage. Additionally, the HP, amps and locked rotor current for motors over 20HP may be required).

Engineering calculations for fault current and flash/shock hazard data for the system location.

4. Project outputs:

The final written report shall include a general outline of the covered electrical systems and components flash/shock hazard data (including fault current), flash protection boundaries, incident energy, the recommended PPE and warning signs for each system location, and recommendations for the reduction of arc hazards, where necessary. Information dealing with any immediate and potentially life-threatening electrical system hazards (covering only the evaluated components) shall be presented in a stand-alone section of the report. Software programs used for report documentation or item tracking will be those typically included in Microsoft Office (such as Word and Excel) AutoCAD, or Adobe. Three hard copies of the completed report are required, along with one electronic copy on CD or DVD. The VA internal trusted network will not be utilized for this work. The Authorization requirements do not apply, and a Security Accreditation Package is not required.

Laminated, adhesive-backed flash and shock hazard/PPE signs for each system location will be provided and installed by the contractor. Based on the results of the incident energy study, the contractor shall produce and install a warning label (orange 40 cal/cm2) for each piece of equipment in accordance with ANSI Z535.4-2002. The label must be readable in both indoor and outdoor environments for at least 3 years and contain the following information:

Arc hazard boundary (inches)

Working distance (inches)

Arc flash incident energy at the working distance (calories/ cm2)

PPE category and description including the glove rating

Voltage rating of the equipment

Limited approach distance (inches)

Restricted approach distance (inches)

Prohibited approach distance (inches)

Equipment/bus name

Date prepared

Supplier name and address

VAMC Lexington will aid gathering the data and personnel familiar with, and qualified to interact with, the electrical distribution systems (remove/replace panel covers, etc.).

COORDINATION AND SHORT CIRCUIT STUDY

This section specifies the requirements of the Electrical System Protective Device Study.

A. A short circuit and coordination study shall be prepared for the electrical over current devices to be installed under this project to assure proper equipment and personnel protection.

B. The study shall present an organized time current analysis of each protective device in series from the individual device back to the utility and the on-site generator sources. The study shall reflect the operation of each device during normal and abnormal current conditions.

SUBMITTALS

A. Submit the following:

1. Complete short circuit and coordination study as described herein.

2. Protective equipment shop drawings shall be submitted simultaneously with or after the protective device study. Protective equipment shop drawings will not be accepted prior to protective device study.

3. Certification: Two weeks prior to final inspection, submit four copies of the following to the Resident Engineer:

4.Certification by the Contractor that the protective devices have been adjusted and set in accordance with the approved protective device study.

QUALIFICATIONS

The protective device study shall be prepared by qualified engineers of the high voltage 15 KILOVOLT switchgear manufacturer or an approved consultant. The Contractor is responsible for providing all pertinent information required by the preparers to complete the study.

REQUIREMENTS

A. The complete study shall include a system one-line diagram, short circuit and ground fault analysis, and protective coordination plots.

B. One Line Diagram:

1. Show, on the one-line diagram, all electrical equipment and wiring to be protected by the overcurrent devices installed under this project. Clearly show, on the one line, the schematic wiring of the electrical distribution system.

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

a. Calculated fault impedance, X/R ratios, and short circuit values at each bus

b. Breaker and fuse ratings

c. Generator kW and Transformer kVA and voltage ratings, percent impedance, X/R ratios, and wiring connections.

d. Voltage at each bus.

e. Identification of each bus.

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

C. 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 interrupting ratings of the protective devices.

2. The study shall be calculated by means of a computer program. Pertinent data and the rationale employed in developing the calculations shall be incorporated in the introductory remarks of the study.

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

a. Device identification.

b. Operating voltage.

c. Protective device.

d. Device rating.

e. Calculated short circuit current.

D. Coordination Curves:

1. 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.

2. 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.

3. 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.

5. ANALYSIS

A. Analyze the short circuit calculations and highlight any equipment that is determined to be underrated as specified. Propose approaches to effectively protect the underrated equipment. Provide minor modifications to conform with the study (Examples of minor modifications are trip sizes within the same frame, the time curve characteristics of induction relays, C.T. ranges, etc.).

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

ADJUSTMENTS, SETTINGS AND MODIFICATIONS

Necessary final field adjustments, settings and minor modifications shall be made to conform with the protective device study without additional cost to the Government.

All final circuit breaker and relay settings and fuse sizes shall be made in accordance with the recommendations of the protective device study.

Equipment List:

The above procedures are to be implemented to all electrical equipment listed in the attached electrical studies for both Divisions. If an electrical equipment exists in the facility but does not show in the attached study, provide testing and maintains to equipment, and mark equipment s information and location on a hard copy of the attached studies. Provide marked copies with report upon completion.

Workmen are subject to normal Medical Center rules:

Smoking is not permitted on VA property

Parking. One vehicle is authorized to load and unload material and equipment at loading docks. All other vehicles must park in Contractor designated area or as directed by Electronics Shop Supervisor.

Routes to and from the work site will be as agreed by VA and Contractor.

Appropriate, fully charged fire extinguishers will be provided by Contractor in work area(s).

For any work involving open flames or sparks, Engineering Services will issue a hot work permit. Dust must be controlled so as not to migrate into patient/administrative areas or to set off fire alarm by smoke detectors.

Contractor will be responsible for any charges by Fire Department due to false alarms caused by construction operations where these rules were not observed.

Any penetrations of corridor walls, smoke walls or building fire walls will be fire stopped with approved (NFPA) materials appropriate for the fire rating involved. Such materials are to be pre-approved through submittal process as applicable and/or after the fact, if a discovered or differing site condition is encountered.

OSHA compliance is mandatory. Use and honor all locks and tags.

All employees of general contractor and subcontractors shall comply with VA security management program and obtain permission of the VA police, be identified by project and employer, and restricted from unauthorized access.

Only employees of the Contractor or subcontractor(s) with VA-provided ID badges shall work on the site. It is the Contractors responsibility to coordinate with COR, contractor s employees and subcontractors to obtain VAMC Identification Badges prior to starting work. Contractor s employees and subcontractors must provide OSHA Cards and attend a Contractor s Orientation prior to obtaining a VA Photo Identification. A VA Issued Identification Process will be provided to Contractor during the Kick Off meeting.

Contractor will leave the work areas clean or cleaner than existed before work began. Combustible materials will be removed at the end of each workday.

WORKHOURS: The following terms have the following meanings and are applicable to this contract:

Normal Work hours: 8:00 a.m. through 4:30p.m, Monday through Friday.

National Holidays: The eleven holidays observed by the Federal Government are:

New Year s Day

Martin Luther King s Birthday

President s Day

Memorial Day

Juneteenth National Independence Day

Independence Day

Labor Day

Columbus Day

Veterans Day

Thanksgiving Day

Christmas Day

Any national holiday declared by the President of the United States.

Contractor Questions and Answers:

Can you please provide a copy of the most recent Power Study (short circuit, coordination and arc flash)?

See listing of additional attachments to this Amendment

NOTE: Studies are in parts due to the size of the files for each of the facilities

Have there been any changes to the electrical system since the last Power Study was performed?

Yes, there have been changes as follows:

Sousley VA (Leestown)

1. Changed Building 28 Transformer

2. Added Transformer and about 10 new electrical panels for CLC buildings

3. Changed some starter buckets out in the chiller plant

Bowling VA (Cooper)

There have been a few changes -several new electrical panels and transformers in our new Mental Health project.

Does the VA have a copy of the program files for this study and will it be provided?

No, We do not have a copy of the program used for calculations.

Will there be other site visits made available?

No additional site visits will be scheduled at this time.

Listing of Attachments:

Bowling VA

Electrical Maintenance & Testing Report

Arc Flash, Coordination, Short Circuit Studies Volume 1

Arc Flash, Coordination, Short Circuit Studies Volume 2

One-Line Drawings

Sousley VA

Combined Test Report

Arch Flash Studies

Combined Data Files

A NOTE: Offerors who fail to complete or submit required documentation may not be considered for award.

SITE VISIT

Site Visit Scheduled for:

July 6th, 9:00am at Bowling, 1101 Veterans Drive, Lexington, KY 40502.

July 6th, 1:00pm at Sousley, 2250 Leestown Road, Lexington, KY 40511.

Contracting Officer Representative (COR), Charles Maggard (Bowling) can be contacted at (859) 281-3855 or Herbert Sparks (Sousley) at (859) 233-4511 ext 5151 and is available in leu of a scheduled site visit. If the quoter wishes to visit the site location, please contact 48 hours prior to scheduled date with the COR. Facility location is the Memphis VAMC, 1030 Jefferson Ave, Memphis TN, 38104.

Previous Electrical Power System study information relevant to the scope of this effort, such as coordination study data, short-circuit analysis, arc-flash hazard analysis and available protective device setting information can be reviewed at the on site visit.

For One-line diagram and other informational drawings of the Electrical Power Distribution System.

Any question asked during the visit shall be submitted in writing. Instructions are provided below.

QUESTIONS

All questions shall be emailed to Lara.Hampton@va.gov by 06/30/2023, 10:30 AM Central Time. The subject line must specify 36C24923Q0376. All responses to questions shall be incorporated into a written amendment posted to the Federal Business Opportunities website (www.fbo.gov ). Quoters are encouraged to monitor the Federal Business Opportunities website with respect to this solicitation because any amendments to this Solicitation will be posted on the website (www.fbo.gov). There will be no automated email notification of amendments.

QUOTES

Quotes must be received by 07/20/2023, 10:30 AM Central Time. Email your quote to Lara.Hamtpon@va.gov. The subject line must specify 36C24923Q0376. Submit quotes as one file. A searchable Adobe (.pdf) is the preferred format. File size should be no more than 10megabytes. If more than one file is required, please indicate how many attachments are included. There will be no automated email notification of receipt of quotes.

The solicitation package will be posted on FedBizOpps, which can be accessed at www.fbo.gov.

The Government will not provide paper copies of the solicitation. Telephone, written, or facsimile requests, for the solicitation package will not be honored. All interested parties MUST be registered in both Vendor Information Pages (VIP) and System for Award Management (SAM) Database as SDVOSB vendors and have completed On-Line Representation and Certifications Application (ORCA) in order to receive a contract award. If you are not registered with SAM, you may request an application via phone at 866-606-8220 or register on-line at https://www.sam.gov. To keep informed of changes: Check www.fbo.gov frequently.

This Request for Quote (RFQ) is issued in accordance with FAR 12 and in conjunction with Simplified Acquisition Procedures FAR 13. Evaluation of price and other factors will be performed in accordance with procedures outlined in FAR 13.106. A single award will be made to the lowest fair and reasonable priced quote and that meets the technical capability criteria provided in this RFQ.

Contractors may submit more than one quote; however, contractors are strongly encouraged to submit their best technical solutions and prices in response to this RFQ.

Once the government determines there is/are a contractor(s) that can provide a service that meet(s) the requirements of this RFQ, the government reserves the right to communicate with only those contractors quoting the best-suited service to address any remaining issues.

Before making award, the Contracting Officer will determine whether the proposed price is fair and reasonable in accordance with FAR 13.106-3.

(End of Provision)

(End of Additional Instructions to Offerors)