580-24-111 SOW REPLACE CHILLER 1 B104.pdf

Replace Chiller 1 in Building 104

Project No: 580-24-111

Scope of Work

1 Foreword

1.1 Contractor shall provide all labor, materials, tools, equipment, expertise, administration, supervision, and transportation as necessary to perform all work in accordance with the construction specifications provided, drawings, all documents attached to this contract, all terms and conditions of this contract, and this statement of work.

1.2 This document does not relieve the contractor of their professional responsibility to comply with all local and federal construction and environmental codes and to perform and complete a fully coordinated job.

2 General Project Description

2.1 This project involves the replacement of the existing inoperable 1,000-ton, 480V York Chiller 1 (CH-1) and its associated transformer, piping, valves, and controls in Building 104 at the Michael E. DeBakey VA Medical Center (MEDVAMC), Houston, Texas 77030. The new chiller will be a 1,000-ton, 4,160V, 3-phase, 60 Hz water-cooled centrifugal unit, configured to match the voltage and operational profile of the existing chillers in Building 104.

2.2 Work includes, but is not limited to:

• Demolition of existing Chiller 1 and all associated isolation valves, piping, and controls

• Demolition of the existing exterior 12.47kV-to-480V pad-mounted transformer and all associated conduit and wiring

• De-energization of the existing 480V switchgear, which shall be left in place at the VA's direction for future use

• Procurement and installation of a new 1,000-ton, 4,160V water-cooled centrifugal chiller (Johnson Controls York Model YKOLO5K1CZH or approved equal), including isolation valves, chilled water and condenser water piping, soft starter, controls, and refrigerant (R-513A)

• Installation of a new exterior 12.47kV-to-4,160V pad-mounted transformer, including associated medium-voltage cables, conduit, wiring, metering with current transformers (CTs), and surge protective devices. Transformer rating, metering, CT, and testing requirements shall be per the construction drawings and specifications.

• Integration of the new chiller into the facility's existing Metasys Building Automation System (BAS), including control sequences coordinated with existing plant operations

• Replacement of the existing chilled water pump serving Chiller 1, including a new variable frequency drive (VFD) for pump speed control, per the mechanical drawings and specifications.

• Localized slab-on-grade trenching for new electrical conduit routing, with concrete infill slab restoration following installation

• Enlargement of the existing reinforced concrete housekeeping pad to accommodate the new chiller footprint, per the dimensions and reinforcement details shown on the construction drawings.

• Reuse of the existing structural steel hoist framing (existing overhead hoist beam, approx. 19'-3" A.F.F., per Drawing A-101) for equipment rigging and installation. Prior to use, the Contractor shall field-verify member condition, confirming no visible corrosion, deformation, or damage affecting structural capacity, and shall be responsible for all means and methods of rigging. If field verification identifies any condition affecting structural capacity, the Contractor shall notify the COR and Architect/Engineer of Record prior to the lift.

2.3 All construction work must adhere to local, state, and federal construction and environmental regulations. All construction work must be performed without affecting the medical center's operations.

2.4 Construction shall be scheduled during winter months when chiller plant demand is significantly lower, as coordinated with the COR and VA plant operations staff. The construction period shall be approximately one hundred eighty (180) calendar days after Notice to Proceed (NTP).

2.5 The one hundred eighty (180) calendar day construction period includes equipment procurement, fabrication, and delivery of the new chiller and transformer. The Contractor shall disclose the confirmed manufacturer lead time for the specified chiller (or approved equal) with its bid/proposal. The Contractor shall initiate chiller and transformer procurement immediately upon Notice to Proceed and shall sequence demolition, site preparation, slab/pad work, and electrical infrastructure work to proceed concurrently with equipment fabrication to the maximum extent practicable, so that on-site installation activities are not delayed awaiting equipment delivery. The Contractor's construction schedule, submitted within ten (10) calendar days of NTP per the schedule requirements above, shall clearly identify the equipment procurement path as a critical-path item and show its relationship to concurrent site activities.

3 General Construction Requirements

3.1 Prior to any mobilization and construction, the contractor shall request and have an approved Construction Safety Plan and Interim Life Safety Measures Certification from the VAMC. Also, project/construction schedule, schedule of values/prices, and construction phases have to be provided and approved by VA’s Contracting Officer’s Representative (COR) / Project Engineer and/or Contracting Officer.

3.2 Contractor shall completely prepare site, prior to the installation of the equipment, and furnish labor, equipment and materials to perform work for this specific project as required by construction documents.

3.3 All construction and temporary works shall conform to the latest applicable VA specifications and design manuals including the VA HVAC Design Manual (September 2025), Electrical Design Manual (August 2025), and Structural Design Manual PG-18-10 as well as OSHA, NFPA 70 (NEC 2026), NFPA 99, NFPA 101, ASHRAE Standards 15, 90.1, and 170, IBC 2024, IMC 2024, and all other codes and references identified in the 100% Construction Documents Narrative.

3.4 The new chiller and transformer operate at 4,160V medium voltage. The Contractor shall install all required safety barriers, signage, and emergency disconnects in accordance with NFPA 70, OSHA, and VA standards. Only qualified, licensed personnel shall perform medium-voltage electrical work.

3.5 The Contractor shall be responsible for recovery, handling, and proper disposal of all refrigerant remaining in the existing Chiller 1 unit in accordance with EPA Section 608 requirements and all applicable environmental regulations, at no additional cost to the Government. The new chiller's initial refrigerant (R-513A) charge shall be supplied by the chiller manufacturer as part of the equipment package. The Contractor shall perform leak testing, evacuation to manufacturer-specified vacuum levels, and startup performance verification in accordance with the manufacturer's installation and commissioning requirements, and shall document these results as part of the commissioning submittal.

3.6 The Contractor shall submit a detailed isolation and sequencing plan for VA approval prior to performing any work that affects live plant systems. The VA will provide written approval or comments within ten (10) business days of receipt. If revisions are required, the Contractor shall resubmit within five (5) business days and the VA will respond within five (5) business days thereafter. Following VA approval, the Contractor shall provide a minimum of two (2) weeks' advance notice to the COR and VA plant operations for coordination. No work affecting live plant systems shall begin until the plan is approved and the two-week notice has elapsed.

3.7 A full chilled water plant shutdown is not permitted under this project. The chiller plant must remain in continuous operation throughout construction to maintain facility cooling. Valve replacement at the chiller condenser and evaporator connections shall be accomplished using localized pipe isolation methods (e.g., mechanical pipe freezing or line-stop fittings) that allow the surrounding plant to remain in service. The Contractor shall submit engineering justification (pipe schedule, pressure rating, and equipment specifications for the selected isolation method) to the VA for approval prior to performing work at each isolation location. The Contractor shall be responsible for selecting and pricing isolation methods compatible with the existing pipe sizes, materials, and access conditions. If the Contractor determines that localized isolation is infeasible at any location, the Contractor shall notify the COR in writing and propose an alternate means of isolation for VA review and approval; under no circumstances shall the Contractor shut down the chilled water plant without prior written authorization from the Contracting Officer.

3.8 The Contractor will maintain a set of construction documents (field as-built drawings) to record actual construction changes during the construction process. The project record drawings will be available for review by the VA Project Manager at all times.

3.9 The following milestone dates shall be incorporated into the contractor’s schedule.

3.9.1 Submittal Schedule and log shall be provided within five (5) calendar days after Notice to Proceed. The contractor shall provide it to the Contracting Officer’s Representative (COR) for approval and shall include the dates for submission of Shop Drawings, Product Data, and Samples.

3.9.2 All Shop Drawings, Product Data and Samples shall be submitted and approved by the VA within thirty (30) calendar days after Notice to Proceed. The VA will provide the Contractor with written comments within 15 business days after receiving each submittal.

3.9.3 The Contractor shall submit a construction schedule within ten (10) calendar days after Notice to Proceed. The construction schedule shall be prepared in terms of calendar days (not working days). Once the construction schedule is submitted by the Contractor and approved by the CO, no lateness in the schedule shall be tolerated without the CO’s approval.

3.9.4 A pre-construction meeting shall be held within ten (10) calendar days after award of Contract. During the construction, the Contractor shall attend all bi-weekly construction progress meetings. The meeting schedule and place will be discussed in the pre-construction meeting.

4 General Contract Requirement

4.1 Construction-phase commissioning of all installed mechanical, electrical, and control systems is required for this project. Commissioning services will be performed by the Architect/Engineer (A/E) of record under a separate Government contract. The Contractor shall fully support all commissioning activities, including completing pre-functional checklists, correcting identified deficiencies, and facilitating functional performance testing of the new chiller, transformer, BAS/Metasys integration, and associated systems at no additional cost to the Government.

4.2 The MEDVAMC expects that contractors who submit bids will have experience with at least three (3) or more projects similar in size and scope that have been completed within the last 5 years that were self-coordinated and/or self-performed within a hospital setting or other medical facility.

4.3 Work as described under this contract shall be accomplished during Normal Working Hours, which are defined as 7:00 am to 3:30 pm, Monday through Friday, unless otherwise specifically authorized by the Contracting Officer.

Contractor can work earlier or later in the day, after business hours, on weekends or on Federal Holidays with prior approval at no additional cost to the VA.

4.4 Pursuant to clause 52.236-8 Other Contracts incorporated by reference under section 4.33 52.252-2 Clauses Incorporated by Reference, Contractor shall fully cooperate with the other contractors and with Government employees and shall carefully adapt scheduling and performing the work under this contract to accommodate the additional work, heeding any direction that may be provided by the Contracting Officer. If required by the Contracting Officer, Contractor shall, at no additional cost to the VA, coordinate with other VA’s activities including but not limited to construction activities near the job site to ensure the construction work under this project will be in harmony with those activities. This coordination shall include but not limited to the careful scheduling of work commencement, equipment mobilization etc.

4.5 The following legal holidays are observed by this Government Agency:

New Year's Day January 1st Martin Luther King's Birthday Third Monday in January Presidents Day Third Monday in February Memorial Day Last Monday in May Juneteenth Independence Day June 19th Independence Day July 4th Labor Day First Monday in September Columbus Day Second Monday in October Veterans Day November 11th Thanksgiving Day 4th Thursday in November Christmas Day December 25th and any day declared by the federal government as holiday.

5 Project Meetings

5.1 Once every two weeks the contractor shall hold a progress meeting to review progress to date and to resolve all questions for the upcoming week. The progress meeting shall include at a minimum, the Project Manager and the Superintendent representing the Contractor, the COR and the CO representing the Government. Technical supervisor (foreman), sub-contractors, suppliers, etc. shall attend when requested by the Contracting Officer. The meeting shall be same day, time, and place each week.

5.2 Meeting Minutes - The contractor shall take minutes of all meetings held relative to this project. The format must be acceptable to the Contracting Officer (CO). Minutes must include the meeting date and time; agenda;

meeting location; list of participants with their affiliations, and telephone numbers; be fully descriptive of issues, problems and decisions made; and action items with names of responsible parties and deadlines. In addition, the minutes must include, as attachments, all exhibits and references distributed as handout materials, unless the materials are part of a formal submission.

The contractor shall provide, 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 and CO along with the contractor and COR shall sign/initial the minutes. In the event of any disputes or challenges that can’t be resolved, the Contracting Officer shall render a final decision. Copies of updated minutes shall be distributed to all attendees within 48 hours after change notice.

6 Safety and Security

6.1 Contract workers under this project may require a VA issued identification card before the start of construction work at the Houston VAMC. There is no charge for the badges; however, multiple trips to MEDVAMC facility maybe required.

6.2 Contract employees, including all subcontractor employees, must be TB tested and receive a flu shot (each year under the contract performance) if they will work within the VA Hospital Building 100. A letter from the prime contractor shall be submitted to the CO prior to work commencing that all staff members are TB negative and the flu shot was received.

6.3 All contract personnel are subject to inspection of personal effects when entering or leaving the project site.

6.4 Parking is rigidly controlled throughout the Medical Center. Contractor parking is only allowed in authorized areas. Contractor shall abide by all police requirements. Parking in designated patient parking areas is strictly prohibited. Parking for unloading equipment necessary to perform the work will be authorized in advance by the COR prior to starting the project.

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