580-23-105 SOW REPLACE OR CHILLERS.pdf

REPLACE OR CHILLER

Project No: 580-23-105

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 provided construction specifications, 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 The general purpose of this project is to the removal and replacement of two operating room

(OR) chillers in building 100 at the Michael E. Debakey VA Medical Center in Houston, Texas. The contractor shall ensure that proper disconnection, safe removal, and disposal of existing chillers, followed by installation of new units that meet current VA standards and specifications. All associated and electrical connections must be verified for compliance and functionality before commissioning the new chillers.

2.2 Work includes specialized construction labor and supervision for architectural, mechanical, electrical, and demolition work as required by provided construction documents. This Scope of Work is not considered to be a comprehensive description of work details for this project. All work shall be completed per the plans/drawings, specifications, and VA

6500.6 directives.

The Contractor shall safely remove two existing heating and cooling generating systems, including but not limited to:

• Existing HVAC equipment

• Refrigerant piping

• Condensate piping

• Electrical feeders

• Disconnect switches

• Control wiring

• Ductwork modifications

• Equipment supports

• Mechanical accessories

Additional requirements include:

• Recover refrigerant in accordance with EPA regulations.

• Dispose of refrigerants and hazardous materials properly.

• Protect adjacent occupied spaces.

• Maintain dust control throughout demolition.

• Remove demolished materials daily.

• Recycle materials whenever practical.

3 General Construction Requirements

3.1 Prior to any mobilization and construction, the contractor shall request and have an approved

Infection Control Construction Permit, Construction Safety Plan, and an Interim Life Safety

Measures Certification from the VAMC. Project construction schedule, schedule of values and construction phases shall be provided and approved by VA’s 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 The entire project’s associated construction and temporary works shall conform to the latest

VA specifications, VA Standards, energy conservation methods, EPA, OSHA, NFPA, NEC, ASHRAE, LIFE SAFETY CODE, UBC, local, Federal and industry requirements and regulations.

3.4 Project Record Drawings: The Contractor shall maintain a set of Record Drawings. The

Contractor shall 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 always available for review by the VA Project Manager.

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

3.5.1 Submittal Schedule and log shall be provided within ten (10) 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.

3.5.2 All Shop Drawings, Product Data and Samples shall be submitted and approved by the VA within sixty (60) calendar days after Notice to Proceed. The VA will provide the Contractor with written comments within 15 business days after receiving each submittal.

3.5.3 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.

3.5.4 A pre-construction meeting shall be held within fifteen (15) calendar days after award of Contract. During the construction, the Contractor shall attend all weekly construction progress meetings. The meeting schedule and place will be discussed in the pre-construction meeting.

3.5.5 Construction Contract Period of Performance is one hundred and eighty (180) calendar days after construction contractor’s receipt of Notice to Proceed included in Construction Phase time above due to the start of acceptance and testing work being dependent on the construction schedule.

3.6 The Contractor shall comply with all EPA Clean Air Act Section 608 regulations governing refrigerant handling.

Requirements include:

• Only EPA Section 608 certified technicians shall recover, handle, or charge refrigerants.

• Refrigerant shall be completely recovered prior to opening the refrigeration system.

• Refrigerant shall not be vented to the atmosphere.

• Refrigerant recovery equipment shall meet EPA requirements.

• The Contractor shall document the type and quantity of refrigerant recovered.

• Recovered refrigerant shall either be reclaimed by an EPA-certified reclaimer or reused in accordance with EPA regulations.

• Refrigerant cylinders shall be properly labeled and transported.

• Leak testing shall be completed prior to charging the system.

• The Contractor shall provide documentation of refrigerant type, total system charge, recovery logs, leak test results, and final charging records to the COR.

3.7.1 Any work requiring isolation, draining, or interruption of the hospital chilled water system shall be coordinated in advance with the VA COR and Facility Management Service.

The Contractor shall:

• Submit a written outage request a minimum of fourteen (14) calendar days prior to the proposed shutdown.

• Provide a detailed Method of Procedure (MOP) describing the isolation sequence, affected buildings or systems, anticipated duration, contingency plans, and restoration procedures.

• No chilled water isolation shall occur without written authorization from the VA.

• Schedule all outages during periods approved by the VA, which may include nights, weekends, or holidays.

• Coordinate with clinical departments to minimize impacts on patient care, operating rooms, imaging suites, pharmacies, laboratories, data centers, and other mission-critical spaces.

• Provide qualified personnel on-site throughout the outage until the chilled water system has been fully restored and verified operational.

• Restore all valves to their original operating positions and verify proper system balancing after completion of work.

• Immediately notify the VA COR of any unexpected conditions or extended outages.

The Contractor shall be responsible for all temporary measures necessary to maintain building operations during the outage if required by the VA.

4 General Contract Requirement

4.7 VA’s Normal Working Hours are 7:00 am to 4:30 p.m., Monday through Friday. Contractor shall coordinate work with the COR in order to not disrupt the end user’s operations which may include work earlier or later in the day and on weekends or federal holidays with at no additional cost to the VA.

Noise disturbances and utility shutdowns/tie-ins shall be coordinated with the COR and not interfere with VA daily operations.

4.8 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.

4.9 Commissioning shall be performed in accordance with applicable VA commissioning requirements.

The Contractor shall:

1..1 Coordinate with the Commissioning Authority (CxA).

1..2 Participate in commissioning meetings.

1..3 Complete pre-functional checklists.

1..4 Complete functional performance testing.

1..5 Perform manufacturer startup.

1..6 Demonstrate all operating modes.

1..7 Verify alarms and safety.

1..8 Verify Building Automation System integration.

1..9 Verify heating and cooling capacities.

1..10 Correct deficiencies identified during commissioning.

1..11 Provide final commissioning documentation.

Equipment shall not be accepted until commissioning activities have been successfully completed.

4.10 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

5.7 Each Bi week 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.

5.8 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

6.7 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.

6.8 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.

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

6.10 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.