Attachment L - VALBHS Utility and Service Impact Process.pdf
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This document outlines the Utility and Service Impact Process for construction projects at the VA Long Beach Healthcare System. It details a nine-step permitting process for contractors to follow when utility or service shutdowns are required for construction work. Contractors must submit a request form to the Contracting Officer's Representative, Project Manager, or Construction Facility Manager at least 21 days prior to any required shutdown. This form includes details on the impacted areas and systems. The COR/PM/CFM then reviews the request, assesses any outside impacts, and coordinates with engineering shops and affected services. A general notice must be sent to specified parties three days prior to any shutdown, including an attached map and signed permit. The notice template provided gives guidelines on announcement titles, impacted areas and times, project details, and points of contact.
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UTILITY & SERVICE IMPACT
PROCESS (USIP)
VALBHS ENG-Project SOP 1Created: July 10, 2020 | Revised: Sept. 17, 2020
CTRL +Click here to see General Notice instructions
Step 1: Contractor fills out Part I and sends to COR/PM/CFM by 21-Days from required shutdown date. When impacting fire alarm system, utilize attached Worksheet A.
Note: Section C may be revised during Part II coordination with the integrated project team which includes the general contractor.
Permit Process (ES Form 600-138G-1)
Step 3: COR/PM/CFM to provide a map of the impacted area(s) and place a work order (WO). The WO includes assessment of the area/systems by shop and labor required by shop for shutdown. One work order per shop involved is required.
Note: Base maps PDF’s are located in the AE library folder. See Slide 12-13 for an example.
Permit Process (ES Form 600-138G-1)
Step 2: After receiving the request form from the Contractor, COR/PM/CFM reviews, does initial assessment of impacted areas outside the work area and fills out sections A, B & C of Part II.
Step 4: COR/PM/CFM fills out Section D ensuring that all required forms are attached to the permit. Forms highlighted in yellow must be posted outside the work area once this form is completely signed.
Permit Process (ES Form 600-138G-1)
Step 5: After filling out Sections A through D, COR/PM/CFM coordinates with appropriate staff from effected services and Engineering shops to ensure the plan for the shutdown, resource requirements, and staff responsibilities. Ensure that printed name, title, signature, and date of service representative are annotated in Section E.
Step 6: COR/PM/CFM signs and submits permit to supervisors in Section A of Part III for approval.
Step 7: Owning Section Chief will review, make recommendation, sign, and date.
Permit Process (ES Form 600-138G-1)
Step 8: Chief of Engineering Service will review, sign, and return permit forms to COR/PM/CFM.
Step 9: COR/PM/CFM provides a copy to the Contractor and sends it along with the General Notice to “VHALON Engineering Action Item” and “VHALON CSC Notifications” 3 days before the shutdown.
Worksheet A
Use Worksheet A if needed per Form USIP 600-138-R2, Part I, Section C.
3-Day General Notice
• Submitted by COR/PM/CFM via email NLT 3-days out.
• Include map of effected areas.
• See next slide for instructions.
Access Template: Ctrl+Click Notice image or double click on the Word Icon to open Notice template document.
NOTICE
Announcement Title: Construction Advisory OR Maintenance Advisory
Area of Impact
Describe or list the area(s) of impact, whether it’s software-only, or a location
Include, if necessary: Bldg. #, Floor #, Rm. #
Dates & Times of Impact
Provide this information IF you have it in advance (i.e. for routine maintenance)
Start: Date - Time
End: Date - Time
Details
Provide details and purpose of the shutdown here.
If possible, provide an alternate solution (i.e. paper forms instead of electronic)
If this is a routine maintenance advisory (i.e. fire sprinkler system shutdown), provide the purpose here.
Contact(s)
List contacts for more information.
If you do not know when this will be back up, add a line here…
_____ is aware of the situation and currently working to resolve the issue image1.jpeg
General Notice Instructions:
1. COR/PM/CFM creates a new email:
– To: VHALON Engineering Action Item (Email: VHALONEngineeringActionItem@va.gov)
– Cc: VHALON CSC Notifications (Email: VHALONCSCNotifications@va.gov)
2. In the Subject line, begin with CONSTRUCTION ALERT.
3. In the body of the email, copy/paste the 3-Day General Notice template provided in the previous slide. Fill in with the appropriate information.
– Delete any fields that do not apply.
– Rearrange or rename the Headers as needed for each announcement.
– Make sure to delete placeholder text (any blanks/underlines, etc.)
– Make sure to provide updated contact information.
4. Do not forget to attach a copy of the signed permit and the map.
5. Send email!
MAP EXAMPLE
Plan view PDF’s are located in the A&E library folder. Add relevant information to the map as needed. See next slide for an example.
Project Name: Triage Sink Shutdown Type: Domestic Water Date and Time: 12/12/2020 , 6:00pm-8:00pm
Legend
Effected Area
Work Area
System Shutoff Points
ILSM Symbols
Access Denied
Alternate Route
Egress Points
Map Example:
Building 126, 4th Floor Plan
| UTILITY & SERVICE IMPACT PROCESS (USIP) |
| Slide Number 2 |
| Slide Number 3 |
| Slide Number 4 |
| Slide Number 5 |
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| Slide Number 8 |
| Slide Number 9 |
| Slide Number 10 |
| General Notice Instructions: |
| Map Example |
| Slide Number 13 |
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