SOW 540-22-115 Provide VAVs to Oncology Eye Clinic and OR.docx

SCOPE OF WORK

1. PROJECT DATA:

a. TITLE: “Provide VAVs for OR Oncology and Eye Clinic”

b. BUILDING/FACILITY: Building 1, LAJVAMC

c. PROJECT NO: 540-22-115

d. CONSTRUCTION DURATION: 90 Days after Notice to Proceed

2. GENERAL SCOPE:

This project will provide and install ten (10) Variable Air Volume (VAV) boxes, i.e., four (4) for the OR area, four (4) for the Eye Clinic and two (2) for the Oncology Department of the Louis A. Johnson VAMC. Deductible Alternate: All the work associated with Oncology Department including modification of the existing HVAC system, installation of new VAV boxes, duct work, piping, control work, and commissioning of the system. The project shall occur within an active medical center, and the contractor shall comply with all infection prevention measures as described below. All work shall be conducted per the requirements of this scope of work and all drawings and specifications.

All work must be completed within 90 calendar days, beginning on the day of the Notice to Proceed and concluding upon final cleaning and VA occupancy. Work hours shall be 5:00 pm-12:00 am (workdays and hours may be flexible). For oncology and surgical areas (drawings md101, md102, mh101, and mh102): work shall be done on the weekends (Friday 5 pm through 6 am Monday morning). For eye-clinic and other areas (drawings md101 and mh101): work shall be done weekday after hours/and/ or weekends. Coordinate with COR for each area and sequence of work. Requests for work outside of these days/times shall be made to the Contracting Officer’s Representative at least 72 hours in advance.

Contractor will be responsible to coordinate and schedule work to minimize duration of any shutdowns and shall be expected to plan work during off duty hours of the hospital. Construction Phasing may be required to ensure access to the buildings at all times for facility’s fire protection requirements and to meet the requirements of regulatory codes, laws, etc. All work pertaining to the first phase of work shall be completed and accepted by the VA prior to approval to begin work in the second phase Class IV Infection Prevention measures shall be implemented and maintained as required throughout the duration of work. The Contractor is required to inspect and maintain infection prevention measures at all times.

The work includes all materials, equipment, supervision, and personnel necessary to accomplish the job to as shown on the drawings and installation of new as shown on the drawings and perform work specified herein and comply with VA specifications and VA regulations, procedures, and conditions for work at the medical center and any applicable codes as per requirements of all governing agencies. The contractor shall be responsible for all labor, supervision, materials, equipment, and tools necessary to complete this work. The General Contractor is responsible for assuring that all sub-contractors working on the project and their employees also comply with these regulations. The contractor shall clean the work area daily and secure all tools for patient safety.

The VA reserves the right to close or shut down the project site and order General Contractor’s employees off the premises in the event of a national emergency. The General Contractor may return to the site only with the written approval of the Contracting Officer.

3. GENERAL CONDITIONS AND DEFINITIONS:

1) COR: Contracting Officer’s Representative. V.A. employee of VAMC Facilities and Engineering Service officially assigned to act as Project Manager and Inspector on behalf of VAMC and Contracting Officer. COR shall be “First Point of Contact” on all matters concerning contract work for subject Project.

2) Coordinate all administrative and construction requirements exclusively with or through assigned COR of VAMC Facilities and Engineering Service; and. neither discuss contract work with, nor take any directives concerning contract work from any other person than COR unless specifically permitted and authorized to do so.

3) PROVIDE: Whenever used throughout Scope of Work, term “Provide” is to be understood to mean -Purchase newly manufactured; Furnish delivered to VAMC work site in protective containers; Secure from tampering or theft; and Install in accordance with Contract Scope of Work, Drawings, Specifications, and Manufacturer’s Instructions all required items of administrative submittals, labor, demolition, construction, equipment items, and installation works for entirety of Contract.

4) Definition of Terms Remove and Demolish with respect to subject project work:

a) Remove - shall be understood to mean that existing object or system shall be carefully disassembled or dismounted in serviceable condition, without being damaged, shall remain VAMC property, and be either turned-over to VAMC, or stored as directed, all with intention of remounting or reusing item again in future.

b) Demolish - shall be understood to mean that existing object or system shall be carefully broken-up or torn-down, using most conservative demolition methods possible, all to avoid causing excessive dust or noise in hospital environment. Demolished objects or systems shall no longer remain VAMC property and shall be hauled away from VAMC on same day as demolition, and disposed of in accordance with Federal, State, and Local Statutes.

5) Unless specified otherwise, all electrical work shall be done in accordance with NFPA, National Fire Codes (NFC) Standard 70, National Electrical Code (NEC), and related NFC electrical codes.

6) Contractor shall seal drilled holes with NFPA approved fire-stopping caulking. Caulking work will be approved by VA fire safety officer before project is considered complete. Contractor to seal all penetrations in walls and ceilings affected by demolition/construction work.

7) All electrical work such as pulling-in of wires and cables, circuit-breaker work, installing electrical devices and disconnect switches, working in electrical panels, and making of all electrical connections shall be done by certified electrical journeymen, known, and formally documented to be qualified in and experienced in electrical work.

8) Coordinate all mid-day utility shutdowns with VA COR with at least 2 weeks’ notice. Coordinate all after-hours utility shutdowns with VA COR with at least 72 hours’ notice.

9) Remove all debris and clean work site immediately upon completion of the work shift.

10) Establish an execution plan to ensure there are no disruptions of patient activities. Coordinate with VA COR for the plan and execution procedures.

4. DETAILED REQUIREMENTS:

INFECTION PREVENTION

1) All demolished materials shall become property of the Contractor and shall be disposed of by them off government property daily. VA dumpsters may not be used.

2) All demolition work shall be done in accordance with the Scope of Work. Coordinate with VA COR for any special requirements or discrepancies.

3) The Contractor shall adhere to requirements as stipulated in the Infection Control Risk Assessment (ICRA) form for Class III construction work. Infection Prevention measures shall be constructed and installed during work hours, and no construction work shall begin until approval is granted by the Contracting Officer’s Representative. ICRA Class III Infection Control Measures are below:

a. Perform work activity in a manner that does not create dust.

b. Immediately replace any ceiling tile, close access panels, etc., upon completion of work.

c. Any materials and equipment being brought into the facility must be free of contaminants and loose material.

d. Provide active means to control airborne dust from dispersing into occupied areas and/or water mist surface to control dust (e.g., Mobile Dust Containment Cart or some other system).

e. Ensure worker clothing is clean and free of visible dust before leaving the work area.

f. Remove or isolate air diffusers (supply and return) to protect the HVAC system from dust and reduce air turbulence. Rebalance system to address diffuser isolation.

g. When the work involves or impacts potable water systems including stagnation due to reduced usage, the piping shall be flushed twice a week or isolated from the main system.

h. Seal doors to prevent dust migration.

i. Contain all trash and debris in the work area. Perform daily cleaning and disposal of trash (covered) from work area using an identified exit route.

j. Any equipment, tools, or materials removed from the work area must be in sealed containers and/or cleaned of dust and debris prior to removal from the area.

k. Nonporous/smooth and cleanable containers (with a hard lid) must be used to transport trash and debris from the construction areas. These containers must be damp-wiped cleaned and free of visible dust/debris before leaving the contained work area.

l. Install a sticky (dust collection) mat at entrance of contained work area based on facility policy. Sticky mats must be changed routinely and when visibly soiled.

m. Maintain clean surroundings when area is not contained by damp mopping or HEPA vacuuming surfaces at least daily.

n. Ensure availability of equipment for cleaning hands.

o. Construct and complete critical barriers meeting NFPA 241 requirements. Barriers must extend to the ceiling or if ceiling tile is removed, to the deck above.

p. All (plastic or hard) barrier construction activities must be completed in a manner that prevents dust release. Plastic barriers must be effectively affixed to floor and ceiling (or floor/roof deck above) and secure from movement or damage.

q. Seal all penetrations in containment barriers, including floors and ceiling, using approved materials (UL schedule firestop if applicable for barrier type).

r. Maintain .01 inches /water gauge negative pressurization of the entire workspace by use of HEPA exhaust air systems directed outdoors (unless a work specific waiver is approved by VHA’s Office of Healthcare Engineering); this must be maintained continuously 24/7 for the duration of the project. Exhaust discharged directly to the outdoors that is 25 feet or greater from entrances, air intakes and windows is not required to be HEPA-filtered. Exhausting discharged air into shared or recirculating HVAC systems, or other shared exhaust systems (e.g., bathroom exhaust) is prohibited.

s. Install a differential pressure sensing device (e.g., magnehelic, manometer, or digital monitoring) on exterior of work containment to continually monitor and document negative pressurization. The “ball in the wall” or similar apparatus are not acceptable.

t. Barriers must be hard barriers unless temporary to install final barrier.

u. Containment must include an anteroom to ensure pressure control. Anteroom must be large enough for equipment staging, cart cleaning, workers’ PPE and cleaning.

v. Worker clothing and/or PPE must be removed or clean and free of visible dust before leaving the work area anteroom. HEPA vacuuming of clothing or use of cover suits is acceptable.

w. Workers must wear shoe covers or have a method to clean shoes in anteroom. Shoe covers must be removed prior to exiting the anteroom to the occupied space (non-work area). Damaged shoe covers must be changed immediately.

4) Clean and vacuum work site at the conclusion of each activity. If dirt or debris resulting from contract work is tracked outside the work site, clean immediately. Cleaning equipment will not be provided by the VA. Transport all materials using a tightly sealed container.

5) Construction areas must be inspected by an infection preventionist and engineering representative (and others as determined by the facility) for final activity/project close out and removal of infection prevention and control measures.

a. Work Area Cleaning:

i. Clean work areas including all environmental surfaces, high horizontal surfaces, and flooring materials.

ii. Check all supply and return air registers for dust accumulation on upper surfaces as well as air diffuser surfaces.

b. Removal of Critical Barriers:

i. Critical barriers must remain in place during all work involving drywall removal, creation of dust and activities beyond simple touch-up work. The barrier may NOT be removed until a work area cleaning has been performed. Additional cleaning may be needed after removal of barrier.

ii. All (plastic or hard) barrier removal activities must be completed in a manner that prevents dust release. Use the following precautions when removing hard barriers:

1. Carefully remove screws and painter tape.

2. If dust will be generated during screw removal, use hand-held HEPA vacuum.

3. Drywall cutting is prohibited during removal process.

4. Clean all stud tracks with HEPA vacuum before removing outer hard barrier.

5. Use a plastic barrier to enclose area if dust could be generated.

c. Negative Air Requirements:

i. The use of negative air must be designed to remove contaminants from the work area.

ii. Negative air devices (fans, filters, monitoring and documentation equipment) must remain operational at all times and in place for a period after completion of dust creating activities to remove contaminants from the work area and before removal of critical barriers.

d. HVAC systems:

i. Upon removal of critical barriers, remove isolation of HVAC system in areas where work is being performed.

ii. Verify that HVAC systems are clean and operational.

iii. Verify and document through a TAB the HVAC systems meets original airflow and air exchange design specifications.

e. Water systems:

i. Until the potable water system is activated and in use, flushing shall continue at least twice per week in accordance with VHA Directive 1061.

DEMOLITION

1) For all items scheduled for demolition:

a. Coordinate with owner's representative regarding which items are to be protected, salvaged, and/or discarded.

2) Scheduling & sequencing of the work:

a. Prior to commencement of any work on the project, the contractor shall meet with the owner's representative and a representative of the "end user" to discuss and formulate a scheduling/sequencing of the work plan to minimize the disruption of ongoing services/activities within the areas of the work. Before commencement of the work the contractor shall develop a written plan of scheduling/sequencing indicating target dates for certain phases on the work and associated selective demolition provide copies to owner’s representative, end user and architect.

3) Electrical components:

a. Coordinate removal of electrical systems and components with electrical drawings. Remove any existing wire mold. All cabling to run inside walls.

4) Mechanical components:

a. Coordinate removal of mechanical systems and components with mechanical drawings.

5) Contractor shall provide coordination drawings after the demolition work. Provide all systems in coordination with the site conditions as part of this contract. Maintain continuity of HVAC, plumbing, and electrical systems etc.

6) Under no circumstance shall the work performed under this contract adversely affect adjacent areas not part of this contract.

7) Maintain existing systems as necessary to continue normal operations. All service interruptions shall be at owner's convenience. Requests for service interruptions occurring during Medical Center service hours shall be made a minimum of 14 days prior to anticipated date; Requests for service interruptions occurring outside of Medical Center service hours shall be made a minimum of 72 hours prior to anticipated date.

8) If suspected asbestos-containing materials are encountered in the course of the work, the contractor shall cease work with the suspect material and await direction from the COR.

9) All demolished equipment and rubbish shall be cleared, transported, and disposed of in a lawful and responsible manner.

10) Remove and reinstall ceiling grid and acoustical ceiling tiles after the installation of the new vav boxes. General contractor shall replace any damage tiles and/or ceiling grid to match the existing.

CONSTRUCTION

1) Before submitting bid, the contractor shall visit the job site and examine and become fully acquainted with the existing conditions relating to the services, systems, site, and building. (all services that are supporting the adjoining areas should be maintained at all times).

2) The contractor shall furnish and install all supports, hangers, boxes, duct work, piping, the contractor shall furnish and install all supports, hangers, boxes, duct work, piping, wiring, etc., as required by trade, and shall perform demolition and modification work, as required for complete and operable systems without additional cost to the owner.

3) Contractor shall arrange for all certificates, inspections, etc., for all work done under this contract.

4) All work shall be done in compliance with all laws, ordinances, codes, etc. of any governing body having jurisdiction and in full compliance with VA Medical Center regulations and requirements.

5) All applicable items shall bear the underwriters laboratories (UL) label and shall be factory mutual approved. All equipment shall be new unless specifically noted otherwise on the drawings.

6) All work shall be carefully coordinated with all trades involved, and the contractor shall provide proper connections, fittings, valves, piping, etc., for all equipment furnished by the owner or the trades involved in this contract.

7) Drawings are to be considered diagrammatic and do not necessarily indicate the actual location or routing of equipment, piping, or ductwork. Drawings shall be followed as closely as conditions allow to complete the intent of the contract. Contractor shall make minor adjustments, offsets, elbows or resizing of ducts (while maintaining equivalent free area) as required by actual field conditions. The right is reserved by the engineer to make minor changes in locations and arrangements, when required by job development, without additional compensation to the contractor.

8) The contractor shall submit shop drawings of manufactured items required on this project, as required by the specification. A minimum of 8 copies shall be submitted. Sheet metal shop drawings shall be submitted at minimum 1/4" scale. Sheet metal shop drawings shall include one electronic copy (cd), and two hard copies (reproducible blackline prints). Engineer's approval of shop or setting drawings shall only be construed to apply to general layout and conformance to the design concept of the project and for compliance with the general requirements of the contract documents. The responsibility of any deviations from the requirements of the contract documents shall remain the contractors’, unless contractor has, in writing, specifically called the engineer's attention to such deviations at the time of submission and has received the engineer's written approval of such deviations.

9) General contractor to provide all required temporary utilities and pay for all temporary and permanent utilities up to substantial completion, when installed work is ready for start-up and pre-functional tests.

10) The HVAC contractor shall perform all cutting and patching as required for their respective work, except that structurally framed openings shall be cut and framed by the general contractor. All holes in masonry, floors, and walls shall be core drilled. Edges of trenches in existing concrete floors shall be saw cut. Maintain fire rating of floors and walls.

11) Manufacturer's names given for equipment are used for the basis of selection, not with intent to limit competition, unless noted otherwise. Equivalent equipment of other manufacturers will be considered for acceptance and installation.

12) All existing and new wall penetrations will be completely sealed with approved UL listed fire stopping materials. Contractor shall provide fire stopping submittals for approval.

13) All existing duct work to remain as shown in this project shall be pressure tested, and provide modification as required. Contractor shall perform air balance.

14) All new HVAC system(s) shall be interlocked with existing building automation systems.

15) Provide manual balancing damper at each diffuser and grille. Install balancing dampers as close to branch takeoff as possible.

16) Locate and identify all concealed building systems prior to execution of this work including cutting, excavating, and/or removing any part of the system components for the building construction. Carefully perform all work to prevent damage to the concealed systems or structure. Any such damage or injuries resulting from performance of the work of this contract is the sole responsibility of the contractor.

17) Demonstrate system operation to owner.

18) All work shall be performed by qualified mechanics, specializing in their particular trade, utilizing proper tools and techniques to accomplish the work. All work shall be of the highest quality, consistent with the industry's best practices. Work judged to be substandard shall be removed and re-done at contractor's expense.

19) All piping and ducts in finished rooms or spaces shall be concealed in a furred chase or above the suspended ceiling.

20) Total static pressure noted in the schedules includes duct system, terminal units, filters, coils, etc.

21) For typical water and hydronic piping connections to equipment see standard equipment details.

22) Provide seismic-restraint hangers and support for all HVAC systems, duct work, piping, etc. As per seismic design of buildings standard and as per VA medical center design guidelines.

23) Water pipe connections to air heating and cooling coils shall be made to provide counter flow between water and air.

24) The contractor shall perform a post-construction testing and balancing (TAB) for the complete existing HVAC systems serving these areas, i.e., eye clinic, oncology and ORs (surgery rooms) areas. Scope includes AHU(s), fans, vav boxes and air devices to comply with the following latest VA design manual requirements, patient risk “Category-IV, High Risk", category-"C"

a. VHA infection control risk assessment for construction, renovation, and maintenance manual (VHA-ICRA-2023)

b. VHA pre-construction risk assessment (PCRA)

25) The general contractor shall submit a final tab report (3 tab reports in total) for the new area of work for COR's review.

26) Submit to owner: final approved "as-built" drawings, all "test-check-and start-up" certificates, O&M documentation as per ASHRAE guideline 4, approved balancing reports, warranty certificates, final punch list response indicating resolution of all issues, receipt for submission of all spare filters, sprinklers, manuals, parts, etc., and receipt for owner instruction. Also provide the drawings in AutoCAD format on cd.

27) Coordination drawings:

a. Submit coordination drawings, at a minimum of 1/4'' scale, of all trades including but not limited to equipment, architectural items, structural members, sheet metal ductwork, piping, light fixtures, conduits, cable trays, fire protection and alarm systems, security devices and metal gases system, etc. For renovation of existing spaces and addition to existing building.

b. For renovation project, coordination drawings shall be based on the actual field conditions. Contractor shall ensure that work in each phase is carried out without any disruption of utilities to area in other phases.

c. Contractor shall field coordinate to provide temporary alternative feed of utilities to areas that are in operation before performing the demolition/relocation/ raising of utilities.

d. This work shall be carried out with minimum inconvenience/disruption of services.

COMMISIONING

1) Commissioning efforts should be coordinated by the general contractor with COR, shall include (at a minimum) the controls contractor, balancing contractor, factory representatives for the equipment manufacturers, and the mechanical contractor.

2) Commissioning shall be in accordance with ASHRAE "guideline 1", latest version.

3) Commissioning efforts shall be coordinated with LAJ VAMC COR and building operating personnel who shall be full participants in all operations. As part of this process, provide instruction period to owner designated personnel, demonstrating typical service, maintenance, and trouble-shooting procedures for the various systems. Instruction period shall be no less than eight (8) hours, scheduled at owner's convenience.

4) Commissioning shall include air handling units, return fans, exhaust fans, controls, air and water distribution systems, etc.

SAFETY PRECAUTIONS

A. Contractor shall comply with all applicable Federal, State, and local legal requirements regarding workers health and safety. The requirements include but are not limited to, those found in Federal and State Occupational Safety and Health Act (OSHA) statutes and regulations, such as applicable provisions of Title 29, Code of Federal Regulations (CFR) Parts 1910 and 1926. Contractor is solely responsible for determining the legal requirements that apply to activities and shall ensure safe and healthful working conditions for its employees.

B. Contractor shall assume the responsibility to guard against causing of fires and/or explosions and to protect Government Property.

C. Contractor shall perform the work in a manner consistent with the area security and fire safety regulations especially regarding exits and exit way access. Utility shutdowns shall not compromise security, communication, or fire safety for occupants.

D. No flammable liquids shall be stored or used in the VA facility.

E. The necessary number and appropriate types of portable fire extinguishers are required per National Fire Protection Agency (NFPA) 10 and NFPA 241.

F. All necessary precautions shall be taken by Contractor to prevent accidental operation of any existing smoke detectors or sprinkler heads.

END OF SCOPE OF WORK