J061--Tri-annual Testing

THIS SOURCES SOUGHT/REQUEST FOR INFORMATION IS ISSUED FOR INFORMATON AND PLANNING PURPOSES ONLY AND IS NOT CONSIDERED A SOLICITATION. The purpose of this source sought/RFI is to gain knowledge of businesses that are capable of satisfying the following work requirements: DEPARTMENT OF VETERANS AFFAIRS TOGUS VA MEDICAL CENTER 1 VA Center, Augusta, ME 04330 Statement of Work Maintenance, Inspection, and Testing of the Electrical Power Distribution System Executive Summary The VA Maine Medical Center requires tri-annual electrical testing of numerous electrical items throughout campus. These include, but are not limited to, electrical panels, transformers, fused/non-fused switches, Generators and Automatic Transfer Switches. The contractor is responsible for verifying total quantities and completeness. This testing will be in accordance with International Electrical Testing Association, Inc. (NETA) Maintenance and Testing Specifications. Adherence to all applicable codes, such as the latest version of the NEC, is expected. Because of the function of the Hospital, Clinics and many of the buildings operations, much of the work will need to be done after hours, at night and/ or on weekends. Also, coordination of the power outages associated with this testing will require 4-week notice to the VA COR responsible for managing this project. Basis for this work is given in VHA Directive 1028, Electrical Power Distribution System, dated Feb. 24, 2020. Introduction: This Statement of Work (SOW) describes the requirements for the maintenance, inspection, testing, and/or calibration of the Electrical Power Distribution System and all of its components at the Togus VA Medical Center. 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 of its components shall meet all requirements stated in Section 3 of this SOW. This SOW describes the requirements to establish maintenance and testing reports. Throughout this SOW the COR shall mean the Contracting Officer s Representative. The COR and VA COR are used interchangeable and are the same person. This SOW shall satisfy the requirements of the current version of VHA Directive 1028, Electrical Power Distribution Systems; specifically meeting the requirements of subparagraph 4b(11)(e), 4b(12), and all subsections, and 4b(13) and all subsections. Testing, maintenance, and exercising of the EES, including all related components, must be executed to meet the requirements of NFPA 99 and NFPA 110, whichever is more stringent. Content of Contractor Proposal. The following shall be provided by the contractor in their proposal: Name and contact information (Address, Phone Number and E-Mail Address) of Contract Manager. Name and contact information (Local Address, Phone Number and E-Mail Address) of On-Site Supervising Field Service Engineer. Name and Certifications of the Site Safety and Health Officer and Competent Person. Qualifications, Certifications and Past Experience of On-Site Supervising Field Service Engineer. (Evaluation Criteria) Certifications of On-Site Technicians and their current level of skill; i.e., Master Electrician, Journeyman, Apprentice, etc. (Evaluation Criteria) Quality Control Plan to Include Safety Procedures (Evaluation Criteria) Proposed Schedule (Evaluation Criteria) Three examples of work completed in the past 5 years showing Contractor s experience in completing similar work as requested in this SOW. (Evaluation Criteria) Proposal Cost (Evaluation Criteria). It is the responsibility of the contractor to conduct a site visit to ensure the all labor, equipment, materials and overhead is included for all electrical components required to be tested and maintained. Contractors not conducting a site visit to validate and verify the level of work shall not be permitted an increase in cost due to unforeseen site conditions or unconfirmed level of effort to complete this contract. Sample Test Sheets for specific pieces of equipment and cable to be used for documenting completed tests for each type of component to be tested. 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. 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, 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. On site field technicians assigned to the project must be certified by NICET, NETA, or have equivalent qualification certification. Contractors shall have safety training 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 award of the service contract. All on-site field technicians and supervisors shall submit certification documentation to the Contracting Officer with their proposal, indicating compliance with all qualifications described here-in. Additional staff hired after award of contract shall submit certification documentation 14 calendar days prior to being permitted on site. 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 Facility Electrical Power Systems 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. The Contractor shall supply their own portable generators, lights, dewatering equipment, etc., as needed to accomplish work during power shutdowns. The VA will not furnish materials, labor, or equipment for the contractor s use. The contractor shall provide sample test sheets used to document testing of each component type with their proposal. The term type is defined as equipment identified in ANSI/NETA MTS-2019, Standards for Maintenance Testing Specifications, Chapter 7. INSPECTIONS AND TEST PROCEDURES. 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 Facilities Management; 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 COR for immediate actions. Contractor shall provide a rough cost estimate for correcting the deficiencies deemed critical or catastrophic. 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 inspected, tested and maintained: Switchgear and Switchboard Assemblies. Transformers, Dry Type, Air-Cooled, Low-voltage, Small. Transformers, Liquid-Filled. Switches, Air, Low-Voltage. Switches, Air, Medium-Voltage, Metal-Enclosed. Circuit Breakers, Air, Insulated-Case/ Molded-Case. Circuit Breakers, Air, Medium-Voltage. Circuit Breakers, Vacuum, Medium-Voltage. Protective Relays, Mechanical, and Solid State. Protective Relays, Microprocessor Based. Grounding Systems. Ground-fault Protection Systems. Emergency Systems, Engine Generators. Emergency Systems, Automatic Transfer Switches. VA owned tie-circuit breaker between utility service feeds Attachments. Government Furnished. One-line and other informational drawings of the Electrical Power Distribution System. These drawings are not certified as-built drawings. Arc-flash hazard analysis and available protective device setting information including SKM files. Infra-Red Scanning/Thermographic Survey shall be performed on electrical equipment: 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. An infra-red photograph along with a written report of each piece of equipment shall be provided upon completion of this task. For equipment showing no problems, a digital photo is sufficient; no written report required. Note that since 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. System Function Tests. Provide function test for all equipment listed in this Scope of Work. Test Conditions. Tests will be conducted on a scheduled basis with the Facilities Management staff on site. Testing will require off-hours and weekend work in some locations due to the clinical nature of the areas and the requirement to maintain functionality at all times. Testing will be coordinated and planned with the involvement of on-site facilities management staff. Approval must be received on the plan prior to the contractor performing work. All work to be coordinated well in advance, at least 2 weeks, to provide adequate time for coordination. A schedule must be provided by the contractor after award is received. The contract work will require approximately 75% to be completed during off-hours and weekends between 9pm and 7am and weekends, excluding Federal Holidays. There may be areas that can be scheduled at times outside of this window upon approval. Quality Control of Contractor and Sub-Contractor Employees. The Contractor shall provide a quality control plan for the work completed under this contract. At a minimum, the Contractor shall: Photograph each component tested inspected and maintained prior to any work completed; upon completion of work on that specific component, a second photograph will be taken verifying the original position of any switch is the final position; the final photograph shall include a sticker indicating the date that the component was tested and/or maintained. The photographs shall include date and time stamps. Randomly test (5%) of components that were removed for testing to ensure correct phasing upon re-insertion. Randomly test (10%) of the components that were removed for testing to ensure proper reconnection of conductors/cables. Provide digital files showing the results of any quality control testing/documentation. 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. No work shall be permitted on energized circuits without the expressed written permission of the Medical Center Director. Contractor shall not perform any service that will result in additional charges without prior approval from the Contracting Officer. Summary of Work: A. A complete digital test and maintenance report of the work performed shall be provided to the VA within 7 days of completion of the testing and maintenance at each campus. Information shown in the reports shall be as following: Equipment Report Sheets shall be specific to the piece of equipment and indicate Inspection and Test Procedures used and the results of the Visual, Mechanical, and Electrical Inspections and Test in accordance with NETA-MTS 2019. Optional tests performed shall be documented. Test Values shall be presented on the sheet. The sheet shall include a rating of good, fair, or poor based on NETA-MTS 2019 criteria and tables. Company s name, addresses, telephone, and 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. Provide, for the Contractor personnel each subcontractor s personnel, certified payrolls showing specific time worked, normal hours worked, overtime hours worked, job classification and wages and benefits. For each individual conducting testing and maintenance of equipment, provide 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. Location shall include a) Station Name b) Building, c) Room Number or Corridor Designation and d) Equipment Name if Electrical Component has more than one item tested. Descriptions of work items. Test data and results. Provided in a format approved by The Joint Commission. Each electrical component tested shall have a digital photograph taken prior to removal for testing and a digital photo upon completion of testing. The photo taken after testing shall clearly show a label indicating successful completion of testing and maintenance. Reference materials such as equipment manufacturer s specifications, coordination study, etc. used in the testing and maintenance. Remarks on conditions of electrical equipment. List all deficiencies, if any. Recommended corrective actions along with projected costs, if any. A complete digital infra-red report of each piece of equipment shall be provided to the VA within 14 days of completion of the infra-red testing at each campus. Information shown in the reports 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. Provide, for the Contractor personnel each subcontractor s personnel, certified payrolls showing specific time worked, normal hours worked, overtime hours worked, job classification and wages and benefits. For each individual conducting testing and maintenance of equipment, provide 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 and results. Provided in a format approved by The Joint Commission. Each electrical component tested shall include a digital infra-red photograph. Electrical components showing deficiencies shall have a second digital infra-red photograph taken showing corrected deficiency. Upon acceptance of the digital reports, submit three (3) hard copies of the complete reports to VA COR within fourteen (14) calendar days of digital report acceptance. Hard copies of worksheets or raw data collected during the testing and maintenance shall be provided after each workday and prior to the start of the next workday. Information shall at a minimum include the following: Required Testing Form 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. Location, Type, Name, and nameplate information of electrical equipment to be maintained and tested. Location shall include a) Station Name b) Building, c) Room Number or Corridor Designation and d) Equipment Name if Electrical Component has more than one item tested. Any deficiencies identified. Scheduling and Power Outages This contract is for the testing and maintenance of a critical electrical distribution system and will require 28 working days for completion. The Contractor shall, within 14 calendar days after award, prepare and submit to the VA COR for acceptance a basic schedule showing the order in which the Contractor proposes to perform work, and proposed dates on which the Contractor contemplates, starting and completing work. The following are the basic elements of the schedule (the Contractor is not precluded from starting verification and validation and the Infra-Red Surveys prior to the schedule submission): Kick-off Meeting Verification and Validation of Electrical Components to be tested, inspected and maintained Infra-Red Survey Testing, Inspection and Maintenance of Electrical Components Draft Report Submissions Final Report Submissions Upon Verification and Validation of the electrical components, the Contractor shall provide a proposed Detailed Outage schedule. Allow for 3 calendar days for scheduling of each outage after approval of detailed outage schedule. Due to the critical nature of the electrical distribution system, the VA may restrict the size and length of each outage. The Detailed Outage Schedule shall include the following: Location for Locking Out Electrical Components for Each Outage Electrical Components to be Tested, Inspected and Maintained for Each Outage Length of Time of the Each Outage Proposed Date of Each Outage Number of Contractor Employees on-site for Each Outage Limitations on Each Outage: Outages shall be completed during other than normal working hours, which are 7:00AM to 5:00PM, unless specifically approved by the COR. Outages may be limited to night and weekend hours. Outages shall not last longer than 4 hours in a 24 hour period without the specific approval of the COR. Miscellaneous Requirements The COR shall be contacted as to providing a working space for testing electrical components and an area for storage of materials. Storage space within the Medical Center is not available. Therefore, material storage space shall be the responsibility of the Contractor and should be mobile in nature (CONEX, trailer, etc.). Final location of mobile storage to be as directed by the COR. Contractor parking will be in the south end of LOT #15, or additional/alternate spaces as coordinated with the COR. VA shall provide space for testing equipment and electrical power to run the Contractor testing equipment. The location for the equipment shall be designated by the COR and the location will not be moved without approval of the COR. Submit the power requirements for Contractor testing equipment in the Contractor Proposal. Connection to the power source for Contractor equipment is the responsibility of the Contractor to include protective devices, cables, etc. The VA electrical staff will de-energize any lines for Contractor to connect to. The contractor shall supply all labor, materials, supplies, equipment, vehicles, portable generators, lights, etc. necessary to accomplish work during power shutdowns. The VA will not furnish materials or equipment for the Contractor s use. Contractor shall be responsible for the labor, materials, equipment, tools, etc., to remove covers, lids, bars, plates, or other removable impediments to electrical components for access to the equipment to be testing, inspected and/or maintained. The VA will not provide labor for any work except for de-energizing and energizing electrical components and providing access to secure areas. Review of electrical distribution system prior to bidding is the responsibility of the Contractor. Documents/information provided in this solicitation is not sufficient to complete an accurate cost estimate/proposal. Failure to conduct a site visit will not be a reason for a Request for Equitable Adjustment after award of the contract. VA Owned Transformers and Oil Filled Switches The contractor shall provide onsite; labor, material, tools, test equipment and supervision necessary to accomplish Testing on VA-Owned Transformers and Oil filled switches. All services for this contract must meet manufacturer's performance and technical specifications, Federal Regulations, and other specifications that may apply such as National Electric Code (NEC), Life Safety Code (LSC), Joint Commission on Accreditation of Healthcare Organizations (JCAHO), and VA Regulations. parking will be coordinated with the COR. Testing shall include but is not limited to the following features: Visual Inspection & Field Service History to include all fluid levels, temperature readings, pressure/vacuum, paint condition, leaks and history of maintenance services. Liquid Screen Test Data to include neutralization number, IFT, dielectric breakdown strength, color, specific gravity, and visual examination data. These tests are to evaluate the progress of oxidation, indicate needs for maintenance and identify contamination. Inhibitor Content The most cost effective point at which to perform oil maintenance is when the oxidation inhibitor has become depleted, but other oil quality results are still acceptable. Liquid Power Factor Contamination from outside materials, moisture, and oil oxidation all raise the liquid power factor. The type of problem will be determined and evaluated using the liquid power factor analysis run at both 25 degrees Celsius and 100 degrees Celsius. Karl Fischer Moisture Determination Moisture corrodes metal components, weakens the solid insulation, and promotes oxidation and increases the rate of aging for the equipment. At high levels, it lowers the insulating capabilities of the oil and solid insulation and can lead to flashover. Moisture analysis is required to monitor the progress of this damaging contaminant. Furan Analysis This is a method for determining the condition of the solid insulation by drawing and analyzing a sample of the insulating liquid. The profile of furans indicates whether an active fault condition is breaking down the paper and gives a reliable estimate concerning the extent to which the solid insulation has aged. Dissolved Gas Analysis Concentrations of nine gases dissolved in the insulating liquid are determined. The profile of gases is interpreted. An abnormal gas profile indicates an incipient transformer fault oil or paper overheating, hot spot overheating, or an electrical discharge. PCB Content the PCB Content will be determined using packed column gas chromatography Documentation. General Contract Requirements General Information. Visits to the site by Bidders may be made only by appointment with the VA COR upon the posting of the solicitation. The Medical Center s normal working hours are from 7:00AM to 5:00 PM. Monday through Friday. The contractor services shall be performed at various times including evenings, nights and weekends as necessary to facilitate power shutdowns. Federal Holidays are as follows and include any other days specifically declared by the President of the United States to be a national holiday: New Year s Day Martin Luther King s Birthday President s Day Memorial Day Juneteenth Independence Day Labor Day Columbus Day Veterans Day Thanksgiving Christmas Service Contract Act of 1965: All service employees who will be employed in the performance of the contract awarded as a result of this solicitation shall be paid no less than the wages shown on the Wage Determination which is incorporated and made a part of this solicitation and resulting contract. Security Requirements Definitions Access means routine, unescorted physical entry into, and to the extent authorized, mobility within a Government facility. Also, it means the ability to obtain, view, read, modify, delete, and/or otherwise make use of information technology. Contractor employee means an employee of the prime contractor or of any subcontractor, affiliate, partner, joint venture, or team members with which the contractor is associated. It also includes consultants engaged by any of those entities. Facility and Government facility mean buildings, including areas within buildings, owned, leased, shared, occupied, or otherwise controlled by the federal government. Information technology means any equipment or interconnected system or subsystem of equipment, including telecommunications equipment that is used in the automatic acquisition, storage, manipulation, management, movement, control, display, switching, interchange, transmission, or reception of data or information. This includes both major systems/applications and general support systems as defined by OMB Circular A-130, owned by VA or owned and operated on VA s behalf by another party. Sensitive Information means documents showing the location, capability, and/or capacities of the electrical distribution system s electrical components. The VA reserves the right to close down or shut down the project site and order Prime contractor s employees off the premises in the event of a national emergency. The Prime contractor may return to the site only with the written approval of the Contracting Officer. All employees of the 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. Access to VA Facilities or Systems General. The performance of this contract requires contractor employees to have routine, unescorted access to VA facilities. All such employees who do not already possess a current Security Badge or PIV Card acceptable to VA shall be required to provide personal information, undergo an FBI National Criminal History Fingerprint Check, and obtain a Security Badge prior to being permitted access to any such facility in performance of this contract. No contractor employee will be permitted routine, unescorted access to a VA facility without a proper Security Badge. Citizenship-related Requirements. If required by the contract, each affected contractor employee as described in paragraph i. shall be a United States (U.S.) citizen or an alien lawfully admitted into the United States for permanent residence as evidenced by an Alien Registration Receipt Card Form I 151. Background Check. After completion of the fingerprint check, the Contracting Officer will notify the contractor in writing if any Contractor employee is determined to be unsuitable to be given access to a government facility or VA system. If so notified, the contractor shall not allow such employees to perform work on this contract. Security Badge Issuance. The VA will issue a Security Badge to each Contractor employee who is to be given routine, unescorted access to VA facilities or access to VA systems and does not already possess a Security Badge or PIV Card. VA will not issue a Security Badge until the contractor employee has successfully cleared the FBI National Criminal History Fingerprint Check. The Security Badge shall identify individuals as Contractor employees. Contractor employees shall display their Security Badge on their persons at all times while working in a VA facility and shall present their cards for inspection upon request by VA officials or VA security personnel. The normal process for obtaining a Security Badge takes at least 1 week to include 3 days to complete the fingerprint background check and 2 days to create the Security Badge; Contractor should plan for this time in their proposal. Additionally, Personal Identification is required to obtain a Security Badge; two pieces of identification are required, both must be issued by a Government entity and one shall have a photograph of the individual applying for a Security Badge. Security Badge Responsibility. The contractor shall be responsible for all Security Badges issued to the Contractor s employees and/or subcontractor employees and shall immediately notify the COR if any Security Badges are lost or cannot be accounted for. The Contractor shall notify the Contracting Officer immediately whenever any contractor employee no longer has a need for his/her VA-issued Security Badge (e.g., employee terminates employment with the contractor, employee s duties no longer require access to VA facilities). Security Badge Return. Upon expiration of this contract or when Contractor employee no longer requires a Security Badge, the Contractor will collect the VA-issued Security Badge(s) and return them to the COR. The Contractor shall not return Security Ba...