36C24218B0136-006.docx

Construction Scope of Work Boiler Controls Assessment Project 528-16-S02

1 General Information

1.1 Location

Work performed under this scope will be for and conducted within VA Western New York Healthcare System (VAWNYHS) at the Buffalo VA Medical Center (VAMC) located at 3495 Bailey Avenue Buffalo, NY 14215 under VA Project Number 528-16-S02.

1.2 Background

Per VA Directive, monthly and annual tests and inspections of facility boilers are required to ensure the boiler equipment is in good working order. The existing procedures are lengthy, require multiple personnel to accomplish, and are susceptible to human error.

The addition of a dedicated test panel to perform these tests and inspections to each boiler decreases the time and manpower required to complete the tests and ensures consistent and proper execution of each test.

1.3 Purpose

The purpose of this project is to fabricate and install the custom test panel, and recertify the boiler control system at the Buffalo VAMC campus.

The VAWNYHS requires a Contractor to perform construction work and inspections necessary to accomplish this goal.

1.4 Objectives

The supporting objectives to achieve the purpose are:

· Fabricate total quantity of four (4) custom test panels per the supplied drawings

· Install and connect a custom test panel for each boiler per the supplied drawings

· Verify and correct the remainder of the boiler control wiring for each boiler per the supplied drawings/report

· Recertify the boiler control systems for each boiler via UL field inspection Detailed information for these objectives is contained in Section 3: Requirements.

528-16-S02 Boiler Controls Assessment of 17 11/30/2017

1.5 Scope

Fabricate and install custom boiler control test panels. All test panels will be installed on or next to existing boiler control cabinets.

Correct all boiler control wiring to make it match the supplied set of drawings and is fully code compliant and consistent between each boiler (labeling, wire colors, etc…).

Once all construction is complete, hire a third party UL inspection team to perform a UL field inspection such that the boiler control system will have a UL listing/rating.

Detailed information about this scope is contained in Section 3: Requirements.

1.5.1 Site Conditions, As-Built and Record Documents

VA Record Drawings will be provided upon request. NOTE: Although the VA makes every effort to keep drawings current to existing conditions, changes and updates are sometimes not recorded. It is therefore the Contractor’s responsibility to perform field investigation and verify of the accuracy of the drawings with the actual conditions.

The contractor shall check existing conditions at the project site prior to bidding.

1.5.2 Quality Assurance/Quality Control Plan

The Contractor is responsible for reviewing the work done by any subcontractors that the Contractor has hired to assist with the completion of this SOW. The Contractor must provide the Government with a Quality Assurance/Quality Control (QA/QC) Plan that documents the methods, processes, procedures that are going to be implemented by the Contractor to validate the work their subcontractors perform.

1.5.3 Hazardous Materials

The VA does not anticipate any Hazardous Material Removal for this project. There are locations in the VA where asbestos does exist. Should there be a situation where hazardous materials do need to be removed; the Contractor and the VA will work together to determine a plan forward.

1.5.4 Personal Protective Equipment (PPE)

The Contractor is responsible for obtaining/providing, inspecting, and maintaining any required Personal Protective Equipment (PPE) and access equipment (lifts, scaffolding, etc...) necessary to perform services identified in this SOW.

1.6 Approach

1.6.1 General

This Scope of Work has been broken down into general requirements that are applicable to the entire contract and the specific construction effort:

· General (Section 3.1)

· Construction (Section 3.2) The bidding Contractor(s) will have to conduct a brief pre bid site survey of the campus. This will be arranged through the Contracting Officer and conducted as a group. The Contractor will have access to our limited as-built drawings but the drawings shall not leave the document room under supervision by the COR.

1.6.2 Phasing

There are multiple construction efforts ongoing at the VAMC. Some of these construction efforts may be occurring in similar areas as this effort. Proper coordination between the various construction efforts must be done to achieve positive outcomes on all efforts.

The Contractor may begin the construction effort at any boiler they desire. However, the Medical Center must have at least two functional boilers at all times. As a result the following conditions apply:

· All work for a single boiler must be completed at one time so that it may be placed back into service before moving to the next boiler.

· Per standard safety procedures, the power to the boiler will be locked out and tagged out (LOTO) while construction work is being conducted.

1.7 Site Information

Contractors and subcontractors will be subject to the Construction Security Requirements outlined in PG-18-1: MASTER CONSTRUCTION SPECIFICATIONS, Section 01 00 00 (General Requirements - 528-16-S02), Article 1.6.

1.7.1 Safety

All Contractor personnel working onsite at the Medical Center will be required to attend a 1 hour Buffalo VAMC site specific safety training class. This class will be held on site and will be taught by a member of the Buffalo VAMC safety office. Attendance to this class and proof of the 10 hour OSHA requirement will allow Contractor personnel to obtain a photo ID badge from the Buffalo VAMC Police. All Contractor personnel shall wear this badge above the waist at all time while on the Buffalo VAMC campus. Participation in this class is mandatory and must be done prior to the commencement of work on-site. The training and the badge will be valid for 3 years from the date of issue.

1.7.2 Access

Although the VAWNYHS campuses are public facilities, access to facility maintenance areas, electrical areas, mechanical areas, roof access, and certain other portions of the medical facility are restricted from the general public. Accessing these areas may require advance notice, pre- approval, and scheduling to gain entry.

All visits and access requests to the VAWNYHS under this scope of work shall be coordinated through the Contracting Officer Representative (COR) or the Technical POC.

Once under construction, the contractor will be required to check-in and out with the Boiler Plant Supervisor and/or Operator on duty while work is under way.

1.7.3 Photography

It is VHA policy to respect the privacy of all persons (e.g., Veterans, patients, residents, members of the VHA workforce, and visitors) consistent with the needs of operating a national health care system. Privacy protections on VHA premises vary according to the needs and purposes of different types of areas, the persons included, and the purpose of the production and use of photographs, digital images, and video or audio recordings (excerpt from VHA Directive 1078).

Photography of as-built and site conditions are permissible actions under this SOW when photography activities are coordinated with the COR.

The Contractor shall ensure that any photographs taken do NOT include any VHA patients, members of the VHA workforce, or visitors to the VAMC facility.

2 Applicable Documents The following documents are applicable to this Scope of Work (SOW) to the extent specified herein. While every effort has been made to ensure the completeness of this list, document users are cautioned that they must meet all specified requirements of documents cited in sections 3 of this SOW, whether or not they are listed here.

2.1 Government Documents

The following directives, guides, handbooks, and drawings form a part of this document to the extent specified herein. Unless otherwise specified, the latest revisions available shall be used.

Copies of construction related Department of Veterans Affairs directives, guides, and handbooks are available from the Office of Construction and Facilities Management website:

http://www.cfm.va.gov/til/index.asp

DEPARTMENT OF VETERANS AFFAIRS

DIRECTIVES

DEPARTMENT OF VETERANS AFFAIRS, OFFICE OF CONSTRUCTION & FACILITIES MANAGEMENT

PROGRAM GUIDES

2.2 Veterans Health Administration Western New York Documents The following drawings and documents form a part of this document to the extent specified herein.

Documents identified as “AS MODIFIED BY VHA WNY” are base VA documents that have been tailored to the needs of the Veterans Health Administration Western New York (VHA WNY) or this specific effort. While the base VA documents are available on the Office of Construction and Facilities Management website listed above, the Contractor shall use the modified version listed below, NOT the base document. Copies of these documents are available from the CO, COR, or Technical POC.

VA WESTERN NEW YORK HEALTHCARE SYSTEM, BUFFALO VA MEDICAL CENTER

DRAWINGS

REPORTS

PROGRAM GUIDES (AS MODIFIED BY VHA WNY)

2.3 Non-Government Publications

All work shall be accomplished in strict accordance with the latest codes and standards. The Contractor shall follow any/all applicable standards and codes, including, but not limited to applicable NFPA standards, NEC, JCAHO, OSHA, ANSI, ASHRAE, and any other codes.

2.4 Order of Precedence

In the event of a conflict between the text of this document and the references cited herein, the text of this document takes precedence. Nothing in this document, however, supersedes applicable laws and regulations unless a specific exemption has been obtained.

3 Requirements The Contractor shall provide personnel, material, services, and facilities to perform, accomplish, and deliver the required services detailed in this scope of work.

3.1 General

This section contains general information that is applicable for the duration of the contract (i.e. applies to all Parts of this effort).

3.1.1 Status Updates

The Contractor shall prepare and submit periodic status reports throughout the duration of the contract. The reporting period will begin at Notice to Proceed. The contents of status reports shall include but is not limited to the following information/topics:

· Summary and Current Status of Project

· Progress Accomplished (for the previous month)

· Progress Anticipated (for the next three months)

· Updated Schedule

· Problems Encountered and Anticipated

· Technical, Schedule, and Cost Risk Assessment

· Risk Mitigation Strategy

· Financial Data (i.e. allocated funding, obligations, expenditures, etc.)

Status reports may be organized in Contractor specified format. Status reports will be supplied as a digital product to the Government in a Microsoft Word compatible format (*.DOC, *.DOCX) or Portable Document Format (*.PDF). Status reports shall be submitted via email to the KO and COR by the 5th business day of every month.

3.1.2 Meetings

Several different meeting are identified under this contract. Information contained within this section is relevant to all meetings identified in this contract. Any meeting specific details can be located in its respective section of this SOW.

3.1.2.1 Meeting Scheduling

All meetings identified within this SOW are to be coordinated and scheduled with the COR. See Section 1.7.1 and Section 5.1 for more details.

3.1.2.2 Meeting Agenda

The Contractor shall provide a meeting agenda 5 business days prior to the scheduled date of the meeting.

Meeting agendas may be organized in Contractor specified format. Meeting agendas will be supplied as a digital product to the Government in a Microsoft Word compatible format (*.DOC, *.DOCX) or Portable Document Format (*.PDF). Meeting agendas shall be submitted via email to the COR.

3.1.2.3 Meeting Presentation Materials

Any required presentation materials (e.g. handouts, slide presentation, design information, drawings, schedules, cut sheets, etc…) shall be provided to the Government at the same time as the meeting agenda.

Meeting presentation materials may be organized in Contractor specified format. Meeting presentation materials will be supplied as a digital product to the Government in a Microsoft Office compatible format (*.DOC, *.DOCX, *.PPT, *.PPTX), Portable Document Format (*.PDF), or AutoCAD (*.DWG, *.DXF) as applicable to the specific document and meeting.

While email is acceptable method to receive this information, note that the VA has a size restriction for attachments on email. No email can be sent or received by the VA that is larger than 5MB. If meeting presentation materials are larger than this size, the Contractor must determine an alternate method to submit the required materials by the due date (e.g. FTP website, optical digital media, etc…).

3.1.2.4 Meeting Minutes

The Contractor shall provide meeting minutes to document the discussion had during the meeting. The contents of meeting minutes shall include but is not limited to the following information/topics:

· Meeting attendees

· Narrative to describe contents of meeting (will likely mirror the meeting agenda)

· List of action items (for both the Government and the Contractor)

· Presentation materials used during the meeting should be included as enclosures Meeting minutes may be organized in Contractor specified format. Meeting minutes will be supplied as a digital product to the Government in a Microsoft Word compatible format (*.DOC, *.DOCX) or Portable Document Format (*.PDF).

The Contractor shall provide draft meeting minutes within 5 business days of the meeting. The Government will review and provide comments back to the Contractor within 3 business days of receipt of the draft meeting minutes. The Contractor shall finalize the meeting minutes and submit the final meeting minutes to the Government within 3 business days of receipt of Government comments.

3.2 Construction

The Contractors scope of work for Construction shall include, but is not limited to the following:

3.2.1 Kick-off Meeting and Site Survey

The Contractor shall conduct a kick-off meeting at the VAMC. During the kick-off meeting the Contractor shall address their plan to meet the design intent, review the schedule, and review their plan to address any risks associated with the effort.

This meeting shall comply with the terms of Section 3.1.2 of this SOW. See section 5.2 for the timing of this meeting.

In conjunction with the Kick-off Meeting, the Contractor shall survey the existing test panels and boiler plant area to assess current site conditions and assemble existing as-built documents.

Site surveys shall be conducted in accordance with Section 1.7.1.

3.2.2 Submittals

In accordance with the terms of PG-18-1 MASTER CONSTRUCTION SPECIFICATIONS; SECTION 01 33 23 SHOP DRAWINGS, PRODUCT DATA, AND SAMPLES (528-16-S02), the contractor shall provide submittals and shop drawings for review prior to starting work.

3.2.2.1 Test Panels

The Contractor shall submit shop drawings, a bill of materials, and manufacturer cut sheets for each component to ensure the fabricated test panels comply with the supplied drawings.

The contractor shall submit a shop drawing showing the proposed installation location and structural support for the test panel installed at each boiler.

3.2.3 Preconstruction Conference

Once the submittals have been approved, the Contractor shall attend a Preconstruction Conference. This meeting will be a follow-up to the Kick-off Meeting and Site Survey. In preparation for this meeting the Contractor shall submit:

· An updated work plan that adds additional details based upon approved submittal information.

· Revised or new Activity Hazard Analysis (AHA) based on approved submittals

· Any additional clarifying details about the work to be performed that have been updated bases upon the approved submittals.

Any action items resulting from this meeting shall be addressed prior to ordering any materials or beginning the actual construction work.

This meeting shall comply with the terms of Section 3.1.2 of this SOW and the terms of PG-18-1 MASTER CONSTRUCTION SPECIFICATIONS; SECTION 01 35 26 SAFETY REQUIREMENTS (528-16- S02); Article 1.6 Preconstruction Conference. See section 5.2 for the timing of this meeting.

3.2.4 General Construction

The Contractors scope of work for General Construction shall include, but is not limited to, the procedures outlined in PG-18-1: MASTER CONSTRUCTION SPECIFICATIONS (528-16-S02).

Work includes, but not limited to, all labor, material, equipment and supervision to perform the required modification, construction, and/or installation of the test panels as described in the drawings, specifications, and this SOW.

Install four (4) custom Boiler Control Test Panels per the following:

1. Mount custom test panels at each boiler.

2. Provide As-Built Documentation of the test panels and their installation.

3. Participate in the test panels operational verification testing.

4. Acquire services of a UL field team to perform a UL field investigation and certification of the boiler control system.

3.2.5 Electrical Work

The Contractors scope of work for General Construction shall include, but is not limited to, the procedures outlined in PG-18-1: MASTER CONSTRUCTION SPECIFICATIONS (528-16-S02).

Work includes, but not limited to, all labor, material, equipment and supervision to perform the required modification, construction, and/or installation of the test panels as described in the drawings, specifications, and this SOW.

Install four (4) custom Boiler Control Test Panels per the following:

1. Fabricate three (3) custom test panels in accordance with the provided drawings (EI601 to EI614, EI691 to EI692, EI693, EI700).

2. Fabricate one (1) custom test panels in accordance with the provided drawings (EI615 to EI629, EI691 to EI692, EI694, EI700).

3. Run and connect new electrical conduit and conductors from existing boiler control panel to new test panels.

4. Correct boiler control wiring per the report of findings and supplied drawings.

5. Ensure boiler control wiring for all boilers matches supplied drawings.

6. Participate in the test panels operational verification testing.

3.2.6 Status Meetings

The Contractor shall attend periodic status meetings with the VA to discuss construction progress, submittals, and RFIs during the course of the project. The construction phase is anticipated to be no longer than 3 months.

Status meetings will commence after the Preconstruction Conference is held (section 3.2.3). Status meetings shall be held every two weeks for the remainder of the effort. At a minimum, status meeting attendees shall be the VAMC COR and one person from the prime Contractor. Additional personnel may be invited to the meeting as required.

As part of the last status meeting the resurvey of the site will be conducted (see PG-18-1: MASTER CONSTRUCTION SPECIFICATIONS, Section 01 00 00 (General Requirements - 528-16- S02), Article 1.8, Paragraph C).

The Contractor and/or Sub Contractor shall provide meeting minutes in accordance with the terms of Section 3.1.2.

11/30/2017 4 Verification Final functional verification of the installed test panels shall be conducted jointly before final acceptance of the constructed product. The groups that will participate in the verification process include:

· Prime Contractor

· Subcontractor (as applicable)

· VA Engineering These functional tests will be based upon the VA Boiler Test Procedures.

Each test panel installed will be subjected to these tests. For any test panel that does not pass the functional verification test, the Contractor shall troubleshoot the issue and determine if the root cause of the problem.

If the root cause is the result of the construction work, the Contractor shall repair and/or replace the faulty construction work and any subsequently damaged equipment at no additional cost to the Government.

If the root cause is the result of a faulty test panel, the Contractor shall coordinate with the fabricator to repair and/or replace the faulty equipment at no additional cost to the Government.

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5.1 Technical POC

The Contractor shall coordinate all visits and meetings with and provide the required quantity of submittals to

Bryan Silverblatt

VA Western New York Healthcare System

Buffalo VA Medical Center

3495 Bailey Avenue

Buffalo, NY 14215

5.2 Schedule and Submittals

The Period of Performance for the total effort will not exceed 120 calendar days.

Independent of the not to exceed period of performance, the Contractor shall comply with the individual relative and absolute timelines identified in Section 3 of this SOW.

Submittals are defined in PG-18-1 MASTER CONSTRUCTION SPECIFICATIONS; SECTION 01 33 23 SHOP DRAWINGS, PRODUCT DATA, AND SAMPLES (528-16-s21).

Table 1 is a summary list of actions, submittals, and schedule for this effort. This list is NOT inclusive of shutdown requests.

Table 1: Summary List of Events and Deliverables Data Item

Party

Ref Spec Ref

Duration of Contract

Construction

Kick-off Meeting and Site Survey

1.7.G

1.7.G

Submittals

528-16-S02 Boiler Controls Assessment of 17 11/30/2017

Data Item

Party

Ref Spec Ref

01 00 00;

1.7.G

01 00 00;

1.7.G

01 00 00;

1.6.A

01 00 00;

1.6.D

01 00 00;

1.6.E

01 00 00;

1.6.F

01 00 00;

1.8.A

26 05 11;

1.12

Submittal

Contractor Electrical Shop Drawings (Electrical ratings and insulation type for each conductor and cable)

NTP +30 Calendar Day(s) email

NA

26 05 19;

1.5

26 05 19;

Contractor Electrical Shop Drawings (Conduit bodies, connectors and fittings; Junction and pull boxes, types and sizes)

NTP +30 Calendar Day(s)

26 05 33;

-15 Calendar Day(s)

01 35 26;

1.4

-15 Calendar Day(s)

01 35 26;

1.14

Data Item

Party

Ref Spec Ref

-15 Calendar Day(s)

01 35 26;

1.5

-15 Calendar Day(s)

01 35 26;

1.8

Preconstruction Conference

-5 Business Day(s)

1.6

+5 Business Day(s)

VAMC

Preconstruction Conference Meeting Minutes (Draft) Comments Receipt of Draft +3 Business Day(s)

Status Meetings

01 00 00;

1.8 C

01 00 00;

1.8 C

Data Item

Party

Ref Spec Ref

01 00 00;

1.18 A

01 00 00;

1.19 B

26 05 19;

1.5

- Wiring)

26 05 19;

1.5

26 05 26;

Contractor Electrical Certification (Installation

– raceways, conduits, conduit bodies, connectors, fittings, junction and pull boxes, and all related equipment)

Last Status Meeting

26 05 33;

Contractor

As-Built Drawings

hardcopy

01 00 00;

1.13 C

528-16-S02 Boiler Controls Assessment

6 Government Furnished Information, Materials, & Equipment The government shall supply the following information:

· All Buffalo VAMC drawings and modified program guides and specifications from section 2.2.

Government Furnished Materials (GFM) and Government Furnished Equipment (GFE) are not required and will not be provided for this effort.

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