SAM #36C25026Q0768

3-Year Electrical Testing and Maintenance for Cincinnati and Fort Thomas VA Medical Centers

This opportunity is for a 3-year electrical testing and maintenance contract at the Cincinnati VA Medical Center and Ft. Thomas Domiciliary, managed by the Department of Veterans Affairs, Network Contracting Office 10. - Government Buyer: - Department of Veterans Affairs, Network Contracting Office 10, Cincinnati VA Medical Center - Scope of Work: - Comprehensive maintenance, inspection, testing, and calibration of the Electrical Power Distribution System and all components - Includes infra-red scanning, testing of switchgear, circuit breakers, transformers, capacitors, panel boards, service disconnects, automatic transfer switches (ATS), motor control centers (MCC), and emergency power equipment - Coordination with Duke Energy for power disconnections and reconnections - Contractors must provide all labor, parts, equipment, supervision, and submit detailed reports and calibration certificates - Quantities and Equipment: - 378 electrical breakers - 38 transformers - 61 automatic transfer switches (ATS) - 39 motor control centers (MCC) - 6 emergency power equipment units - 7 reserve (spare) breakers - Certification and Compliance Requirements: - Contractors must be certified by the InterNational Electrical Testing Association (NETA) or the National Institute for Certification in Engineering Technologies (NICET) - Must comply with OSHA and NFPA safety standards - Notable Requirements: - Testing and maintenance scheduled on specific Saturdays over the 3-year period, with infra-red scanning during normal business hours - Detailed reporting and calibration certificates required for all tested equipment - Coordination with the electric utility provider (Duke Energy) is mandatory

Description

The Cincinnati Veterans Administration Medical Center (VAMC) has a requirement for a 3-Year Electrical Test. The intention of this Sources Sought is to obtain information only. Please do not send a proposal. Requested information: To aid acquisition planning, we are seeking capable and interested firms for the information requested. If your firm meets the criteria and would like to take part in the selection process, please send the point of contact (ronald.heidemann@va.gov) the following, via email: Firm's Name Socio-Economic Status Whether or not your company has a contract vehicle we can order against Responses are due: July 31, 2026 @ 11:00am EDT Introduction: This Statement of Work (SOW) describes the requirements for the maintenance, inspection, testing, and/or calibration of the Electrical Power Distribution System and all its components. These work items are referenced as Maintenance and Testing in this document, hereafter. This SOW describes the requirements for the Qualified Electrical Contract Professionals known as Contractors in this document, hereafter. Contractors who are contracted by Cincinnati VA Medical Center to perform maintenance and testing of the Electrical Power Distribution System, and all its components shall meet all requirements stated in Section 2 of this SOW. This SOW also describes the requirements to provide final test reports. 2. Qualifications of Contractors: Contractors shall be certified by the InterNational Electrical Testing Association (NETA) as NETA Certified Technicians or the National Institute for Certification in Engineering Technologies (NICET). The contractor's workforce must have completed the Occupational Safety & Health Administration (OSHA) approved 10-hour construction safety training. Contractors shall have technical training and a track record of working experience in maintenance, inspection, and testing of the Electrical Power Distribution System and its components in healthcare facilities for a minimum of five (5) continuous years. The on-site Supervising Field Service Technician must hold a current certification, Level III or higher, in accordance with ANSI/NETA ETT, Standard for Certifications of Electrical Testing Technicians OR a Level IV NICET Certification for Inspection and Testing of Electrical Power Equipment. All field service technicians shall be capable of: Testing, assessing, evaluating, servicing, and reconditioning components Ensuring that the equipment on which work has been performed is safe, reliable, and acceptable for its intended purpose Identifying defective equipment and potential safety problems, environmental hazards, or code violations. The Contractor shall conduct an on-site safety briefing with the entire crew and the VA prior to the commencement of work. They shall coordinate the lockout/tagout procedure that will be followed during each electrical shutdown. Contractors shall have safety training, either on-the-job or classroom type, in electrical safety outlined in OSHA Standard 29 CFR 1910 Subpart S Electrical, and the NFPA 70E Standard for Electrical Safety in the Workplace. Training certifications shall be submitted to the VA prior to any work being scheduled. Contractors shall have ready access to the latest versions of the following references: NFPA 70, National Electrical Code. NFPA 70B, Recommended Practice for Electrical Equipment Maintenance. NFPA 70E, Standard for Electrical Safety for the Workplace. NFPA 110, Standard for Emergency and Standby Power System. OSHA Standard 29 CFR 1910, Subparts I & S. InterNational Electrical Testing Association, Inc. (NETA) Maintenance and Testing Specifications. Operating/Maintenance manuals, and specifications of the electrical equipment to be maintained and tested. These documents may be obtained from the VA Medical Center or the equipment manufacturers. The contractor's workforce shall be equipped with all necessary tools, equipment, and Personal Protective Equipment (PPE) to perform the work safely, effectively, and timely. Tools, equipment, and PPE shall comply with OSHA Standard 29 CFR 1910, Subpart I, and NFPA 70E. Contractor to provide all lock out/tag out devices; VA Electric Shop personnel will not add their own lock to each lock out/tag out location. All test equipment shall be calibrated within twelve (12) months of the date of the work for this contract. Dated calibration labels shall be visible on all equipment. At a minimum, the Contractor shall utilize multiple testing machines to allow for simultaneous testing of multiple breakers at a time. Contractor to maintain a spare testing equipment set in case of failure. Contractor to submit equipment test calibration certificate documents for each test equipment set prior to the start of testing. 3. Summary of Work: Contractor shall furnish all labor, parts, equipment, and supervision to perform electrical testing services at the VA Medical Center, Cincinnati Division, 3200 Vine Street, Cincinnati, Ohio, 45220, and Ft. Thomas Division, 1000 S. Ft. Thomas Ave, Ft. Thomas, KY 41075. This work includes coordination with and payment to the electric utility provider(s) (Duke Energy) for disconnecting and reconnecting all facilities as required during testing. The contractor shall follow ANSI/NETA MTS Standard for Maintenance Testing Specifications, sections 1, 2, 3, 4, 5, and 7. All work is scheduled for the following days/hours: Day #1: Saturday, October 10, 2026. 8 am to 4 pm. Fort Thomas Day #2: Saturday, October 17, 2026. 8 am to 6 pm. Normal Power US 1A, US 1B, US 1X, US 1P. Day #3: Saturday, October 24, 2026. 8 am to 5 pm. Normal Power A and C Sections; US 1C & US 1D. Building 14 Emergency Power Day #4: Saturday, October 31, 2026. 8 am to 2 pm. Paralleling Gear by Emergency Generators & ATSs for the Elevators, fire pumps (no power shutdown required). Day #5: Saturday, November 7, 2026. 8 am to 4 pm. Disconnect from Duke. Test all Medium Voltage Switchgear (normal power). Building #14 Normal Power. Day #6: Saturday, November 14, 2026. 8 am to 8 pm. Emergency Power Testing Day #7: Saturday, November 21, 2026. 8 am to 6 pm. Outbuildings #2, #3, #8, #13, & PG The electrical shutdown required to begin each day’s work will begin promptly at each day’s start time indicated above. All work must be complete, and power restored, by each day’s listed completion time. Work items, definitions, and references shall comply with the latest edition of the NETA Maintenance Testing Specifications. Refer to the attached schedule for further details and device quantities. Infra-Red Scanning: Infra-red scanning of all breakers & electrical components is to be performed both before and after all other testing work. This establishes a baseline and identifies potential issues before testing, as well as ensures all equipment is properly reinstalled and functioning at the completion of all work. This work will take place Monday through Friday during normal business hours from 7:00 am to 3:30 pm, except on federally recognized holidays. The scanning 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. The objective is to detect any loose, broken, or corroded connections in the system. Problem connections shall be replaced with new connectors/terminations/lugs, and/or tightened with a torque wrench to meet the equipment manufacturer’s specifications. The following additional requirements are to be performed by the contractor in addition to ANSI/NETA Standard for Maintenance Testing section 7: General Requirements: Contractor to provide a detailed written Lockout/Tagout (LOTO) plan for each day work is to be performed. Contractor is to fully coordinate with and provide all payment to the electric utility provider(s) (Duke Energy) for disconnecting and reconnecting all facilities as required during testing. Contractor must hold and document daily safety/toolbox talks with everyone involved with testing. Contractor must hold and document weekly pre-work meetings with the VA, along with a post-hot-wash meeting to ensure all lessons learned are understood & documented. Contractor to provide all required safety equipment necessary for completion of all work. Contractor to supply all personnel needed to open and access electrical panels & equipment as required during all phases of testing. All efforts are to be made to test all equipment in place whenever possible. Contractor to provide ample supply of spare breaker lugs to correct any issues encountered during testing. Contractor shall be responsible for correcting any damage or malfunction resulting from the testing process. Switchgear Equipment, Medium Voltage Circuit Breakers, and Protective Relays: Record switchgear, breaker, and device nameplate information and compare with the facility’s one-line diagram, when available. Identify and record discrepancies. Inspect all electrical equipment, including each breaker, and report damaged or malfunctioning equipment, loose connections, or contamination that must be corrected. Clean where appropriate. Check equipment for level, security to foundation, and operation of doors. Report any unfavorable environmental conditions such as excessive moisture or dust that must be corrected. Clean where appropriate. Visually inspect the equipment ground and record the number and size of ground bus and straps. Report deficiencies. Inspect the insulation system on the primary bus and assemblies. Test insulation on each bus, phase-to-phase and phase-to-ground with a suitable megohm meter. Record values, report deficiencies, and clean where appropriate. Draw or rack each breaker from its cell. Remove arc chutes, clean, inspect, and adjust all contacts as necessary. Measure and record contact resistance in micro-ohms and clean all insulating surfaces. Measure and record phase-to-phase and phase-to-ground. Lubricate as necessary. Electrically close and trip each breaker with control switch. Manually close and trip each breaker. Trip each breaker with each of its protective devices. Tighten all connections. Record any discrepancies. Remove each relay from its case. Clean, inspect, and tighten all connections. Apply three multiples of relay tap current to verify manufacturer’s time-current characteristics. Test each relay for instantaneous pickup. Report deficiencies and adjust as appropriate. All electronic circuit breakers can be tested by secondary injection, where practical. Primary Disconnects: De-energize entire substation, clean all insulating surfaces, and clean and dress all contacts. Measure contact resistance in micro-ohms. Megger each phase-to-ground. Record discrepancies. Clean and inspect cubicle. Tighten all untapped connections and lubricate as necessary. Transformers and Capacitors: Record nameplate information and compare with the facility’s one-line diagram, when available. Record discrepancies. Inspect transformer, capacitor, and accessories and report damage, loose connections, or contamination that must be corrected. Clean where appropriate. Inspect for leaks and tighten all untapped connections. Clean all insulating surfaces, interior components, and cases. HEPA vacuum the insides of the transformers to control dust spread. Both dry type and liquid cooled transformers must be cleaned externally, inspected for overheating with infrared thermal detecting equipment, and checked for damage. Liquid cooled transformers must have the cooling liquid tested and replaced if tests indicate it no longer meets manufacturer’s specifications. Sample all insulating liquids, test for dielectric & water content, and perform a gas analysis. Record all results and submit with the final report. Low Voltage Circuit Breakers, Distribution Panel Boards, and Switch Boards: Record switchgear, breaker, and device nameplate information and compare with the facility’s one-line diagram, when available. Identify discrepancies. Inspect equipment and each breaker, report damage, loose connections, or contamination. Clean where appropriate. Check equipment for level, security to foundation, and operation of doors. Report environmental issues. Clean where appropriate. Clean and inspect each breaker. Megger phase-to-phase and phase-to-ground, measure contact resistance, and test overcurrent trip devices. Clean and lubricate as necessary. All electronic circuit breakers can be tested by secondary injection, where practical. Service Disconnects (Branch Panel Mains): With circuit breaker isolated, operate ON and OFF three times. Ensure smooth operation. Perform before and after testing. Report deficiencies. Automatic Transfer Switches: Perform electrical testing per manufacturer’s specifications. Measure and record contact resistance and spacing. Clean, lubricate, and exercise all moving parts. Lubricant must meet DIN 51825:2004-06-KP HC 1-2 K-50, Grade NLGI-1.5. Clean all electrical contacts. Terminations shall be cleaned and torqued to manufacturer’s specifications. Clean interior cabinets to ensure they are free of dirt and debris. Final Reports and Closeout: Provide a complete written final report of the Infra-red Scan, electrical system inspection, and testing. The report shall include: Company’s name, address, and contact information. Name and signature of contractors who perform the maintenance and testing. VA Work Contract Number Date and Time of work. Copies of contractors’ valid licenses, certificates, and training documents. Descriptions and model numbers of specialized tools and equipment used. Location, type, name, and nameplate information of electrical equipment inspected, cleaned, 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, listing all deficiencies if any. Recommended corrective actions, if any. The report should include a summary of testing performed, deficiencies found, and recommendations for correction. Within fourteen (14) days after submitting the final report, the Contractor shall schedule a final review meeting with the Chief Engineer to discuss findings and recommendations. Submit four (4) hard copies and one (1) electronic version of the final report (in Microsoft Word format) to the Chief of Engineering Service within seven (7) calendar days after testing completion. All reference materials shall be included in the electronic version. Contractors shall report critical or catastrophic deficiencies immediately to the Contracting Officer and Chief of Engineering Service for immediate action. Payment Payment for verifiable work covered under the contract: Payment shall be made on a lump-sum basis upon completion and delivery of all contract deliverables. Payment will be made in arrears after receipt of a proper invoice, provided all work has been performed according to contract and verified by VA signatures. Payment for out-of-scope work: No out-of-scope work shall commence without written consent of the Contracting Officer or COR, and a specific purchase order. If work extends beyond scope, activities must be halted, and a detailed estimate submitted for approval before further work. Work performed without prior approval and purchase order is unauthorized and non-payable. Charges for unauthorized work may not be reimbursed, and the Contractor accepts the risk of non-payment. Unauthorized commitments violate FAR regulations and may result in disciplinary action. References/Attachments: Reference 1 - List of Equipment to be Tested (see attachment) END Additional Links:Department of Veterans Affairs

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