Sources Sought Notice – J– TEST AND CALIBRATE SWITCHGEAR ROME CBOC
Notice Type: Sources Sought Notice
Posted Date:
Office Address:
Subject: J-- TEST AND CALIBRATE SWITCHGEAR
Classification Code: J - Maintenance, repair & rebuilding of equipment
Solicitation Number: VA52815Q0180
Contact: Norschenia Payne-DobbsContract Specialist, Contract Employee 585.297.1000X72417 mailto:norschenia.payne-dobbs@va.gov
Setaside: N/AN/A
Place of Performance (address):
Place of Performance (zipcode): 13441
Place of Performance Country:
Description:
This Sources Sought Notice "VA528-15-Q-0180" replaces the previous SOURCES SOUGHT notice under VA528-15-Q-0172. This is a Sources Sought Notice only. This is not a request for formal proposals or quotes. No formal solicitation document exists at this time. This request for information (RFI) is for planning purposes only and shall not be considered as an invitation for bid, request for quotation, request for proposal, or as an obligation on the part of the Government to acquire any products or services. Your response to this notice will be treated as information only. No entitlement to payment of direct or indirect costs or charges by the Government will arise as a result of contractor submission of responses to this announcement or the Government use of such information. This request does not constitute a solicitation for proposals or the authority to enter into negotiations to award a contract. No funds have been authorized, appropriated, or received for this effort. Any information received from a contractor in response to this Sources Sought may be used in creating a solicitation. Any information received which is marked with a statement, such as "proprietary" or "confidential," intended to restrict distribution will not be distributed outside of the Government, except as required by law.
Purpose and Objectives:
The intent of this Sources Sought Notice is to identify potential offerors and to determine the proper set-aside category for a future solicitation to provide on-site maintenance, inspection, testing and/or calibration of the "ectrical Power Distribution System and all of its components." This is a "One-time (1)" service request."
The highest priority set-aside category with at least 3 responses (2 in the event of SDVOSB or VOSB) will be used in any forthcoming solicitation for this project.
In order to be considered eligible for award, the contractor must provide a list of key personnel, displaying each individual's education, as well as all applicable certifications and licensures. Interested parties must furnish supporting evidence in sufficient detail to demonstrate the ability to provide the requirements shown above including past performance experience on similar medical equipment. All repair technicians must be fully qualified and OEM certified to work on medical equipment. OEM certification or training records may be requested.
Place of Performance:
Roam, NY 13442
Response:
Responses to this Sources Sought Notice should be able to demonstrate the firm's ability, capability, and responsibility to deliver the service listed above. Responses should include the following information: Business name, address, DUNS number, business size and Socioeconomic Category (HUBZone, 8(a), Service Disabled Veteran-Owned Small Business, Veteran-Owned Small Business, Small Business, Large Business, etc.), and point of contact to include e-mail address and telephone number.
All offerors must be registered in the System for Award Management (www.sam.com), and Representations and Certifications must be completed prior to any future offer. Any offeror capable of providing this service shall notify the Contracting Officer by email within 7 calendar days from the date of the publication of this synopsis and no later than
The NAICS Code is 54138010,
QUESTIONS WILL NOT BE ENTERTAINED AS THIS IS SOURCES SOUGHT NOTICE ONLY
Determination by the Government not to compete this proposed contract action based on responses to this notice is solely within of the discretion Government
No solicitation document is available at this time; this notice is to acquire information only. Vendors interested in providing an offer will have to respond to a solicitation announcement that shall be published separately.
The proposed scope of work includes but is not limited to the following:
Introduction:
A. 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
B. This SOW describes the requirements for the Qualified Electrical Contract Professionals - known as "Contractors" in this document, hereafter. Contractors who are contracted by
C. This SOW describes the requirements to establish maintenance and testing reports.
2. Qualifications of Contractors:
A. Contractors shall be experienced Electrical Contractors, having properly trained and licensed permanent staff required to perform the proposed work.
B. Contractors shall be certified by the
C. 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.
D. 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
E. Contractors shall have ready access to the latest versions of the following references:
1)
2)
3)
4)
5) OSHA Standard 29 CFR 1910, Subparts I & S.
6)
7) Operating/Maintenance manuals, and specifications of the electrical equipment to be maintained and tested. These documents may be obtained from the
8) VHA Directive 1028, Electrical Power Distribution System (attached at end of this document)
E. 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
3. Summary of Work:
A. 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 COR; any requirements for adjusting the schedule shall be incorporated by the Contractor.
B. Contractors shall report deficiencies that are deemed critical or catastrophic immediately to the Contracting Officer and COR for immediate actions.
C. 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:
1. Switchboard Assemblies.
a. Cutler- Hammer PRL-C Swbd Designation "Norm Swbd Sec 1"
b. Cutler- Hammer PRL-C Swbd Designation "Norm Swbd Sec 2"
c. Kohler Paralleling Switchgear Designation "Emergency Switchboard". Paralleling switchgear shall be maintained and tested per
2. Transformers, Dry Type, Low-voltage (less than 500Kva).
Transformers must be cleaned exteriorly and inspected for overheating with infrared detection equipment. Qty 16
3. Metal-Enclosed Busways.
a. (1)-15' run of feeder
4. Circuit Breakers, Molded-Case. (the following circuit breakers only require to have the trip unit tested via secondary injection. Primary injection testing not required on this project.) Contractor to insure all breakers include proper settings per protective coordination study provided by VA.
a. (1) 2000A main Cutler-Hammer RD breaker w/ Digitrip RMS 310 LSIG,
b. (1) Sq D Powerpact M Frame generator breaker
c. (9) Sq D Powerpact P Frame breakers inside Kohler paralleling Switchgear w/ Micrologic 5.0 LSI trip units
5. Emergency Systems, Engine Generator. Perform annual maintenance on facility generator per manufacturer recommendations. Maintenance actions on generator shall include all annual items listed in Annex A
a. (1) Generator Model Kohler 450kW Model 500RE0ZVB, Ser # 2261181, Spec GM365226-GA5
6. Emergency Systems, Automatic Transfer Switches. Perform an annual major maintenance program as recommended by the manufacturer and by
a. (4)
7. Direct-Current Systems , Batteries Lead Acid
a. Stand by batteries for emergency switchgear
D. Attachments. Government Furnished.
1. One-line and other informational drawings of the Electrical Power Distribution System. These drawings are not certified as-built drawings.
2. Electrical Power System study information relevant to the scope of this effort, such as coordination study data, short-circuit analysis, arc-flash hazard analysis and available protective device setting information.
E.
1. 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. Besides the equipment listed in section C, all panel boards located in rooms 131 and 134 shall be scanned as well as the distribution equipment located in service garage.
2. 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. Contractor shall advise the facility in advance where and if panel covers need to be removed. Transfer switches, emergency paralleling switchgear and emergency generator breaker must be scanned during a regularly scheduled monthly generator test. Generator tests are conducted at
F. System Function Tests (Breaker exercising).
All molded case circuit breakers (approximately qty 65) in panels Norm Swbd Sec 2, ECR1, ELS1, EEQ1, EEQ2, EPDP, NL01, and SL02 located in rooms 131, 134 and 134A shall be tested to determine if contacts open and reclose when breaker is manually tripped and restored.
G. Test Conditions.
1. All testing and maintenance shall occur after
2. Transfer switch and paralleling gear infra-red scanning must occur during a regularly scheduled generator test- see E.2 above.
3. 4 Hr test (see H below) can occur either after
H. 4-Hour Power Outage Test
The Contractor shall be present for and will participate in the 4-hour test of the Essential Electrical System (EES). This test shall fulfill the requirements of VHA Directive, Electrical Power Distribution System,
I. Additional Tasks
1. Contractor shall provide and connect a portable load bank and conduct a load bank test of generator. The load bank test shall be conducted per
2. Contractor shall provide and install a motor operator and bell alarm accessories on the 2000A main circuit breaker Cutler- Hammer type RD installed in PRL-C Switchboard -General Order # SAY0191120 located in room 134. Motor operator must be a UL recognized component for installation on Cutler- Hammer RD breakers. The activation of the motor operator shall be via a contractor supplied control station mounted in room 131. Exact location to be determined by COR. Contractor shall supply and wire a trip indicating 30mm push to test pilot light (Red) on the cover of the switchboard. Contractor shall test motor operator and train owner on operation during the time in which utility power is disconnected. See H above.
3. Contractor shall provide and install a loss of phase relay, and shunt trip accessory to the main 2000A Cutler- Hammer type RD circuit breaker located in room 134. Upon a loss of any phase on incoming line, relay shall trip the main circuit breaker. Shunt trip must be a UL recognized component suitable for use in Cutler-Hammer type RD breakers. Upon a loss of phase, a remote red pilot light station supplied, installed and wired in room 127 by contractor shall illuminate. Exact location of station to be determined by COR.
4. Contractor shall supply code compliant arc flash stickers, an updated arc flash study and updated electronic SKM files based on red lined changes to the power system study one line attached. The VA has a hard copy only of this study and can be supplied by request. Study was created by
4. Summary of Work:
A. A complete written report of the work performed shall be provided to the VA within 14 days of completion. Information shown in the report shall be as following:
1) Company's name, addresses, telephone, & FAX numbers.
2) Name and signature of contractors who perform the maintenance and testing.
3) VA Work Contract Number, name and number of VA Contracting Officer.
4) Date and Time of work.
5) Copies of contractors' valid licenses, professional and training certificates.
6) Descriptions and model number of specialized tools and equipment used, such as torque wrench or infra-red scanning camera.
7) Location, Type, Name, and nameplate information of electrical equipment to be maintained and tested.
8) Descriptions of work items.
9) Test data.
10) Reference materials such as equipment manufacturer's specifications, coordination study, etc.
11) Remarks on conditions of electrical equipment. List all deficiencies, if any.
12) Recommended corrective actions, if any.
B. Submit four (2) hard copies of the complete written report, and two (2) CD-ROM or DVD of the electronic version of the report in Microsoft Word or PDF format to the COR within fourteen (14) calendar days of test completion. All reference materials shall be included in the electronic version of the report, either through scanning or other means of electronic text import methods. Submit (1) electronic copy of new arc flash study which includes both the narrative and all SKM files to the COR.
ELECTRICAL POWER DISTRIBUTION SYSTEMS
1. REASON FOR ISSUE: This
2. SUMMARY OF MAJOR CHANGES References and responsibilities have been updated.
3. RELATED ISSUES: VHA Handbook 7701.01.
4. RESPONSIBLE OFFICE: The
5. RESCISSIONS: VHA Directive 2006-056, Electrical Power Distribution System, dated
6. RECERTIFICATION: This VHA Directive is scheduled for recertification on or before the last working day of
Interim Under Secretary for Health
DISTRIBUTION: Emailed to the VHA Publications Distribution List 07/28/2014.
ELECTRICAL POWER DISTRIBUTION SYSTEMS
1. PURPOSE: This
2. BACKGROUND:
a.
b.
c. Occupational Safety and Health Requirements (OSHA) Part 1910 Subpart J, The control of hazardous energy (lockout/tagout) (1910.147); Occupational Safety and Health Requirements Part 1910 Subpart S , Electrical (1910.301-1910.399); and Safety and Health Regulations for Construction Part 1926 Subpart K, Electrical (1926.400-1926.449) apply.
d. Working on energized electrical equipment is inherently dangerous to patients, staff, visitors, and VHA property. Such actions, if unplanned or poorly executed, can result in disruption of operations, injuries, loss of life and/or loss of property.
3. POLICY: It is VHA policy that the Electrical Power Distribution System must operate in a safe, reliable, and efficient manner, recognizing its importance and potential danger; and in compliance with
4. RESPONSIBILITIES:
a. Veterans Integrated Service Network Director. The Veteran Integrated Service Network (VISN) Director is responsible for ensuring that:
(1) The installation, operation, testing, and maintenance of Electrical Power Distribution Systems meet or exceed
(2) That all work on this system complies with
(3) Appropriate resources are provided to each medical facility in order to ensure compliance. To ensure each subordinate VA medical facility is in compliance with this Directive, the VISN Director must:
(a) Delegate review and interpretation of electrical power system documentation, including
tracking of status reports regarding the installation, operation, testing, and maintenance of Electrical Power Distribution Systems within the Network to a qualified member of the VISN staff.
(b) Conduct a status verification survey annually on or before
b. Medical Facility Director.
(1) The medical facility Director is accountable to the VISN Director for ensuring that the installation, operation, testing, and maintenance of Electrical Power Distribution Systems meets or exceeds
(2) The medical facility Director is responsible for ensuring:
(a) Appropriate resources (funds, equipment and qualified personnel) are allocated in order to achieve compliance;
(b) Only qualified senior staff at the facility and/or qualified electrical contract professionals are authorized to execute any design, installation, operation, testing, and maintenance of the Electrical Power Distribution System in accordance with
(c) Appropriate actions are taken to correct deficiencies found in the Electrical Power Distribution System;
(d) All electrical work is executed with all proximate energized circuits de-energized. The Process of Achieving an Electrically Safe Work Condition as prescribed in
(e) If work on energized electrical system components cannot be avoided, a management system is developed and implemented so that work on energized equipment does not take place without the medical facility Director's prior knowledge and approval; and
(f) Written procedures are established to prepare the medical center for a planned electrical outage. The procedures must take into account the worst case of risk to patients, staff, visitors, and VHA property. When a planned electrical outage cannot be accomplished, the following requirements are mandatory for working on energized circuit:
1. Full and proper personal protective equipment (PPE) is available and worn by the qualified persons performing the work. PPE shall include, but not be limited to, appropriate clothing, eye protection, face protection, hearing protection, gloves, certified and tested insulating material to cover exposed energized electrical components, and certified and tested insulated tools. NOTE: Refer to the
2. Qualified persons (e.g. electricians) are provided with the appropriate PPE, including arc-rated (AR) clothing. The appropriate PPE is to be determined in accordance with requirements of
3. Before initiating work, a specific work plan is developed and a peer review of the plan documented.
a. 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.
b. Energized work is only to be accomplished by Qualified Persons as defined in
c. An Energized Electrical Work Permit must be obtained from the appropriate Office (typically within Engineering or Safety service). The Energized Electrical Work Permit shall include Elements of Work Permit identified in
d. Any energized electrical work plan must have the prior knowledge and approval of the medical facility Director. However, the Chief of Engineering Service may approve energized electrical work plan for Branch Circuits (i.e., those circuits and components thereof from the final overcurrent protecting devices to the outlets) that do not serve the critical patient care areas, such as Surgery Rooms, Critical Care, Intensive Care, Dialysis Units, Isolation Rooms,
(3) A Utility Systems Management Plan is developed which meets, or exceeds
(4) Arc flash and shock hazards are analyzed, to include the following:
(a) A shock hazard analysis must be performed to determine the voltage(s) to which personnel will be exposed, boundary requirements, and the PPE necessary to minimize the possibility of electrical shock to personnel.
(b) An arc flash hazard analysis determines the arc flash protection boundary and the PPE required for employee protection with within the arc flash protection boundary.
(c) The shock hazard and arc flash hazard analyses, along with any subsequent system labeling or output reports, must comply with the requirements outlined in
(5) The Electrical Power Distribution System is supplied by a source of power from the
(6) Where there are two sources of power supplies (Primary and Redundant Feeds) coming from the UPC, a test is coordinated with the UPC to maintain the tie-circuit breaker, or transfer switch for such system every 36-months.
(7) Where required by
(a) EES must consist of an alternate source of power, all connected electrical power distribution systems, and ancillary equipment
(b) The EES must have a minimum of two independent sources of power: a normal source generally supplying electrical power to the entire Electrical Power Distribution System, and one or more alternate sources for use when the normal source of power is interrupted. The alternate source must be one or more emergency generator(s) located on the facility property. NOTE: When the alternate source requirements are sufficiently small, a stored energy (battery) supplied source may be considered.
(8) The EES, including all related components, such as Automatic Transfer Switches and emergency generators, must be inspected weekly.
(9) The EES, including all related components, is exercised under load at least monthly, for a minimum of 30 minutes, in accordance with the requirements of
(10) All risks to the patients, staff, visitors, and VHA property is mitigated with proper planning prior to any test of the EES and with safe execution during the test period. Individual medical facilities with a significant rate of key staff turnover, absence of key staff during the most recent test, significant incidents during the most recent test, significant modifications to the Electrical Power Distribution System, significant modifications or seasonal variation to the electrical loads, may consider more frequent testing of the EES.
(11) A test of the EES that lasts for 4 hours continuously should be planned and executed every 36 months, in accordance with the requirements of
(a)This test must meet two objectives:
1. EES Response a thorough test of the EES initiated by a loss of utility normal power.
2. Facility Staff Response a thorough test of the medical center staff's ability to operate while restricted only to the EES.
(b) This test requires coordination with the local UPC. The main electrical switch, owned by the local UPC that serves the medical facility, must be opened to simulate a total electrical power outage. This switch is to remain opened for a minimum of 4 hours continuously. During this time, the facility's staff must test, inspect, and record the operation of the EES, including all related components.
(c) Deficiencies found in the EES must be recorded promptly, and corrected in a timely manner.
(d) This test may be incorporated into the facility-wide disaster drills required by
(e) Testing, maintenance, and exercising of the EES, including all related components, must be executed to meet the requirements of
(12) Transformers, including all related components, are inspected, tested, and maintained every 36 months. The following is a minimum list of items to be inspected, tested, and maintained: (a) Transformers of 500 Kilovolt-Amps (kVA) or larger must be cleaned exteriorly, inspected for signs of overheating with infra-red thermal detecting equipment, and inspected for any damage to the housing, connection points, or insulation.
(b) Liquid cooled transformers must have the cooling liquid tested and replaced, when tests indicate that the liquid no longer meets manufacturer's specification. The liquid must be re-filled to meet the manufacturer's specification.
(c) Dry type transformers must be thoroughly cleaned exteriorly, and inspected for overheating with infra-red thermal detecting equipment.
(13) Electrical equipment (including, but not limited to switchgears, switchboards, distribution panels, motor control centers, and all related components) is inspected, tested, maintained, and/or calibrated every 36 months, and all work must be documented. NOTE:
(a) Use lint-free rags to clean conductors, contact points between the circuit breakers and main buss bars, buss bars and interior of the electrical equipment. Use a vacuum cleaner to remove large debris; compressed air is not to be used for this purpose. Visually inspect for signs of overheating, misaligned contacts, damaged insulation, or lose lugs. (b) Lubricate all moving parts with manufacturer's approved lubricants.
(c)Test and exercise circuit breakers located in switchgears, switchboard, and distribution panels to ensure operation under overload, and short circuit conditions. NOTE: The following maintenance requirements, although not mandatory, are strongly encouraged: All molded case circuit breakers (frames size 225 amps or less) should be tested annually to determine if contacts open and reclose when breaker is manually tripped and restored. All panels are to be tested including emergency panels. If no failures are encountered and the test is fully documented, the interval between molded case breaker testing may be extended in 6-month increments, up to but not to exceed 36 months between successive tests.
(d) Test ground fault protection devices for proper function if they are installed in the Electrical Power Distribution System.
(e) Inspect and tighten ground connections. Test ground resistance for the entire facility grounding system.
(f) Identify the hot spots in the electrical equipment by using infra-red thermal detecting equipment. Tighten problem connections to meet equipment manufacturers' specification using a torque wrench or other approved devices.
(g) Calibrate and maintain adjustable protective relays.
(h) Test all control systems equipment for proper operation after maintenance is performed and before placing them back in normal service.
(i) To ensure access is limited to qualified persons, electrical equipment is to be secured. For example, electrical panels located in corridors or other public areas are to be locked or otherwise secured.
NOTE: Subparagraphs 4b (13) (c) through (h) are typically done by qualified electrical contract professionals who specialize in electrical testing. For the Statement of Work, go to the web site at: http://vaww.ceosh.med.va.gov/sow_ElectPowDistSysTesting.Doc. This is an internal Web site and is not available to the public.
(14) All work related to the inspection, testing, maintenance, and calibration is documented, and filed appropriately with copies going to the respective VISN upon completion.
(a) As a minimum, a report of status indicating VA medical facilities are in compliance with the required maintenance and testing of the Electrical Power Distribution System (outlined in preceding subparagraph. 4b(1) thru b(16)) is submitted annually on or before the first day of May. This report must utilize the survey tool found on the CEOSH Website at: http://vaww.ceosh.med.va.gov/OnlineSurveys/Scripts/ezs.exe DATABASE=ElectDirComp&_A
CTION=START NOTE: This is an internal Web site and is not available to the public.
(b) Compliance is assessed annually by each VA medical facility completing the web-based survey referenced in 4b(14)(a) no later than
5. REFERENCES:
a.
b.
c.
d.
e.
f.
g. The Joint Commission Accreditation Manual for Hospitals, Latest Edition.
h.
hazardous energy (lockout/tagout) (1910.147).
i.
j.
k. Statement of Work : Maintenance and Testing of the Electrical Power Distribution System. Contracting Tools on the CEOSH Website at:
http://vaww.ceosh.med.va.gov/01HE/Pages/ST_electrical_distribution.shtml#Contracting. NOTE: This is an internal web site and is not available to the public.
l. CEOSH. The General Safety Guidebook, Latest Edition at:
http://vaww.ceosh.med.va.gov/01HP/pages/guidebooks.shtml. NOTE: This is an internal Web- site and is not available to the public.
m. Institute of Electrical and Electronics Engineers (IEEE)
Link/URL: https://www.fbo.gov/spg/VA/VAWNYHCS528/VAWNYHCS528/VA52815Q0180/listing.html
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