518-23-324 SOW Bldg 78 Hydronic Systems Analysis R1 w sched.pdf

Project #518-23-324

Building 78 Hydronic Systems Analysis

Statement of Work (Analysis/Recommendations Report)

1. Overview:

1.1 Government Agency Department and Address:

Edith Nourse Rogers Memorial Veterans Hospital 200 Springs Rd.

Bedford, MA 01730

1.2 Project Title, Number and Location:

Project Title: Building 78 Hydronic Systems Analysis Project Number: 518-23-324

1.3 Scope of Work

Provide all professional architectural and engineering (A/E) services necessary to develop a complete detailed systems analysis report with recommendations for future replacement of the existing steam and hydronic heating system in Buildings 78 and 78A and to identify immediate repair/replacement of components that pose imminent safety concerns. Work includes but not limited to site investigatory visits of the systems, investigations of record drawings, detailed analysis/recommendations report including schematic design of future replacement system including phasing, and cost estimates, construction drawings/specifications/cost estimates for immediate repair/replacement of components that pose imminent safety concerns and construction period services for those items. Buildings 78 and 78A, Bedford VA Medical Center will remain occupied during construction activities, therefore, impact to perform the replacement and repairs need to be minimized so that Bedford VA Medical Center operations continue.

2. Description of Work:

2.1 General: Conduct preliminary meetings and site survey investigations to define the necessary elements of the project scope of work fulfilling the goals of the VA’s project team (Engineering Services), and presentation of preliminary detail plans with proposed alternatives to the Facilities Engineering Group. Based on User Group meetings and site surveys, prepare a Detailed Analysis/Recommendations Report pertinent to the project requirements consistent with the VA’s project team goals. All design submission requirements shall be in accordance to A/E Contract and conform to all VA criteria and standards, in addition to Commonwealth of Massachusetts state codes and regulations. As part of site survey investigations, it is the A/E’s responsibility to survey Bedford VAMC VA Engineering’s record drawings and determine what drawings are necessary to use for this project; all drawings are to be considered record drawings only and not as-built drawings even if they are so labelled. Not all Bedford VAMC VA Engineering record drawings are in AutoCad. The VA does not guarantee that actual conditions are reflected in the record drawings; it is up to the A/E to verify this. The designs must be based on the reality of existing site conditions and not solely on “As-Built” or record drawings.

The project intent includes, but not limited to:

• Perform site inspection on existing steam and hydronic heating system.

• Investigate and evaluate all the system pumps, corrosion control, age of system.

• Provide a schematic design to replace the existing system with consideration to replace steam with hydronic in remaining steam system to include steam coils in Air Handling Units (AHUs).

• Provide a detailed analysis/recommendations report including schematic design of future replacement system. The intentions of this report is for the VA to use it in an A/E Scope of Work for a future construction project.

• Identify existing components that pose imminent safety concerns and provide solutions.

• Design & construction documents shall consider isolation by floor & area of building.

• Design & construction documents shall be phase to allow for work during occupied building.

2.2 Project Development: The A/E shall provide all services required to prepare documents and reports for the subject project consistent with the VA’s project team goals as prioritized during preliminary project meetings, field surveys and studies. The A/E shall determine existing conditions, severity of deficiencies, if any previous deficiencies have been corrected and to identify any conditions which may have previously been unreported. The completed Detailed Analysis/Recommendations Report shall then be submitted for approval to the VA Project Engineer.

3. General Description of Services:

A/E shall provide the services indicated in this Overview. These services will be provided in distinct phases. See Attachment 1 for Project Schedule of 99 calendar day Period of Performance .

• Preliminary User Group Meetings & Field Investigation Surveys

• Detailed Analysis/Recommendations Report Submission

3.1 Drawings: The drawings, specifications, and all other submittal items will be prepared using English units of measure.

3.1.1 General: The A/E shall prepare drawings in a manner that clearly and adequately delineates the work to be accomplished by the construction contractor. Design documents will be sufficiently detailed to permit construction contractors to submit responsive bids without visiting the project site. The cover sheet will be signed and stamped by principal of the firm who is a registered Architect or Professional Engineer. All drawings will be created using AutoCAD and National CAD standards. These CAD standards are available on the Internet at http://www.cfm.va.gov.

3.1.2 CAD Files: One AutoCAD (*.DWG) file shall be used per drawing (sheet) applying the VA’s CAD layering and disk labeling protocols. All files shall be IBM compatible and furnished on high quality CD-R disks. The computerized version, format and media of the computer disks and files shall be specified and verified by the VA COR at the time each submission is due (XRF, DXF and ZIP files are not acceptable). Provide durable high quality plastic storage boxes at each submission for long term archiving of the disks.

3.1.3 Format: All drawings and sketches will be provided in both hard copy and electronic file format. Full-sized drawings shall be developed as “D” sized sheets (24 inches by 36 inches at the trim line) and shall utilize the standard VA title block. Fonts shall be standard AutoCAD, and drawings must be fully compatible with AutoCAD 2022. Drawing file names must relate to http://www.cfm.va.gov/ the VA project name, discipline and subject as approved by the VA COR. Drawings shall utilize world coordinate system with standard cross hairs. Each drawing shall have a separate drawing file name consistent with the drawing title. Adobe Acrobat PDF files for each AutoCAD file shall be provided. Drawing size for reports shall be 11” x 17”.

3.2 Cost Estimates: The A/E shall prepare order of magnitude cost estimates for this project. All construction cost estimates shall conform to the requirements contained in VA Manual for Preparation of Cost Estimates (latest edition). Manual is available on the internet at http://www.cfm.va.gov. Cost estimates shall be submitted in electronic form (Excel and PDF).

The A/E shall engage an independent, qualified, professional cost estimating company with relative experience to provide detailed cost estimates at milestones as noted. The cost estimate shall consider the government timeframe for procurement and construction and its impact on escalation costs.

3.3 Phasing and Construction Schedules: The A/E shall prepare a high level, proposed schedule for construction that is consistent with the project construction cost estimate. During development of this schedule, due consideration will be given to standard construction practices, durations of tasks, the sequence of construction, procurement of materials, climatic conditions, etc. It is planned that areas in and adjacent to the proposed construction area shall be occupied during construction. The A/E shall develop a phasing plan that addresses this fact and assures smooth implementation of required construction.

3.4 Detailed Analysis/Recommendations Report: The A/E shall develop a Detailed Analysis/Recommendations Report that addresses existing conditions, general project parameters, functional and technical requirements, design objectives, cost estimates, phasing and proposed project schedule, schematic design to replace the existing system with consideration to replace steam with hydronic in remaining steam system to include steam coils in Air Handling Units (AHUs), detailed analysis/recommendations report including schematic design of future replacement system, construction drawings/specifications/cost estimates for immediate repair/replacement of components that pose imminent safety concerns, cost estimates.

3.5 Quality Control:

3.6.1. Quality Control Plan: The A/E shall prepare a Quality Control Plan (QCP) which includes the following as a minimum:

• Identification and discussion of all organizational and technical interfaces

• Design team members and their areas of responsibility

• Team members responsible for checking the design

• Team members responsible for checking the electronic files

• Team members responsible for reviewing and submitting the required VA Design

Alerts and Quality Alerts

• Project Schedule showing key milestones and review periods

3.5.1.1. VA Design Alerts and VA Quality Alerts can be found on the internet at http://www.cfm.va.gov .

3.5.2. Quality Assurance: The A/E is responsible for developing and performing quality assurance reviews of all work to confirm that proper criteria, regulations, laws, codes, principles and professional procedures have been used. This includes work performed by subcontractors.

The VA may review all project submissions but this review is general in nature and should not be considered as part of the A/E’s Quality Control Plan and/or Quality Assurance.

3.5.3 Quality Certification: The A/E shall certify at each submission in writing that he/she has performed quality assurance reviews of that submission.

3.6 Site Visits, Meetings/Conferences, and Discussions:

3.6.1. Site Visits: The A/E shall perform design site visits as required to accomplish the scope of this project. The purpose of these visits is to further define project requirements, observe and evaluate existing field conditions, review any existing documentation, conduct required design meetings, and to gather supplemental site data necessary for performing the design. Reports summarizing the conditions observed, personnel contacted, and data gathered during the visits shall be prepared and submitted to the VA.

3.6.2. Design Review Conferences: Design review conferences shall conduct shortly following the issuance of each review Submission. Refer to Supplement B for the proposed schedule.

Design review conferences shall include the A/E Project Manager/Senior Designer. These conferences shall take place at the facilities where the work is being performed or through video conferencing as determined by the VA.

3.6.3 Site Visit and Meeting Minutes: The A/E shall take notes and prepare minutes for all site visits, meetings and conferences attended during design. Minutes will be prepared in typed form, signed by the A/E Project Manager, and furnished to COR within seven calendar days after the meeting/conference for concurrence and distribution to attendees. Copies of all meeting/conference minutes will be included in each Submission.

4. Incorporated References: Part of the A/E SOW is to determine what specifications and guidelines are applicable to the project and to incorporate them into the project documents. The documents will require extensive editing to meet the specific needs of the project. The following documents form a part of this contract to the extent referenced are included in the A/E Scope of Work. Specification sections may be supplemented or replaced (if not available on the VA Office of Construction & Facilities Management website) but shall meet the design intent and performance requirements within the VA specifications. Design requirements identified in these documents are part of the A/E Required Services. National Codes, Standards and other requirements referenced in these documents also become part of the A/E Required Services. The following link to the VA Office of Construction & Facilities Management website has a majority of the: guides, manuals, specifications, and details/documents that may be incorporated into the construction documents; the A/E is required to familiarize themselves with the documents on this site and to ensure compliance with design: http://www.cfm.va.gov.

• Design Criteria; HVAC, Mechanical, Plumbing, Electrical, Structural, et al (by reference)

• PG-18-1 Master Specifications (by reference)

• PG-18-3 Design and Construction Procedures (by reference)

• PG-18-4 Standard Details and CAD Standards (by reference)

• BIM & CAD Standards (PG-18-4) (by reference)

• VA BIM Manual v2.2 (by reference)

• VA Drawing Deliverable Requirements (DDR) v1.0 (by reference)

• Drawing Sheet Templates (by reference)

• VA Facility Space Measurement Standards (by reference)

• VA CAD Legacy Layer List (by reference)

• VA National CAD Standard CTB Table (by reference)

• PG-18-5 Equipment Guide List (by reference)

• H-18-8 Seismic Design Handbook (by reference)

• PG-18-9 Space Planning Criteria, and VA-Space & Equipment Planning System

• PG-18-10 Design Manuals (by discipline, Architectural; Asbestos Abatement; CPM

Schedule and Risk Management; Electrical; Elevator; Equipment; Estimating; Fire Protection; HVAC; Interior Design; Lighting Design; Physical Security and Resiliency;

Plumbing; Signage and Wayfaring; Site; Steam Heating, Hot Water and Outside Distribution Systems; Structural; Sustainable Design; Telecommunications and Special Telecommunications Systems) (by reference)

• PG-18-12 Design Guides (graphical, by function) (by reference)

• PG-18-13 Barrier Free Design Standard (by reference)

• PG-18-14 Room Finishes, Door, and Hardware Schedule

• PG-18-15 Minimum Requirements for A/E Submissions (by reference)

• Volume C – Minor and NRM Projects (by reference)

• Fire Protection Engineer – Qualifications & scope services (by reference)

• Subsurface Investigation Study – Use to determine site seismic vulnerability (by reference)

• Design Review Checklists

• PG-18-17 Environmental Planning Guidance (by reference)

• Critical Path Method Design Manual (by reference)

• VA Alerts (by reference)

• Standards Alerts (by reference)

• Design Alerts (by reference)

• Manual for Preparation of Cost Estimates (by reference)

• Whole Building Design Guide (by reference)

• National Standard Plumbing Code (NAPHCC) (by reference)

• National Electrical Code; latest revision (by reference)

• National Fire Protection Association Standards; latest revision (by reference)

• Applicable VA Quality Alerts (by reference)

• Applicable VA Energy Conservation & Sustainability Program requirements (by reference)

4.2 Energy Requirements for all New Construction, Major & Minor Renovation

Projects (ASHRAE Standard 90.1-2007 Energy Standard for Buildings):

4.2.1 Major and minor Construction:

AII new major & minor construction projects shall be designed to achieve an energy consumption level that is at least 30% below the level achieved under ASHRAE Standard 90.1- 2007, if life-cycle cost effective. Use Appendix G of ASHRAE Standard 90.1-2007 to document the energy savings.

Should the 30% reduction in energy consumption prove not to be life-cycle cost effective, then the A/E shall evaluate alternative designs at 5% successive decrements in order to identify the most energy efficient design that is life-cycle cost effective.

The following parameters shall be used for performing the analysis:

• 20 year life-cycle period for system comparisons

• Use Public domain programs such as TRACE, E-CUBE, Carrier E20-II, Energy Plus, etc.

• 3% Discount Factor; and

• Neither method shall include taxes, nor insurance while computing cost.

4.2.2. Major and minor renovations and Major Equipment Replacements:

For major renovations: Shall include any renovation where an entire area is "gutted" and rebuilt, regardless of funding source (Major, Minor , NRM or CSI). Any replacement of central HVAC system or changes in air distribution shall be considered a "major Renovation."

Reduce the energy cost budget by 20% below pre-renovations 2003 baseline. A/E shall estimate 2003 baseline energy consumption before the renovation and compare it to the proposed design after the renovation, and document the 20% savings. The primary unit for energy budget reporting is t he British Thermal Unit (BTU) per square foot of the area to be renovated. The A/E shall develop the energy budget as required in ASHRAE 90.1-2004, Appendix G, using the same parameters outlined above for new construction.

For NRM and CSI Projects: Where a small portion of a building, and only architectural treatments, or simple equipment replacement is planned and the renovation will have little to no impact on the central HVAC System, or energy use within the renovated area, the A/E shall design all renovated areas to comply with ASHRAE Standard 90.1 -2007 as a minimum. Design to better than ASHRAE Standard 90.1 -2007, when obviously life cycle cost effective. Appendix G analysis is not required for NRM and CSI projects.

Any part of the renovation which impacts energy consumption shall be designed with the mandate to reduce energy consumption. For example, if exterior walls are part of the project, then their R- Value shall be increased. If lighting fixtures are to be replaced, then they shall be replaced with the most energy efficient fixture that is cost effective (20 year life), and meets the lighting W /SF required in Chapter 9, ASHRAE Standard 90.1 -2007.

4.2.3 Renewable Energy Resources: For any work, renewable (geothermal, heat recovery, wind, PV solar, solar hot water, etc.) shall be evaluated for life-cycle cost effectiveness.

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Attachment 1

Project Schedule

Duration: 99 Calendar Days

NOTE: Within ten (10) calendar days after NTP, the A/E shall complete the Actual Date column for each Milestone and submit for approval to the VA Contracting Officer’s Representative. Actual dates and days can be modified at the discretion of the Contracting Officer (CO) and Contracting Officer’s Representative

(COR).

ID Milestone Task Description Duration Schedule Date

Actual Date

1 VA Issues Notice to Proceed (NTP) to A/E 1 day

2 VA User Group Kickoff Meeting with A/E (Review Scope and Programming Requirements)

1 day NTP +10

3 A/E investigates existing conditions (including measurements of affected areas), researches and reviews record drawings of affected areas; develops Detailed Analysis/Recommendation Report

60 days ---

4 A/E submits Detailed Analysis/Recommendation Report for VA Review --- NTP + 71

5 VA reviews Detailed Analysis/Recommendation Report 14days ---

6 VA User Group/Technical Meeting with A/E (Review Detailed Analysis/Recommendation Report and comment)

1 day NTP + 85

7 A/E refines Detailed Analysis/Recommendation Report incorporating VA comments 14 days ---

8 A/E submits final Detailed Analysis/Recommendation Report --- NTP + 99