A_E Scope of Work REV 1.pdf

REQUIREMENTS FOR A/E SERVICES

FOR DESIGN AND CONSTRUCTION PHASES OF PROJECT 586-22-103

REPAIR CHILLED WATER AND STEAM DISTRIBUTION SYSTEMS

TABLE OF CONTENTS

I. Objective

II. General Scope

III. Time Schedules, Reviews and Submittal Requirements

A. 25% Review B. 50% Review C. 75% Review D. 100% Review E. Final Submission

IV. Construction Period Service Requirements

V. Materials Furnished A/E by VA

VI. General Guidelines

VII. Hospital layout diagram

REQUIREMENTS FOR A/E SERVICES

FOR DESIGN OF PROJECT 586-22-103

RENOVATE CHILLED WATER AND STEAM DISTRIBUTION SYSTEMS

OBJECTIVE: The objective of this project is to provide a comprehensive design package for the upgrade and renovation of the entire chilled water and steam distribution systems throughout the medical center. This work includes all the integral chilled water, condensing water, steam supply, and condensate return systems, as well as connected equipment. The extents of the project generally include the cooling tower, chiller plant, boiler plant, mechanical rooms, and all points between.

This work shall include a thorough and comprehensive onsite survey and existing connected and future load study for the distribution systems to include all piping, pumping, air handling, fan coil, heat exchanger, and other equipment associated with the chilled water and steam distribution systems. This survey shall include identification and removal of all abandoned existing and unnecessary mechanical system equipment once connected to the system.

Furthermore, the number of steam traps, pressure reducing valves, and similar devices shall be minimized to provide an optimal design that is easy-to-maintain. The facility has approx. 240 identified steam traps – and that is known to be far too many.

The VA will provide the selected A/E access and assistance in locating available drawing files, test & balance reports, access to mechanical spaces with a knowledgeable VA employee.

HOWEVER, it shall be the sole responsibility of the selected A/E to ascertain and obtain existing equipment specifications, size, condition, and other pertinent information. The VA will assist the selected A/E but will not assume responsibility for this effort, i.e., the A/E is required to physically locate all needed items.

Provide excavation and drainage system plans for the piping areas in the crawl space beneath the original hospital. It will be necessary to remove large amounts of excess earthen material that has heaved due to Yazoo Clay expansion to allow maintenance and installation access of existing and new mechanical piping systems. Yazoo Clay is defined by the United Soils Classification System (USCS) as soil with greater than 50% of the particles passing a No. 200 sieve, with a Liquid Limit (LL) of 50 or higher, and a Plasticity Index (PI) of 30 or higher.

Expansive clay is denoted in the USCS with the two-letter symbol, C (Clay) and H (High Plasticity) and is noted as CH type soil. Specialized experience in developing excavation plans under buildings with Yazoo Clay soils is necessary.

Replace all steam supply and condensate return lines (including traps, PRV’s, etc.) as well as chilled water supply and return distribution lines (including valves) that are undersized or otherwise determined to be in poor condition. Reconfigure chilled water distribution system to provide optimal flow characteristics.

Provide new properly sized chiller plant cooling tower, condenser water pumps, and upgrade serving electrical system to support the new cooling tower. Provide new matching 750-ton magnetic bearing chillers in the #5 & #6 positions and matching chilled water pumps with VFDs. The A/E shall provide full testing & balancing services included in their proposal.

GENERAL SCOPE: The selected A/E shall provide a phasing plan for construction of the upgraded facilities while keeping existing systems operational (potentially using rental units in necessary locations.)

The A/E shall provide a computer-generated hydraulic analysis for all piping and sizes with an AutoCAD Revit 3D CADD BIM model of the entirety of connected systems. BIM information shall be as comprehensive as practicably possible.

A/E services shall include both the design and construction phase engineering and inspection services including quality assurance and contractor progress schedule monitoring, answering contractor RFI’s during the bidding and construction phase of the project. Construction phase services shall include a minimum monthly on-site project review with contractor’s previous month pay request in hand along with any schedule modifications and provide input on the accuracy of both.

The A/E firm shall have a minimum of 2 Mechanical Engineers specializing in Health Care facility steam generation and distribution piping systems in addition to 2 Mechanical Engineers specializing in Health Care Facility chilled water plants and chilled water distribution systems as employees of the submitting firm. The A/E shall also have a minimum of 1 Civil Engineer in addition to 1 local Geotechnical Engineer experienced with expansive clay soils and earthwork design for removal of expanded soil overburden beneath structures on the team.

The A/E shall provide all architectural and engineering services necessary to perform thorough & comprehensive surveys of existing systems, comprehensive construction phasing plans, 3D CADD model, comprehensive hydraulic model of existing and future systems, drawings, specifications, and cost estimates for the following:

A. Chilled Water System

1. Piping, Insulation, and Connected Equipment

a. Perform a comprehensive supply & return piping and connected equipment survey for the entire ~805,000 square foot facility to determine and ensure load requirements are exceeded or met,

b. Perform a comprehensive hydraulic study of the piping, tertiary pumping, and connected equipment systems (existing and future) for the entire facility. Identify and correct flow issues appropriately as approved by VA COR. The existing water balance is considered optimal given existing pumping, piping, and equipment. Relocate any tertiary pumps located above the first floor to an approved mechanical space at or below first floor. Provide new pumps as required to provide operation within the efficient range of performance curve. Two areas known to have flow limitations are the Clinical Addition Penthouse and the Blue Clinic Mech Rooms. These areas force the chilled water supply DP to be raised from 2 – 3 psig to 10 psig during summertime load conditions to meet connected AHU chilled water flow/load requirements,

c. Provide adequate chilled water flow capacity and S&R connections to provide maintenance & repair throughout the medical center. This effort shall include provision for future growth. For example, a new 60,000 square foot facility is planned for construction between the Clinical Addition and the Nursing Home. Provide new building connections for this and other locations that will be discovered/identified during the design process,

d. Provide new shut-off valves from the mains (butterfly-type) to vertical risers and connected equipment (ball-type) on all new and existing piping to remain,

e. Pipe Insulation (Chilled Water) – All new and existing piping deemed suitable to remain (e.g., vertical risers) shall receive 3-inch (min.)

insulation. Horizontal piping shall receive cellular glass insulation with a protective aluminum insulation shield,

f. Provide two (2) new 750-ton magnetic bearing centrifugal chillers to supply the required N+1 chiller capacity. Equipment pads, valved chiller and pump piping flanges, electric circuit breakers for new chillers and pumps are already in-place and in near-new condition. There are four existing 750-ton York YMC2 magnetic bearing chillers in place.

The intention is to add two more identical chillers to complete the plant build-out (space limitations and other characteristics prevent other chiller types),

g. Provide two – six new primary chilled water pumps. (Four of the existing primary pumps may require modification or replacement to match new hydraulic design requirements),

h. Provide new cooling tower and associated piping, water treatment, and pumping systems. NOTE: This will require new underground mechanical and electrical services crossing a driveway from the tower to the plant. All new water treatment system components shall be NCH/Chem Aqua (facility standard). Size the cooling tower to allow plant full load (4,500 tons) operation. Provide a common cooling tower basin segregated for efficient operation under all load conditions. Basins may encompass more than a single cell. Provide N+1 pumping capacity for the cooling towers utilizing the minimum number of pumps possible while maintaining efficient operation within pump curves under known load conditions, NOTE: Magnetic bearing chillers efficiently utilize high amounts of “low temperature” condenser water and operate optimally between ~30 – 60% load. Existing plant capacity is 3,000-tons and the actual existing peak load of the facility is slightly over 3,000-tons.

i. Provide new electrical and control systems to serve cooling tower fans, gates, valves, and pumps. Basins shall include controlled gate barriers to allow efficient plant operation at reduced capacity (one to two 750-ton chillers are necessary to meet existing minimum/wintertime cooling load requirements),

j. Provide Btu-hr. metering of the condenser water system with flow meters placed in optimal locations. Install new flow meters in the chiller plant (on the existing Btu-hr. metering system/chilled water side) in optimal locations,

k. Update the sequence of operation to include the two new chillers and the new cooling tower with basin gate controls. Include full monitoring and control of chilled and condensing water systems by the JCI MetaSys 11.x system. All control hardware, software, and integration to the JCI Meta Sys 11.x front-end shall be provided and performed by Johnson Controls.

i. Modify the existing cooling tower fan sequence of operation such that all fans on all *active* cells modulate together at the same speed to maintain optimum efficiency setpoint conditions,

ii. Fine tune the existing chiller plant sequence of operation to provide optimal operation with the lowest kW/ton across the entire chiller plant system’s operating range. The energy commissioning consultant along with the VA COR shall assist the designer-of-record in the selection of optimum efficiency equipment and development of the sequence of operation, perform the system commissioning, and verify optimal system operation under shoulder season and peak summertime operating conditions.

l. Supply supplemental lighting systems to provide optimal lighting at the floor-level (switched separately from the ceiling-level lighting). Provide necessary addition/modification/replacement of existing Chiller Plant lighting controls to turn lighting off from 5PM until 6AM, M-F and off over the weekends. Include manual schedule override (switching) capability as required by the NEC.

B. Steam Distribution System

1. Evaluate all steam distribution piping and devices from the plant to each mechanical room throughout the hospital (including condensate return lines) for condition and size. Replace all piping and devices (valves, traps, etc.) that have served their useful life or are otherwise over- or under-sized for foreseeable load conditions. Provide new insulation for all piping and devices. Provide removable insulation blanket systems on all steam devices to provide safety and serviceability. Indicate on the plans and specify the removal of all abandoned or inoperative steam distribution equipment (connected or disconnected),

2. Boiler Plant:

a. Provide new fire tube boiler sized to operate within its optimum efficiency range during spring/fall (shoulder seasons) and summertime load conditions (6,000 lbs. per hour, peak.) Provide valving and controls that allow the new boiler to pre-heat “one-or-two” standby water tube boiler(s) while not unnecessarily pre-heating all standby boilers.

Provide all BEI (Boiler Efficiency Institute) testing and safety apparatus as required by VACO. Requirements are available in the VA Technical Information Library (TIL.) Provide new boiler monitoring and controls by Cleaver-Brooks (integral to existing system),

b. Relocate medical air and vacuum compressors from Boiler Plant to Mechanical Room E-3. Remove abandoned equipment and relocate existing equipment as necessary to facilitate space requirements for the medical air systems. Provide sound control (partitions/baffling/etc.) to facilitate a safe working environment in E-3,

c. Provide new plant monitoring and control devices/pressure regulating system that allow steam pressure to be lowered after-hours and on weekends. Provide new metering devices on the seven main feeders exiting the plant and integrate with the existing Cleaver-Brooks monitoring and control system,

d. Install new epoxy floor coating system throughout the plant.

Thoroughly clean and paint ceiling & wall systems with a high gloss paint designed for use in harsh environments. Remove existing lighting system and install new LED lighting systems to provide optimal lighting at the floor and mezzanine levels (automatically controlled and switched separately). Provide lighting controls with multiple occupancy sensors to turn lighting off when the boiler plant is unoccupied. Include manual schedule override via switched timer.

3. Steam-to-hot water heating water systems (heating hot and potable water):

Replace all steam-to-hot water heat exchanger with new one-third/two-thirds type. Provide new variable speed pumping systems on potable and heating hot water systems and tie to the existing Johnson Controls MetaSys front-end.

C. The contract documents shall include all disciplines mechanical, electrical, structural, civil, and environmental engineering and architectural associated with the project and conform to all NFPA Codes and VA Office of Construction and Facility Management Design Guides, Design Manuals, and specifications (available at https://www.cfm.va.gov/TIL/index.asp.)

D. The selected A/E shall have a licensed Mechanical Engineer/Project Manager that can be on site at the Jackson VA Medical Center within 24 hours of a request. This licensed Mechanical Engineer/Project Manager shall be contracted by and support the selected A/E for the duration of the design and construction phases of the project. The licensed Mechanical Engineer/Project Manager and their associated firm(s) shall perform most of the site survey, verification, and construction management services for this project while the Prime shall focus on performing the technical design, construction phasing, and associated technical design tasks.

E. The A/E firm will be required to design a plan to excavate beneath the original hospital building crawl space (areas A, B, C, D, E, F, & G) (approximately 129,000 SF) to a sufficient minimum grade (338.0 to 339.00 + or -) to allow for adequate crawl space head room to accomplish the piping work. The final grade shall be sloped to provide positive drainage of any future “beneath building water” to drain into a collection inlet and drainage system designed to drain water from beneath the building. Gravity drainage systems shall be used to the maximum extent practicable. The A/E will be responsible for establishing the existing grade beneath this area and design a grading plan for the removal of earthen material to the final grade.

This design shall include a calculated volume of material to be removed and the existing ground surface lined with an Ethylene Propylene Diene Monomer (EPDM) Geomenbrane system. The EPDM system shall be turned up at all penetrations for footings, piers, and https://www.cfm.va.gov/TIL/index.asp other items that require a penetration of the membrane, a minimum of 6 inches and sealed with an approved EPDM membrane sealer.

Acceptable access to the crawl space shall be identified and a plan developed for material and equipment access and for earthen material removal. The Clinical Addition in the front area of the hospital (areas K & L) and the I-Wing will not require crawl space alteration and is accessible for mechanical piping work. The Community Living Center (CLC) has a crawl space that is relatively close to the ground, but no apparent heaving has occurred and will not require excavation for mechanical piping work to be accomplished. The M area of the hospital also has adequate crawl space for mechanical piping access, and it has a concrete floor in most of the crawl space. The warehouse area (W) does not have a crawl space. The research and development area (R&E Building) has an existing crawl space or sub-basement area to accommodate the mechanical piping.

F. A 3rd party licensed Fire Protection Engineer shall be obtained by A/E for documented review of all contract documents. Results to be provided to VA for review and approval.

G. The A/E shall provide complete, 3rd party, (Association of Energy Engineers) AEE-accredited Certified Building Commissioning Professional (CBCP) mechanical system design and construction energy commissioning (Cx) services. The CBCP shall prepare a Cx plan in close collaboration with the A/E team that coordinates all Cx and TAB activities.

Deliverables include: 1) an issues log detailing all deficiencies discovered during the entire Cx process, 2) intermediate and final Cx reports describing all operational sequences. The Cx Agent shall tune the condenser and chiller water pumping systems so that they provide optimum efficiency (lowest system power draw in kW/ton) across all operating ranges.

Selected Cx agent must have proven track record and provide history of quantified energy improvements savings through new and existing health care facility Cx efforts. Prior VISN 16 healthcare facility experience is strongly preferred. Cx budget shall be 1.25% of the Chilled Water and steam system construction budget.

H. The A/E shall complete an equipment survey of the boiler room and the chiller plant to identify any auxiliary equipment or systems that should be replaced or upgraded based on their age or physical condition. The equipment survey should also include all mechanical rooms to identify any equipment or systems that should be replaced or upgraded based on their age or physical condition. This equipment/systems list must be prioritized and presented to the VAMC engineering team for replacement consideration prior to the initiation of the design phase of the project.

I. The A/E shall determine the utility shutdowns and switchover requirements with the VAMC engineering and operations staff and include this information in the design documents for Contractor reference during construction. Also determine the need for standby/auxiliary/rental boiler or chiller systems/components to ensure continuity of operations during the construction phase of this project.

J. This scope of work is intended as a guide for the A/E to understand the overall basic design requirements of the project and is not intended as to identify each specific design component. The A/E shall provide those details during the design phase of the project ensuring that they are following VA Design Manuals, VA Design Guides, VA Specifications, all current/applicable Code requirements, and the guidelines established in the VA Healthcare Engineering Guidebook. The construction documents prepared by the A/E shall provide sufficient information and detail to illustrate, describe and clearly delineate the design intent of the A/E and enable all Contractors to uniformly bid the project.

TIME SCHEDULE, REVIEW, AND SUBMITTAL REQUIREMENTS: The following specifies the documents / materials to be submitted by the A/E to the project manager for each scheduled review and due dates for the submission. Dates indicated must be strictly adhered to.

A. 25% Review – Four (4) sets of documents due one hundred twenty (120) calendar days after award of contract. (Includes 60 days investigation time)

1. Drawings: The drawings will be complete, at least to the extent that the following are shown on the documents:

a. General requirements:

(1) Verification and recommendations resulting from site visits/thorough investigation of existing conditions in all disciplines.

(2) Demolition requirements.

(3) Sizes of pipes are not required at the review.

(4) Some details are required at this review.

(5) All drawings shall not be less than 1/8” scale.

(6) Several meetings between the A/E and the VA may be required to determine the preliminary piping and chiller layout for 25% submission.

(7) Project shall meet all local, state, and Federal Code requirements, such as

NFPA, NEC, ASHRAE, etc.

b. Architectural/Mechanical

(1) Submit a 1/8 “scale layout of the plans. These drawings will show all affected areas of the hospital including mechanical rooms and the chiller plant and boiler plant.

(2) Submit a title sheet with drawing index.

c. Structural:

(1) A/E will indicate if any structural conditions exist with this project.

(2) If present, show location of structural conditions.

d. Submit a preliminary basis for design, including a written description of the structural work required for this project.

e. Electrical:

(1) Submit a preliminary basis for design, including a written description of electrical work required for this project.

f. Environmental: Asbestos may be encountered on the concealed piping for this project.

2. Develop a preliminary cost estimate based on preliminary (25%) design. Use VA Form

6238.

3. The requirements listed above will be reviewed by the VA Project Team and affected staff. All comments and recommendations will be returned to the A/E within fourteen

(14) calendar days.

B. 50% Review: Four (4) sets of contract documents are required sixty (60) calendar days after review comments are received from the 25% submittal.

1. Drawings: The drawings will be complete, at least to the extent that the following are shown:

a. General Requirements:

1) All drawings developed from the previous review shall show preliminary pipe, sizes, new Chiller layouts and piping as well as other required construction details. Existing chiller and steam plant modifications shall be shown.

2) All previous review comments shall be evaluated and incorporated into the drawings, specifications, and estimates.

b. All areas of construction shall clearly differentiate between existing and new construction. Emphasis shall be placed on proposed pipe routing including areas of conflict with existing conditions and proposed relocation of existing facilities. This submittal shall include a preliminary decommissioning of existing piping and other related items along with a removal of existing piping (phasing plan).

c. Architectural:

1) Submit preliminary plans, details, schedules, etc., for physical Steam plant and

Chiller plant modifications.

2) Show general notes.

2. Specifications: Provide a full set of assembled edited project specifications in a marked-up format.

3. Cost Estimate: Submit a revised cost estimate and ensure the following minimum items are included on the VA Form 6238:

a. All submissions hereafter shall assure that all the quantities have been checked and found to be correct.

b. All estimates shall be based on the most current working drawings available and shall be current as of the date of the submission.

c. Price material at the contractor’s buying level. Sales taxes, when applicable, will be added into material buying cost.

d. Cost totals should reflect labor and materials separately and should be formatted as follows:

1) Totals – Labor and materials for all branches of work.

2) Mobilization cost of contractor.

3) Prime contractor’s labor and supervisor.

4) Contingencies, overhead, profit, and escalation (COPE) at 15%.

5) Bonds – Contractor bond cost.

6) Total estimate cost.

e. The above will be reviewed by the project team and staff and returned to the A/E within twenty (20) days.

C. 75% Review: Four (4) sets of contract documents are required sixty (60) calendar days after receipt of the 50% review comments.

1. Drawings: The drawings will be complete at least to the extent that the following are shown:

a. General Requirements:

(1) All drawings developed from the previous review shall be detailed, showing pipes, Mechanical room modifications, Chiller additions and Steam plant modifications as well as all other required construction details.

(2) All previous review comments shall be evaluated and incorporated into the drawings, specifications, and estimates.

b. All areas of construction shall clearly differentiate between existing and new construction (separate drawings for demolition and renovation). Emphasis shall be placed on contract accomplishments of unforeseeable or hidden conditions.

Architectural:

(1) Submit complete plans, details, schedules, and large-scale plans.

(2) Show general notes.

(3) Indicate all fire partitions, smoke partitions, and safety and protective elements.

2. Specifications: Provide a full set of assembled edited project specifications in CSI format.

3. Cost Estimate: Submit a revised cost estimate and ensure the following minimum items are included on the VA Form 6238.

a. All estimates shall be based on the most current working drawings available and shall be current as of the date of the submission.

b. Price material at the contractor’s buying level. Sales taxes, when applicable, will be added into material buying cost.

c. Cost totals should reflect labor and materials separately and should be formatted as follows:

(1) Totals – Labor and materials for all branches of work.

(2) Mobilization cost of contractor.

(3) Prime contractor’s labor and supervisor.

(4) Contingencies, Overhead, Profit, and Escalation (COPE) at 15%.

(5) Bonds – Contractor bond cost.

(6) Total cost estimate.

4. The above will be reviewed by the project team and staff and returned to the A/E within twenty (20) calendar days.

D. 100% Review: Four (4) sets of contract documents are required sixty (60) calendar days after receipt of the 75% review comments.

1. Submission Requirements:

a. The plans and specifications shall be complete, in accordance with the previous review requirements, with all review comments accounted for and ready for use as final contract documents.

b. The specifications will be in final format, including front end documents provided by the Contracting Officer.

c. The final cost estimate shall reflect all previous comments and shall show each branch of work based on quantitative take-off of designed labor and materials. This will also be the final cost estimate and should be labeled as such. Use VA Form 6238.

2. The above will be reviewed by the project team and staff and returned to the A/E within fourteen (14) calendar days.

E. Final Submission: Due twenty (20) calendar days after receipt of the 100% review comments. After completion of all the 100% review comments and coordination, the final contract documents shall be prepared and shall include the following:

1. One (1) complete set of contract drawings. Specifications will be reproduced by the

VA, but the A/E will provide one (2) complete sets of specifications. NOTE: mylars are to be signed by appropriate VA personnel before copies of contract drawings are provided.

2. A complete set of CADD drawings on CD. These CADD files shall be in AutoCAD 2020 format and capable of being transferred into an Intergraph MicroStation environment.

3. A complete set of reproducible mylars of all contract drawings.

4. Final cost estimate based on revisions made at the 100% review.

5. A final set of technical support data.

6. Six (6) sets of half size drawings.

7. Provide a checklist of all submittals, certifications, tests, and inspections required per drawing and specification section. Checklist shall be produced on Microsoft EXCEL and shall be delivered hard copy and electronic.

8. A 3D model of the proposed improvements including all piping locations in AutoCAD Revit format.

CONSTRUCTION PHASE SERVICE REQUIREMENTS:

A. Review of and approval or disapproval of material submittals, shop drawings, and test reports.

B. Review and recommendations of change orders and cost analysis.

C. Site Visits:

1. Pre-bid conference to be attended by the A/E.

2. Pre-construction meeting to be attended by A/E.

3. Minimum of weekly site inspections with site inspection report to be submitted to the

VA engineering (FMS) department during active construction.

4. Partial and final inspections to be attended by the A/E.

D. A/E will be available during the period of construction to answer or verify questions and / or problems relating to the contract documents as they relate to field conditions.

E. A/E will be responsible for the review of “as-built” drawings and the 3D model shall be modified to reflect the as-built conditions with specific emphasis on the accurate location of all piping.

MATERIALS FURNISHED TO THE A/E BY VA:

A. Available as-built drawings (originals to be retained by the VA). The A/E must physically locate available drawings. The accuracy of these drawings must be field verified by the A/E.

B. One each unedited copy of the applicable sections of the VA master construction specifications, including front-end documents.

C. Guidelines for identifying the working drawings.

D. VA design manuals, standard details, and construction standards.

GENERAL GUIDELINES:

A. Original as-built drawings will be located and selected by the A/E. These originals will be obtained from Engineering during initial survey which will be conducted immediately after receipt of “Award of Contract”. Prints and/or sepias/mylars will be made from these originals by A/E at the A/E’s expense. Few digital copies are available. Originals will be returned, unmarked and undamaged, to Engineering within three (3) working days.

B. As required for this project only, A/E will field verify accuracy of VA as-built drawings, existing dimensions, and existing conditions, and will certify this verification in writing to Engineering as a part of the twenty five percent (25%) Preliminary Review Submission.

A/E will assume liability for working drawings produced for this medical center that are based on VA as-built originals, existing conditions, and existing dimensions.

C. A/E will perform field survey of existing dimensions, existing conditions, existing systems, and will verify accuracy of VA as-built drawings, as required for this project, using A/E’s staff and equipment. VA staff and equipment will not be available for A/E’s use.

D. An evaluation of A/E’s performance during preliminary, design, and construction phases of this project will be made by Engineering as part of the Final Progress Payment and will be entered into the completed project file.

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Vicinity and Area Location Map

Project 586-22-103

Chilled Water & Steam Distribution System Upgrade