Inactive

Lexington VAMC is requesting a vendor to perform Triennial Maintenance, Inspection, and Testing of the Electrical Power Distribution System and Arc Flash, Coordination, and Short-Circuit Studies on al... Lexington VAMC is requesting a vendor to perform Triennial Maintenance, Inspection, and Testing of the Electrical Power Distribution System and Arc Flash, Coordination, and Short-Circuit Studies on all its components at the Lexington VA Health Care System Two Divisions: 1. Troy Bowling Campus, 1101 Veterans Drive, Lexington, KY 40502 2. Franklin R. Sousley Campus, 2250 Leestown Road, Lexington, KY 40511 The VA is contemplating a base contract, period of performance 08/15/2020-12/31/2020. 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 Representative 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) or danger label (red > 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 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. 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 Maintains 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: Full and proper protective equipment (PPE) is available and worn by the qualified electricians. Qualified electricians are provided with flame-retardant clothing for work at the proximity of energized electrical equipment. 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. Workers 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: 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 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 until reaching points where the incident energy drops below 1.2 cal/cm2. 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. 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) or danger label (red > 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. Services will begin on August 15, 2020-12/31/2020. The anticipated contract type will be a firm fixed price. The solicitation will be posted to FedBizOpp website on or about June 17, 2020. This date is subject to change. Site Visit coordination can be arranged by contacting the Contracting Officer Representative (COR), Herbert Sparks at (859) 233-4511 ext 5151 or email at Herbert.Sparks@va.gov. All contractors must be registered in the Vendor Information Page (VIP) and System for Award Management database (www.SAM.gov) when proposals are received and for the awardee at time of award to be eligible for award of a contract. All contractors must have an active Vendor Information Pages account (https://www.vip.vetbiz.gov/) reflecting they are currently registered as an SDVOSB. No further information will be provided prior to posting of the RFQ. The point of contact for this pre-solicitation notice is Michael Brown, Contract Specialist, at Michael.brown1305@va.gov.

Inactive Service-Disabled Veteran-Owned Small Business (SDVOSB) Set-Aside (FAR 19.14)

Lexington VAMC is requesting a vendor to perform Triennial Maintenance, Inspection, and Testing of the Electrical Power Distribution System and Arc Flash, Coordination, and Short-Circuit Studies on al... Lexington VAMC is requesting a vendor to perform Triennial Maintenance, Inspection, and Testing of the Electrical Power Distribution System and Arc Flash, Coordination, and Short-Circuit Studies on all its components at the Lexington VA Health Care System Two Divisions: 1. Troy Bowling Campus, 1101 Veterans Drive, Lexington, KY 40502 2. Franklin R. Sousley Campus, 2250 Leestown Road, Lexington, KY 40511 The VA is contemplating a base contract, period of performance 08/15/2020-12/31/2020. 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 Representative 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) or danger label (red > 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 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. 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 Maintains 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: Full and proper protective equipment (PPE) is available and worn by the qualified electricians. Qualified electricians are provided with flame-retardant clothing for work at the proximity of energized electrical equipment. 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. Workers 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: 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 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 until reaching points where the incident energy drops below 1.2 cal/cm2. 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. 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) or danger label (red > 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. Services will begin on August 15, 2020-12/31/2020. The anticipated contract type will be a firm fixed price. The solicitation will be posted to FedBizOpp website on or about June 17, 2020. This date is subject to change. Site Visit coordination can be arranged by contacting the Contracting Officer Representative (COR), Herbert Sparks at (859) 233-4511 ext 5151 or email at Herbert.Sparks@va.gov. All contractors must be registered in the Vendor Information Page (VIP) and System for Award Management database (www.SAM.gov) when proposals are received and for the awardee at time of award to be eligible for award of a contract. All contractors must have an active Vendor Information Pages account (https://www.vip.vetbiz.gov/) reflecting they are currently registered as an SDVOSB. No further information will be provided prior to posting of the RFQ. The point of contact for this pre-solicitation notice is Michael Brown, Contract Specialist, at Michael.brown1305@va.gov.