Attachment 4 - 01 00 00.C - Appendix C1 SOP 138-22HV CONST STD PROCEDURES QA FOR PROJECTS.pdf

CONSTRUCTION STANDARD PROCEDURES QUALITY ASSURANCE FOR

PROJECTS

SOP 138-22HV

VA Hudson Valley Healthcare System Wappingers Falls, NY 12590 Montrose, NY 10548

Signatory Authority:

Chief, Engineer

Responsible Owner:

Chief, Engineer

Service Line(s):

Engineering Service

Effective Date:

May 2, 2022

Recertification Date:

May 31, 2027

1. PURPOSE AND AUTHORITY

a. The purpose of this standard operating procedure (SOP) is to establish delineated responsibilities for the Maintenance and Repair Section (M&R) and the Planning and Design Section related to project planning and review to ensure the provision of a substantial degree of quality assurance for projects. This SOP must be followed by Engineering Service employees.

b. There is no governing document.

2. PROCEDURES

a. General Processes:

(1) Project Development includes the preparation of the scope and justification, detailed cost estimate and justification, and conceptual drawings. All projects, except recurring projects, are submitted to VA Central Office for funding.

(2) Project Design includes preparation of preliminary designs, working drawings and specifications.

(3) Documents are developed by Architectural Engineers (A/E) or in-house by Project Engineers.

(4) The M&R Staff provides input needed for this development including information on existing utilities, equipment, etc., justifications (for maintenance projects) and recommendations for the type of new or replacement construction and mechanical/electrical systems to be installed.

(5) The Project Engineers works with the General Foreman (or his designees) and Safety Section to obtain specific information required.

May 2, 2022 SOP 138-22HV

(6) The Project Engineers notify the General Foreman of any M&R input not to be incorporated in the project with an explanation.

(7) The Project Engineers contact the Industrial Hygienist and also look-up the Asbestos Assessment Report to incorporate all necessary Asbestos Abatement work as part of the project.

(8) The Safety Section assists the Planning and Design Section in project designs available in the project office.

(9) The Safety Section shall review the drawings and specification and provides comments to the Project Engineer thru the Chief, Planning and Design Section.

(10) Projects are approved and funded based on information developed during this stage. The project scope will not be expanded, nor can the budget be increased after it is approved and funded.

(11) Project Engineers administer A/E design contracts or develop designs themselves as directed by the Chief, Planning and Design Section.

(12) The M&R Section provides technical input on existing and proposed utility systems, equipment and structural components necessary to successfully complete the designs.

(13) The Chief, Planning and Design Section informs the Chief, Engineering Service and Safety manager of Projects to be designed including information on scopes, budget, and time frames for design. Design time frames will appear on the project list and be updated and discussed at the monthly project meetings.

(14) For each project (contractor and station level), a Hazardous Evaluation Sheet must be filled out. An Infection Control Assessment Screen must be done for the project as well. This can be found in Infection Control Policy 11IC-05HV. For all projects, contractor or station level, Infection Control Policy 11IC-05HV will be strictly followed. If the Class of Precautions are three or higher, Infection Control approval will be required for the construction activity. These results will be documented on the Hazardous Evaluation Sheet (Appendix D).

(15) For those projects that require excavation, a Dig Permit will be required (Appendix E).

b. Specific Processes:

(1) Design Stages:

(a) Pre-design Meeting - M&R Staff and Safety Section Staff will participate in a pre-design meeting called by the Engineer. They will have an opportunity to discuss existing problem areas, e.g., an electrical system loaded beyond capacity, asbestos issues, make recommendations to correct deficiencies, and request specific design strategies.

(b) Investigation of existing conditions – the M&R Section assist in providing information on existing construction, systems and equipment to the Engineer.

(c) Inquiries may take the form of meetings, walk-thru, conversations and written request for information.

(d) The Safety Specialist will participate in all design review meetings called by the Project Engineer.

(e) Appendix D will be filled out during design stage.

c. Reviews:

(1) Engineers will inform the General Foreman of project reviews using the Review Request Format (Appendix A). Review materials will be available to the M&R Section staff as directed by the General Foreman.

(2) Material to be reviewed will be developed to the extent required by the A/E contract for each review. This information will be described in the Review Request.

(3) Time frames for review will be noted on the Review Request Form.

(4) M&R Section review comments will be addressing the accuracy of existing conditions and technical acceptability of proposed solutions. They will be forwarded to the Project Engineer from the General Foreman using the Review Comment Format (Appendix B).

(5) M&R Staff shall, if requested, participate in design review meetings called by the Project Engineer to discuss comments and answer questions.

(6) The Project Engineer will notify the General Foreman of any M&R comments not to be incorporated into the design, with explanation.

(7) The Safety Office review comments will address the existing conditions as well as the new conditions created as a result of the proposed project.

d. Project Construction:

(1) Project Engineers will administer construction contracts, as directed by the Chief, Planning and Design Section.

(2) The Project Section will make inspections with M&R Section assistance to identify deficiencies in material and workmanship. The M&R Section provides other technical assistance as necessary.

(3) The Project Engineer will notify the General Foreman and Safety Office seven (7) days prior to formal inspections, i.e., rough-in, final, system tests, etc. Equipment manuals will be furnished to the M&R Staff at this time if they are available. The M&R Staff shall complete their inspection prior to the formal inspection.

(4) In addition to the formal inspections, the M&R Staff and Safety Office are encouraged to inspect all construction at any time, as their schedules permit.

(5) Deficiencies identified shall be forwarded in writing to the Project engineer, with copies to the Chief, Planning and Design Section.

(6) The Project Engineer shall notify the General Foreman of M&R identifies deficiencies not to be corrected with an explanation.

(7) Before re-inspections by M&R Staff are scheduled, the Project Engineer will determine if previously identified deficiencies have been corrected.

(8) The M&R Staff shall provide technical support as required. This includes providing information on existing conditions, attending meetings to resolve disputes, etc.

(9) Project Engineers and M&R Staff shall ensure compliance with Construction Safety and Legionella Directives regarding safety and notifications.

e. Project Close Out Meeting:

(1) The meeting will be scheduled by the Project Engineer to give a final review of the project.

(2) The Project Engineer will give a summary of project’s accomplishments.

(3) The remaining deficiencies will be identified, and suggested course of action will be given.

(4) The area of improvement for future projects will be discussed.

f. General Responsibilities:

(1) The Project Section Contracting Officer Representative (COR) will maintain a file for each assigned project.

(2) The Project Engineer, Construction Representative, or Engineering Technician will complete Appendix C, and forward all technical manuals and shop drawings to the Maintenance General Foreman for each piece of equipment installed or removed under the project.

(3) Problems not resolved between the Project Engineer and M&R Staff will be referred to the next level of supervision in the appropriate section.

(4) Appendix F will be filled out by the appropriate engineering personnel for the proper notification of “Planned Electrical Outages”.

(5) An Electrician will be assigned to each patient care area to spot check the affected unit during the outage on a case-by-case basis to assist with any issues.

3. ASSIGNMENT OF RESPONSIBILITIES

a. The Chief, Engineering Service is responsible for the implementation of this standard operating procedure.

b. The Chief, Planning and Design Section is responsible for:

(1) The development and accomplishment of all projects, including recurring, nonrecurring maintenance (NMR), minor miscellaneous, minor, and major (delegated) construction.

(2) Informing the Maintenance General Forman and Safety Manager (or designee) of projects to be developed and generally what type of information will be needed from each section.

c. The Maintenance and Repair Section is responsible for providing essential technical input during all phases of projects. This input begins with the formulation of project scopes and continues with project design and construction.

d. The Project Engineer is responsible for:

(1) Developing the project scopes, justifications, cost estimates and drawings

(2) Ensuring the success of each project

4. DEFINITIONS

None.

5. REFERENCES

11IC-05HV: Infection Control During Construction & Renovation

6. REVIEW

This standard operating procedure (SOP) is required to be reviewed, at minimum, of every five years unless there are changes to the governing document and any regulatory requirement for more frequent review.

7. RECERTIFICATION

This SOP is scheduled for recertification on or before the last working day of May 2027.

In the event of contradiction with national policy, the national policy supersedes and controls.

8. SIGNATORY AUTHORITY

John Cliffe Chief, Engineer Date Approved:

NOTE: The signature remains valid until rescinded by an appropriate administrative action.

DISTRIBUTION: Home - Hudson Valley HCS (sharepoint.com)

Appendix:

A – Review Request Format

B – Review Comment Format

C – Equipment Installed Under Construction

D – Hazard Evaluation

E – Dig and Excavation Permit Request

F – Electrical Outage Checklist https://dvagov.sharepoint.com/sites/VHAHVHDCS/default.aspx

APPENDIX A

Review Request Format

Date:

From: Project Engineer (138)

Subject: Project Review Request

To: General Maintenance/Repair Foreman (138B)

Thru: Chief, Project Section

1. Project Number: _____________________________

2. Project Title: ___________________________________________________

3. Project Category: _______________________________________________

4. Review Stage:

a. 50% Preliminary _____ c. 50% Working Drawing _____

b. 100% Preliminary _____ d. 100% Working Drawing _______

c. Other ________________

5. Review Materials:

a. Narrative __________________ b. Specifications _________________

b. Drawings __________________ d. Calculations ___________________

c. Other _____________________

Note: Attached is a copy of the A/E submission for the project mentioned to be reviewed.

Project Engineer

APPENDIX B

Review Comment Format

Shop Foreman (138_______)

Project Review Comments

Project Engineer (138_______)

Thru Chief, Project Section

1. Project Number: ___________________________________________

2. Project Title: ______________________________________________

3. Review Stage: ____________________________________________

4. Comments: (NOTE: Comments should reference specific specification section or drawing number.)

Shop Foreman (138_______)

Cc: M&R General Foreman (138B)

APPENDIX C

EQUIPMENT INSTALLED UNDER CONSTRUCTION PROJECT:

Device Name: ______________________________________________________

Owning Service: ____________________________________________________

Location: Bldg. #/Room #: _____________________________________________

Model # _______________________ Serial # ___________________________

Acquisition Date: ______________________ Acquisition Valve: _______________

Warranty Expirations: _________________________________________________

P.O. # ____________________________ Contract # ________________________

Maintenance Manuals are attached: ______________________________________

P.M. Frequency: _____________________________

Special Remarks:

APPENDIX D

Hazard Evaluation

Project Title: Project Number:

Campus: Bldg.: Room: COR:

Description of Project key Activities:

Section A: Yes No Signature Date According to the recent Asbestos Survey and additional testing results as required, is Asbestos present?

Will lead be disturbed during working activities?

Project has been discussed with GEMS Coordinator?

Project has been discussed with Fire Chief, for Confined Space, Burn Permit, ILSM, Sprinkler, Smoke Detection?

Project has been assessed for transmission of Tuberculosis (TB)?

Project has been discussed with SPS/SPD Managers?

Comments/Actions/Follow-ups:

Section B: Check if Utility if Effected

� Heat � Water � Electricity � Elevators � Medical Gases � Air Conditioning

� Air Conditioning � Steam � Card

Access/Camera � Waste (Sewage) � Plumbing

Shop Signature: _____________________Date: ________ Shop Signature: _____________________Date: ________ Shop Signature: _____________________Date:________ Shop Signature: _____________________Date:________ Shop Signature: _____________________Date:________

Comments/Actions/Follow-ups:

Engineering General Foreman Signature: Date:

Section C: The Project Impact: (Check all that apply) Comments/Actions/Follow-ups:

� Air/ Quality Excavation (Dig Permit)

� Noise Level Penetrations (Penetration Permit)

� Vibration Confined Space (Penetration Permit)

� Utility Services Lockout/Tagout

� Emergency procedures Fall Protection

� Structural Integrity

� ILSM

� Access to job site through patient care areas � Disposal of debris through patient care areas

Project Engineer Signature: Date:

Section D: Infection Control Risk Assessment Class of Precaution: Class Class II Class III Class IV Comments/Actions/Follow-ups:

Infection Control Signature: Date:

APPENDIX E

HVHCS FDR & CP Campus

DIG AND EXCAVATING PERMIT REQUEST

(Electrical, water, gas, fiber optic, sewer, other)

ANY PENETRATIONS INTO THE GROUND ON VA PROPERTY REQUIRES A DIG

PERMIT

When locating is COMPLETE, an APPROVED copy will be attached to the completed 138-022 Construction Safety form Contact or Project Manager: _____________________Phone # __________ Dig Location: ____________________ Start Date: ___________________

A DRAWING WITH DIG LOCATION IDENTIFIED MUST BE ATTACHED

(Drawings are available in the Engineering Office) DO NOT START unless you have received an approved hard copy of this request.

Purpose for digging: _____________________________________________________

Section doing the digging: _________________________ Phone #________________

Certified Equipment operator: ______________________________________________

Equipment to be used: ___________________________________________________

Is fence required: Yes: ______________ No: ________________

All excavation on the HVHCS Campuses will be performed following the OSHA Regulations (Standards - 29 CFR) Specific Excavation Requirements

1926.651. All excavation will also conform to the facility’s trenching and excavation

SOP.

There are also some Electrical, Fiber Optic and Cable TV conductors owned by private companies on campus. It is the responsibility of the Contact Person or Project Manager to contact the local utility companies to obtain an approved dig permit. Please contact the Engineering Program Manager with any questions.

PROJECT #/WORK ORDER #. _______________________________

Area utilities located and identified by: _________________________ Date: _________

Electrical Supervisor approval: _____________________________________________

Pipe fitter Supervisor approval: _____________________________________________

Engineering Program Manager/Designee approval: _____________________________

Comments: ____________________________________________________________

APPENDIX F

Planned Electrical Outage Checklist

Electrical Outage Communication Checklist Date: __________

1. Facility and Location: _____________________________

2. Date of Planned Outage: _________Time of Outage: _________Duration________

a. Buildings/Areas Affected:

Building Area Point of Contact

3. Notifications:

Building/Area POC Office Date

Signs posted by engineering in impacted areas 48 hours prior to outage: Yes No

a. Supplies and/or Equipment required by engineering to support operations during outage:

Equipment/Supplies Area required

44.. Final checks after power is restored by Engineering:

Air Conditioning - Electrical Panels - Fire Alarm Panels

Engineering POC ____________________________ Date: ______________

55.. After power outage review: Report any affected areas not planned on if applicable:

Date2_af_date: 5/2/22