RFP for NFPA 70E Arc Flash Analysis and Electrical Safety Program Development

225 Pages·2016·11.53 MB·English

REQUEST FOR PROPOSALS

FOR

NFPA 70E ARC FLASH ANALYSIS AND
ELECTRICAL SAFETY PROGRAM DEVELOPMENT

SACRAMENTO REGIONAL COUNTY SANITATION DISTRICT
OPERATION AND MAINTENANCE DEPARTMENT
ELECTRICAL SHOP

RFP No. 9003

ISSUE DATE: September 19, 2016

DUE DATE & TIME: October 14, 2016 by 3:00 p.m. PST

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TABLE OF CONTENTS

1. Introduction

2. Background

3. Objective

4. Key Action Dates

5. Mandatory Pre-Proposal Meeting

6. Scope of Services

7. Basis for Compensation

8. Indemnification

9. Organization and Content of Proposal

10. Submittal Instructions

11. Proposal Rating Criteria

12. Selection Process

13. Final Selection and Notification

Attachment A – Site Location Detail

Attachment B – Regional San Existing Electrical Safety Documents

Attachment C – Conflict of Interest and Non-Collusion Affidavit
Attachment D – Sample Agreement

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1. Introduction
The Sacramento Regional County Sanitation District’s (Regional San’s) mission is to
serve its customers by protecting public health and the environment through reliable and
safe conveyance, treatment and disposal of all wastewater in the most cost effective
manner now and in the future. Regional San owns and operates an extensive conveyance
system, including offsite pump stations and 177 miles of interceptor pipelines, ranging in
size from 36 to 144 inches in diameter. These facilities convey wastewater flows from
residential and industrial users within the Sacramento area to the Sacramento Regional
Wastewater Treatment Plant (SRWTP) located in Elk Grove.

2. Background
Regional San is accepting proposals from experienced arc flash analysis consultants to
perform electrical engineering analysis to include:

 Short circuit analysis
 Protective device coordination analysis
 Arc flash hazard analysis
 Interrupt rating analysis
 Customized electrical safety program

There are approximately fifteen offsite facilitiesthe awarded Consultant will study during

the on-site filed analysis portion of the Scope of Services. The sites are listed in
“Attachment A” as part of this RFP and incorporated herein by this reference.
Attachment A lists the offsite facilities by their respective ID. The first two pages
illustrate the geographic location of each facility.

3. Objective
The purpose of the work to be performed under this contract is to remove and/or mitigate
known electrical arc flash hazards, to label appropriate electrical equipment, to provide
safe work zones, provide recommendations to reduce the hazard risk, identify the
appropriate personnel protective equipment (PPE) and provide a customized Electrical
Safety Program, all in compliance with the latest National Fire Protection Association
(NFPA) 70E.

4. Key Action Dates

SUMMARY OF KEY DATES
RFP Issuance September 19, 2016
Mandatory Pre-Proposal Meeting October 5, 2016
RFP Questions Due October 10, 2016
Proposal Due Date October 14, 2016 by 3:00PM Pacific Daylight Time
Short List for Interviews (if October 21, 2016
necessary)
Interviews (if necessary) Week of October 24, 2016
Final Recommendation October 28, 2016 - Tentative
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5. Mandatory Pre-Proposal Meeting
A mandatory pre-proposal meeting will be held at SRWTP located at 8521 Laguna Station
Road, Elk Grove, CA 95758, on October 5, 2016, at 9:00 a.m. The purpose of the meeting
is to review and clarify project requirements, and to respond to questions from the proposers.

Pre-proposal attendees must e-mail Ronald Baptista at [email protected] with
attendee names to RSVP no later than 1 workday prior to the meeting. This information is
required to be granted access at the SRWTP security gate. There will be a limit of two (2)
representatives from each company who may attend the meeting. Upon arrival at SRWTP
and passage through the security gate, visitors are to proceed to the Administration Building,
and be seated in the lobby until a Regional San representative escorts the group to a
conference room.

6. Scope of Services

A. Task 1 - Field Collection of Data

1. Determine arc-flash incident energy levels and flash protection boundary distances for
all listed facilities based on the results of the short circuit and coordination studies.
Perform the arc-flash analyses under the worst case arc flash conditions and all modes of
operation.

2. All necessary information shall be gathered and all electrical systems analyzed from
the utility connection point to all equipment connections. All field technicians and/or
service engineers shall be trained in electrical and arc flash safety and shall utilize their
own PPE. All work shall be done in accordance with latest NFPA 70E and IEEE
Standard 1584.

3. Services for each facility shall include but not limited to the following:

a. Perform field collection of data
1. The Consultant is required to collect all data on the existing
facilities electrical equipment and is NOT to assume that any
drawings or documentation exist to aid in the collection or
analysis. The Consultant shall verify one line diagrams, if
available. If not available, the Consultant shall generate the
appropriate detailed and accurate one line diagrams. Discrepancies
found in the drawings shall be brought to Regional San’s attention
as a drawing markup.
2. One Line Diagrams information shall include but not be limited to:
a. Electrical Structures
b. Voltages at each point
c. Short circuit available at each point
d. Horsepower ratings of each motor
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e. Regional San’s standard names of all panels and equipment

B. Task 2 - Arc Flash Analysis

1. Consultant will be responsible to perform the short circuit, coordination and interrupt
rating studies which will precede the Arc Flash analysis.

2. Consultant will determine the level of incident energy at each switchboard, motor
control center (MCC), panel board and other electrical equipment requiring analysis.
Current NFPA and IEEE standards shall be utilized to yield arc-flash hazard results
which comply with the latest industry standards.

3. Consultant shall determine if motor control buckets can be hot swapped and indicate
as such on MCC arc flash 70E labels or specify on general use electrical safety labels.

4. OSHA 29 CFR-1910 Subpart S and NFPA 70E require that arc-flash hazard analysis
be performed in incremented five year periods or sooner whenever design
implementations occur or circuit power arrangements are changed.

5. Indicate problems discovered while performing the studies. It must include the
following:
a. Recommendations to mitigate arc flash hazards above Category 2
b. Identification of circuit protective devices with insufficient interrupt ratings
c. Identification of circuits not property coordinated
d. One-Line drawings of all equipment surveyed
e. Table of calculated arc flash data
f. Coordination curves
g. And any other pertinent data

6. Per IEEE 1584, “Equipment below 208/240V need not be considered unless it
involves at least one 125kVA or larger low-impedance transformer in its immediate
power supply.” Arc Flash calculations, shall will not be done on systems below
208/240V down stream of 125kVA and smaller transformers.

7. Arc Flash hazard labels for equipment needed are a product of the analysis. Labels
provide qualified workers the information to determine the personal protective
equipment (PPE) required to work on a given piece of equipment, or when the hazard
level exceeds a safe work condition. Provide labor and materials to
:
a. Affix labels to all 70E Rated Category 1 and above electrical fixtures
i. Labels shall at a minimum indicate the following:
1. Arc Flash Boundary
2. Restricted Approach Distance
3. Limited Approach Distance
4. Glove Class
5. Incident Energy
6. PPE Category
7. Calorie Rating
8. Nominal Voltage
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9. Upstream over-current protective device
10. Device name and assessment date
ii. Labels shall be required for all electrical equipment deemed to require
a label.
iii. Arc Flash labels on Motor Control Centers shall indicate if MCC
buckets can be hot swapped.
b. Labels for the following offsite facilities shall have PPE Categories listed
instead of incident energy:
i. N15, N16, N18, N20, S62, S63, S68
Deliverables
1. After completion of the analysis, provide the following:
a. A complete report for all the facilities in both electronic and in bound hard copy
document form.
b. Each facility will have its own separate soft and hard copy of the report which
shall contain, at a minimum, the following:
 An introduction describing the background, objectives and the
scope of the study
 Basis of analysis
 An executive summary with clearly written conclusions and
recommendations. The recommendations will refer to reducing the
arc flash hazard category to two or below and any other ways to
enhance worker safety
 Coordination plots and protective device curves
 One line diagrams
 In tabulation format list device, device name, bus name, bus kV,
protective, bus bolted fault, protective device arc fault, trip/delay
time, duration of arc, arc type, arc flash boundary, working
distance, required limited and restricted approach, incident energy,
cal/cm2, conduit sizes, switchgear data, and required PPE
 Hazard/Risk Categories for the calculated incident energy levels
 The flash protection boundary of the equipment involved/evaluated

2. Submit three initial draft copies of each report to Regional San for review. The
consultant shall incorporate Regional San comments and submit three copies of
the final draft reports to Regional San for final review.

C. Task 3 - Customized Electrical Safety Program

Consultant is to develop a written Electrical Safety Program that will be compliant with
the latest NFPA 70E publication. The Electrical Safety Program shall incorporate the
Sacramento Regional Wastewater Treatment Plant SRWTP, including Area 9, and the
offsite facilities referenced in Attachment A. The Program should also take into
consideration the existing electrical safety documentation as referenced in Attachment B
of this RFP entitled, “Regional San Existing Electrical Safety Documents”, and
incorporated herein by this reference.

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The Electrical Safety Program should include the necessary language to implement but
not be limited to the following elements:

1. Maintenance
a. Consider the condition of the maintenance of the equipment and it’s component
parts
2. Awareness and Self-Discipline
a. Document how employees must follow the policies and effectively implement
the procedures
3. Electrical Safety Program Controls
a. Document how the Electrical Safety Program shall identify the controls from
which it is measured and monitored
b. Document which metrics could be used
4. General Risk Assessment
a. The Electrical Safety Program should identify the steps that employees must take
where the risk of injury from electrical hazards are unacceptable
5. Job Briefing
a. Specify how the employee shall perform job briefing before starting each job and
the potential hazards associated with to discuss in addition to the required PPE
and any special precautions
6. Electrical Safety Auditing
a. Document how the Electrical Safety Program shall be audited to verify that the
procedures and principles within the program are in compliance with NPFA 70E.
b. Document how field work shall be audited to verify the requirements within the
safety program are being followed.
7. Training Requirements
a. Specify how often employees shall be trained to identify and understand the
relationship between electrical hazards and the possibility of injury
b. State the types of training that will be required
i) Classroom Arc Flash training
ii) Emergency Response Training (contact release, first aid, etc)
iii) Qualification for electrical work
c. Training verification and documentation by the employer
8. Clarification on the difference between unqualified and qualified personnel
9. Outside contractor obligations in relation to Regional San’s Electrical Safety
Program
10. Document alerting techniques and methods for the notification of approach and flash
boundaries
11. Documentation for the use of personal protective equipment (PPE) by qualified
employees.
12. Documentation for energized electrical work permit policies and procedures
13. Documented protocols for de-energizing
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14. Electrical safety requirements for any special equipment
15. Any other items that will be needed to be in compliance with the latest NFPA 70E
and CalOSHA regulations
Deliverables
Submit three initial hard draft copies and one soft copy of the program to Regional San
for review. The consultant shall incorporate Regional San comments and submit three
final draft reports and one soft copy to Regional San for final review.
D. Task 4 - Special/Optional Services
Regional San staff is currently updating the power system model for the SRWTP. The
model is in Power Analytics’ Design base Software Paladin, and when completed, the
model could have as many as 1,000 bus points. Upon completion of the model Regional
San intends to use the model to perform an Arc-Flash Study of the SRWTP’s electrical
distribution and prepare arc-flash equipment labels. Regional San is seeking to determine
whether proposers have an experienced power system study professional to provide a
third-party review of this model and assist Regional San in the study.

If so, proposers are to provide a summary of your firm’s familiarity, experience, and
expertise with the Paladin modeling software. Additionally, provide a description of
what your firm’s proposed approach would be to providing the requested third-party
review of the SRWTP power system model, resources and efforts consultant’s firm
would require of Regional San and an estimated schedule for completing the effort.

Note: This portion of the Scope of Services will not be included in the proposal
selection criteria or scoring process. If a proposer does not have this experience or
cannot provide this service it will not have an impact on proposer’s score.

7. Basis for Compensation
Time and Expense: Compensation for services rendered will be based on a Time and
Expense basis with a not-to-exceed dollar ceiling for the entire contract.

8. Indemnification
Proposers will be expected to agree to the following express indemnity:

To the fullest extent permitted by law, for work or services provided under this
Agreement, CONSULTANT shall indemnify, defend, and hold harmless
SACRAMENTO REGIONAL COUNTY SANITATION DISTRICT, SACRAMENTO
AREA SEWER DISTRICT, and THE COUNTY OF SACRAMENTO, their respective
governing Boards, officers, directors, officials, employees, and authorized volunteers and
agents, from and against any and all claims, demands, actions, losses, liabilities,
damages, and all expenses and costs incidental thereto, including cost of defense,
settlement, arbitration, and reasonable attorneys' fees, resulting from injuries to or death
of persons, including but not limited to employees of either Party hereto, and damage to
or destruction of property or loss of use thereof, including but not limited to the property
of either Party hereto, arising out of, pertaining to, or relating to the negligence,
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recklessness, or willful misconduct of the Consultant, its employees, or the
CONSULTANT’s subconsultants or subcontractors.

This indemnity shall not be limited by the types and amounts of insurance or self-
insurance maintained by the CONSULTANT or the CONSULTANT’s Subconsultants or
Subcontractors.

Nothing in this Indemnity shall be construed to create any duty to, any standard of care
with reference to, or any liability or obligation, contractual or otherwise, to any third
party.

The provisions of this Indemnity shall survive the expiration or termination of the
Agreement.

9. Organization and Content of Proposal
a. Company Background: Provide a brief introduction of your firm,
including office locations, main areas of expertise, number of staff, and
company background and history.

b. Related Experience: Provide a list of relevant experience similar to the
scope of services requested in Section 5 above. For each project that is
listed as relevant experience, please provide a list of key staff involved,
dates of the work, and the firm’s role in the project (prime consultant),
subconsultant, etc.). Please include the name, title, and phone number of
the project owner representative.

c. Consultant Team: Provide a list of staff that will work on this contract.
The geographic location of the firm and each team member must also be
identified. Describe the qualifications and experience of each of the
proposed consultant team members. Key areas of expertise of each team
member should be identified, as well as their level of participation in the
reference projects listed in 9b above.

d. Level of Effort: Proposers shall provide a detailed level-of-effort for each
task required by this RFP, including staff time (man-hours) for each
member of the project team.

e. Cost Proposal: Consultant’s cost proposal will be submitted in a separately
sealed envelope. Consultant shall separate the cost proposal for Scope of
Services Tasks 1, 2, 3, from the Task 4-Special/Option Services. After the
qualifications rankings have been made, only the cost proposal of the
consultant that Regional San enters into negotiations with will be opened.
Cost proposals will be returned unopened to all other consultants.

f. Insurance: Consultants to provide a summary of the firm’s (and any sub
consultant’s) present and proposed insurance coverage, including public
liability, property damage, worker’s compensation, automobile, and
professional liability for the duration of the contract (assume two (2)
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years). Please see the Attachment D - Sample Agreement for Regional
San’s insurance requirements.

g. Conflicts of Interest: Consultants submitting proposals in response to this
RFP must disclose to Regional San any actual, apparent, direct or indirect,
or potential conflicts of interest that may exist with respect to the firm,
management, or employees of the firm or other persons relative to the
services to be provided under this Agreement for services to be awarded
pursuant to this RFP. If a Consultant has no conflicts of interest, a
statement to that effect shall be included in the proposal. A “Conflict of
Interest and Non-Collusion Affidavit” form has been included as part of
this RFP as Attachment C, and is incorporated herein by this reference,
and must be submitted with consultant’s proposal.

h. Proprietary Information: Any information submitted in a proposal in
response this RFP that the consultant considers proprietary must be
identified as such and must include the description of the legal basis for a
claim of confidentiality. Regional San will not assert the confidentiality of
such information unless the Consultant executes and submits a written
agreement prepared by Regional San to defend and indemnify Regional
San for any liability, costs, and expenses incurred in asserting such
confidentiality as part of the proposal. The final determination as to
whether Regional San will assert the claim of confidentiality on behalf of
the Consultant is at the sole discretion of Regional San.

i. Employment Practices: Proposals must include a summary of your firm’s
employment policies and procedures, including any equal employment
opportunity and affirmative action policies. Proposals must also include a
brief summary outlining the present composition of your work force.

j. Exceptions to Contract Terms and Conditions: Consultant shall provide a
list of any exceptions to contract terms and conditions, which the
Consultant will seek from the sample Regional San contract language.
This sample Regional San contract has been included in this RFP package
as Attachment D, and is incorporated herein by this reference.

10. Submittal Instructions
Please submit (3) original hard copies, and (3) electronic digital media copies as follows:

Due Date: October 14, 2016, by 3:00 p.m. PST

Deliver To:
Sacramento Regional County Sanitation District
Attn: Ronald Baptista
8521 Laguna Station Rd
Elk Grove, CA 95758

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