VA Maine Healthcare System (Togus VAMC) 1 VA Center 6/18/2026 Augusta, ME 04330

ARCHITECT-ENGINEER DESIGN SCOPE OF WORK

Repair Chiller 3

PROJECT NO: 402-27-001

PROJECT NAME: Repair Chiller 3 – Togus, ME

1. GENERAL INTENT:

The Contractor (herein referred to as “AE”) shall provide Architect/Engineer (AE) services to evaluate existing conditions, propose corrective measures, and design a construction project at the VA Maine Health Care System (Togus) in accordance with this scope of work. Scope will include Type A services only with design complete to 35%.

2. PROJECT BACKGROUND

The VA Maine Medical Center Chiller Plant provides chilled water to medical and surgical outpatient and inpatient wards on the campus. There is a total of 3 chilled water units. Chillers 1 and 2 were replaced along with new cooling towers in 2018. Chiller 3 was installed in 2008 and is a York model # YKETETQ7- CNG along with a new associated cooling tower. Unit was not functioning in 2017. According to VA Maine HVAC technicians, the unit will start up and run within the past 5 years but will trip out with a low voltage fault. The longest reported run time for the unit recently was 3 days before it would trip out.

Johnson Controls/York have replaced circuit boards and transducers hoping this would solve the problem, however the issue persists. The unit also has a refrigerant and oil leak from the compressor vanes.

3. STATEMENT OF WORK:

AE Part I Investigative Services/Schematic Design/Other Related Services shall include site visits, field investigation, studies and user interviews to prepare drawings, and cost estimates for all facets of work and disciplines/trades to repair Chiller 3 to a condition where it will operate as designed. Design should also include fixes for the reported cooling and oil leaks. Services will only include Type A and will stop with a complete 35% submission inclusive of a complete narrative outlining investigative studies, concept drawings, construction estimate, etc. This AE is to perform a full investigation into the operating condition of the chiller. This will include reviewing existing drawings, field investigations, testing, and any other service required to develop to generate full type A services for this project.

Following investigative services, the A/E is to provide a final comprehensive report identifying any known issues, key findings, and recommending potential solutions. Budgetary cost estimates for potential work should be included with the report and recommendations.

The period of performance for this work is 90 Calendar Days

The above paragraphs constitute a basic outline of the work to be accomplished and in no way comprise all the details for design of this project. The AE shall initiate detailed inspection of the project site to determine the needs and conditions for the design of this project SOW Attachment 01 – Togus Campus Map will give AE firm a basic understanding of the VA Maine Health Care System (Togus VAMC).

The AE shall be solely responsible for the management, including all associated labor, equipment, materials, mailing costs, and inspection, to meet the requirements of the design project. The AE shall provide meeting minutes for all meetings held under this design project.

The A/E firms’ representatives performing site investigations on the VA Maine Health Care System (Togus VAMC) campus must show documentation and meet the following additional requirements before starting site investigations on campus. Requirements are subject to change:

Contractor to meet all requirements put in place to protect health and safety:

1. Influenza and TB

- Requirements follow national VA guidelines for vaccination and testing.

- SOW Attachment 02 – Seasonal Influenza with Vaccines

2. Badging

- All contractors are required to obtain a VA issued badge prior to starting any work on station.

- Badging forms and directions for procuring one will be provided by the COR at the project kick-off meeting.

4. DESIGN INDEPENDENCE, FURNITURE AND EQUIPMENT: Designs for construction must produce a “complete and usable” facility or improvement when constructed. VA policy (VHA Office of Capital Assets Management, Engineering and Support memo Updated Construction Guidance and Expectations) requires the A/E to certify that their design (including all bid alternates/bid deducts) is independent of any future construction project. In addition, the A/E must certify that it has produced a design that does not include furniture and equipment that will be procured separately. Equipment that can be part of the design in the includes those items to meet code requirements for building occupancy, items covered in the VA’s Master Construction Specifications (PG-18-1) Divisions 1 through 10, 13 through 26 or 28 through 48, non-IT equipment items covered by Division 27 and items covered by Division Numbers 12 31 00, 12 32 00, 12 34 00 and 12 36 00.

The A/E shall submit as part of the Final Bid Documents submittal a signed letter on company letterhead stating the design’s independence.

5. DESIGN CRITERIA: The VA Technical Information Library (TIL) available at http://www.cfm.va.gov/til/index.asp is managed by the VA Office of Construction and Facility Management and is the master repository for all VA Numbered Standards for Construction to include design and construction specifications, procedures, standard details, BIM/CAD standards, equipment guides, space planning and design guides. The documents of the TIL shall be the minimum design criteria for all VA projects performed in the construction of new facilities and the modernization, alteration, addition, or improvement of its real property. All design documents shall be developed in accordance with the VA TIL, including (but not limited to) the following listed Department of Veterans Affairs References:

http://www.cfm.va.gov/til/index.asp

PG-18-1 Master Construction Specifications

PG-18-3 Design and Construction Procedures [Including but not limited to: Codes, Standards, and Executive Orders] PG-18-4 Standard Details and CAD Standards PG-18-5 Equipment Guide List H-18-8 Seismic Design Handbook PG-18-9 Space Planning Criteria PG-18-10 Design Manuals (by discipline) [Including but not limited to: Guiding Principles checklists as indicated for Minor Projects in Sustainable Design Manual, Life Cycle Cost Analysis]

PG-18-12 Design Guides (graphical, by function) PG-18-13 Barrier Free Design Guides PG-18-14 Room Finishes, Door, and Hardware Schedules PG-18-15 Minimum Requirements for A/E Submissions PG-18-17 Environmental Compliance Manual H-7545 VA Cultural Resource Management Procedures OIT Infrastructure Standard for Telecommunications Spaces v3.0 (21 August 2020)

Where conflicts exist between VA adopted codes and standards and the documents on the TIL, the A/E shall bring this to the attention of the VA. The resolution of the conflict shall be made by the authority having jurisdiction for VA to ensure consistency department wide.

6. ENVIRONMENTAL PROTECTION: The A/E shall assist the VA with completion of a National Environmental Policy Act (NEPA) assessment as required by the VA Maine Health Care System (Togus VAMC), Augusta, ME. If the NEPA assessment results in potential environmental impacts, the A/E shall be responsible for completing any auxiliary documentation required per PG-18-17 NEPA Interim Guidance for Projects located on the TIL (http://www.cfm.va.gov/til/etc/NEPAGuidance.pdf). Additional requirements may include, but are not limited to, Environmental Assessment, Environmental Impact Statement, and Record of Decision. The NEPA analysis and concluding documentation must be completed by the Final Bid Documents submittal.

7. SUBMITTAL REQUIREMENTS: Design submittals shall follow the requirements of Program Guide, PG- 18-15, Volume C - A/E Submission Instructions for Minor and NRM Construction Program dated November 2008. This document is included as SOW Attachment 03 – PG 18-15 A-E Submission Reqs Vol C. Submittal documents shall be prominently marked “For Official Use Only (FOUO)” if they contain qualifying data as defined in VHA Memorandum 2019-11-13 Sensitive Infrastructure Data Classification – For Official Use Only (FOUO). This memo is hosted on a non-public VHA site (https://vaww.va.gov/vhapublications/ViewPublication.asp?pub_ID=8949).

The A/E shall deliver design submittal documents that follow the iterative phase breakdown for design work in PG-18-15 and as additionally specified below. Specific requirements for each discipline/work product listed under each phase can be found in PG-18-15; it is expected for the phase of design that each of the checked items in the SD/DD/CD columns will be completed for the submittal. The A/E shall attend a review meeting following each design submittal as indicated under the Project Schedule section of this Scope of Work. Each new submittal will incorporate all VA comments from the previous http://www.cfm.va.gov/CFM/TIL/spec.asp http://www.cfm.va.gov/CFM/TIL/cPro.asp http://www.cfm.va.gov/CFM/TIL/sDetail.asp http://www.cfm.va.gov/CFM/TIL/equip.asp http://www.cfm.va.gov/CFM/TIL/seismic.asp http://www.cfm.va.gov/CFM/TIL/planning.asp http://www.cfm.va.gov/cfm/til/dManual.asp http://www.cfm.va.gov/cfm/til/dGuide.asp http://www.cfm.va.gov/CFM/TIL/accessibility.asp http://www.cfm.va.gov/cfm/til/room/RoomFinishes.pdf http://www.cfm.va.gov/til/aeDesSubReq.asp http://www.cfm.va.gov/til/etc/NEPAGuidance.pdf http://www.va.gov/vapubs/viewPublication.asp?Pub_ID=584&FType=2 http://www.cfm.va.gov/til/etc/NEPAGuidance.pdf https://vaww.va.gov/vhapublications/ViewPublication.asp?pub_ID=8949 submittal. The Asbestos Abatement & Lead Abatement requirements in PG-18-15 are applicable at VA Maine Health Care System (Togus VAMC), Augusta, ME due to the age of the campus (construction of some existing buildings began in the 1890’s and continued through the present. Buildings dating from all decades are present on the Togus campus).

The following submittals will be required for this project:

Quality Assurance/Quality Control (QA/QC) Plan Basis of Design (BD) - 10% - In addition to the requirements in PG-18-15, a Basis of Design is required. Basis of Design is a narrative presentation of facts, sufficiently complete, to demonstrate that the project concept is fully understood, and that subsequent design details, and their ultimate presentation in the final drawings and specifications, will be based on sound architectural and engineering decisions. Conceptual drawings of the planned design and the initial cost estimate will be included.

Schematic Design (SD)- 35%

8. DRAWING FORMAT:

All drawings produced as part of this analysis shall adhere to VA project software requirements for Computer Aided Design (CAD) available at http://www.cfm.va.gov/til/projReq.asp. Software shall be AutoCAD 2020 or the latest version available to VA Maine Healthcare System (Togus VAMC). Verify latest version available at the project’s design kickoff meeting.

The A/E shall provide various 3D renderings to present to VA to adequately represent architectural, mechanical/electrical/plumbing (MEP), site conditions and other items in the design to aid with facility visualization and coordination.

9. SUBMITTAL FORMATS: Submittals shall be submitted in electronic format and hard copy formats as listed below. Portable Document Format (.pdf), Microsoft Office Suite formats (.doc, .xls, and .ppt), Microsoft Project (.mpp) and AutoCAD (.dwg) files are acceptable. Submittals shall additionally be compliant with Section 508 of the Rehabilitation Act (29 U.S.C. 794 d); information on the requirements for accessible media can be found at http://www.section508.gov/. The A/E shall be responsible for providing:

Meeting/Conference Minutes AE/E shall provide meeting minutes for all formal meetings and conferences held with the VA. Meeting minutes shall be submitted within seven (7) calendar days of the meeting or conference. All documents shall be in the electronic formats listed above.

Minimum meeting minutes requirements

• Project name, number, meeting host, Meeting Name

• Date, Time, meeting ID, call in number, Duration, and consecutive number of total related meetings

• Participant list (Name, Title, Phone number (office and Mobile), Email, Attended Meeting

(yes/no Check box)

• Meeting purpose, Roll call, and Additional Items

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

• Next meeting date and time http://www.cfm.va.gov/til/projReq.asp http://www.section508.gov/

• Detailed attachment list

Site Visit Reports Site visit reports shall be submitted within seven (7) calendar days of the visit. All documents shall be in any of the electronic formats listed above.

Final Reports, Estimates and Action Plans Final investigative reports, estimates and associated action plans shall be submitted within ninety (90) calendar days after Notice to Proceed. All documents shall be in any of the electronic formats listed above.

Construction Cost Estimates Construction cost estimates shall comply with Manual for Preparation of Cost Estimates & Related Documents for VA Facilities dated February 1, 2019. This document is available on the TIL at http://www.cfm.va.gov/cost/index.asp. All estimates in any of the electronic formats listed above.

Quality Assurance/Quality Control (QA/QC) Plan All documents in any of the electronic formats listed above.

Basis of Design (BD)

Two (2) half-size paper bond sets of drawings – 2 to VA

Schematic Design (SD)

Two (2) half-size paper sets of drawings – 2 to VA Two (2) paper sets of investigation reports, design calculations, and cost estimate - 2 to VA

10. PROJECT SCHEDULE/PERIOD OF PERFORMANCE: The A/E shall perform Part One Services/Design Phase work according to the schedule shown below. The A/E is also responsible for following specification Section 01 32 16.10 Architectural And Engineering CPM Schedules, which is in SOW Attachment 06 - Engineering CPM Schedule. If a due date on the timeline below falls on a Holiday or Weekend, the submittal shall be due the following business day. The remaining timeline will not be shifted to accommodate Holidays or Weekends.

Administrative Time 5 calendar days after receipt of Notice of Proceed QA/QC Submittal & Basis of Design (BD) 10% Submittal

20 calendar days after end of Administrative Time

QA/QC and BD 10% Submittal Review Meeting

10 calendar days after VA receipt of QA/QC & BD 10% Submittals

35% SD Submittal 45 calendar days after acceptance of QA/QC & BD 10% Submittals

35% SD Review Meeting 10 calendar days after VA receipt of 35% SD Submittal http://www.cfm.va.gov/cost/index.asp

Total Part One Services/Design Phase Schedule

90 calendar days

If any submittal is not accepted due to insufficient design requirements or failing to meet all VA contract, submittal, and content requirements and additional time is deemed necessary, it is the responsibility of the AE firm to cover all costs associated with such delays and required revisions.

11. CONTRACT OVERSIGHT. Only a warranted VA Contracting Officer shall have authority to change the terms and conditions of a contract. These changes may involve the contract award amount, contract period of performance, issuance of stop work orders and changes to the statement of work.

CO shall appoint a Contracting Officer’s Representative (COR) to monitor and manage the A/E’s performance under the design project contract. The COR shall be a representative of the VA Maine Healthcare System (Togus VAMC) Facilities Management Service Project Section and have the technical knowledge required to monitor and oversee the project.

12. VISITOR SECURITY & REPORTING REQUIREMENTS:

All contractor personnel will be required to complete a background check by VA Police and receive a badge prior to being permitted to work on campus. This check is mandatory and will be conducted by VA Police based on information provided by the personnel who will be onsite. The selected AE will be provided the background check forms to fill out during the ‘Administrative Time’ portion of the schedule. These forms shall be returned to the COR during this same portion of the schedule. (SOW Attachment 04 - PIV Badge Template)

Upon their first visit to campus, personnel shall check in with the COR at the designated time and location. They will then be escorted to the VA Police to receive their badge. Badges can be issued for up to 1 year if the same personnel are returning to site during future visits.

Once badges have been obtained, personnel are required to check in with the COR upon arrival and upon departure from campus each day. Badges must be worn in a visible location at all times when contractor personnel are onsite.

The following standard items relate to records generated in executing the contract and should be included in a typical procurement contract:

1. Citations to pertinent laws, codes and regulations such as 44 U.S.C chapters 21, 29, 31 and 33; Freedom of Information Act (5 U.S.C. 552); Privacy Act (5 U.S.C. 552a); 36 CFR Part 1222 and Part 1228.

2. Contractor shall treat all deliverables under the contract as the property of the U.S.

Government for which the Government Agency shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest.

3. Contractor shall not create or maintain any records that are not specifically tied to or authorized by the contract using Government IT equipment and/or Government records.

4. Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected by the Freedom of Information Act.

5. Contractor shall not create or maintain any records containing any Government Agency records that are not specifically tied to or authorized by the contract.

6. The Government Agency owns the rights to all data/records produced as part of this contract.

7. The Government Agency owns the rights to all electronic information (electronic data, electronic information systems, electronic databases, etc.) and all supporting documentation created as part of this contract. Contractor must deliver sufficient technical documentation with all data deliverables to permit the agency to use the data.

8. Contractor agrees to comply with Federal and Agency records management policies, including those policies associated with the safeguarding of records covered by the Privacy Act of 1974. These policies include the preservation of all records created or received regardless of format [paper, electronic, etc.] or mode of transmission [e-mail, fax, etc.] or state of completion [draft, final, etc.].

9. No disposition of documents will be allowed without the prior written consent of the

Contracting Officer. The Agency and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation.

Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. Records may not be removed from the legal custody of the Agency or destroyed without regard to the provisions of the agency records schedules.

10. Contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under, or relating to, this contract. The Contractor (and any sub-contractor) is required to abide by Government and Agency guidance for protecting sensitive and proprietary information.

13. SOW and ATTACHMENTS:

The following list of documents are attached to this SOW for AE use and incorporation into the project documents:

SOW Attachment 01 – Togus Campus Map SOW Attachment 02 – Seasonal Influenza with Vaccines SOW Attachment 03 – PG 18-15 A-E Submission Reqs Vol C

SOW Attachment 04 – PIV Badge Template SOW Attachment 05 – VHA Directive 1061 SOW Attachment 06 – Engineering CPM Schedule SOW Attachment 07 – Chiller Upgrade Drawing Set SOW Attachment 08 – Chiller 3 photos

End of SOW