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 re seeking capable and interested firms for the information requested. If your firm meets the criteria and would like to take in the selection process please send the point of contract (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 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 work force also must have completed the Occupational Safety & Health Administration (OSHA) approved 10-hour construction safety training.
Contractors shall have technical trainings, and track records 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 the field service technicians shall be capable of:
Testing, assessing, evaluating, servicing, and reconditioning components
Assuring 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 conduct an on-site safety briefing with the entire crew and the VA prior to the commencement of the work. Coordinate the lockout/tagout procedure that will be followed during each electrical shutdown.
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 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 the requirements of 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 is to include all coordination with and payment to the electric utility provider(s) (Duke Energy) for disconnecting and reconnecting all facilities as required during testing. The contractor to follow ANSI/NETA MTS Standard for Maintenance Testing Specifications, sections 1, 2, 3, 4, 5 and 7. All work to be performed over 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. Bldg. 14 Emergency Power
Day #4 Saturday, October 31, 2026. 8 am to 2 pm. Paralleling Gear by Emergency Generators & ATS s 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 the work must be complete, and power restored, by each day s completion time listed above.
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 accomplishment of all other testing work. This is to establish a baseline and identify any potential issues before testing, as well as ensure all equipment is properly reinstalled and functioning at the completion of all work.
This work item will take place Monday through Friday during normal business hours from 7:00am to 3:30pm, 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. Objective of this work 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 torque wrench to meet the equipment manufacturers specifications.
The below lists additional requirements to be performed by the contractor in addition to the requirements of the 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 at a minimum 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 to be held responsible for correcting any damage or malfunction that results from the testing process.
See Reference 1 for list of equipment to be tested.
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 materials, or any 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 conducting 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 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 each relay to verify manufacturer s time current characteristics. Test each relay for instantaneous pickup. Report deficiencies and adjust where 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 any 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 material, shipping blocks 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 vac the insides of the transformers (i.e. remove covers) to control spread of dust from cleaning activities.
Both dry type and liquid cooled transformers 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.
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. Sample all insulating liquids, test for dielectric & water content and perform a gas analysis. Record all results and submit with 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. Record discrepancies.
Inspect equipment and each breaker and report damage, loose connections or material, 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 conducting dust that must be corrected. Clean where appropriate.
Clean and inspect each breaker. Megger phase-to-phase and phase-to-ground and measure contact resistance in micro-ohms. Test each series over current trip device for pickup at 300% of its rating and for instantaneous pickup (per NETA requirements) Clean and dress all contact surfaces and lubricate as necessary.
All electronic circuit breakers can be tested by secondary injection, where practical.
Service Disconnects (Branch Panel Mains)
With circuit breaker properly isolated, operate ON and OFF three (3) times. The breaker should operate smoothly, without binding. Perform this activity both prior and post testing. Report any 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 to meet or exceed specification DIN 51825:2004-06-KP HC 1-2 K-50, Grade NLGI-1.5.
All electrical contacts shall be wiped down/cleaned.
Terminations shall be cleaned and torqued to manufacturer specifications.
Clean out interior of all cabinets to ensure free of dirt/debris.
Final Reports and Closeout:
Provide a complete written final report of the results of the Infra-red Scan, and electrical system inspection and testing. Information shown in the report shall be as following:
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, 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 that was 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. List all deficiencies, if any.
Recommended corrective actions, if any.
The report should include a summary section of testing performed, a list of deficiencies found, and subsequent recommendation to address/correct each noted deficiency.
Within fourteen (14) days after submitting the final report, the Contractor shall schedule final review meeting with the Chief Engineer to discuss the findings and recommendations of the final report.
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 the completion of the testing. All reference materials shall be included in the electronic version of the report, either through scanning or other means of electronic text import methods.
Contractors shall report deficiencies that are deemed critical or catastrophic immediately to the Contracting Officer, and Chief of Engineering Service for immediate actions.
Payment
Payment for verifiable work covered under the contract:
Payment for all work covered under this Contract shall be made on a lump-sum basis upon completion of work and delivery of all contract deliverables.
Payment will be made in arrears of the specified billing period after receipt of a properly prepared invoice, provided all required work, including testing, submission of reports and all other requirements for the period in questions have been performed in accordance with contract stipulations, and can be verified with service reports signed by VA Engineering COR or designee.
Payment for work not covered under the contract:
No out-of-scope work shall commence without the explicit written consent of the Contracting Officer (CO) or Contracting Officer's Representative (COR), accompanied by the issuance of a distinct and specific purchase order. Should the Contractor determine that any work performed extends beyond the defined scope, all activities must be halted immediately. The Contractor is required to submit a comprehensive estimate detailing parts, labor, transportation, shipping costs, programming expenses, design expenses, engineering expenses, and any technical support or other associated services to the CO/COR for evaluation. Upon approval, the CO/COR will issue a separate and specific Purchase Order (PO) before any further work or service begins. Under no circumstances shall the Contractor provide any supplies, materials, or initiate any service, repair, or work identified as Out-of-Scope without formal written preapproval and the issuance of the corresponding purchase order. Any work performed without prior written consent and a distinct purchase order will be deemed unauthorized and non-payable under this contract. The Contractor acknowledges that any and all charges incurred for unauthorized work may not be reimbursed and accepts the risk of non-payment. The Contractor waives any and all claims against the agency for such unauthorized work. Furthermore, the Contractor acknowledges that unauthorized commitments by government personnel violate Federal Acquisition Regulation (FAR) Subpart 1.602-3 and may result in disciplinary action. The CO/COR is not liable for any unauthorized commitments, and the Contractor remains solely responsible for all costs associated with any unauthorized work.
References/Attachments:
Reference 1 - List of Equipment to be Tested See attachment
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