583-23-101 CxA SOW Appendix.docx

Commissioning Agent Scope of Work 583-22-106 Replace Electrical Distribution Panels & Expand Distribution to A-wing Project Page 62

CxA STATEMENT OF WORK APPENDIX

Date: January 23, 2024 Project: 583-23-101 Replace Air Handling Units and Roof Deficiencies

Commissioning Agent Task and Deliverables The Commissioning Agent shall include all tasks and provide all deliverables to complete the scope of work outlined below:

Commissioning Agent Task/Deliverables Description Pre-Design Phase

PRE-DESIGN PHASE

Establish or review Owner’s Project Requirements (OPR), goals, objectives, and preliminary schedule.

Establish commissioning goals and objectives.

Establish the purpose and proposed process for commissioning the project.

Establish the individual roles of each participating commissioning team member.

Establish systems to be commissioned and preliminary acceptance criteria.

Draft Commissioning Plan

Meeting Minutes

Preliminary Owner’s Project Requirements

Commissioning Agent Task/Deliverables Description Design Phase

SD1 PHASE

Documents provided to the Commissioning Agent should include, SD1 Design Narrative and other submittal documents required by PG 18-15, as well as other pertinent documents.

Design Phase Commissioning Issues Log (Incorporate Commissioning Agent review comments into Dr Checks for Project Tracking – Retain for Design Phase Cx Report)

Design Narrative can include both the Owner’s Project Requirements (OPR) and the Basis of Design (BOD) information. Likewise separate documents can be developed and retained in the project record.

Design Phase Commissioning Issues Log (Incorporate commissioning review comments into Dr Checks for Project Tracking – Retain for Design Phase Cx Report)

Provide a copy of the Commissioning Plan to the A/E. The A/E will incorporate the Commissioning Plan into the Design Narrative as described in PG 18-15 Project Design Phase Commissioning Plan

SD2 PHASE

Documents provided to the Commissioning Agent should include, SD2 Design Narrative, calculations, room locations and preliminary layouts and other submittal documents required by PGA 18-15, as well as other pertinent documents.

Design Phase Commissioning Issues Log (Incorporate commissioning review comments into Dr. Checks for Project Tracking – Retain for Design Phase Cx Report)

(Incorporate review comments into Dr Checks for Project Tracking – Retain for Design Phase Cx Report)

Provide a copy of the Commissioning Plan to the A/E. The A/E will incorporate the Commissioning Plan into the Design Narrative as described in PG 18-15 Updated Project Design Phase Commissioning Plan

Specification Coordination Matrix for Commissioning Agent/A/E coordination.

Note that resolution of some issues may be deferred to later design stages.

DD1 PHASE

Documents provided to the Commissioning Agent should include: DD1 Updated Design Narrative, calculations, equipment schedules, system and control schematic diagrams and appropriate schematics and other submittal documents required by PG 18-15, as well as other pertinent documents.

Design Phase Commissioning Issues Log (Incorporate review comments into Dr. Checks for Project Tracking – Retain for Design Phase Cx Report)

(Incorporate review comments into Dr Checks for Project Tracking – Retain for Design Phase Cx Report)

The Commissioning Agent acts as a advocate for the VAMC and the facilities operations staff to assist the Design Team in developing realistic operating strategies and sequences of operations that will enable the facilities operations staff to operate the building systems to sustain the operational, energy and other systems parameters throughout the project life cycle.

Meeting Notes

Prepare a Draft Construction Phase Commissioning Plan, including systems to be commissioned, an outline of construction phase roles and responsibilities, and an outline of required system documentation requirements.

Provide a copy of the updated Design Phase Commissioning Plan to the A/E. The A/E will incorporate the Commissioning Plan into the Design Narrative as described in PG 18-15 Updated Project Design Phase Commissioning Plan Draft Construction Phase Commissioning Plan

Based on the Draft Construction Phase Commissioning Plan, prepare a preliminary duration schedule for Construction Phase Commissioning Activities. Incorporate the draft duration schedule into the Draft Construction Phase Commissioning Plan.

Commissioning Duration Schedule – Incorporate into Commissioning Plan Draft Construction Phase Commissioning Duration Schedule – Incorporate into the Draft Construction Phase Commissioning Plan.

Provide a Specification Coordination Matrix that outlines the commissioning-related language that needs to be included in the individual equipment and technical specifications.

Draft Commissioning Specifications Specification Coordination Matrix for Commissioning Agent/A/E coordination.

(Incorporate review comments into Dr. Checks for Project Tracking – Retain for Design Phase Cx Report) (Note that resolution of some issues may be deferred to later design stages.)

Revised Design Phase Commissioning Issue Log (Incorporate review comments into Dr Checks for Project Tracking – Retain for Design Phase Cx Report)

DD2 PHASE

Documents provided to the Commissioning Agent should include: DD2 Updated Design Narrative, calculations, equipment schedules, system and control schematic diagrams, floor plans and appropriate schematics and other submittal documents required by PG 18-15, as well as other pertinent documents.

Design Phase Commissioning Issues Log (Incorporate review comments into Dr. Checks for Project Tracking – Retain for Design Phase Cx Report)

Submit the updated Design Narrative to the AE team for review and comment. Incorporate review comments into the updated Design Narrative as necessary.

Design Phase Commissioning Issues Log

Update the Construction Phase Commissioning Plan, including systems to be commissioned, an outline of construction phase roles and responsibilities, and an outline of required system documentation requirements.

Include the updated Commissioning Plan in the revised Design Narrative Updated Project Commissioning Plan

Review individual equipment and technical sections to ensure commissioning-related language has been included as provided in the Commissioning Specification Coordination Matrix.

Preliminary Commissioning Specifications Marked up equipment and technical specification sections showing any revisions to commissioning-related language.

Specification Coordination Matrix for Commissioning Agent/A/E coordination.

Based on the Project Construction Phase Commissioning Plan and the DD2 Phase design submission, update the draft Construction Phase Commissioning Duration Schedule. Incorporate the revised Construction Phase Duration Schedule into the Draft Commissioning Phase Commissioning Plan.

Design Phase Commissioning Duration Schedule – Incorporate into Design Phase Commissioning Plan Construction Phase Commissioning Duration Schedule – Incorporate into Construction Phase Commissioning Plan

Develop Preliminary Pre-Functional Checklists (PFC’s)

The Commissioning Agent will prepare Preliminary Pre-Functional Checklists (PFC) for type of system to be commissioned and distribute to all Cx Team members for review and comment. A completed PFC indicates the system, and its related equipment is ready for Systems Functional Performance Testing.

Preliminary Pre-Functional Checklists shall be included in the Construction Phase Commissioning Plan and the Commissioning Specifications.

Preliminary Pre Functional Checklists (PFC’s)

Preliminary FPTs shall be included in the Construction Phase Commissioning Plan and the Commissioning Specifications.

Preliminary Systems Functional Performance Test Procedures (FPT’s)

The Commissioning Agent acts as an advocate for the VAMC and the facilities operations staff to assist the Design Team in developing realistic operating strategies and sequences of operations that will enable the facilities operations staff to operate the building systems to sustain the operational, energy and other systems parameters throughout the project life cycle.

Meeting Notes

(Incorporate review comments into Dr. Checks for Project Tracking – Retain for Design Phase Cx Report) (Note that resolution of some issues may be deferred to later design stages.)

(Incorporate review comments into Dr. Checks for Project Tracking – Retain for Design Phase Cx Report)

CD1 PHASE

Documents provided to the Commissioning Agent should include calculations, equipment schedules, system and control schematic diagrams, floor plans and appropriate schematics and other submittal documents required by PG 18-15, as well as other pertinent documents.

Design Phase Commissioning Issues Log (Incorporate review comments into Dr. Checks for Project Tracking – Retain for Design Phase Cx Report)

Submit the updated Design Narrative to the AE team for review and comment. Incorporate review comments into the updated Design Narrative as necessary.

Revised Design Narrative

Update the Construction Phase Commissioning Plan, including systems to be commissioned, an outline of construction phase roles and responsibilities, and an outline of required system documentation.

Include the updated Commissioning Plan in the revised Design Narrative Updated Design Phase Project Commissioning Plan Updated Construction Phase Project Commissioning Plan

Based on the Project Construction Phase Commissioning Plan and the DD2 Phase design submission, update the draft Construction Phase Commissioning Duration Schedule. Incorporate the revised Construction Phase Duration Schedule into the Draft Commissioning Phase Commissioning Plan.

Design Phase Commissioning Duration Schedule – Incorporate into Design Phase Commissioning Plan Update Construction Phase Duration Schedule – Incorporate into Construction Phase Commissioning Plan

Review individual equipment and technical sections to ensure commissioning-related language has been included as provided in the Commissioning Specification Coordination Matrix.

Final Project Commissioning Specifications Marked up equipment and technical specification sections to identify any changes to commissioning-related language.

Develop Draft Pre-Functional Checklists (PFC’s)

The Commissioning Agent will update the Preliminary Pre-Functional Checklists (PFC) to Draft Pre-Functional Checklists for each type of system to be commissioned and distribute to all Cx Team members for review and comment.

Draft Pre-Functional Checklists shall be included in the Construction Phase Commissioning Plan and the Commissioning Specifications.

Draft Pre-Functional Checklists (PFC’s)

Draft FPTs shall be included in the Construction Phase Commissioning Plan and Commissioning Specifications.

Draft Systems Functional Performance Test Procedures (FPT’s)

The Commissioning Agent acts as an advocate for the VAMC and the facilities operations staff to assist the Design Team in developing realistic operating strategies and sequences of operations that will enable the facilities operations staff to operate the building systems to sustain the operational, energy and other systems parameters throughout the project life cycle.

Meeting Notes

(Incorporate review comments into Dr. Checks for Project Tracking – Retain for Design Phase Cx Report) (Note that resolution of some issues may be deferred to later design stages.)

FINAL DESIGN DOCUMENTS

(Incorporate review comments into Dr. Checks for Project Tracking – Retain for Design Phase Cx Report)

Include the updated Commissioning Plan in the revised Design Narrative Project Construction Phase Commissioning Plan

(Incorporate review comments into Dr. Checks for Project Tracking – Retain for Design Phase Cx Report)

Commissioning Team Task/Deliverables Description Bid and Pre-Construction Phase

Pre-Bid Meeting

Clarifications for Addendum if required

Commissioning Team Task/Deliverables Description Construction Phase

Commissioning Kick Off Meeting (Construction Phase) [The kickoff meeting should occur within 60 days of Notice to Proceed.] Conduct a “Commissioning Kickoff Meeting” with the Construction Team Establish the purpose and process for commissioning the project.

Establish the individual roles of each participating commissioning team member.

Review the Construction Phase Commissioning Plan and Commissioning Specifications.

Review the Commissioning Documents Review the Project Schedule and discuss how commissioning activities will be incorporated into the master schedule.

Review Draft PFC and FPT; identify pre-requisites for functional testing.

ATTENDEES:

Commissioning Agent, A/E Design Team Representatives, Contractor’s Commissioning Representative, Subcontractor’s Commissioning Representatives, VA RE.

Meeting Minutes

Revised Project Commissioning Plan (Include Names/Contact Information for selected Commissioning Team Members)

(Schedule shall be periodically updated to reflect changes in the project schedule and/or scope.)

Submittal & Shop Drawing Review

Review all pertinent project shop drawings necessary to support the Commissioning Process. Review of the shop drawings is for the purpose of developing appropriate Pre-Functional Checklists and Systems Functional Performance Test Procedures. Submittals & Shop drawings shall be reviewed for commissionability, maintainability and for compliance to the Construction Documents.

Note any issues identified in the Shop Drawing Review that might compromise the final commissioned system on the ‘Commissioning Review Log’ and submit comment to the Design Team and the RE contemporaneously with the A/E review for resolution.

Comments shall be submitted in accordance with the contractual submittal review time. Comments shall be provided to the Design Team no less than 7 days prior to the Submittal Review Due Date provided that the Cx Agent has no less than 7 days to review the submittals.

ANY ISSUES IDENTIFIED IN THE SUBMITTAL REVIEW THAT MIGHT REQUIRE A CONTRACT CHANGE BUT IS NECESSARY TO MEET DESIGN INTENT SHOULD BE SPECIFICALLY REFERRED TO THE RE.

Shop Drawing Cx Review List Shop Drawing Review Comments

Commissioning Construction Observations

During the course of construction, the Commissioning Agent will visit the site to observe the progress of construction with respect to the systems being commissioned. The focus of the observations will verify that systems being installed comply with the Construction Documents and can be successfully configured, operated and maintained.

In addition, site observations visits will be scheduled to include.

Witnessing factory testing and/or contractor equipment/system start up activities.

Verification of Completed Pre-Functional Checklists Verification that the Contractor and his subcontractors are completing and documenting Pre-Test procedures required by the specifications.

Clarification and technical support for understanding and resolving Commissioning Issues.

Site Observation Reports Updated Commissioning Issues Log

Commissioning Team Meetings

The Commissioning Agent will hold regular commissioning team meetings to review progress of the commissioning effort and reinforce individual responsibilities. The team will review schedule, construction sequence, and completed work (PFC, PFT and FPT’s) and outstanding issues on the Commissioning Issues Log.

Commissioning Team Meetings may be held at the jobsite or by teleconference depending upon the status of construction. While it is imperative that many of the Commissioning Team Meetings be held in person, during early construction phases, some meetings may be more cost effectively conducted remotely. Scheduling and location of meetings shall occur by consultation between the Commissioning Agent and the VA-RE.

The Prime Contractor’s scheduler should attend approximately every other Commissioning Team Meeting to review the master schedule and any changes that will affect commissioning activities.

Commissioning Meeting Agenda and Minutes Updated Commissioning Issues Log

Develop Final Pre-Functional Checklists (PFC’s)

The Commissioning Agent will prepare Pre-Final Pre-Functional Checklists (PFC) for the project and distribute to all Cx Team members for review and comment. The Commissioning Agent will incorporate review comments and prepare Final PFCs.

An executed PFC submitted by the Prime Contractor indicates the system and its related equipment is ready for Systems Functional Performance Testing.

The requirements for Pre-Functional Checklists shall be coordinated with the startup requirements specified for each commissioned system. The PFC’s shall be constructed to leverage the specified contractor and vendor start activities to avoid unnecessary duplication.

Pre-Functional Checklists (PFC’s)

Completed Final FPT’s will be distributed to all appropriate members of the Commissioning Team for review and comment.

Final FPT’s will be issued once comments are reviewed and incorporated into final documents as appropriate.

Pre-Final and Final Systems Functional Performance Test Procedures (FPT’s)

Review Operations & Maintenance Manuals

The Commissioning Agent shall review Operations and Maintenance Manuals submitted by contractors for general conformance with specifications and VA’s requirements, including:

If provided with the manuals, Review Preventive Maintenance Schedules provided as part of the O&M Manuals for completeness. Verify that data is provided in a manner consistent with VA process for managing Preventive Maintenance tasks.

Review of O&M Manuals will include a review of system and component warranties to confirm conformance with contract requirements and adequate documentation of warranty contact information and VA obligations.

Review of O&M Manuals shall be completed in accordance with the Submittal Review schedule requirements.

Updated Commissioning Issues Log

Review Contractor Equipment Startup Checklists, TAB Reports and PFC’s

Review the TAB Agenda provided by the TAB Contractor to verify that it is complete, thorough and in compliance with the specification and Procedural Standards requirements.

On the project site, the CxA shall review the calibration certificates for the instrumentation being used by the TAB Contractor during the execution of TAB activities to confirm that the instrumentation meets the requirements of the spec and the appropriate Procedural Standard.

The CxA shall periodically visit the project site and review the TAB documentation for method, reasonable values, and compliance with the specification, Procedural Standard and TAB Agenda.

Upon completion of the TAB activities, the CxA shall visit the project site with the TAB Contractor and the RE. The TAB Contractor shall demonstrate readings selected by the CxA that demonstrate that the system performance is consistent with the submitted values on the TAB report. Readings shall include Air Handling Unit total flows, static pressure control values, select outlet flows, building, and space pressures selected by the CxA as critical system operating values.

TAB Agenda Review Comments TAB Agenda Review Meeting Minutes Field Observation Reports of TAB Inspections Summary Report of TAB Verification Readings

Commissioning Team Task/Deliverables Description Acceptance and Testing Phase

Systems Functional Performance Testing

The Commissioning Agent will oversee, facilitate, and document all FPT testing. Execution of FPT’s shall be executed in accordance with the Functional Testing Procedures published by the Commissioning Agent. All systems tested in accordance with the FPT’s shall be operated by the contractors in accordance with the approved FPT. Contractors shall retain responsibility for the installed systems during and after functional testing until substantial completion or final acceptance as determined by the VA.

The Commissioning Agent, in collaboration with the control contractor shall include long term trends (greater than 7 days) of integrated system performance once all systems have been commissioned. The Commissioning Agent shall provide analysis of these trends to confirm that the installed systems are stable and reliable Executed Functional Performance Tests and support documentation.

Long Term Trend Data and Analysis

Prepare Systems Manuals

The Commissioning Agent shall work with the design team, contractor and VA to develop Systems Manuals. Manuals will contain system design, operations and sequence information that describes the design intent, operational features and appropriate operational practices necessary to sustain the system operation in accordance with the Design Narrative and the VA’s overall objectives for the facility.

Systems Manual will include sections for each major system included in the commissioning process.

Project Systems Manual

Training Plan Review

The Commissioning Agent shall collaborate with the Prime Contractor and installing subcontractors to develop effective contractor and manufacturer training plans and agendas for general conformance with specifications and VA’s requirements. Observe training for quality of training and for general conformance with the training plan and agenda.

The CxA shall observe contractor and vendor training for critical systems. The Contractor shall provide and the CxA shall maintain all attendance records and associated agendas and presentations for all training sessions. Attendance records shall be written original sign in sheets for each training session.

Compiled Training Plan Individual Training Agendas Training Attendance Sign In Sheets

Systems Training

The Commissioning Agent will conduct training sessions to provide systems-level training for O&M personnel. Training will include:

· Review of system design, capacity, and equipment selection

· Review of system operating sequences

· Review of interconnection with other systems

· Review of Emergency operating procedures

· Review of the Project Systems Manual and its Use

· Student Evaluation forms The number, duration, and scope of the Systems Training sessions shall be determined by the specific requirements of the project.

The training provided by the CxA does not in any way relieve the Contractor from any specified training obligations.

Systems Training Presentations (electronic)

Final Commissioning Report

The Commissioning Agent shall compile a comprehensive commissioning report documenting all commissioning activities, including but not limited to the following:

· Executive Summary

· Commissioning Scope of Work

· Test methods and results

· Outstanding commissioning issues

· Comprehensive Commissioning Issues Log, including resolved items and a description of their resolution,

· Commissioning plan,

· Field Observation Reports, Status reports and other field activity documentation,

· Submittal and O&M manual reviews

· Training record

· Completed Pre-Functional Checklists

· Completed Functional Performance Test protocols and support documentation.

· Other support documentation developed as part of the execution of the project Construction Phase Commissioning Process Final Commissioning Report

Commissioning Team Task/Deliverables Description Warranty Phase

Deferred and/or Seasonal Testing

The Commissioning Agent shall witness and document Systems Functional Performance Testing that was deferred to allow systems to be tested in appropriate seasonal conditions. Testing will be conducted in accordance with Systems Functional Performance Test Procedures. Testing support will be required from the installing contractors, EMCS Vendor and VA. Requirement for seasonal testing will be incorporated into the project specifications.

As part of the Seasonal Testing Effort, the Commissioning Agent shall review systems operations with the onsite operations team and reinforce training and best operating practices of the operations team.

Executed Functional Performance Test and Support Documents Commissioning Issues Log

Post-Occupancy Inspection

Return to the project approximately 10 months after substantial completion to review the building operation with the facility occupants and O&M staff, and to discuss outstanding issues related to commissioning. Provide suggestions for improvements to systems operation including,

· Measurement & Verification Issues,

· Re-Commissioning Tasks, and

· Improvements in Preventive Maintenance or Operational Strategies Assist facility staff in developing warranty issues, documents, and requests for service to remedy outstanding problems.

As part of the Post Occupancy Inspection, the Commissioning Agent shall analyze the energy consumption records from the project site (both utility and system generated reports) and provide the team with an analysis of actual system energy performance versus predicted performance. To the extent possible, deficiencies in performance shall be analyzed to provide an understanding of the systems, components or operating strategies that may be operating outside predicted parameters.

Post Occupancy Field Visit Report Commissioning Issues Log Warranty Issues Report Systems Energy Review Report

Commissioning Agent Scope of Work 583-23-101 Replace Air Handling Units and Roof Deficiencies Page 1

Roles and Responsibilities of the Commissioning Agent and the A/E through the Design Phase.

The Commissioning Agent shall preform all the tasks described below, monitor A/E’s tasks and assure that the A/E is following all the scope of work as outlined below:

Commissioning Team Roles and Responsibilities Design Phase

Cx Task (ref Table above for description)

Discuss Design Schedule and Critical Milestones Participate in Kick Off Meeting Review Meeting Minutes & Comment Prepare and disseminate Agenda.

Lead Kick Off Meeting Produce Meeting Minutes and Incorporate Comments Prepare Draft Commissioning Plan

Review Dr. Checks comments.

Review Commissioning Agent Issues Log Provide Written Responses to Issues

Perform commissioning review and comment on SD1 Design Review submission.

Record review comments on Commissioning Issues Log.

Incorporate review comments into Dr. Checks.

Record resolution for each issue based on A/E Response; record in Commissioning Issues Log and on Dr. Check.

Provide support for developing measurable performance criteria for installed systems.

Provide responses to and clarifications of identified Commissioning Issues.

Attend Design Review Meeting. Provide clarification and facilitate resolution to Commissioning Issues Identified

Review Commissioning Agent Issues Log Provide Written Responses to Issues

Review and comment on SD2 Design Review Log.

Provide clarifications as required.

Record resolution for each issues based on A/E Response

Provide support for developing measurable performance criteria for installed systems.

Provide responses to and clarifications of identified Commissioning Issues.

Attend Design Review Meeting. Provide clarification and facilitate resolution to Commissioning Issues Identified

Review Commissioning Agent Issues Log Provide Written Responses to Issues

Review and comment on DD1 Design Review Log.

Provide clarifications as required.

Record resolution for each issue based on A/E Response

Provide support for developing measurable performance criteria for installed systems.

Attend and participate in meeting Attend and participate in meeting

Prepare draft duration schedule for Construction Phase Commissioning Activities

Review Cx Draft Specs & Comment Develop Draft Cx Specifications & Cx Coordination Matrix. Deliver to A/E Team for incorporation into Specification Submittal.

Provide responses to and clarifications of identified Commissioning Issues.

Attend Design Review Meeting. Provide clarification and facilitate resolution to Commissioning Issues Identified

Review Commissioning Agent Issues Log Provide Written Responses to Issues Review and comment on DD2 Design Review Log.

Provide clarifications as required.

Record resolution for each issue based on A/E Response

Design Narrative should describe designer’s response to the project requirements.

Where appropriate, provide documentation of approval of deviations from VA Design Criteria and reasoning for same.

Provide support for developing measurable performance criteria for installed systems.

Incorporate review comments into the Draft PFCs and FPTs as appropriate.

Attend and participated in meeting.

Attend and participate in meeting

Review Cx Draft Specs & Comment Develop Preliminary Cx Specifications & Cx Coordination Matrix. Deliver to A/E Team for incorporation into Specification Submittal.

Update draft duration schedule for Construction Phase Commissioning Activities

Provide responses to and clarifications of identified Commissioning Issues.

Attend Design Review Meeting. Provide clarification and facilitate resolution to Commissioning Issues Identified

Review Commissioning Agent Issues Log Provide Written Responses to Issues Review and comment on CD1 Design Review Log.

Provide clarifications as required.

Record resolution for each issue based on A/E Response

Design Narrative should describe designer’s response to the project requirements.

Where appropriate, provide documentation of approval of deviations from VA Design Criteria and reasoning for same.

Incorporate into the Construction Phase Commissioning Plan and Commissioning Specifications.

Attend and participated in meeting Attend and participate in meeting

Update Duration Schedule for Design Phase Commissioning Activities Update draft duration schedule for Construction Phase Commissioning Activities

Review Cx Final Specs & Comment Develop Final Cx Specifications & Cx Coordination Matrix. Deliver to A/E Team for incorporation into Specification Submittal.

Provide responses to and clarifications of identified Commissioning Issues.

Attend Design Review Meeting. Provide clarification and facilitate resolution to Commissioning Issues Identified

Review Commissioning Agent Issues Log Provide Written Responses to all Outstanding Issues Review Final Design Submission for resolution of Outstanding Commissioning Issues

Design…