36C24418R0222-001.docx

Erie VA Medical Center Erie, PA 16504

Design Scope of Work Emergency Replacement of IT HVAC Heat Exchangers 01/11/18 Project No. 562-18-401

TABLE OF CONTENTS

1.0 SCOPE OF WORK

A. The Engineering Service (ES) firm shall develop all Phasing Plans, Construction Documents, Construction Administration Services, Technical Specifications, and Cost Estimates, for the “Emergency Replacement of IT HVAC Heat Exchangers” project at VAMC, Erie, PA.

B. This project will improve cooling efficiency of medical center equipment by:

1. Replace the existing dry cooler with a new cooler to serve the loop that services OIT equipment and several office spaces in the basement. New cooler shall be sized to future capacity growth and shall be chosen with a consideration to efficiency and life cycle costs. Cooler shall be Johnson Control compatible or Backnet compatible with control functionality. New cooler shall be raised to a sufficient elevation to aid in circulation of air and ease of maintenance.

2. Replace existing pumps and expansion tank that serves the dry cooler loop with new pumps and expansion tank. New pumps and tank shall be chosen with a consideration to future capacity growth, efficiency and life cycle costs. ES shall price this as alternate option 1, with choosing of option dependent upon dry cooler price and budget.

3. Replace near piping associated with old equipment with new piping sized to the new equipment. New piping to include 3 way valves to accommodate temporary equipment.

4. Replace damaged concrete and adjust slope of concrete pad with new concrete with a slope that improves drainage.

5. Installed equipment manufacturers shall have technicians available to provide local technical training.

C. ES shall investigate and perform analysis necessary to select an appropriate cooler and other options to improve the efficiency and/or capacity of cooling of the loop. This may include, but is not limited to the

1. load calculations

2. investigation of the existing dry cooler loop and the equipment served and its load capacity

3. evaluating current Liebert units

4. evaluating current Mammoth units

5. reviewing valves for current units

6. analysis between dry coolers and adiabatic coolers

7. analysis of applicable statutory or code requirements regarding Legionella

8. life cycle analysis including energy costs/efficiency and maintenance costs

9. assessments of pipes to including sizing

10. investigating the feasibility of a secondary loop for OIT equipment

11. investigating the feasibility of pipe replacement of the loop

12. placing 3 way valves on the loop to allow for temporary equipment

13. VFDs on pumps

14. variable water flow

15. use of 2 way valves

16. possible energy savings from additional CRAC units

17. ensuring JCI-Backnet integration of new equipment with existing system with sufficient status, monitoring and manipulation points ES shall provide and document life cycle cost analysis for the proposed cooler design(s). The life cycle analysis for each proposed design shall calculate and present the following results: the annual energy usage and costs, annual costs of system maintenance, and first costs of construction. Options with different service lives shall be compared. The ES shall provide a report describing the preliminary life cycle cost results for each design option no later than the design development phase of design and a final report prior to the final system selected by the VA.

D. ES shall prepare as-builts of the loop system to include FCUs, AHUs, and other loads on the loop and shall include it in the initial submission.

E. Project shall include equipment planning and site preparation, necessary improvements to the physical structure and also addressing documented deficiencies in the area. Salient design features for the design include the following considerations:

1. Site Work – ES shall include construction plan including documentation of site restrictions as necessary to complete this work.

2. The project to provide all necessary modifications to VAMC existing building structure, mechanical, electrical, and piping work.

3. VAMC Erie will require Alt. Bid Deduct options for the project. Comprehensive price breakdowns of phases and tasks are required to ensure budget constrains are met.

F. All work shall be in accordance with NEC, EPA, and VAMC regulations.

G. ES shall include in the specification that the VA will require a manufacturer trained representative be on site to check initial settings, initial start-up and provide training for VA personnel.

H. ES shall be responsible to review and evaluate existing conditions surrounding the area planned for development. This shall include all existing utilities and structures.

I. Integrated Design – Use a collaborative, integrated planning and design process that initiates and maintains an integrated project team in all stages of a project planning and delivery. Establish performance goals for siting, energy, water, materials, and indoor environmental quality along with other comprehensive design goals and ensures incorporation of these goals throughout the design and lifecycle of the system.

J. ES shall develop a phasing plan and also develop deduct bid alternates for project award which will be based upon available funding of $500,000.

K. All work shall be coordinated with the upcoming and current projects to prevent any duplication of efforts. New design shall be accomplished in accordance with latest VAMC guidelines, codes and specifications.

L. All designs shall comply with applicable sections of VA publications, "Planning Criteria for Medical Facilities", H-08-9; and "Equipment Guide List", H-08-5; also NFPA, OSHA, ANSI, JCAHO, VA Standards and other applicable Federal, State and Local code requirements, including BC. ES will be responsible for complete functional design and provide biddable documents meeting all the requirements.

M. Applicable chapters of VA Master Construction Specifications will be prepared by the ES, including any necessary adaptations. VA Construction Standards JH-08-3,VA HVAC Design Manual, VA Sustainable Design and Energy Reduction Manual, and, ASHRAE Standards 90.1-2007, shall apply to specific design requirements. Particular attention is called to CD4, "Symbol Identification of Contract Drawings", and CD5, "Contract Drawings Requirements". Equipment symbols shall be in accordance with Handbook H-08-6, "Standard Drawing Details". Handbook H-08-4 shall be utilized to the greatest extent practicable.

N. The ES shall carefully review all requirements of the latest edition of the Accreditation Manual for Hospitals, of the Joint Commission Accreditation of Hospitals, with respect to design and operating requirements and report all conflicting conditions in writing.

O. Project Schedule is 45 days to complete Schematic Design, Design Development, Construction Documents, Technical Specifications, and Cost Estimates of Construction. Completion of Construction Administration Services will be dependent upon award of Construction Contract.

1. At a minimum the Model shall include but not be limited to the following; Architectural/Interior Design, Square Footage/Volume including Room Names and Numbers, Architectural Schedules, Walls and Curtainwall Sizes, Shapes, and Material Data. Doors, Windows, Louvers, Roof, Floors, Ceilings, Vertical Circulation, Architectural Specialties and Woodwork, Signage, Schedules, Furniture, Equipment, Structural, Foundations, Shafts and Pits, Mechanical, HVAC, Plumbing, Electrical/Telecommunications, Power and Lighting, Exterior Building Information, Fire Protection/Alarms, and Civil Engineering Data.

1. X- Project Title Sheet

2. 1 (numbered only)- Architectural Drawings

3. DE- Architectural Miscellaneous Detail

4. S- Structural Drawings (if required)

5. P- Plumbing Drawings

6. E- Electrical Drawings

7. H- HVAC Drawings P. Prints - Black line on white background, "D" Size (24" x 36") (Full size) – Half size 18”x24” Q. Reproducibles - May be mylar photocopies, "D" Size (24" x 36") R. Electronic Media – CD-ROM. – Revit Architecture 2011, AutoCAD 2012 (dwg files).

S. Drawing Data Information - Shall list all basic information including but limited to the following: File names, fonts, layer names/types color, blocks used, hatches, etc.

T. All submitted construction drawings shall minimally conform to the content requirements defined in the VA standards for construction. Specifically the content features of PG-18-15 Minimum requirements for ES submissions. See http://www.cfm.va.gov/contract/aeDesSubReq.asp.

U. The ES shall provide and designate a single point of contact (POC) to represent the ES’s design team throughout the design and construction administration. The POC shall coordinate all communications between the VA and the ES and act as a central path of communication. The designated POC shall communicate directly to the VA through written requests and responses and provide weekly documentation to the VA in the form a design progress/issues log. Upon request, an example of the approved issue log format will be provided. The design progress/issues log shall:

1. Summarize current design progress made during that week

2. Log all sent and received requests for design information as well as other pertinent matters of communication

3. Document all pending matters that will potentially affect the delivery schedule defined in this document

4. Identify upcoming actions that may require advanced preparations (i.e. on-site project meetings, walk though visits, site visits, construction administration visits).

V. The ES shall develop and furnish an owners project requirements (OPR) document that details and logs the development of salient features of the project design. Upon request, an example template of the approved OPR matrix format will be provided. The ES shall collaborate with the VA. The ES shall update the OPR documents with each progressive stage of the design.

1. Preliminary drawings (prints) (1 copy) ½ size sets and (1 copy) full size set

2. Field Report – follow up from surveys and investigations done including keynoted photos

3. Design Narrative identifying ES findings and recommendations as well as descriptions for all structural, mechanical, electrical, plumbing and telecommunications systems considered. Designs shall use requirements as stated in section 1.0 as basis of design.

4. Design plan describing design solution approach, cost/scope/budget alignment, preliminary scope of work for each design option, preliminary cost estimates for conceptual designs and design options to be considered and any potential disruptions to the site.

5. Preliminary cost estimate utilizing BIM software.

6. Preliminary scope of work

7. Life cycle cost analysis

8. Updated Owner’s Project Requirements

9. Final VA user group approved plans and locations, - Phase in and proposed sequences of construction in each phase. Plans at this stage should include site, exterior elevations for review and comment along with mechanical – electrical.

10. All submitted information shall be made available for secure download to the VA.

4.0 50% DESIGN DEVELOPMENT SUBMISSION

There will be one (1) submission of 50 % design development documents. The requirement for each design submission is described below.

3. Label each room or space with its name and the required net area of the designed net area. Names on drawings shall be the same as those used in the Space Plan. The area figures will appear in fractional form,e.g.,400/390.Spacesprovided but not called for in the Space Plan (such as mechanical rooms) shall be indicated as: -/390. The designed net area shall exclude such circulation space within the room as is permitted by the space planning criteria. Plan shall also note all dimensions to finished wall. Show the overall exterior dimensions for determining the total gross area of the buildings.

4. When the project includes more than one service or activity, as identified in the Space Summary Sheets of the Master Plan or Space Program, each activity shall be labeled and its boundaries indicated with a heavy or distinctive line. In addition to the name, this labeling shall include the Activity Code Number. When a service is fragmented or scattered in various locations, then each piece of it shall be similarly outlined and identified.

5. Submit a separate 1/8" scale plan for each floor to show the building's fire protection features. The plan shall show, as a minimum, smoke barrier partitions, fire partitions, sprinklered areas, location of fire extinguisher cabinets, exit paths to the outside and the occupancy of each fire section. Submit exit calculations for each floor which justify the number of exits provided.

6. Show the structural grid pattern with expansion joints, if used. (indicate existing and new column lines and column numbers ).

7. Show schematic sections, as needed, to define that building concept.

8. Submit elevations at all significant sides of the building in sufficient detail for the VA to judge its appearance. All significant materials, including their colors, must be indicated. This includes rooftop mechanical equipment and any architectural screens.

9. Submit a sample sheet of filled out finished Interior Finish schedule forms. The Medical Center will provide Interior Design input, review, and approval.

10. Submit a title sheet with drawing index and department index (Revise as necessary for each review).

Submit a report of the total gross areas for the buildings, per instruction in paragraph CP4, Supplement A to SF 252, Special Provisions. Compare and contrast existing space, proposed Medical Center Space Program, and Space Program required by VACO as designated in 7610.

E. Transport Systems Provide a written description of all existing transport systems. Describe impact of existing systems on new transport systems. Provide recommendations for new transport systems necessary to complete this project.

F. Structural

1. Submit cost estimates for each system. Include foundation and fireproofing costs in estimate. The ES shall assess the economics of each structural system with due consideration of the systems cost effective on the entire building assembly.

2. Show column and shear wall locations.

9. Show on plans the location and size of all mechanical rooms. Provide a block outline of the mail elements (equipment) in each mechanical room.

10. Provide a brief description of the fire and safety aspects of the HVAC systems. Describe the fire and smoke zones and address in principle the fire and safety control systems. Show smoke partitions clearly delineated on the mechanical drawings.

11. For any alterations of existing buildings, determine whether asbestos abatement is required and provide the preliminary finding on the presence of asbestos.

Submit narrative addressing how the design will meet Federal Mandates for sustainability and energy efficiency. Submit ASHRAE 90.1 Compliance Forms for Chapter 5-Envelope, Chapter 6-HVAC, Chapter 7-Water Heating, Chapter 9-Lighting, and Appendix G-Performance Rating and refined ASHRAE 90.1-2007 base-case energy model and as-designed energy model, including all assumptions used, targeting compliance with the 30% energy reduction goal, or exceeding the goal. Submit refined indoor and outdoor water use analysis. Submit lighting calculations including computer-generated point-to-point photometric analysis and narrative for all proposed lighting controls including use of occupancy sensors, daylight harvesting and other energy-conserving strategies as appropriate. Submit preliminary commissioning specifications.

L. Preliminary Construction Phasing

1. Complete phasing and bid alternates information in written form and/or chart form.

2. Complete pictorial representations of construction period laydown areas for each construction phase accompanied by a Gant chart estimates of major construction milestones

5.0 PROPOSED CONSTRUCTION DOCUMENT SCHEDULE

A. The second submission is to be a 100% Bid Document Submission, and shall be submitted within fourteen (14) days after VA approval and comments of the 50% submission. This submission shall include:

1. Construction drawings prints (2) 1/2size sets (1) Full size set

2. Edited specifications (1 copy)

3. Detailed final cost estimates

4. Detailed scope of work

5. Detailed phasing plan

6. Specifications and drawing files on CD-ROM (If requested)

7. All submitted information shall be made available for secure download to the VA.

D. There will be a seven (7) review of the 100% submission by VAMC. Any additional comments shall be incorporated into final documents. Provide six (6) sets of copies/prints submitted within fourteen (14) days as follows:

1. Final Bid Construction drawings prints (4) 1/2size sets (2) Full size set

2. Final Edited specifications (2 copy)

3. Final detailed cost estimates

4. Final detailed scope of work

5. Final detailed phasing plan

6. Final Specifications and drawing files on CD-ROM

7. All submitted information shall be made available for secure download to the VA.

E. ES shall note that the above schedule is for guidance only. This schedule may be adjusted to meet the needs of the VA Medical Center for obligation of funds and other considerations. The above proposed design schedule is exclusive of government review time.

1. Provide procurement selection criteria and a written scope of work for procurement of a construction phase commissioning authority upon VA request.

2. Participate in commissioning project meetings (i.e. Pre Bid, Pre Construction, Cx kick-off meeting, Acceptance Testing Meetings, Lessons- learned project t close-out meeting). Remote attendance is permissible with CO approval.

3. Coordinate commissioning plan efforts and answer design questions of project commissioning authority.

4. Review and respond to commissioning agent inquiries, comments and recommendations (i.e. project progress meetings, Site Visit Reports, Pre-functional checklists, Functional Test Procedures, TAB reports, Issues Log, Start-up test reports, Operations and Maintenance Manuals, Systems Manual, Final Commissioning Report, Cx Training materials, and seasonal testing reports )

5. Provide systems diagrams and other appropriate data to the Commissioning Agent in electronic format for development of a Systems Manual

6. Provide and report resolution of any issue identified as a Design Issues.

2. The ES shall deliver completed as-built drawings no later than construction close out.

8.0 PRIVACY TRAINING

A. VA Privacy and Information Security Awareness and Rules of Behavior Course (text version) must be completed by all contractors and subcontractor employees assigned to VA accounts prior to delivery of service and annually thereafter as long as the contract is in place.

B. The contractor shall provide to the VA COR a copy of the completed training certificate(s).

C. Certification and accreditation requirements do not apply, and a Security Accreditation Package is not required. At no time will the vendor be in contact or have access to VA sensitive information. VA sensitive information procedures will be followed per VA Handbook 6500.6.

D. The contractor shall provide to the VA COR a copy of the completed training certificate(s).

- - - END OF SCOPE - - -

EXPECTATION: The generalized privacy training “VA Privacy Training for Personnel Without Access to VA Computer Systems or Direct Access or Use to VA Sensitive Information” must be completed by all contractors and subcontractor employees assigned to VA accounts prior to delivery of service and annually thereafter as long as the contract is in place.

1. The contractor shall provide to the VA COR a copy of the completed training certificate(s).

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VA Privacy Training No PHI or Access final 4 7 14.doc

VA Privacy Training for Personnel without Access to VA Computer Systems or Direct Access or Use to VA Sensitive Information

The Department of Veterans Affairs, VA must comply with all applicable privacy and confidentiality statutes and regulations. One of the requirements in VA is to have all personnel trained annually on privacy requirements. “Privacy” represents what must be protected by VA in the collection, use, and disclosure of personal information whether the medium is electronic, paper or verbal.

This document satisfies the “basic” privacy training requirement for a contractor, volunteer, or other personnel only if the individual does not use or have access to any VA computer system such as Time and Attendance, PAID, CPRS, VistA Web, VA sensitive information or protected health information (PHI), whether paper or electronic. You will find this training outlines your roles and responsibility for protecting VA sensitive information (medical, financial, or educational) that you may incidentally or accidentally see or overhear.

If you have direct access to protected health information or access to a VA computer system where there is protected health information such as CPRS, VistA Web, you must take “Privacy and HIPAA Focused Training” (TMS 10203). “VA Privacy and Information Security Awareness and Rules of Behavior” (TMS 10176) is always required in order to use or gain access to a VA computer systems or VA sensitive information, whether or not protected health information is included. Both trainings are located within the VA Talent Management System (TMS): https://www.tms.va.gov

What is VA Sensitive Information/Data?

All Department information and/or data on any storage media or in any form or format, which requires protection due to the risk of harm that could result from inadvertent or deliberate disclosure, alteration, or destruction of the information. The term includes not only information that identifies an individual but also other information whose improper use or disclosure could adversely affect the ability of an agency to accomplish its mission, proprietary information, and records about individuals requiring protection under applicable confidentiality provisions.

What is Protected Health Information?

The HIPAA Privacy Rule defines protected health information as Individually Identifiable Health Information transmitted or maintained in any form or medium by a covered entity, such as VHA.

What is an “Incidental” Disclosure?

An incidental disclosure is one where an individual’s information may be disclosed incidentally even though appropriate safeguards are in place. Due to the nature of VA communications and practices, as well as the various environments in which Veterans receive healthcare or other services from VA, the potential exists for a Veteran’s protected health information or VA sensitive information to be disclosed incidentally.

For example:

· You overhear a healthcare provider’s conversation with another provider or patient even when the conversation is taken place appropriately.

· You may see limited Veteran information on sign-in sheets or white boards within a treating area of the facility.

· Hearing a Veteran’s name being called out for an appointment or when the Veteran is being transported/escorted to and from an appointment.

Safeguards You Must Follow To Secure VA Sensitive Information:

· Secure any VA sensitive information found in unsecured public areas (parking lot, trash can, or vacated area) until information can be given to your supervisor or Privacy Officer. You must report such incidents to your Privacy Officer timely.

· Don’t take VA sensitive information off facilities grounds without VA permission unless the VA information is general public information, i.e., brochures/pamphlets.

· Don’t take pictures using a personal camera without the permission from the Medical Center Director.

· Any protected health information overheard or seen in VA should not be discussed or shared with anyone who does not have a need to know the information in the performance of their official job duties, this includes spouses, employers or colleagues.

· Do not share VA access cards, keys, or codes to enter the facility.

· Immediately report lost or stolen Personal Identity Verification (PIV) or Veteran Health Identification Cards (VHIC), any VA keys or keypad lock codes to your supervisor or VA police.

· Do not use a VA computer using another VA employee’s access and password.

· Do not ask another VA employee to access your own protected health information. You must request this information in writing from the Release of Information section at your facility.

What are the Six Privacy Laws and Statutes Governing VA?

1. Freedom of Information Act (FOIA) compels disclosure of reasonably described VA records or a reasonably segregated portion of the records to any person upon written request unless one or more of the nine exemptions apply.

2. Privacy Act of 1974 provides for the confidentiality of personal information about a living individual who is a United States citizen or an alien lawfully admitted to U.S. and whose information is retrieved by the individual’s name or other unique identifier, e.g. Social Security Number.

3. Health Insurance Portability and Accountability Act (HIPAA) provides for the improvement of the efficiency and effectiveness of health care systems by encouraging the development of health information systems through the establishment of standards and requirements for the electronic transmission, privacy, and security of certain health information.

4. 38 U.S.C. 5701 provides for the confidentiality of all VA patient and claimant information, with special protection for their names and home addresses.

5. 38 U.S.C. 7332 provides for the confidentiality of drug abuse, alcoholism and alcohol abuse, infection with the human immunodeficiency virus (HIV) and sickle cell anemia medical records and health information.

6. 38 U.S.C. 5705 provides for the confidentiality of designated medical-quality assurance documents.

What are the Privacy Rules Concerning Use and Disclosure?

You are not authorized to use or disclose protected health information. In general, VHA personnel may only use information for purposes of treatment, payment or healthcare operations when they have a need-to-know in the course of their official job duties. VHA may only disclose protected health information upon written request by the individual who is the subject of the information or as authorized by law.

How is Privacy Enforced?

There are both civil and criminal penalties, including monetary penalties that may be imposed if a privacy violation has taken place. Any willful negligent or intentional violation of an individual’s privacy by VA personnel, contract staff, volunteers, or others may result in such corrective action as deemed appropriate by VA including the potential loss of employment, contract, or volunteer status.

Know your VA/VHA Privacy Officer and Information Security Officer. These are the individuals to whom you can report any potential violation of protected health information or VA sensitive information, or any other concerns regarding privacy of VA sensitive information.

YOU ARE RESPONSIBLE FOR PROTECTING THE CONFIDENTIAL INFORMATION OF OUR VETERANS

Employee (Print Name)

Date

Employee Signature

Print Name of Contract Agency, if contractor

Print Name of VHA Department/Supervisor/Contracting Officer

PROVIDE A COPY OF THIS FORM TO YOUR SUPERVISOR/CONTRACTING OFFICER

FOR DATA ENTRY INTO TALENT MANAGEMENT SYSTEM