AE_Scope_of_Work_Hot_Water_Heaters_Lyons.docx

STATEMENT OF WORK (SOW)

Project # 561A4-23-101 Replace Hot Water Heaters

1. Contract Title A/E Design Services for Hot Water Heater Replacement – Lyons VA Medical Center

2. Background The Lyons, New Jersey VA Medical Center is undertaking a project to replace twelve (12) domestic hot water heaters across multiple buildings, including Buildings 1, 3, 7, 13, 53, 54, 57, and 143. The existing systems are outdated, non-compliant with manufacturer and VA standards, and inefficient in delivering consistent hot water.

This A/E project involves professional design services including site investigation, assessment, and the preparation of a complete construction document package for the replacement and reconfiguration of domestic hot water systems. The design must integrate energy-efficient technologies, comply with all applicable VA and federal standards, and support optimal flow and temperature control within the facility.

3. Scope The A/E shall provide a complete set of professional design services to support the replacement hot water heaters. This includes:

4. Specific Tasks

4.1 Site Investigation and Survey

- Conduct field verification of as-built conditions across the identified buildings

- Evaluate the feasibility of reclaiming and reusing any existing equipment -Evaluate and recommend in-kind replacement where applicable

- Diagnose malfunctioning systems, including failed units in Building 3 (Aerco steam water heaters, Model #24656)

4.2 Design Documentation

- Develop drawings and specifications for the complete removal and replacement of the existing water heaters

- Include mechanical, plumbing, and electrical coordination for new recirculation pumps and piping

- Design for loop system reconfiguration and energy-efficient water heating

- Incorporate historic preservation coordination and NEPA CATEX/EA requirements

- Prepare cost estimates at key milestones

4.3 Code Compliance

- Ensure compliance with all applicable VA design manuals, including but not limited to HVAC, Plumbing, and Electrical

- Review and adhere to codes including NFPA, NEC, JCAHO, OSHA, ASHRAE, and others

4.4 Deliverables

- Construction document package in AutoCAD 2022 or newer

- Three conceptual layouts for VA selection

- Independent cost estimates

- Record drawings, specifications, and site visit documentation

- Submittal and RFI logs

- Agenda and minutes for all meetings, including bi-weekly design meetings

4.5 Construction Period Services

- Submittal and RFI review with 5-day turnaround

- Support for change order pricing and negotiation

- Site visits aligned with key construction phases

- Generation of record drawings from contractor redlines

4.6 Optional Tasks

- Provide independent commissioning agent (CxA) services

- PIH/CIH consultation for asbestos scope coordination

5. Performance Monitoring Performance will be monitored by the VA COR using defined criteria including schedule adherence, design quality, stakeholder communication, and compliance with codes and design guides. Evaluation categories include:

- Quality and coordination of design deliverables

- Responsiveness to comments and submittals

- Schedule management

- Small business participation (if applicable)

- Regulatory compliance

6. Security Requirements The A/E’s personnel will require intermittent escorted access to the facility. PIV Flash Pass cards must be obtained upon contract award for all personnel requiring site access.

7. Government-Furnished Equipment (GFE)/Government-Furnished Information (GFI) N/A

8. Other Pertinent Information or Special Considerations

a. Identification of Possible Follow-on Work Not applicable.

b. Identification of Potential Conflicts of Interest (COI) Not applicable.

c. Inspection and Acceptance Criteria Acceptance of deliverables and services shall be confirmed by the VA COR. No invoices shall be processed without formal approval.

9. Risk Control The A/E shall provide a site-specific risk control plan, which includes infection control, pedestrian safety, and preservation of operational equipment. Work shall be coordinated to avoid interference with patient care operations.

10. Place of Performance Work will be performed at the Lyons VA Medical Center, across multiple buildings including administrative, clinical, and residential spaces.

11. Period of Performance The period of performance shall not exceed 120 calendar days from Notice to Proceed. The project is anticipated to begin in Q4 FY 2025 and conclude by Q1 FY 2026.