Facility Electrical Maintenance, Inspections, and Testing

1. This is a combined synopsis/solicitation for commercial services/items prepared in accordance with the format in FAR Subpart 12.6 in conjunction with FAR Part 13, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested and a separate written solicitation will not be issued. 1.a. Project Title: Facility Electrical Maintenance, Inspection, and Testing 1.b. Description: VA Prescott Healthcare System is seeking a contractor to provide facility electrical maintenance, inspection and testing that is required to maintain facility healthcare electrical compliance in accordance with (IAW) VHA Directive 1028, NFPA 70B, NFPA 99 Section 6, NFPA 110, and Joint Commission Standards for Emergency Power Systems EC 02.05.07. 1.c. Project Location: VA Prescott Healthcare System 1.d. Solicitation Type - Number: Request for Quotes (RFQ) - 36C26223Q0800. 1.e. Set Aside: This solicitation is issued as a Small Business set aside. 1.f. Applicable NAICS code: 238210, Electrical Contractors and Other Wiring Installation Contractors. 1.g. Small Business Size Standard: $16.5 Million 1.h. Type of Contract: Firm Fixed Price 1.i. Period of Performance: Base year plus 4 options 1.j. Wage Determination applicable to this project: SCA WD 2015-5471 revision 19 1.k. Request for Information (RFI) should be submitted via email no later than 10am PST Tuesday, April 4th, 2023, to ositadima.ndubizu@va.gov 2. Statement of Work 2.1. Objective. VA Prescott Healthcare System is seeking a contractor to provide facility electrical maintenance, inspection and testing that is required to maintain facility healthcare electrical compliance in accordance with (IAW) VHA Directive 1028, NFPA 70B, NFPA 99 Section 6, NFPA 110, and Joint Commission Standards for Emergency Power Systems EC 02.05.07. 2.2. Background. The services described are required to maintain compliance with the VHA Directive 1028 Facility Electrical Power Systems, NFPA 70B Electrical Equipment Maintenance, NFPA 99 Section 6 Healthcare Facilities Code, Electrical Systems, NFPA 110 Standard for Emergency and Standby Power Systems, and Joint Commission Standards for Emergency Power Systems (Environment of Care) EC 02.05.07. Testing, inspections, and maintenance are performed to keep facility electrical power within acceptable performance standards and to prevent unexpected loss of facility electrical power. 2.3. Scope. Contractor will be required to provide the following services for the maintenance, inspections, analysis, and testing of electrical normal and emergency power equipment and systems. A list of equipment that will be tested will be attached separately Switchgear Testing, Maintenance, Inspections, Testing and Repairs (if required) MV Cutler Hammer (EATON) Switchgear 72YE237 15KV, 1200 Amperes Check for trip rating operation and function. Perform Tri-Annual Inspection and Testing/Thermal Imaging under load. Thermal imaging of switchgear equipment and breakers. Perform Tri-Annual RF Cable Testing on MV distribution cabling 7200 volts and above. Provide a life expectancy report on existing substation switchgear. Submit recommendations for repairs, as required. Provide documentation of results in both electronic and hard copy format (with 3-ring binder). Medium Voltage Distribution Switch Cabinets 7200 Volt and Above Inspection, Testing, Maintenance, and Repairs (if required) Switch Cabinets #1, #2, & #3 Perform Annual Testing and Inspection to include the following: Manufacturer Rating Serial Number/Switch Number Perform thermal imaging and provide reports to include recommended repairs or retesting intervals Visual Condition Inspect anchorage, alignment, and grounding Inspectors Name and Date of Inspection Check for trip rating operation and function. Submit recommendations for repairs, as required. Provide detailed documentation of results in both electronic and hard copy format (with 3-ring binder). Circuit Breaker Testing, Inspections, Maintenance, and Repairs (if required) Check for trip rating operation and function, unless if Thermal Imaging will be sufficient. To be performed on all 600 ampere and higher breakers. Perform Tri-Annual Inspection and Testing/Thermal Imaging under load. Thermal imaging of all 600 breakers (possibly to include switchgear, as related) and above. Perform Tri-Annual RF Cable Testing on MV distribution cabling 7200 volts and above throughout station. Provide printed testing standard of the procedure used. Point to point location of cables tested/phasing and cable ID for each cable. Detailed test results for each cable tested. Recommended repairs as needed per test results. Submit recommendations for repairs, as required. Provide documentation of results in both electronic and hard copy format (with 3-ring binder). Molded Case Circuit Breaker Testing, Inspections, Maintenance, and Repairs (if required) Check for trip rating operation and function, unless if Thermal Imaging will be sufficient. Perform Annual Inspections and Testing/Thermal Imaging under load. Thermal imaging of all 225-amp distribution breakers/ (and panels since they will have the deadfront off anyway) and above. To be done on all 225 ampere rated breakers. Submit recommendations for repairs, as required. Provide documentation of results in both electronic and hard copy format (with 3-ring binder). Transfer Switch Testing, Maintenance, Inspections, and Repairs (if required) Perform Tri-Annual Inspections and Testing. Check for proper function and that switching happens within 10 seconds per NFPA 99 and NFPA 110 codes and standards for emergency and standby power systems. Submit recommendations for repairs, as required. Provide documentation of results in both electronic and hard copy format (with 3-ring binder). Transformer Inspections, Oil Filled Testing (Analysis), Maintenance, and Repairs (if required) Perform Annual Oil Sampling, Testing, and Analysis DGA-7 Part Analysis: Dielectric breakdown voltage Acid neutralization number Specific gravity Interfacial tension Color Visual condition Perform thermal imaging and provide reports to include recommended repairs or retesting intervals. Water in insulating liquids Measure power factor or dissipation factor Include Furan DGA for cellulose paper insulation degradation determination The baseline Furan Gas percentage can be used for predictive testing of remaining life of transformers by performing periodic Furan Dissolved Gas tests Manufacturer Rating Serial number/ pad mount number Inspectors name and date of inspection Perform Inspections on Transformer Equipment Perform Evaluation and Testing Annually per industry standards Type KV Primary Voltage Impedance Amperes Secondary Voltage Frequency Oil Capacity/Current Level Inspect physical and mechanical condition Inspect anchorage, alignment, and grounding Verify presence of PCB labeling Perform thermal imaging and provide reports to include recommended repairs or retesting intervals Manufacturer Rating Serial Number/Pad Mount Number Inspectors Name and Date of Inspection Submit recommendations for repairs, as required. Provide detailed documentation of results in both electronic and hard copy format (with 3-ring binder). Generator Maintenance, Inspections, Testing, and Repairs (if required) Perform Comprehensive Quarterly, Semi-Annual, and Annual Maintenance and Inspections on Facility Emergency and Standby Generators. Perform Tri-Annual 4-hour load testing in accordance with NFPA 70B, NFPA 99, NFPA 110, and Joint Commission Standards for Emergency Power Systems EC 02.05.07 Element of Performance (EP) 09. Perform Tri-Annual 4-hour generator run in accordance with NFPA 70B, NFPA 99, NFPA 110, and Joint Commission Standards for Emergency Power Systems EC 02.05.07 EP 10. Perform Annual generator 2-hour load testing in accordance with NFPA 70B, NFPA 99, NFPA 110, and Joint Commission Standards for Emergency Power Systems EC 02.05.07 EP 06. Replace batteries every 24-30 months according to NFPA 110 Section A.5.6.4.5.1 Replace antifreeze every two years in accordance with manufacturers specifications. Test antifreeze annually as part of preventive maintenance in accordance with manufacturers specifications. Replace oil, oil filters, air filters, and test for preventive maintenance in accordance with manufacturers specifications. Submit recommendations for repairs, as required. Provide documentation of results in both electronic and hard copy format (with 3-ring binder). Generator/Boiler Fuel Testing, Analysis, Cleaning, and Polishing Perform Annual testing/analysis of fuels for generators and boilers and documentation of results in accordance with Joint Commission Standards for Emergency Power Systems EC 02.05.07 EP 08. Testing will include the following: Flash Point, oC, min. Water and Sediment, % vol, max. Distillation Temperature, oC90 %, % vol recovered. Kinematic Viscosity, mm2/S at 40oC. Ash % mass, max. Sulphur, ppm (ug/g) G max. Copper Strip Corrosion Rating, max. (3 h at a minimum control temperature of 50oC) Cetane number, min I. Cetane Index, min. Aromaticity, % vol, max. Ramsbottom carbon residue on 10% distillation residue, % mass, max. Lubricity, HFRR @ 60oC, micron, max. Conductivity, pS/m or Conductivity Units (C.U.), min. Perform Cleaning and Polishing of fuels to eliminate impurities and provide stabilization to promote effective performance for fuel to be used in either generators or boilers. Provide recommendations, if required. Provide documentation of results (to include before and after pictures) of fuel samples in both electronic and hard copy format (with 3-ring binder). 2.4. General Requirements Testing, inspection, and certification shall be accomplished by certified inspectors. Certificates shall be provided upon arrival prior to the certification process. All sampling and testing will be provided by a qualified technician, tools, supplies, and approved containers to obtain samples of liquid from specified electrical equipment. The technician will perform a visual inspection of the specified equipment, complete a field report and package sample containers for shipment. Test samples and field reports will be shipped to lab testing facility for analysis. NAVAHCS Facility will provide an Electrician and a Safety Representative competent in the knowledge of environmental and safety regulations pertaining to the facility and provide clear and safe access to the equipment. NAVAHCS Facility Electrician will be responsible for inspecting all equipment worked on and assuring all valves are properly and securely closed and no leaks are present upon completion of liquid sample acquisitions. If Lockout Tagout procedures are required during or prior to inspection, that will be coordinated with the contractor or representative and the facility Electrical Shop, Mechanical Supervisor, and Maintenance & Operations Supervisor prior to working on or access to equipment in accordance with VHA Directive 1028, NFPA 70E, and facility LOTO Program. NAVAHCS Facility GEMS coordinator will be available to collect liquid waste that is generated prior to liquid sampling that is to be taken for testing and analysis. References and Codes The following references, codes, standards, and criteria shall be utilized to the extent applicable. The contractor should have personal copies of these documents for use during the contract. The contractor shall make the COR aware of any conflicts between these documents and VA Handbooks, as applicable to this contract, and obtain a decision. VA Electrical Design Manual VHA Directive 1028 Facility Electrical Power Systems NFPA 70 National Electrical Code NFPA 70B Electrical Equipment Maintenance NFPA 70E Electrical Safety in the Workplace NFPA 99 Health Care Facilities NFPA 101 Life Safety Code NFPA 110 Standard for Emergency and Standby Power Systems IEEE Institute of Electrical & Electronics Engineers Joint Commission Standards EC 02.05.07 for Emergency Power Systems Elements of Performance (EP) 01 10 MV Medium Voltage KV Kilo Voltage or Kilo Volts 2.5. Performance Monitoring. The Contracting Officer Representative (COR) will monitor contractor performance and certify the work was done in accordance with the SOW. 2.6. Period of Performance. The period of performance will be base year plus 4 option years. Contractor (or Representative) shall sign-in upon arrival at the M&O Supervisor Office, building 31, Room 111, at the beginning of each visit. All documentation for installation, inspection, and certifications shall be provided to Northern Arizona VA Health Care System (NAVAHCS) facilities personnel during the contract period. Documentation shall be provided in both electronic format (pdf) and hard copy format with 3-ring binder. Contractors will be allowed to work after hours and over the weekends to prevent inconveniences to hospital and facility staff during switchgear, circuit breaker, transfer switch, and transformer testing and inspections due to the equipment may have to be shutdown and/or isolated during these periods. Coordination efforts will be made during these testing, inspection, and maintenance periods with NAVAHCS staff prior to any shutdowns or isolation periods. Coordination efforts must be made, at a minimum of, 72 hours in advance. This will include after normal business hours and for weekends. FMS staff will need to know ahead of any shutdown, how long the anticipated shutdown or isolation periods will be, to properly inform NAVAHCS facility staff. This information will also be required in the event that Lockout Tagout procedures must be performed prior to any shutdown or isolation period a. National Holidays: New Year s Day January 01 Martin Luther King s Birthday Third Monday in January President s Day Third Monday in February Memorial Day Last Monday in May Independence Day July 04 Labor Day First Monday in September Columbus Day Second Monday in October Veterans Day November 11 Thanksgiving Day Fourth Thursday in November Christmas Day December 25 b. If the holiday falls on a Sunday, the following Monday will be observed as a National holiday. When a holiday falls on a Saturday, the preceding Friday is observed as a National holiday by U.S. Government Agencies, and any day specifically declared by the President of the United States of America. Overtime & Holiday Pay: Overtime pay is at the rate of one and one-half times the employee's regular rate of pay for all hours worked in excess of eight up to and including 12 hours in any workday, and for the first eight hours of work on the seventh consecutive day of work in a workweek. Overtime pay also includes Federal Holidays. 2.7. Contractor Personnel Background Requirements. a. The Office of Security and Law Enforcement provides Department-wide policy on the assignment of appropriate position sensitivity designations associated with Department of Veterans Affairs (VA) positions involving national security and public trust responsibilities, and on the level of background investigations required for applicants for, and incumbents of, those positions. In addition to VA employees, the policy and investigative requirements are applicable to Contractor personnel who require access to VA computer systems designated as sensitive. b. Personnel who require access to VA computer systems shall be subject to all necessary background investigations and receive a favorable adjudication from the VA Office of Security and Law Enforcement to ensure compliance with such policy. If such investigation has not been completed prior to contract commencement, the Contractor shall be responsible for the actions of those individuals performing under the contract. c. Should the contract require Contractor personnel to maintain U.S. citizenship, the Contractor shall be responsible for compliance. Regardless of U.S. citizenship requirements, Contractor personnel are required to read, write, speak, and understand the English language, unless otherwise specified in this contract or agreed to by the Government. d. The cost of such investigations shall be borne by the Contractor, either in advance or as reimbursement to the Government. The level of sensitivity shall be determined by the Government on the basic of the type of access required. The level of sensitivity will determine the depth of the investigation and the cost thereof. Currently, the current estimated costs for such investigations are as follows: Level of Sensitivity Background investigation level Approximate Cost Low Risk National Agency Check with Written Inquiries $ 231.00 Moderate Risk Minimum Background Investigation $ 825.00 High Risk Background Investigation $ 3,465.00 e. The Contractor shall be required to furnish all applicable employee information required to conduct the investigation, such as, but not limited to, the name, address, and social security number of Contractor personnel. The VA will provide all the necessary instructions and guidance for submission of the documents required to conduct the background investigation. Background investigations shall not be required for Contractor personnel who will not be required to access VA computer systems nor gain access to sensitive materials. 2.8. Contractor Employees a. The Contractor shall not employ persons for work on this contract if such employee is identified to the Contractor as a potential threat to the health, safety, security, general well-being or operational mission of the installation and its population. Contract Personnel shall be subject to the same quality assurance standards or exceed current recognized national standards as established by the Joint Commission (JC). b. Badge. Contractor shall obtain a Contractor I.D Badge from the VA Police. All Contractor personnel are required to wear I.D Badge during the entire time on VA facility. The I.D Badge MUST have an identification picture and shall state the name of the individual and the company represented. c. PARKING: It is the responsibility of the contract personnel to park in the appropriate designated parking areas. Parking information is available from VA Police & Security Service Office. The Contractor assumes full responsibility for any parking violations. d. Smoking is strictly prohibited on the grounds of any VHA facility. Per VHA Directive 1085 dated March 5, 2019, it is VHA policy that all VHA health care facilities, including hospitals, community clinics, administrative offices and Vet Centers, will be smoke-free for patients, visitors, contractors, volunteers, and vendors effective October 1, 2019. There will no longer be designated smoking areas. 2.10. Insurance Coverage a. The Contractor agrees to procure and maintain, while the contract is in effect, Workers Compensation and Employee s Public Liability Insurance in accordance with Federal and State of California laws. The Contractor shall be responsible for all damage to property, which may be done by him, or any employee engaged in the performance of this contract. b. The Government shall be held harmless against any or all loss, cost, damage, claim expense or liability whatsoever, because of accident or injury to persons or property of others occurring in the performance of this contract. c. Before commencing work under this contract, the Contracting Officer shall require the Contractor to furnish certification from his/her insurance company indicating that the coverage specified by FAR 52.228-5 and per FAR Subpart 28.307-2 has been obtained and that it may not be changed or canceled without guaranteed thirty (30) day notice to the Contracting Officer. d. The Contractor shall furnish to the Contracting Officer within fifteen (15) days of award an Official Certification from the insurance company indicating that the coverage has been obtained and that it may not be changed or cancelled without guaranteed thirty (30) day notice to the Contracting Officer. New certifications shall be furnished at least thirty (30) days prior to the expiration date of the current insurance policy. The phrase will endeavor is not acceptable terms to the Government and such coverage carrying that phrase will be rejected and services may not be rendered until proper certificate is issued. 3. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2019-01, dated 10/10/2019. The following provisions and clauses apply to this solicitation and can be found in enclosure 2. 3.a. FAR 52.212-1, Instructions to Offerors Commercial Items 3.b. FAR 52.212-2, Evaluation -- Commercial Items 3.c. FAR 52.212-4, Contract Terms and Conditions -- Commercial Items 3.d. FAR 52.212-5, Contract Terms and Conditions Required To Implement Statutes Or Executive Orders -- Commercial Items 3.e. Supplemental Insurance Requirements 3.f. VAAR 852.219-10, VA Notice of Total Service-Disabled Veteran-Owned Small Business Set-Aside 3.g. VAAR 852.219-74, Limitations on Subcontracting Monitoring and Compliance 3.h. FAR 52.233-2, Service of Protest 3.i. VAAR 852.233-70, Protest Content/Alternative Dispute Resolution 3.j. VAAR 852.233-71, Alternative Protest Procedure 4. Submit written offers in accordance with the following instructions, as well as Addendum to FAR 52.212-1, Instruction to Offerors. Oral offers will not be accepted. Complete and submit enclosure 1 via email no later than 10am PST Monday April 17th, 2023, to ositadima.ndubizu@va.gov. Ensure the following are completed and/or included in the quote packet: 4.3.a. Vendor Information with UEI number 4.3.b. Acknowledgement of amendments 4.3.c. Concurrence/non-concurrence with solicitation terms, conditions, and provisions 4.3.d. Schedule of services 4.3.e. FAR 52.212-3, Offeror Representations and Certifications -- Commercial Items

Division 01 -	General Requirements.
Division 10 -	Specialties.
Division 11 -	Equipment.