SOLICITATION NOTICE
H -- 36C25525Q0411 | 5 Year ARC FLASH STUDY | Wichita VAMC
- Notice Date
- 6/11/2025 5:49:53 AM
- Notice Type
- Solicitation
- NAICS
- 541330
— Engineering Services
- Contracting Office
- 255-NETWORK CONTRACT OFFICE 15 (36C255) LEAVENWORTH KS 66048 USA
- ZIP Code
- 66048
- Solicitation Number
- 36C25525Q0411
- Response Due
- 6/17/2025 9:00:00 AM
- Archive Date
- 06/20/2025
- Point of Contact
- Aubrey L Visocsky, Contract Specialist
- E-Mail Address
-
Aubrey.Visocsky@va.gov
(Aubrey.Visocsky@va.gov)
- Awardee
- null
- Description
- D.1 Statement of Work (SOW) I. BACKGROUND 1. The contractor will provide all tools, materials, labor, supervision, and test equipment to perform the 5-Year Arc Flash Safety Service Testing at the Robert J. Dole VA Medical Center at 5500 E. Kellogg Ave. Wichita, Ks 67218. The Arc Flash Safety Service will identify electrical system hazards and provide proper labeling and recommendations for remediation per the National Fire Protection Association (NFPA) and the Institute of Electrical and Electronics Engineers (IEEE) safety standards and industry practices. II. SCOPE 2. Understanding and Assumptions (a) This Statement of Work defines the scope of the Arc Flash Safety Service that a vendor will provide, which will include the following: (1) The vendor will gather data relevant to arc flash safety through a review of information provided by the medical center and collected by the vendor during an on-site assessment. (2) Based on the data collected, the vendor will perform an initial arc flash analysis per industry standards to identify arc flash hazards. (3) The vendor will review the findings with the Medical Center. (4) The vendor will provide the Medical Center with one-line diagrams of the power system, recommendations for mitigation of arc flash hazards, and arc flash safety labeling. (5) The vendor's personnel will apply the arc flash labeling to the relevant equipment. (6) The vendor can begin the work within four weeks or less of an indication that we will receive the project. Vendors anticipate completion of the base arc flash study within ten weeks after the completion of the field investigation. (b) The following count of electrical equipment is summarized based on the one-line diagrams provided. (1) Two 12.47-kilovolt utility services (2) One 12.47-kilovolt double-ended substation (3) Ten 12.47-kilovolt selector switches (4) Three 12.47-kilovolt switchgear (5) Eight 12.47-480V transformers (6) Seven 12.47-208V transformers (7) Four 12.47-240V transformers (8) Twenty-six 480V panels (9) Four 480V main distribution panels (10) Two 480V motor control centers (11) Three 480V generators (12) Nine 480V automatic transfer switches (13) Plus/minus two hundred 240V panels (14) Twelve 240V main distribution panels (15) Two 240V motor control centers (16) Eight 240V disconnect switches (17) Five 240V generators (18) Seven 240V automatic transfer switches (19) Plus/minus twenty-four 208V main distribution panels (20) One 480V-208V transformer larger than 125KVA (21) Eight 480V pieces of equipment (22) Eleven 240V pieces of equipment 3. SCOPE OF THE ARC FLASH SAFETY SERVICE (a) Overview of the Arc Flash Study The vendor will perform a detailed study to determine potential arc flash incident energies, arc flash boundaries, and shock hazard boundaries. Through meetings with the Medical Center and on-site inspection, the vendor will gather data on the Wichita VAMC in compliance with the arc flash safety standards specified by OSHA, NFPA, and IEEE. (b) Phases of the Arc Flash Study The vendor will perform the Arc Flash Safety Services in the following phases: Perform field investigation. Develop a computer model. Develop one-line diagrams. Perform short-circuit analysis. Perform arc flash study. Protective device coordination. Affix arc flash labels. (c) Perform Field Investigation The vendor will perform a field investigation to obtain information about the facility's 12.47KV, 480V, 240V, and 208V power distribution systems. Electrical equipment nameplate data and circuit breaker information will be investigated as required for use in the study. The vendor is allowed fifteen 10-hour days for field investigation. The facility will supply one NPFA 70E-qualified electrician to assist with the documentation process. The electrician should be available for at least 95% of the indicated allotted field investigation, or additional charges may occur. The vendor will have one additional 10-hour day to perform a limited field investigation on any circuits where there is no one-line diagram information available to determine an exact equipment count. The time is based on field documents being accurate and up to date. (d) Develop Computer Model Based on the information gathered during the field investigation. The vendor will develop a computer model using the latest version of SKM Systems Analysis Power Tools for Windows software. (e) Develop One-line Diagrams Based on the information gathered during the field investigation. The vendor will include time to develop seven AutoCAD-generated one-line diagrams of the facility s 12.47KV, 480V, 240V, and 208V power distribution systems to the panelboard bus level. The one-line diagrams generated in the SKM software program will be exported into AutoCAD drawings. (f) Perform Short Circuit Analysis Using the computer model described above, the vendor will perform a short-circuit analysis of the 12.47KV, 480V, 240V, and 208V power distribution systems. The 240V and 208V electrical distribution systems fed from transformers greater than 125KVA will be evaluated. (g) Perform Arc Flash Study Based on the results of the short circuit analysis and the existing protective device settings. The vendor will perform an arc flash analysis of the 12.47KV, 480V, 240V, and 208V power distribution systems. The vendor will document the results and recommendations in a letter report and provide (1) set of arc flash labels based on the existing protective device settings. The 240V and 208V electrical distribution systems fed from transformers greater than 125KVA will be evaluated. General arc flash labels for 240V/120V and 208V/120V panel boards fed from transformers less than 125KVA will be provided for manager use. (h) Perform Protective Device Coordination Study Based on the results of the short-circuit analysis. The vendor will perform a protective device coordination study of the facility s 12.47KV, 480V, 240V, and 208V power distribution systems. The 240V and 208V electrical distribution systems fed from transformers greater than 125KVA will be evaluated. The protective device settings will be reviewed to mitigate the incident energy results to lower values. Time current characteristic curves illustrating the coordination of the electrical distribution system overcurrent devices will be provided. The price of Option 1 is shown separately in the cost section of this proposal. (i) Affix Arc Flash Labels The vendor will have five (5) 10-hour days, including travel time and expenses to affix arc flash labels on the electrical distribution equipment. (j) Electrical Engineering The vendor will develop a formal engineering report for the short-circuit study, protective coordination study, and arc flash study. The deliverables are as follows: (1) Auto-CAD one-line diagrams. (2) Time current characteristics curves. (3) Protective device setting sheets (4) Arc flash study reports (5) Arc flash labels (k) Field verification of Field Conductors This proposal includes field verification of conductor sizes for the power circuits of the electrical power distribution system as stated above. Electrical circuits will be visually walked down between the electrical equipment. Circuit tracing using wire trace equipment is not included as part of this proposal. Field equipment labels and documentation (panel schedules) are assumed to be accurate and up to date. 4. Revisions, Changes, and Phasing (a) Project Phasing All service activities are performed on a single-project engagement basis. Subsequent division of this scope into separate phases, sub-projects, milestone-based events, or other multi-phase activities shall be handled as a Project Change Request, as described in (b) Change Orders. (b) Change Orders Any request by VA Medical Center or Vendor for a change in this SOW, or the deliverables must be in writing and executed by both VA Medical Center and vendor. This includes requests for changes in project plans, including any changes in dimensions, area, shape of the space under review, or the equipment to be assessed, specifications, schedule, design, requirements, software environment, or any other aspect of the services or the deliverables. 5. Requirements and Obligations To ensure a successful engagement. The VAMC and vendor must meet the following obligations to allow the vendor to perform the tasks detailed in this statement of work. (1) The VA medical center provides the vendor with a simple floor plan drawn to scale. (2) The VA medical center provides the vendor with the fault current data supplied by Evergy utility service provider. (3) During the vendor s on-site visit, the vendor will be responsible for their own access to the equipment (man lifts, ladders, etc.). Upon request, documentation of safety training and operator certifications, shall be provided by the vendor. This will be at no cost to the VAMC unless the Contracting Officer (CO) and vendor agree to other arrangements before the on-site visit. (4) During the vendor s onsite visits, the VAMC will provide a qualified escort, such as an electrician to assist in tasks like identifying relevant equipment and tracing circuits. (5) VAMC will grant the vendor timely access to all locations in the facility where electrical equipment is installed and used. For work related to electrical equipment located in secured closets with VA network equipment, a VAMC escort must be always present. (6) VAMC will allow the vendor s staff to take photographs as required to properly document the current state of the VAMC installation. (7) The vendor must assign a Project Manager with centralized responsibility for all vendor-controlled aspects of this engagement. The Project Manager must have the authority to make decisions relative to the engagement and to either assign resources or negotiate the assignment of resources within the VAMC. The Project Manager must be available to accept and approve deliverables and to verify compliance of each deliverable with the acceptance criteria defined in this Statement of Work. The Project Manager shall then indicate that the deliverables comply either by signature or via email. (8) Upon acceptance of this Statement of Work and before work is started. The VAMC and vendor will discuss the overall engagement and mutually agree to a detailed project schedule. At such time, the identification of VAMC and vendor resources will be made and scheduled for the resources planned. (9) All work is to occur during normal business hours between 08:00 am and 5:00 pm central time, Monday through Friday, excluding holidays. 6. Limitations of Service (a) Operations, Repairs, or Remediation The vendor is not responsible for the proper operation, repairs, or remediations of any products or systems observed during this assessment. The vendor is solely responsible for providing the assessment and analysis listed in this Statement of Work. III. GENERAL ADMINISTRATION (1) Contract Officer Representative (COR) (a) Contact COR to coordinate this service. The contractor will contact the COR to schedule the work to be completed. Upon arrival, the contractor will contact the COR. The COR will designate an escort for the contractor to the appropriate area and the escort will monitor the work being done. Upon completion of work, the COR will escort the contractor out of the area. (2) Place of Performance (a) The services for this contract will take place at Wichita VA Medical Center, 5500 E. Kellogg, Bldg. 20, Wichita, KS 67218. (3) Period of Performance (a) Completion Date: Six months from contract award/effective date. (4) Contract Administration Data (a) All contract administration functions will be retained by the Department of Veterans. The Contracting Officer will be the only person authorized to approve changes or modify any of the requirements under this contract. The Contracting Officer Representative will communicate effectively with the Contracting Officer on any matters. The Contractor shall communicate with the Contracting Officer Representative (COR) on all matters about contract administration. Only the Contracting Officer will be authorized to make commitments or issue changes that affect the price, or quality of performance of this contract. In the event the Contractor makes any such change at the direction of any person other than the Contracting Officer Representative, the changes shall be considered unauthorized, and no adjustment will be made in the contract price to cover any increase in costs incurred as a result thereof. (5) Non-Personal Services (a) This is a non-personal service contract. Personnel rendering services under this contract are not subject either to the contract s terms or to the manner of its administration, to the supervision and control usually prevailing in relationships between the government and its employees. The government shall not exercise any supervision or control over the contract service providers performing services. Contract service providers shall be accountable solely to the contractor who, in turn, is responsible to the government. (6) Hours of Operation (a) Business hours: Monday through Friday, 8:00 a.m. 4:30 p.m. (b) Off-Duty Hours: Friday through Monday, 4:30 p.m. 8:00 a.m. (c) National Holidays: The 11 holidays observed by the Federal Government are: New Year s Day Martin Luther King s Birthday President s Day Memorial Day Juneteenth Independence Day Labor Day Columbus Day Veterans Day Thanksgiving Christmas Any other day specifically declared by the President of the United States to be a national holiday. (7) Quality Control: Contract Performance monitoring. The POC may perform surveillance of service. (a) Under VAAR provision 852.270-1, Contracting Officer Representative(s): The government shall periodically evaluate the contractor's performance by appointing a POC to monitor performance to ensure services are received. (b) If any services do not conform to contract requirements, the government may require the contractor to perform the services again to conform with contract requirements, at no increase in contract amount. (c) VAMV requires the contractor to take necessary action to ensure that future performance conforms to contract requirements at no additional cost to the government. (8) Contract Security (a) The C&A requirements do not apply, and a Security Accreditation Package is not required.
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- SN07473448-F 20250613/250611230041 (samdaily.us)
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