J--Electrical Power Distribution System Preventive Maintenance at the Buffalo VA Medical Center

A.3 STATEMENT OF WORK This firm fixed price purchase order, to include two option years is for annual electrical preventive maintenance and repair on the Electrical system equipment at the Veterans Affairs Western New York Healthcare System, 3495 Bailey Avenue, Buffalo, New York, 14215-1129, USA facility from 03/01/2017 through 02/28/2018. A.3.1 GENERAL A) The inspection, testing, adjustment and reporting shall comply with the requirements of the latest edition of: NFPA 70 "National Electric Code" NFPA 70B "Recommended Practice for Electrical Equipment Maintenance" NFPA 70E "Standard for Electrical Life Safety in the Workplace" NFPA 110 Standard for Emergency and Standby Power System Occupational Safety & Health Administration (OSHA) Standard 29 CFR 1910, Subparts I & S International Electrical Testing Association, Inc. (NETA) Maintenance and Testing Specifications VHA Directive [2006-056][1028] Electrical Power Distribution System Equipment operating/manufacture's instruction. These may be obtained from the VHA Medical Center, or the equipment manufacturers. 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. Contractor shall supply all services, tools, personal protective equipment (PPE), material and equipment required to comply with the references above. B) Contractors shall have technical training and demonstrable track records of working experience in maintenance, inspection, testing and repairing of the electrical power distribution systems and related components in healthcare, industrial, education, and commercial facilities for a minimum of five (5) consecutive 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 and other electrical appurtenances. C) All work shall be performed, using properly trained technicians. A copy of all licenses and certifications, including NFPA 70E, OSHA safety, and any other industry-specific training for each technician shall be submitted to and must be approved by the Contracting Officer (CO) before any work may be performed by that technician. At any time the Contracting Officer s Representative (COR) may deem any tool, technician, or method unacceptable based on this authority of inspection/acceptance of services. D) The Contractor shall provide a proposed schedule with their quote 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 Contracting Officer Representative (COR). Any requirements for adjusting the schedule (e.g. to minimize disruption to the VAMC) shall be incorporated by the Contractor. E) Contractors shall report deficiencies that are deemed critical or catastrophic immediately to the CO and the COR for immediate actions. F) 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. In the event that it becomes difficult for the Contractor to complete testing because of patient care related activities or security issues, the Contractor shall not be obligated to complete testing in the area of concern at the time of their scheduled visit. They will be obligated to complete their work at the time of the next scheduled visit to the facility. The final authority relative to this decision will be the COR. Unless fully absolved by the VA, Contractor shall responsible for completing all work. G) 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. H) 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. I) Upon award of purchase order, an electrical study for the facility shall be made available for Contractor use upon request. J) Performance shall be monitored by the COR by quarterly or as needed review. A.3.2 SCHEDULE Contractor shall provide a detailed schedule and advance notice before arriving on station to begin any work as described herein. This advance notice must permit the VA to notify personnel in the affected buildings of the impending work. In no instance will this advance notice be less than 72 hours. The contact person for all advance notices will be the facility Engineering Department at +1 (555) 000-0000. A) 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: New Year's Day Birthday of Martin Luther King, Jr. Washington's Birthday Memorial Day Independence Day Labor Day Columbus Day Veterans Day Thanksgiving Day Christmas Day B) 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 facility Engineering Department, 3495 Bailey Ave, Buffalo, New York 14215-11129, +1 (555) 000-0000. 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 Contractor shall provide a complete written report of the work performed to the VA Contracting Officer within seven (7) calendar days of visit. Four (4) hard copies as well as one (1) CD-ROM or DVD of the electronic version of the report in Microsoft Word Format to the Chief of Engineering Service. All reference materials shall be included in the electronic version of the report, either through scanning or other means of electronic text import methods. This report shall be typed, dated and signed. The report shall include the following: Company s name, addresses, telephone 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. Contractors shall report deficiencies that are deemed critical or catastrophic immediately to the CO and COR for immediate actions. Report shall include a list of all parts required to perform repairs listed. A.3.4 PREVENTATIVE MAINTENANCE Contractor shall inspect, test and adjust/lubricate the Electrical Systems per the following schedule. A.3.4.1 YEAR 1 The following work shall be performed while the Electrical Power Distribution System is energized. Appropriate safety precautions shall be taken before, during and after scanning the system. Infra-Red Scanning: A) 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 equipment manufacturers specifications. B) The following are general inspections and testing: 1) Transformers, Liquid-Filled. Analysis will include: Gas in Oil Analysis Water Content Acid Content Interfacial Tension Color Analysis Dielectric Strength Specific Gravity C) The following work shall be performed with the Electrical Power De-energized: 1) Inspection and Testing of Switchgear and Switchboard Assemblies of Building #18, Substations G and H including: a) 5,000 volt equipment including: I) (2) fused load interrupter switches II) (2) 1,000 Kva outdoor Pad-mount oil transformers b) 208 Volt draw-out circuit breakers including: I) (2) main breaker, 3,000 amp II) (1) tie breaker, 1,600 amp III) (4) active feeder breakers and (1) spare breaker IV) (lot) substation protective relays and meters 2) Inspection and Testing of Switchgear and Switchboard Assemblies of Building #11, Substations A and B including: a) 5,000 volt equipment including: I) (2) transfer switches II) (2) 1,500 Kva outdoor Pad-mount oil transformers b) 480 volt draw-out circuit breakers including: I) (2) main breaker, 2,400 amp II) (1) tie breaker 2,400 amp III) (7) active feeder breakers and (2) spare breakers IV) (lot) substation protective relays and meters 3) Inspection and Testing of Switchgear and Switchboard Assemblies of Building #11, Substations C and D including: a) 5,000 volt equipment including: I) (2) transfer switches II) (2) 1,000 Kva outdoor Pad-mount oil transformers b) 208 volt draw-out circuit breakers including: I) (2) main breaker, 3,000 amp II) (1) tie breaker 3,000 amp III) (3) active feeder breakers and (3) spare breakers IV) (lot) substation protective relays and meters 4) Inspection and Testing of Switchgear and Switchboard Assemblies of Building #6, Substations E and F including: a) 5,000 volt equipment including: I) (2) fused load interrupter switches II) (2) 500 Kva indoor dry-type oil transformers b) 480 volt circuit breakers including: I) (2) main breaker, 800 amp II) (1) tie breaker 600 amp III) (lot) substation protective relays and meters 5) Inspection and Testing of Switchgear and Switchboard Assemblies of Building #20, Research Building Substation including: a) 5,000 volt indoor switchgear including: I) (1) parallel feed line selector switch II) (1) fused load interrupter switch b) (1) 1,500 Kva indoor dry-type transformers c) 480 volt circuit breakers including: I) (1) draw-out main breaker, 3,000 amp II) (9) active feeder breakers and (7) spare breakers III) (lot) substation protective relays and meters A.3.4.2 YEAR 2 The following work shall be performed while the Electrical Power Distribution System is energized. Appropriate safety precautions shall be taken before, during and after scanning the system. Infra-Red Scanning: A) 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 equipment manufacturers specifications. B) The following are general inspections and testing: 1) Transformers, Liquid-Filled. Analysis will include: Gas in Oil Analysis Water Content Acid Content Interfacial Tension Color Analysis Dielectric Strength Specific Gravity C) The following work shall be performed with the Electrical Power De-energized: 1) Inspection and Testing of Switchgear and Switchboard Assemblies of 3rd floor, Building #20, Chiller Substation including: a) 5,000 volt indoor switchgear including: I) (1) parallel feed line selector switch II) (1) fused load interrupter switch III) (2) fused lead interrupter switches feeding chillers IV) (2) chiller starters b) (1) 1,500 Kva indoor dry-type transformers c) 480 volt circuit breakers including: I) (1) draw-out main breaker, 3,000 amp II) (9) active feeder breakers and (7) spare breakers III) (lot) substation protective relays and meters 2) Inspection and Testing Chiller Room S22, Chiller Substation including: a) 5,000 volt indoor switchgear including: b) (1) parallel feed line selector switch c) (3) fused load interrupter switches d) (1) chiller starter 3) Inspection and Testing of Substations UB-1 and UB-2 including: a) (2) dry-type transformers b) (2) low voltage fixed mount molded case circuit breakers 4) Inspection and Testing of Building 28, chiller Substation including: a) 5,000 volt indoor switchgear including: I) (1) parallel feed line selector switch II) (4) fused load interrupter switches III) (1) 1,000 Kva dry-type transformer 5) Inspection and Testing of Building 1, Substation USS-15, Room S-15 including: a) 5,000 volt indoor switchgear including: I) (1) lead interrupter switch II) (1) 500 Kva dry-type transformer b) 208 volt circuit breakers including: I) (1) main breaker, 1600 amp II) (12) feeder breakers A.3.4.3 YEAR 3 The following work shall be performed while the Electrical Power Distribution System is energized. Appropriate safety precautions shall be taken before, during and after scanning the system. Infra-Red Scanning: A) 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 equipment manufacturers specifications. B) The following are general inspections and testing: 1) Transformers, Liquid-Filled. Analysis will include: Gas in Oil Analysis Water Content Acid Content Interfacial Tension Color Analysis Dielectric Strength Specific Gravity C) The following work shall be performed with the Electrical Power De-energized: 1) Inspection and Testing of Building #9: a) 5,000 volt outdoor switchgear including: I) (15) draw-out vacuum circuit breakers including: i) (2) main breakers ii) (2) tie breakers iii) (9) feeder breakers and (2) spare breakers II) (lot) substation protective relays and meters 2) Inspection and Testing of Main Service Entrance Building #9A: a) 23,000 volt outdoor switchgear including: I) (3) incoming utility section II) (3) utility line isolation switches III) (3) main reclosers IV) (lot) surge arrestors V) (3) 3750 Kva outdoor substation transformers VI) (1) capacitor bank VII) (2) main breakers VIII) (3) feeder breakers and (1) spare breaker IX) (lot) substation protective relays and meters A.3.5 REPAIR SERVICES Contractor shall include 960 hours of work for two (2) qualified electricians (480 hours each person) to complete the deficiencies and defects identified in inspection report during each year of the contract. This effort is separate from the repairs listed in section A.3.4 above. The contractor shall be required to provide all travel and labor to perform repairs. The Department of Veterans Affairs shall provide all materials/parts to perform the repairs. The contractor shall provide a weekly progress report on repairs made, materials expended, and issues to be addressed by COR.