(i) This is a combined synopsis/solicitation for commercial products or commercial services prepared in accordance with RFO Part 12. This announcement constitutes the only solicitation. Offers are being requested and a separate written solicitation will not be issued. This acquisition is a 100% Total Set- Aside for Service Disable Veteran Owned Small Business concerns. This solicitation incorporates provisions and clauses by reference. The full text of provisions and clauses may be accessed electronically at www.acquisition.gov. Solicitation number 36C24927Q0038 is issued as a request for quotation (RFQ) for LEX Triennial Energy Study and ARC Flash Testing Service. Site visits are scheduled on Monday 11/16/2026 at 08:00am ET for the Lexington Sousley Campus @ 08:30 AM 2250 Leestown Road, Lexington, KY 4051, Bldg. 20 and Tuesday 11/17/2026 @ 08:30 AM ET for the Lexington Troy Bowling Campus, 1101 Veterans Dr., Lexington, KY 40502 in the main lobby. (Space Left Blank Intentionally) (ii) PRICE/COST SCHEDULE ITEM INFORMATION ITEM NUMBER DESCRIPTION OF SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT 1001 1.00 JB __________________ __________________ Electrical Power Distribution System and Arc Flash, Coordination, and Short-Circuit studies of all its components at the VA Health Care System two Divisions: Bowling Campus, 1101 Veterans Drive, Lexington, KY Contract Period POP Begin: 12-01-2026 POP End: 03-01-2027 PRINCIPAL NAICS CODE: 238210 - Electrical Contractors and Other Wiring Installation Contractors PRODUCT/SERVICE CODE: H361 - Inspection - Electric Wire and Power Distribution Equipment LOCAL STOCK NUMBER: N/A 1002 1.00 JB __________________ __________________ Emergency repair and maintenance work on a continuous (including overtime) basis if circuits cannot be energized after inspection and maintenance have been accomplished in accordance with the contract. Contract Period POP Begin: 12-01-2026 POP End: 03-01-2027 PRINCIPAL NAICS CODE: 238210 - Electrical Contractors and Other Wiring Installation Contractors PRODUCT/SERVICE CODE: H361 - Inspection - Electric Wire and Power Distribution Equipment LOCAL STOCK NUMBER: N/A GRAND TOTAL __________________ (iii) STATEMENT OF WORK Triennial Energy Study and Arc Flash Testing Department of Veterans Affairs Lexington, KY Bowling & Sousley Divisions, VA Health Care System 1. Introduction: This Statement of Work (SOW) describes the requirements for the maintenance, inspection, testing, and/or calibration of the Electrical Power Distribution System and Arc Flash, Coordination, and Short-Circuit studies on all its components at the Veterans Administration (VA) Health Care System two Divisions: Bowling Campus, 1101 Veterans Drive, Lexington, KY 40502, and Sousley Campus, 2250 Leestown Road, Lexington, KY 40511. 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 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 establish maintenance and testing reports. 2. Qualifications of Contractors: Contractors shall be experienced Electrical Contractors, having properly trained and licensed permanent staff required to perform the proposed work. Electrical Contracting (i.e. the construction, repair, testing and maintenance of industrial and commercial electrical distribution systems) shall be the primary interest/specialty of the Contractor s business. Contractors shall be certified by the International Electrical Testing Association (NETA) or equivalent certifying organization as Certified Technicians with each having completed the Occupational Safety & Health Administration (OSHA) approved 10-hour construction safety training. Superintendent or Project Manager must have OSHA 30-hour construction training. All Contractors employees and/or Sub-Contractors must attend the Veterans Administration Medical Center (VAMC) Contractor Orientation class. 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, grounding, and other electrical appurtenances. 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 National Fire Protection Association (NFPA) 70E Standard for Electrical Safety in the Workplace. Training certification shall be provided indicating each technician is a Qualified Person as defined by NFPA 70E. Training certifications shall be submitted to the VA Contracting Officer prior to work. If no training certifications are available, the contractor Employer shall certify that he/she has met this requirement in writing and submit it to the VA Contracting Officer prior to work. 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 Veterans Healthcare Administration( VHA) Medical Center, or the equipment manufacturers. VHA Directive 1028, Electrical Power Distribution System 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 NFPA 70E. Prior to initiating work, Contractor shall provide documentation that all instruments, test equipment, tools and PPE have current calibration. Dated calibration labels shall be visible on all instruments, test equipment, tools and PPE as appropriate. If a Scheduled/Approved outage would affect hospital operations, VA shall be able to reschedule with no contract modifications. 3. Summary of Work: 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 VAMC Engineering Service; any requirements for adjusting the schedule (e.g. to minimize disruption to the VAMC) shall be incorporated by the Contractor. Contractors shall report deficiencies that are deemed critical or catastrophic immediately to the Contracting Officer and Chief of Engineering Service for immediate actions. 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: Switchgear and Switchboard Assemblies. Transformers, Dry Type, Air-Cooled, Low-voltage, Small. Transformers, Dry Type, Air-Cooled, Low-voltage, Large. Transformers, Liquid-Filled. Metal Enclosed Busways. Switches, Air, Low-Voltage. Switches, Air, Medium-Voltage, Metal-Enclosed. Circuit Breakers, Air, Insulated-Case/ Molded-Case. Circuit Breakers, Air, Low-Voltage Power. Circuit Breakers, Air, Medium-Voltage. Protective Relays, Mechanical, and Solid State. Protective Relays Microprocessor Based. Grounding Systems. Ground-fault Protection Systems. Motor Control, Motor Starters, Low-Voltage. Motor Control, Motor Starter, Medium-Voltage. Emergency Systems, Engine Generators. Emergency Systems, Automatic Transfer Switches. Distribution Panels Perform Arc-Flash Study/Labeling on all equipment requiring labels. Provide laminated, adhesive-backed flash and shock hazard/PPE signs for each system location will be provided and installed. Based on the results of the incident energy study, the supplier shall produce and install a warning label (orange 40 cal/cm2) for each piece of equipment in accordance with American National Standards Institute (ANSI) Z535.4-2002. The label must be readable in both indoor and outdoor environments for at least 3 years and contain the following information: Arc hazard boundary (inches) Working distance (inches) Arc flash incident energy at the working distance (calories/ cm2) PPE category and description including the glove rating Voltage rating of the equipment Limited approach distance (inches) Restricted approach distance (inches) Equipment/bus name Date prepared Supplier name and address Attachments. Government Furnished. Inventory of Electrical Power Distribution System equipment to be maintained, inspected, and tested under this Scope of Work. One-line and other informational drawings of the Electrical Power Distribution System. These drawings are not certified as-built drawings. 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. 4-Hour Power Outage Test The Contractor shall be present for and will participate in the VAMC 4-hour test of the Essential Electrical System (EES). This test shall fulfill the requirements of VHA Directive, Electrical Power Distribution System, NFPA 110 (e.g. Para. 8.4.9.) and The Joint Commission. This test will include opening of all utility service connections serving the VAMC for a minimum of 4-hours. During the test period, verify operation of all EES components including the transfer to emergency power and return to normal service. The Contractor shall include in their bid proposal all costs associated with the services of the local utility company for the duration of the test. The estimated duration of the Contractor s involvement is between 8 12 hours. The Contractor shall assist the VAMC staff with troubleshooting and correcting malfunctioning electrical equipment discovered during the test. Contractor shall make any required adjustments and/or re-calibrations to all equipment which has been otherwise maintained, inspected, and tested under this Scope of Work. Deliverables: A. A complete written report of the work performed shall be provided to the VA within 7 days of completion. Information shown in the report shall be as following: Company s name, addresses, telephone, & FAX numbers. Name and signature of contractors who perform the maintenance and testing. VA Work Contract Number, name and number of VA Contracting Officer. 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 to be maintained 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. Submit four (4) hard copies of the complete written report to VA Contracting Officer within seven (7) calendar days of visit. C. Submit four (4) hard copies of the complete written report, and one (1) CD-ROM or DVD of the electronic version of the report in Microsoft Word format to the Chief of Engineering Service within seven (7) calendar days of visit. All reference materials shall be included in the electronic version of the report, either through scanning or other means of electronic text import methods. D. Drawings (Full-size for site, primary one-line diagram and secondary one-line diagrams) Use the latest version of AutoCAD (compatible with the local VAMCs version) and provide the viewer on each CD. For the Final Study Submittal, the VAMC shall receive live CADD drawing files which can be manipulated and updated. 5. Description / Specifications: The Contractor shall provide all management, supervision, labor, materials, supplies, repair parts, tools, instruments, and equipment, and travel expenses to provide the work and services specified in this contract. The Contractor shall plan, schedule, coordinate, and ensure effective and economical completion of all work and services specified in this contract. Most of the work will be accomplished at night and after the normal working hours. Normal working hours are 7:00 am to 4:30 pm ET Monday thru Friday. It may be possible to schedule some non-disruptive work during normal working hours. This Preventive Maintenance Inspection (PMI) is to be scheduled with the Contracting Officer Representative (COR). The PMI and any requested power outages must be scheduled a minimum of 2 weeks in advance. The specifications are a statement of the minimum level of work and services that are to be provided in certain areas under this contract. They are not intended to be, nor shall they be construed as, limiting specifications or requirements. At a minimum, the Contractor will be required to take all steps and measures, which would be taken by a prudent building owner to maximize the life expectancy of the property. All equipment at the facility shall be maintained at an acceptable level, throughout the contract performance period unless and until removed from the scope of work. An "acceptable level" of maintenance as defined as the level of maintenance which will preserve the equipment in unimpaired operating condition: i.e. above the point where deterioration will begin, thereby diminishing the normal life expectancy of the equipment. The Contractor shall maintain areas and storerooms in a clean and orderly manner. When work is performed in these areas, the Contractor's personnel shall clean up all debris and leave the area in a presentable condition. The Contractor must obtain the approval of the Electronics Shop Supervisor before storing anything in machinery space. Operating supplies such is lubricants, rags, and cleaners, etc. shall be properly secured in containers approved by the Electronics Shop Supervisor and stored in accordance with fire and safety requirements outlined in NFPA, Building Fire Safety Criteria. The Contractor shall coordinate all outages with Engineering Services. Prior to start of work, the Contractor must submit a complete schedule of all equipment being shut down, out/on time and affected departments/services. Contractor will give (2) two weeks to provide a schedule for both divisions. It shall be the responsibility of the Contractor to obtain permission from the local utility for main feeder outages. Any fees for such power outages or required permits shall be the Contractor's responsibility. 6. Scheduled Preventive Maintenance Requirements 1. All power outages for maintenance shall be scheduled during off-hours or weekends. Some work may be able to be accomplished during normal working hours and this work will be approved by the COR on a case-by-case basis. All maintenance shall be completed within 90 calendar days of contract start date. The Contractor shall submit a complete detailed maintenance schedule for approval to the Contracting Officer Representative (COR). The following specific criteria will be adhered to in addition to the above-mentioned General Scheduling requirements: a. All preventive maintenance scheduled for each period must be completed during that period. Requests by the Contractor for deviations from the approved schedule must be submitted with appropriate justification to the Electronics Shop Supervisor for approval. b. The Contractor shall coordinate the work with the COR, Facilities Management and shall immediately report the quantity and urgency for repair of any discrepancies found during the inspection. c. VAMC electricians will de-energize and re-energize circuits in accordance with the approved schedules. The Contractor will be responsible for establishing all required Lockout/Tag out (LO/TO) Procedures as required by OSHA, as well as verifying that systems are energized and de-energized. One (1) copy of the LO/TO procedures will be given to the COR. d. In accordance with the VHA Directive 1028, written procedures are established to prepare the medical center for a planned electrical outage. The procedures must consider 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 protective equipment (PPE) is available and worn by the qualified electricians. 2. Qualified electricians are provided with flame-retardant clothing for work at the proximity of energized electrical equipment. 3. Before initiating work, a specific work plan is developed, and a peer review of the plan documented. e. 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. f. An Energized Circuit Work Permit must be obtained from the Chief of Engineering office. g. Contractor must submit a detailed list of all chemicals, planned to be used for this PMI, for approval. h. All workers (technicians and helpers) must have certification/documentation as evidence of their degree of Training and skill on the original equipment manufacturer before being allowed on work site. Worker s certification/documentation must be submitted at the time of offer. i. The VA will neither furnish personnel to assist the Contractor in accomplishing his work nor furnish tools or equipment for the inspections. j. The Contractor must review all high-pot testing procedures prior to performance, with the COR. k. The Contractor may be requested to perform emergency repair work on a continuous (including overtime) basis if circuits cannot be energized after inspection and maintenance have been accomplished in accordance with the contract. The VAMC via change order will arrange additional payment lot subsequent charges, separate purchase order, or credit card. 7. Procedures: At a minimum, the Contractor shall perform all manufacturers recommended testing and preventive maintenance on all listed equipment. Grounding and Connections: In accordance with VA Directive 1028, the contractor will test ground resistance for the entire facility grounding system to include but not limited to fall-of potential, induced frequency and clamp on testing. Fall of potential method is requested where soil is available to drive testing rods. Any measurements reading in excess of 25 ohms shall be immediately discussed with the COR. Where lightning protection systems are provided, the system must be certified in accordance with Underwriters Laboratories (UL) 96A standard. The Contractor shall check all grounding systems in accordance with National Electrical Code (NEC) and ANSI. The connections to buses, transformers, and contacts etc., the Contractor shall check for tightness and torque per manufacturers recommendations. Power Generators: The Contractor shall preform an oil a coolant sample test of the three existing generators. Contractor will provide a report to the COR. Low/Medium Voltage Switchgear: Breakers Clean: Blow off with clean dry compressed air, remove old lubrication. Inspect: Visually inspect for signs of wear, loose or missing hardware, burned/eroded/misaligned contacts, broken, chipped, burned arc-chutes. Lubricate: Oil/grease breaker mechanism at all pivot points, bearings, slides, etc. Adjust mechanism and confirm proper operation of both positive and negative interlocks. High-Current Test and Calibrate to manufacturer's time current characteristic curves. Operate breaker to insure correct operation. Insulation Resistance and Conductance tests. Perform Thermal Imaging of all bolted contacts, bolted or plug-in connections, and all other components subject to heating under load. Furnish typed final and draft test reports. Breaker Cubicle 1. Clean and visually inspect. 2. Lubricate as necessary. 3. Check breaker adjustment-make minor adjustments, if required. 4. Check contacts. 5. Check all bolted connections for high resistance and proper tightness. 6. Record number of operations. 7. Insulation Resistance test (2500 volts). 8. Check cubicle heater. 9. Inspect control wiring and controls. 10. Inspect interlocks and safety shutters. 11. Lubricate breaker-elevating mechanism. 12. Operate breaker using test coupling and test block. Circuit Protective Relays 1. Mechanical components will be checked for dirt particles or obstructions that would hamper relay operation. 3. Instantaneous and seal-in units will be checked for proper alignment. 4. Relay internal wiring connections will be checked for proper tightness or other discrepancies. 5. Relay contacts will be inspected for excessive pitting, burning or discrepancies. 6. The relay contacts will be checked for proper circuit continuity. 7. Minimum pick-up or operating point of each relay will be checked and adjusted as required. 8. Each relay will be checked and adjusted to correspond to the manufacturer's operating time/current curves at two and four times the relay current setting. 9. Seal-in and instantaneous units will be tested for proper electrical operation and calibration. Pad mounted Oil and Dry type Transformers 1. Visually inspect transformers for damaged insulators, potheads, damaged bushings or indications of overheating of cable connections. 2. For oil transformers, inspect transformer pressure relief devices; tap changers, liquid level indicators and cooling tubes for discrepancies. Refill insulating oil to proper level. 3. For oil transformers, inspect primary bushings, secondary bushings, cooling tubes, and tap changers for evidence of oil leaks. 4. For oil transformers, remove insulating liquid sample from each transformer and tap changer compartment and test for: Screen Test: Dielectric strength Water content (ppm) Visual Sediment Color Acidity Specific Gravity Comprehensive Test: Refractive index Viscosity Interfacial tension Other Testing: Gas-in-oil analysis 5. Clean all bushing and insulator surfaces. 6. Verify proper operation of auxiliary devices such as; fans, pressure relief devices, and tap changer. 7. Perform insulation resistance tests, winding to winding and winding to ground. 8. Perform transformer turns ratio test on operating tap. 9. Perform power factor test on all high-low voltage windings and bushings. 10. Verify transformer pressure, Nitrogen/dry air will to be added if required. 11. Record and reset transformer oil and winding temperature gauges. 12. Inspect all transformers for sign of overheating with thermal imaging detection equipment, and inspect for any damages to the housing, connection points, or insulation. 13. Test and replace cooling liquid in liquid cooled transformers and indicate if the liquid no longer meets manufacturer s specification. The liquid must be re-filled to meet the manufacturer s specification. 14. Inspect all dry type transformers for overheating with an infra-red thermal detecting equipment. 15. Check and test all ground connections. 16. Check all bolted electrical connections for high resistance and proper tightness. Main Feeder Units 1. Clean cubical. 2. Check connections for tightness. 3. Check and clean contacts. 4. Check control wiring. 5. Lubricate per manufacturer's recommendation. Transfer Switches All ASCOTM brand transfer switches must be tested and maintained by ASCOTM technicians. 1. Visual and Mechanical Inspection A. Inspect physical and mechanical condition. B. Lubrication Verify appropriate contact lubricant on moving current-carrying parts. Verify appropriate lubrication on moving and sliding surfaces. C. Verify that manual transfer warnings are attached and visible. D. Verify tightness of all control connections. E. Inspect all bolted electrical connections for high resistance using one of the following methods: Use of low-resistance ohmmeter. Verify tightness of accessible bolted electrical connections by calibrated torque-wrench method in accordance with manufacturer's published data. Thermal Imaging inspection Perform manual transfer operation. Verify positive mechanical interlocking between normal and alternate source. 2. Electrical Tests A. Perform a contact-resistance test. B. Perform resistance measurements through all bolted connections with a low resistance ohmmeter. C. Perform insulation-resistance tests, phase to phase and phase-to-ground, with switch in both source positions. D. Verify settings and operation of control devices. E. Calibrate and set all relays and timers in accordance with manufacturer's recommendations. 3. Perform Automatic Transfer Tests: A. Simulate loss of normal power. B. Return to normal power. C. Simulate loss of emergency power. D. Simulate all forms of single-phase conditions. 1. Verify correct operation and timing of the following functions: a. Normal source voltage-sensing relays. b. Engine start sequence. c. Time delay upon transfer. d. Alternate source voltage-sensing relays. e. Automatic transfer operation. f. Interlocks and limit switch function. g. Time delay and retransfer upon normal power restoration. h. Engine cool down and shutdown feature. Infra-Red Scanning: Infra-Red scan all bus plugs, panelboards, motor control centers, and transformers in the Main, Tower and Chiller building s electrical closets and distribution rooms. 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: 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. Arc Flash Study Description / Specifications The contractor shall complete a fault current study and associated flash/shock hazard analysis in accordance with NFPA 70E and Institute of Electrical and Electronics Engineers (IEEE) 1584 to determine the level of electrocution hazards for qualified electricians working on live electrical circuits in the following buildings: Bowling Division: Chiller Building, Main Building, & Tower Building. Sousley Division: Chiller Plant and all other buildings on campus. The goals of this project are to provide flash/shock hazard data (including fault current, flash protection boundary, incident energy and recommended PPE), outline safe work practices for qualified employees, install appropriate flash/shock hazard/PPE signs for VAMC Lexington s high and low voltage equipment to comply with OSHA standards for live work on high and low voltage systems. Acquire the following data for high and low voltage electrical systems. Note that actual data shall be field collected/verified. Best estimates or guesses are NOT acceptable: Utility System - Transformer kVA, Impedance and primary/secondary voltage; Utility Company s anticipated maximum fault current; Type of over-current devices protecting the transformer, if available. Electrical system (wire size, type of wire [e.g. Copper/Aluminum/Copper-Clad Aluminum], number of wires per phase, conduit type [e.g. metallic/non-metallic], length of each run, and over-current device information [Fuses - mfg., cat number, size and class. Circuit breakers -mfg., cat number, size, adjustment settings. System transformers (30kVA and above) - (kVA rating, impedance, primary and secondary voltage. Additionally, the HP, amps and locked rotor current for motors over 20HP may be required). Engineering calculations for fault current and flash/shock hazard data for the system location. 4. Project outputs: The final written report shall include a general outline of the covered electrical systems and components flash/shock hazard data (including fault current), flash protection boundaries, incident energy, the recommended PPE and warning signs for each system location, and recommendations for the reduction of arc hazards, where necessary. Information dealing with any immediate and potentially life-threatening electrical system hazards (covering only the evaluated components) shall be presented in a stand-alone section of the report. Software programs used for report documentation or item tracking will be those typically included in Microsoft Office (such as Word and Excel) AutoCAD, or Adobe. Three hard copies of the completed report are required, along with one electronic copy on CD or DVD. The VA internal trusted network will not be utilized for this work. The Authorization requirements do not apply, and a Security Accreditation Package is not required. Laminated, adhesive-backed flash and shock hazard/PPE signs for each system location will be provided and installed by the contractor. Based on the results of the incident energy study, the contractor shall produce and install a warning label (orange 40 cal/cm2) for each piece of equipment in accordance with ANSI Z535.4-2002. The label must be readable in both indoor and outdoor environments for at least 3 years and contain the following information: Arc hazard boundary (inches) Working distance (inches) Arc flash incident energy at the working distance (calories/ cm2) PPE category and description including the glove rating Voltage rating of the equipment Limited approach distance (inches) Restricted approach distance (inches) Prohibited approach distance (inches) Equipment/bus name Date prepared Supplier name and address VAMC Lexington will aid gathering the data and personnel familiar with, and qualified to interact with, the electrical distribution systems (remove/replace panel covers, etc.). COORDINATION AND SHORT CIRCUIT STUDY This section specifies the requirements of the Electrical System Protective Device Study. A. A short circuit and coordination study shall be prepared for the electrical over current devices to be installed under this project to assure proper equipment and personnel protection. B. The study shall present an organized time current analysis of each protective device in series from the individual device back to the utility and the on-site generator sources. The study shall reflect the operation of each device during normal and abnormal current conditions. SUBMITTALS A. Submit the following: 1. Complete short circuit and coordination study as described herein. 2. Protective equipment shop drawings shall be submitted simultaneously with or after the protective device study. Protective equipment shop drawings will not be accepted prior to protective device study. 3. Certification: Two weeks prior to final inspection, submit four copies of the following to the Resident Engineer: 4.Certification by the Contractor that the protective devices have been adjusted and set in accordance with the approved protective device study. QUALIFICATIONS The protective device study shall be prepared by qualified engineers of the high voltage 15 KILOVOLT switchgear manufacturer or an approved consultant. The Contractor is responsible for providing all pertinent information required by the preparers to complete the study. REQUIREMENTS A. The complete study shall include a system one-line diagram, short circuit and ground fault analysis, and protective coordination plots. B. One Line Diagram: 1. Show, on the one-line diagram, all electrical equipment and wiring to be protected by the overcurrent devices installed under this project. Clearly show, on the one line, the schematic wiring of the electrical distribution system. 2. Also show on the one-line diagram the following specific information: a. Calculated fault impedance, X/R ratios, and short circuit values at each bus b. Breaker and fuse ratings c. Generator kW and Transformer kVA and voltage ratings, percent impedance, X/R ratios, and wiring connections. d. Voltage at each bus. e. Identification of each bus. f. Conduit material, feeder sizes, length, and X/R ratios. C. Short Circuit Study: 1. Systematically calculate the fault impedance to determine the available short circuit and ground fault currents at each bus. Incorporate the motor contribution in determining the momentary and interrupting ratings of the protective devices. 2. The study shall be calculated by means of a computer program. Pertinent data and the rationale employed in developing the calculations shall be incorporated in the introductory remarks of the study. 3. Present the data determined by the short circuit study in a table format. Include the following: a. Device identification. b. Operating voltage. c. Protective device. d. Device rating. e. Calculated short circuit current. D. Coordination Curves: 1. Prepare the coordination curves to determine the required settings of protective devices to assure selective coordination. Graphically illustrate on log log paper that adequate time separation exists between series devices, including the utility company upstream device. Plot the specific time current characteristics of each protective device in such a manner that all upstream devices will be clearly depicted on one sheet. 2. The following specific information shall also be shown on the coordination curves: a. Device identification. b. Voltage and current ratio for curves. c. 3 phase and 1 phase ANSI damage points for each transformer. d. No damage, melting, and clearing curves for fuses. e. Cable damage curves. f. Transformer inrush points. g. Maximum short circuit cutoff point. 3. Develop a table to summarize the settings selected for the protective devices. Include the following in the table: a. Device identification. b. Relay CT ratios, tap, time dial, and instantaneous pickup. c. Circuit breaker sensor rating, long time, short time, and instantaneous settings, and time bands. d. Fuse rating and type. e. Ground fault pickup and time delay. 5. ANALYSIS A. Analyze the short circuit calculations and highlight any equipment that is determined to be underrated as specified. Propose approaches to effectively protect the underrated equipment. Provide minor modifications to conform with the study (Examples of minor modifications are trip sizes within the same frame, the time curve characteristics of induction relays, C.T. ranges, etc.). B. After developing the coordination curves, highlight areas lacking coordination. Present a technical evaluation with a discussion of the logical compromises for best coordination. ADJUSTMENTS, SETTINGS AND MODIFICATIONS Necessary final field adjustments, settings and minor modifications shall be made to conform with the protective device study without additional cost to the Government. All final circuit breaker and relay settings and fuse sizes shall be made in accordance with the recommendations of the protective device study. Equipment List: The above procedures are to be implemented to all electrical equipment listed in the attached electrical studies for both Divisions. If an electrical equipment exists in the facility but does not show in the attached study, provide testing and maintains to equipment, and mark equipment s information and location on a hard copy of the attached studies. Provide marked copies with report upon completion. Workmen are subject to normal Medical Center rules: Smoking is not permitted on VA property Parking. One vehicle is authorized to load and unload material and equipment at loading docks. All other vehicles must park in Contractor designated area or as directed by Electronics Shop Supervisor. Routes to and from the work site will be as agreed by VA and Contractor. Appropriate, fully charged fire extinguishers will be provided by Contractor in work area(s). For any work involving open flames or sparks, Engineering Services will issue a hot work permit. Dust must be controlled so as not to migrate into patient/administrative areas or to set off fire alarm by smoke detectors. Contractor will be responsible for any charges by Fire Department due to false alarms caused by construction operations where these rules were not observed. Any penetrations of corridor walls, smoke walls or building fire walls will be fire stopped with approved (NFPA) materials appropriate for the fire rating involved. Such materials are to be pre-approved through submittal process as applicable and/or after the fact, if a discovered or differing site condition is encountered. OSHA compliance is mandatory. Use and honor all locks and tags. All employees of general contractor and subcontractors shall comply with VA security management program and obtain permission of the VA police, be identified by project and employer, and restricted from unauthorized access. Only employees of the Contractor or subcontractor(s) with VA-provided ID badges shall work on the site. It is the Contractors responsibility to coordinate with COR, contractor s employees and subcontractors to obtain VAMC Identification Badges prior to starting work. Contractor s employees and subcontractors must provide OSHA Cards and attend a Contractor s Orientation prior to obtaining a VA Photo Identification. A VA Issued Identification Process will be provided to Contractor during the Kick Off meeting. Contractor will leave the work areas clean or cleaner than existed before work began. Combustible materials will be removed at the end of each workday. WORK HOURS: The following terms have the following meanings and are applicable to this contract: Normal Work hours: 8:00 a.m. through 4:30p.m. ET, Monday through Friday. National Holidays: The eleven holidays observed by the Federal Government are: New Year s Day Martin Luther King s Birthday President s Day Memorial Day Juneteenth National Independence Day Independence Day Labor Day Columbus Day Veterans Day Thanksgiving Day Christmas Day Any national holiday declared by the President of the United States. (End Statement of Work) (iv) The anticipated award date is 12/01/2026 and delivery by 03/01/2027 (subject to change), Freight On Board (FOB) Destination and Location is: Lexington Veterans Administration (VA) Health Care System Two Divisions: Troy Bowling Campus, 1101 Veterans Drive, Lexington, KY 40502 and Sousley Campus, 2250 Leestown Road, Lexington, KY 40511 (v) Provisions 52.212-1 Instructions to Offerors-Commercial Products and Commercial Services (SEP 2023) 52.252-1 Solicitation Provisions Incorporated by Reference (FEB 1998) https://www.acquisition.gov/far-overhaul/far-part-deviation-guide/far-overhaul-part-52#FAR_52_252_1 (FAR) http://www.va.gov/oal/library/vaar/index.asp (VAAR) 52.209-7 Information Regarding Responsibility Matters (OCT 2018) (DEVIATION NOV 2025) 52.212-2 Evaluation-Commercial Products and Commercial Services (NOV 2021) (DEVIATION OCT 2025) 52.203-11 Certification and Disclosure Regarding Payments to Influence Certain Federal Transactions. (SEP 2024) 52.203-18 Prohibition on Contracting with Entities that Require Certain Internal Confidentiality Agreements or Statements-Representation. (JAN 2017) 52.204-7 System for Award Management Registration (NOV 2024) 52.216-1 Type of Contract (APR 1984) (DEVIATION NOV 2025) 52.233-2 Service of Protest (SEP 2006) (DEVIATION NOV 2025) 852.209-70 Organizational Conflicts of Interest (OCT 2020) 852.233-70 Protest Content/Alternative Dispute Resolution (SEP 2018) 852.233-71 Alternate Protest Procedure (SEP 2018) 852.252-70 Solicitation Provisions or Clauses Incorporated by Reference (JAN 2008) (vi) Clauses 52.212-4 Contract Terms and Conditions-Commercial Products and Commercial Services (NOV 2023) (DEVIATION OCT 2025) 52.252-2 Clauses Incorporated by Reference (FEB 1998) https://www.acquisition.gov/far-overhaul/far-part-deviation-guide/far-overhaul-part-52#FAR_52_252_2 (FAR) and http://www.va.gov/oal/library/vaar/index.asp (VAAR) 52.203-6 ALT I. Restrictions on Subcontractor Sales to the Government.(NOV 2021) 52.203-17 Contractor Employee Whistleblower Rights. (NOV 2023) 52.204-9 Personal Identity Verification of Contractor Personnel (JAN 2011) 52.204-13 System for Award Management-Maintenance (OCT 2018) (DEVIATION NOV 2025) 52.209-6 Protecting the Government's Interest When Subcontracting With Contractors Debarred, Suspended, Proposed for Debarment, or Voluntarily Excluded. (JAN 2025) (DEVIATION NOV 2025) 52.209-9 Updates of Publicly Available Information Regarding Responsibility Matters. (OCT 2018) (DEVIATION NOV 2025) 52.209-10 Prohibition on Contracting With Inverted Domestic Corporations. (NOV 2015) (DEVIATION NOV 2025) 52.219-8 Utilization of Small Business Concerns (JAN 2025) 52.219-9 Small Business Subcontracting Plan. (JAN 2025) (DEVIATION NOV 2025) 52.219-14 Limitations on Subcontracting. (OCT 2022) (DEVIATION NOV 2025) 52.219-16 Liquidated Damages-Subcontracting Plan. (SEP 2021) (DEVIATION NOV 2025) 52.219-33 Nonmanufacturer Rule. (SEP 2021) (DEVIATION NOV 2025) 52.222-3 Convict Labor. (JUN 2003) (DEVIATION NOV 2025 52.222-35 Equal Opportunity for Veterans. (JUN 2020) (DEVIATION NOV 2025) 52.222-36 Equal Opportunity for Workers with Disabilities. (JUN 2020) 52.222-37 Employment Reports on Veterans. (JUN 2020) (DEVIATION NOV 2025) 52.222-40 Notification of Employee Rights Under the National Labor Relations Act. (DEC 2010) (DEVIATION NOV 2025) 52.222-41 Service Contract Labor Standards. (AUG 2018) (DEVIATION NOV 2025) 52.222-42 Statement of Equivalent Rates for Federal Hires. (MAY 2014) 52.222-43 Fair Labor Standards Act and Service Contract Labor Standards-Price Adjustment (Multiple Year and Option Contracts). (AUG 2018) (DEVIATION NOV 2025) 52.222-50 Combating Trafficking in Persons. (NOV 2021) (DEVIATION NOV 2025) 52.222-55 Minimum Wages for Contractor Workers Under Executive Order 14026 (JAN 2022) (DEVIATION NOV 2025) 52.222-62 Paid Sick Leave Under Executive Order 13706. (JAN 2022) (DEVIATION NOV 2025) 52.222-90 Addressing DEI Discrimination by Federal Contractors (APR 2026) 52.225-3 Buy American-Free Trade Agreements-Israeli Trade Act. (NOV 2023) (DEVIATION NOV 2025) 52.226-8 Encouraging Contractor Policies to Ban Text Messaging While Driving. (MAY 2024) 52.228-5 Insurance-Work on a Government Installation (JAN 1997) CL-120 Supplemental Insurance Requirements 52.232-33 Payment by Electronic Funds Transfer-System for Award Management. (OCT 2018) 52.232-40 Providing Accelerated Payments to Small Business Subcontractors. (MAR 2023) 52.233-3 Protest after Award. (AUG 1996) (DEVIATION NOV 2025) 52.233-4 Applicable Law for Breach of Contract Claim. (OCT 2004) (DEVIATION NOV 2025) 52.237-2 Protection of Government Buildings, Equipment, and Vegetation (APR 1984) 52.240-91 Security Prohibitions and Exclusions. (DEVIATION NOV 2025) 52.244-6 Subcontracts for Commercial Products and Commercial Services. (JAN 2025) (DEVIATION OCT 2025) 52.252-6 Authorized Deviations in Clauses (NOV 2020 852.201-70 Contracting Officer s Representative (DEC 2022) 852.203-70 Commercial Advertising (MAY 2018) 852.204-70 Personal Identity Verification of Contractor Personnel (MAR 2026) (DEVIATION FEB 2026) 852.211-72 Technical Industry Standards (NOV 2018) 852.219-73 VA Notice to Total Set-Aside for Certified Service-Disabled Veteran-Owned Small Businesses (JAN 2023) (DEVIATION) 852.219-75 VA Notice of Limitations on Subcontracting Certificate of Compliance for Services and Construction (JAN 2023) (DEVIATION) 852.222-71 Compliance with Executive Order 13899 (DEVIATION) (APR 2025) 852.232-72 Electronic Submission of Payment Requests (NOV 2018) 852.237-75 Key Personnel (OCT 2019) 852.242-71 Administrative Contracting Officer (OCT 2020) (vii) Quotes are due 11/30/2026 at 11:00 AM ( CT) via email to diane.ziegler@va.gov . POC is Diane Ziegler by email diane.ziegler@va.gov. (viii) FAR 52.212-1, Instructions to Offerors-Commercial Products and Commercial Services, applies to this acquisition and a statement regarding any addenda to the provision. This solicitation requires registration with the System for Award Management (SAM) prior to award, pursuant to applicable regulations and guidelines. Registration information is at www.sam.gov. This is an open-market combined synopsis/solicitation for services as defined herein. The government intends to award a Purchase Order as a result of this combined synopsis/solicitation that will include the terms and conditions set forth herein. Submitting your quote: Submit your company s quote by email the address specified on page 1 and section (vii) of this Request for Quotes (RFQ) utilizing either PDF or Microsoft Word file formats comprised of not more than 5 documents total (8 Megabyte File Size Limitation). Reply by email with Subject RFQ 36C24927Q0038 response . If a concern submits more than one quote all quotes may be rejected from that concern. Quotes received that do not contain all of the following information being requested may be considered unacceptable. Submission deadline: Your quote must be received at the email address specified by the deadline specified on page 1 and section (vii). We will not consider any quote that we receive after the deadline unless we receive it before we issue an award and considering it will not delay the award. In case of an emergency that delays our operations and makes submission or receipt of your quote impossible, we will extend the deadline by one working day. All interested Parties are hereby advised that the Government shall not be responsible for late submissions, wi-fi/server interruptions related to the submission of a quote. It shall be the responsibility of each quoter to confirm receipt of quote with the Contracting Officer at the time of submission or prior to the close of the solicitation. Terms and content of your quote: Quote must be based on the terms of this RFQ. We may reject any quote that is not based on these terms in every respect. Your quote must contain all of the information described below. Information to be submitted: The following information is required on your quote: 1. RFQ Number: 36C24927Q0038 2. CONTRACTOR ________________________________________ (Contractor s Name) 3. ADDRESS ________________________________________(Street-City-State-Zip) 4. POINT OF CONTACT ________________________________________ (Name/Title/Phone/Email) 5. SAM UEI NUMBER ________________________________________ 6. All quotes shall include a statement regarding the terms and conditions herein as follows: "The terms and conditions in the RFQ are acceptable to be included in the award document without modification, deletion, or addition." 7. Provide a statement that your company s Offeror Representations and Certifications are complete in SAM.gov. 8. ACKNOWLEDGMENT OF AMENDMENTS: The quoter acknowledges receipt of amendments to the synopsis solicitation numbered and dated as follows: AMENDMENT NO DATE Add rows as needed. The above amendment section shall be filled out in the event that an Amendment(s) is sent to the quoter or posted to www.sam.gov and shall be returned with the RFQ package. Failure to acknowledge amendment(s) may constitute the rejection of the quote. ADDENDUM to FAR 52.212-1 INSTRUCTIONS TO OFFERORS - COMMERCIAL ITEMS Provisions that are incorporated by reference (by Citation Number, Title, and Date), have the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. The version of FAR 52.212-1 in the addendum is tailored for Simplified Acquisition Procedures and supersedes the current version of FAR 52.212-1 contained in the FAR. The full text of FAR provisions or clauses may be accessed electronically at https://www.acquisition.gov/browse/index/far (ix) FAR 52.212-2, Evaluation-Commercial Products and Commercial Services, Evaluation of Quotes: The Government will select the quote that represents the best benefit to the Government at a price that can be determined reasonable. The Government will evaluate price, technical capabilities, and past performance. Following receipt of quotes, the Government will perform an evaluation using a Lowest Price Technically Acceptable source Selection Process of the services quoted. The Government will compare quotes select the service that best benefits the Government by fulfilling the requirement. The evaluation of Government requirements outlined in this request for quote will determine suitability. Once the Government determines there is/are a contractor(s) that can provide a service that meet(s) the requirements of this request for quote, the Government reserves the right to communicate with only those contractors quoting the best-suited service to address any remaining issues. The Government will evaluate quotes for award purposes for total price, no options evaluated. Award will be made to the quote determined to be acceptable, price reasonable, and is determined to best value to the government; all eligible quoters may submit quotes. All quoters must be registered in System for Award Management (SAM) at https://www.sam.gov at time quotes are due to be considered for an award of a federal contract. Registration must be complete and not missing any elements such as representations and certifications. To be eligible for this SDVOSB 100% set-aside your company s registrations shall include the appropriate NAICS code 238210 - Electrical Contractors and Other Wiring Installation Contractors. (x) Quoters shall include a completed copy of the provision at 52.212-3, Offeror Representations and Certifications-Commercial Products and Commercial Services, with its quote. (xi) FAR clause 52.212-4, Contract Terms and Conditions-Commercial Products and Commercial Services, applies to this acquisition and a statement regarding any addenda to the clause. Provisions and clauses are those in effect through Federal Acquisition Circular RFO FAR COMMERCIAL CHECKLIST FAC 2026-01 (eff. 03/13/2026) FAR Deviation APR 2026 (eff. 04/23/2026);VAAR DEVIATION OCT 2026 (eff. 10/01/2026) VAAM Alert 26-01 (eff. 10/01/2025); Acquisition Policy Flash 27-02 eff. 10/01/2026). (xv) All questions regarding this RFQ must be in writing and may be sent by e mail to diane.ziegler@va.gov . VENDOR QUESTIONS: Questions must be received no later than 11/18/2026 @ 03:00 PM CT. No further questions will be accepted after that date and time. ANSWERS TO VENDOR QUESTIONS: Answers to vendor questions will be addressed in an amendment to Contracting Opportunities no later than 11/23/2026 at 5:00 PM CT. You are reminded that representatives from your company SHALL NOT contact any VA Medical Center personnel to discuss this RFQ during this RFQ process. All questions and concerns regarding this RFQ shall be directed to the Contracting Officer by email. To be considered for this award the Contractor must provide the following: PRICE Quoters are requested to complete and return Price/Cost Schedule located on pages 3 of this RFQ. TECHNICAL Contractor to provide a detailed quote to achieve the Government s objectives identified within the Statement of Work. The government requirements for technical evaluations are as follows: Contractor Qualifications & Certifications Subfactor 1: The Offeror shall list resumes of Project Manager and/or Site Superintendent. (SOW Section 2 A). Subfactor 2: The Offeror shall list NETA certified (or equivalent) technicians that are going to work on this service. NFPA 70E Qualified Person training documentation submitted. OSHA 10 hour (technicians) / OSHA 30 hour (PM/Superintendent). (SOW Section 2 B). Subfactor 3: The Offeror shall demonstrate greater than 5 years continuous experience in healthcare/industrial/commercial electrical distribution systems with Project Manager and/or Site Superintendent. (SOW Section 2 C). Subfactor 4: The Offeror shall demonstrate experience with required equipment types (LV/MV switchgear, ATS, transformers, relays, grounding, etc.) with Project Manager and/or Site Superintendent. (SOW Section 2 C). Subfactor 5: The Offeror shall list a minimum of one service where they have developed a Short Circuit & Coordination study. Must be prepared by qualified engineer (switchgear manufacturer or approved consultant). (SOW Section 7 Arc Flash Study). Subfactor 6: The Offeror shall list a minimum of one service where they have developed an Arc Flash Coordination study. Must be prepared by qualified engineer (switchgear manufacturer or approved consultant). (SOW Section 7 COORDINATION AND SHORT CIRCUIT STUDY). Technical Approach & Work Plan- Subfactor 7: The Offeror shall provide a detailed schedule; progress chart included with outage coordination plan (off hours/weekends; utility coordination). (SOW Section 3 A). Subfactor 8: The Offeror shall provide Lockout tag out procedures; energized work permit plan; PPE and safety protocols. (SOW Section 6 1C). Subfactor 9: The Offeror shall provide a full plan for Joint Commission/VHA 4 hour EES test participation. (SOW Section 3E). Subfactor 10: The Offeror shall provide documentation that all instruments, test equipment, tools and PPE have current calibration. (SOW Section 2F). PAST PERFORMANCE Vendors submitting a quote shall be regularly established in the business of providing the services identified in the Statement of Work and who have experience with commercial contracts of similar demand or greater, with conditions and scope as required for this contract. Vendors submitting a quote shall provide 3 (THREE) identified references when submitting their quote. Emphasis will be on recent and relevant past performance. Recent is defined as work performed within the last 3 (THREE) years. Relevant is defined as work similar in scope of the work described in the Statement of Work. Contract: Start Date of Contract: End Date of Contract: Reference s Name and Phone Number: Type of work performed & product used: EVALUATION The Government will award a contract resulting from this solicitation to the responsible quoter whose quote conforming to the solicitation will be most advantageous to the Government, price and other factors considered, reference FAR 12.204. The following factors shall be used to evaluate quotes in order of importance: Price Technical Past performance Before making award, the Contracting Officer will determine whether the proposed price is fair and reasonable in accordance with RFO 12.203. Options. No options evaluated. A written notice of award or acceptance of a quote, mailed or otherwise furnished to the successful quote within the time for acceptance specified in the quote, shall result in a binding contract without further action by either party. Before the quote s specified expiration time, the Government may accept a quote (or part of a quote), whether or not there are negotiations after its receipt, unless a written notice of withdrawal is received before award. (xvi) Point of Contact: Diane Ziegler diane.ziegler@va.gov
