P09_SOW 564-22-500_FINAL 11032022.pdf

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Statement of Work Architect/Engineer (A/E) Design to Construct New Energy Center

Project 564-22-500 Veterans’ Health Care System of the Ozarks (VHSO)

Fayetteville, Arkansas 11/2/2022

This project consists of the Professional Design Services for the development of Construction

Bid Documents and related Construction Period Services for the construction of a new single combined central steam plant, central chiller plant, cooling towers, incinerator removal, and parking realignment/site access in area associated with new plant via an expansion

(approximately 7,500 square feet) of our Boiler plant building. Work under this project will include civil, structural, architectural, electrical, mechanical/HVAC, Building Automation and

Controls, plumbing, life safety, and telecommunications design.

The A/E must furnish all management, supervision, labor, material, equipment, tools, supplies, consumables, parts, and related services in accordance with the Statement of Work (SOW) required for site survey and investigation, concept development, load and sizing calculations, hydraulic modeling of existing system including chilled water distribution, steam, and condensate distribution, system efficiency optimization, preliminary drawings, design development, construction drawings, specifications, cost estimates, and construction period services. The intent is to replace the existing Chiller Plant located in Building 29 and will require a design to expand Building 10. The design must take into consideration the critical continuous supply of chilled water and steam to the medical center. The design must size the chiller plant and cooling towers to meet the existing facility chilled water demand plus Buildings 1 (Primary

Care), 3, 44 (first floor), 49, and the planned expansions of 20,000 square feet. The steam and chilled water design must have N+1 redundancy and must include replacement cooling towers sized to the new plant capacity. The A/E will coordinate with the VA COR to develop the necessary working drawings, phasing plans, infection control plans, contract specifications, prioritization of items, and cost estimates for full and complete construction of this project. The

A/E must engage the services of a separate qualified company to perform fire and life safety reviews and incorporate comments from these reviews into the design. The A/E must engage a separate qualified company to furnish full Commissioning services.

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The design shall conform to all applicable Federal, State, and Local codes, rules, regulations, and requirements as well as the Department of Veterans Affairs (VA) publications including, but not limited to, the latest versions of the VA HVAC Design Manual, VA Electrical Design Standards and Criteria, VA Boiler Plant Design Manual, Master Construction Specifications, Space

Criteria, Construction Standards, ASHRAE 90.1, and NFPA. This information can be viewed at website: https://www.cfm.va.gov/til/ .

VA standard construction specifications, Master Format 2022, must be utilized for preparation of project specifications. Specifications must be edited to conform to the requirements of this project.

The VA will furnish available as-built drawings, standard specifications, and standard details, construction requirements and any other currently available directives which will assist the A/E in the production of the drawings and cost estimates. The quantity and detail of existing as-built plans is limited. The A/E must verify all existing site conditions prior to beginning the design portion of this project.

The design must incorporate construction phasing, infection control requirements, and interim life safety measurements.

Work under this project may involve environmental considerations, such as lead paint and/or asbestos removal, which must be addressed within the design and included in the Contract

Documents Bid Package.

Design must include the application of VA space criteria to provide for the proper program space, as needed.

VA information, including but not limited to, master VA construction specifications, VA design guides, and VA design manuals may be accessed at the following website:

• https://www.cfm.va.gov/til/.

https://www.cfm.va.gov/til/ https://www.cfm.va.gov/til/

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Design must be submitted in accordance with Program Guide, PG-18-15:

• https://www.cfm.va.gov/til/aeDesSubReq.asp

**The Certification and Accreditation (C&A) does not apply, a Security Accreditation

Package is not required**

I. GENERAL:

A. Safety must be the Contractor’s highest priority.

B. Project must be designed with the least amount of disruption to the VHSO facility.

At some point there may be an anticipated disruption, however this should not decrease the functionality of the design needs.

C. Period of Performance: three hundred sixty-five (365) calendar days.

II. SCOPE OF WORK:

A. Relocate any existing viable chillers to new energy center.

B. Correct water pressure issues with the various buildings for Chilled water loops with individual loop booster pumps.

C. Remove and properly dispose of existing:

1. B-29

a) Chillers.

b) Cooling towers.

c) All associated chiller and cooling tower piping systems.

d) All Chiller and Cooling tower associated electrical power and control systems.

2. B-10

a) Incinerator located in B-10.

D. See attached file FCAcatwalkBoiler.xlsx provided by VHSO.

E. Design must include requirement to demolish and remove abandoned incinerator in the south end of building 10.

F. The renovations must be to building 10, Boiler Plant, and must be designed to facilitate future additions with a combination of both horizontally and vertically.

G. New construction must be aesthetically similar to existing adjacent structures.

H. Design must conform to NEPA requirements. Refer to attachments “VHA NEPA https://www.cfm.va.gov/til/aeDesSubReq.asp

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Compliance Checklist.docx” and “VHA NEPA Form.pdf”. See attachments below.

I. Engage the services of an independent contractor as The Commissioning

Authority (not an employee of the Architect/Engineer, Design-Build Contractor, Prime

Contractor or General Contractor) on this project.

J. Schedule and conduct a pre-design meeting and field visit with VA personnel.

K. Respond within 5 business days to requests for information (RFI) during the bid phase.

L. Pre-Award Conference: Attend the pre-award conference for the purpose of answering questions and clarifying the project drawings and specifications.

M. Pre-Construction Conference: Attend the pre-construction meeting for the purpose of answering questions and clarifying bid documents. Take written minutes of meeting and provide copy to VA within five (5) working days.

N. Review of submittals: Review all submittals within 10 days, shop drawings and test reports for compliance with the construction documents, and recommend approval, disapproval or other suitable disposition.

O. If design errors or omissions are identified, AE shall provide revised drawings and specs at no additional cost to the VA.

P. Review within 5 calendar days the Contractor’s RFI and cost proposals for construction change orders when requested by Contracting Officer’s Representative

(COR).

Q. Site Visits: A minimum of one monthly site visit throughout the duration of construction activities and final inspection(s). Furnish written report, in electronic format, to COR within two (2) business days after each site visit.

R. Performance Testing: A/E must be present to witness functionality testing of systems prior to turnover of building to the VA. Furnish written report, in electronic format, to COR within two (2) business days after each site visit.

S. Furnish final set of “AS-BUILT” drawings in accordance with Veterans

Healthcare System of the Ozarks CAD standards, which will be furnished by the VA

Engineering team.

Drawing copies must be prepared as both E1 size 30x42 (“full size”) and size 15x21 (“half size”) on standard Department of Veteran Affairs title block. Completed drawings must be furnished on

P09_SOW 564-22-500_FINAL 11032022 Page 5 of 7 electronic media (CD or DVD) in Revit and 2D AutoCAD formats and paper copies of each size in the number specified below. All dimensions must be shown in English Engineering Units.

The A/E must allow up to 21-calendar days for a VA review and comment period on each submittal.

The construction magnitude for this project is between $20M and $50M.

III. CONTRACTOR ACCESS AND ACTIVITIES:

A. Safety: Contractor’s highest priority must be safety. Contractor work must be in accordance with Federal, State, Local OSHA codes, regulations, latest edition of NEC, latest edition of NFPA 70E, and 01 35 26 Safety Requirements specification. Contractor must furnish and use required safety items, including but not limited to, safety signage, cones, barricades, and must furnish and wear required Personal Protective Equipment

(PPE).

B. Security: Contractor must coordinate with VA Police and COR to comply with the VHSO security management program, including but not limited to, obtain onsite access permission by the VA Police, be identified by Contractor and project, and restricted from unauthorized access.

C. Badging: While on campus, Contractor must wear a visible VHSO issued identity Badge. Contractor can be subject to inspection of personal effects when entering or leaving the project site and VHSO property. Contractor lead on site must escort

Contractor employees to Engineering Shop (Building 37) to obtain badge(s). Contractor must maintain a Badge Log with Employee Names, Badge ID Numbers, Start Date(s), Departure Date(s), ID Lost Date(s), and ID Return Date(s). Contractor must update

Badge Log and furnish to the COR weekly or as directed in writing by COR. Contractor must report lost Badge(s) immediately to the COR and document on Badge Log.

Contractor must return Badge(s) immediately on day of departure of employee from project to COR and document on Badge Log. Contractor must return remaining Badge(s) at project closeout to COR. Contractor must reimburse the Government a $100.00 fee for each lost or unreturned Badge.

D. Key Access: Contractor may check out a key to access mechanical and electrical rooms as project requires. Contractor must check out and return a key at Engineering

(Building 37) daily and the key must not leave VHSO property. Contractor must notify

P09_SOW 564-22-500_FINAL 11032022 Page 6 of 7 the COR when a key is lost. Contractor must reimburse the Government a $3,500.00 fee for each lost or unreturned key(s).

E. Property Access Work Hours:

1. Regular Business Hours: On-site work must be scheduled during regular business hours, 0700 to 1600 hours, Monday through Friday (excluding the following Federal holidays - New Year’s Day, Martin Luther King Day, Presidents

Day, Memorial Day, Juneteenth, Independence Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving Day, and Christmas Day).

2. Outside Regular Business Hours: There is no current need for work outside of the normal business hours. Work must be scheduled during 0700 to 1600 hours, Saturday and Sunday (including the following Federal holidays - New Year’s

Day, Inauguration Day, Martin Luther King Jr. Day, President's Day, Memorial

Day, Juneteenth, Independence Day, Labor Day, Columbus Day, Veteran's Day, Thanksgiving Day and Christmas Day) and must not commence without prior COR written approval at no additional expense to the Government.

F. Photography: Contractor must coordinate and schedule with COR. Contractor must be escorted by VHSO personnel to take job site related photos. Contractor must not photograph any patients, personnel, visitors, and others on VHSO property.

G. Project Meeting/Conference Minutes:

1. Meeting minutes for all formal meetings and conferences held with the

VA, including weekly construction meetings. Meeting minutes must be submitted within seven (7) calendar days of the meeting or conference. All documents in any of the electronic formats listed above.

2. Minimum meeting minutes requirements.

a) Contractor must take minutes of all meetings held relative to this project.

b) The progress meeting must include at a minimum, the Project

Manager and the Contractor, the COR and the CO representing the

Government. Others must attend when requested by the

Contracting Officer. The meeting must be scheduled the same day, time, and place each week.

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c) Project name, number, meeting host, Meeting Name.

d) Date, Time, meeting ID, call in number, Duration, and consecutive number of total related meetings.

e) Participant list (Name, Title, Phone number (office and Mobile), Email, Attended Meeting (yes/no Check box).

f) Meeting purpose, Roll call, Safety, Security, Environmental, COVID-19, and Additional Items.

g) Agenda items (Decisions, action items, and fixes or next steps).

h) Next meeting date and time.

i) Detailed attachment list.

j) Contractor must furnish, via e-mail, complete copies of all minutes to all attendees within 72 hours of the meeting. All challenges to the minutes will be reflected in a revised version prepared by the

Contractor along with the Contractor and COR must sign/initial the minutes. In the event of any disputes or challenges that can’t be resolved, the Contracting Officer must render a final decision.

Copies of updated minutes must be distributed to all attendees within 48 hours after change notice.