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PROJECT TITLE: 612A4-18-204 Install and Upgrade 2nd floor Ductwork

PROJECT LOCATION: Improve Bldg. 700 Ductwork.

VA Northern California Health Care System

EMERGENCY REPLACEMENT

DATE: 8-29-2026

1. Project Objectives:

This project aims to rapidly replace deteriorated and damaged HVAC ductwork within the VA hospital to restore system integrity, enhance safety, and maintain optimal environmental conditions. The focus is on ensuring the sustainability and reliable performance of the duct systems to support a safe, healthy, and operationally efficient hospital environment.

Scope of Work:

• The primary intent is to replace the deteriorated existing plastic ductwork with new, sheet metal ductwork. This will be achieved by utilizing the existing shaft from the rooftop, allowing for a seamless transition to the OR suite located on the second floor.

• Construct and replace a new filter rack capable of accommodating MERV 14 filter to improve air filtration efficiency within Air Handler Unit #4. This is to replace existing HEPA filter with MERV 14 filter.

• Demolish the unused Air Handler #3 and its associated ductwork and utility connections.

• Remove and replace interior ductwork as necessary, making connections to utilize the existing shaft for new ductwork supply to the Surgery suite.

• Carefully demolish and remove the equipment, ductwork, supports, utility piping, conduits, and related components as per the project plans.

• Remove all exterior deteriorated or damaged plastic ductwork, including insulation, exterior cladding, supports, anchor bolts, and related hardware, in accordance with the project drawings and specifications.

Execution & Coordination

• Prior to system connection, the contractor shall field-verify, prepare detail shop drawing for VA review and approval. Upon VA approval of shop drawing. The contractor shall prefabricate all ductwork to ensure readiness for installation.

• The contractor shall coordinate closely with the VA COR to verify that all necessary ductwork is prefabricated, inspected, and in stock prior to system takedown. This proactive approach is critical to minimizing the total system shutdown time, thereby avoiding prolonged disruptions to surgical operations and other critical hospital functions.

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• All ductwork fabrication, including necessary fittings and accessories, shall be completed in advance and stored on-site or at an approved location, ready for immediate installation once the existing system is taken down. This process shall only proceed after receiving proper coordination and approval of the shutdown from VA leadership to ensure minimal disruption to hospital operations.

• The contractor shall establish and implement all Infection Control Risk Assessment (ICRA) interior protocols, construction barriers, safety signage, and other necessary site controls in accordance with the ICRA drawings, well in advance of the HVAC system shutdown.

• Ensure comprehensive preparation, verification, and certification that all new ductwork complies with pressure testing requirements, including a mandatory inspection prior to insulation installation.

• Provide all necessary labor, materials, and services in strict accordance with the project drawings and specifications.

• Collaborate closely with the VA Contracting Officer Representative (COR) to ensure seamless integration with existing systems, including accurate alignment of exterior ductwork connections—both new and existing. Properly address and repair any openings to match the existing rooftop material, ensuring a consistent and professional finish.

• Perform all HVAC activities in a manner that minimizes operational disruptions, prioritizes safety, and fully complies with all applicable standards and regulations.

• The contractor shall develop a comprehensive plan for the removal and replacement process, including details for scaffolding setup and, if necessary, a crane lift plan.

• Crane lift shall be coordinated with the VA and obtain VA safety approval. For a scheduled crane lift, ensuring that a crane lift plan is prepared and submitted for Airport Notification as required.

• All ductwork replacement must be completed within 30 days of system shutdown to minimize disruptions to hospital operations and ensure uninterrupted patient care.

The estimated duration for all construction activities, including ductwork prefabrication, is 90 working days.

The ductwork replacement during the shutdown shall be completed within 30 working days.

2. General Requirements The contractor shall furnish all necessary labor, materials, equipment, and supervision to execute the scope of work. All activities shall be performed in strict accordance with applicable codes, standards, and project requirements, maintaining high quality and safety standards throughout.

Construction Document:

• Project Specifications dated March 26, 2020

• Drawing List:

GI001 ENG.PROJECT COVER

MECHANICAL

M-001 MECHANICAL GENERAL INFORMATION

M-101 SECOND FLOOR HVAC WORK PLANS

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M-102 ROOF MECHANICAL WORK PLANS

M-301 MECHICALK SECTIONS AND 3D VIEWS

M-501 NECHANICAL DETAILS

3. Site Preparation and Evaluation

Prior to commencing work, the contractor shall conduct a comprehensive site survey to verify existing conditions, including dimensions, clearances, utility locations, ductwork, structural elements, and current HVAC airflow readings. This survey shall confirm all measurements related to existing ductwork that will be modified, relocated, extended, or removed, ensuring accurate planning and execution of the project.

The contractor shall develop a comprehensive plan for the removal and replacement process, including scaffolding arrangements and a crane lift plan if necessary. The crane lift plan must include notification to the Airport in accordance with required protocols. The primary goal is to minimize crane operations to reduce operational disruptions.

Work shall be closely coordinated with the VA Contracting Officer Representative (COR) to schedule activities during periods of minimal hospital activity, ensuring that critical patient care remains unaffected. Off-hours work may be necessary for crane setup, demolition, and other preparatory tasks.

Any jackhammering and drilling shall be performed outside regular hours to limit noise and minimize disruption.

Airflow Testing and Documentation:

• Perform pre-duct air flow testing (pre-TAB) and record all existing airflow readings prior to demolition.

• Document current airflow conditions thoroughly and report any discrepancies or issues immediately to the VA.

• After installation, conduct post-installation air balancing, verify system performance, and submit comprehensive reports confirming that the system operates according to specifications and maintains conditions equivalent or better to pre-existing parameters.

Prepare detailed shop drawings of the new ductwork for VA review and approval before construction begins.

Upon approval of shop drawing. All ductwork fabrication, including necessary fittings and accessories, shall be completed in advance and stored on-site or at an approved location, ready for immediate installation once the existing system is taken down.

Report any conflicts or discrepancies identified during the site survey promptly to the VA COR and Contracting Office for resolution.

4. Demolition

• Demolition of Unused Air Handler #3 and Associated Ductwork.

• Disconnect all mechanical, electrical, and as condensate line from the equipment to sources. Ensure all disconnections are properly capped as required to facilitate for removal.

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• Carefully demolish and remove the unused Air Handler #3, including all associated ductwork, supports, utility piping, conduits, and related components, in accordance with the project drawings and specifications.

• Clear the workspace to provide unobstructed areas for the installation of new ductwork and equipment.

• Properly disconnect, detach, and dispose of all removed equipment and materials, adhering to all applicable regulations and environmental standards.

• Carefully disconnect and remove all exterior deteriorated or damaged plastic ductwork, including insulation, exterior cladding, supports, anchor bolts, and associated hardware, in accordance with the project drawings and specifications.

5. Ductwork Replacement and Connections.

• Prepare detailed shop drawings for the fabrication of new sheet metal ductwork, supports, and accessories.

• Replace the existing deteriorated plastic ductwork with new, code-compliant galvanized sheet metal ductwork (ASTM A653 G90).

• Fabricate and install the ductwork in accordance with the approved drawings, ensuring proper fit, alignment, and functionality. Furnish and install all necessary fittings, supports, sealants, and accessories to ensure airtight, secure, and compliant connections throughout the system.

• Install additional dampers, actuators, and other control devices as specified, particularly on supply ducts, in accordance with the project drawings.

• All prefabricated ductwork delivered to the site shall be sealed with plastic at the factory to ensure protection during transportation. Additionally, all ductworks shall be thoroughly cleaned and delivered in a dust-free, pristine condition, maintaining a clean and hygienic state prior to installation.

• Seal all penetrations, joints, and connections to prevent leaks and maximize system efficiency.

• Repair any openings, holes, or penetrations resulting from duct removal to restore wall, ceiling, and roof integrity as needed. Material to match existing.

• Modify, reroute, or offset existing ductwork as necessary to accommodate new system configurations, ensuring all modifications conform to design intent, airflow requirements, and applicable standards.

6. Construction and Installation of a New Filter Rack

Design Specifications:

The new filter rack will be engineered to replace the existing HEPA filter rack within the Air Handling Unit (AHU). It will be precisely dimensioned to fit the available space. The design will include robust support and sealing mechanisms to prevent air bypasses, ensuring airtight operation. The rack shall securely hold MERV 15 filters without sagging or displacement, while minimizing airflow resistance to optimize system performance.

Filter Compatibility:

The rack will be compatible with MERV 15 filters, which provide high-efficiency particulate removal and contribute to enhanced indoor air quality.

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Installation and Testing:

• The installation process will be conducted carefully to ensure secure placement and full compatibility with the existing AHU components.

• Post-installation, comprehensive testing will be performed to verify proper airflow, filter fitment, and filtration efficiency.

This upgrade aims to facilitate straightforward filter replacement, reduce the need for access in surgical suite areas, minimize system downtime, and significantly improve indoor air quality and overall system performance.

7. Integration and Controls

• Coordinate the integration of all control devices, including dampers, actuators, and sensors, with the JCI Metasys Building Management System to ensure seamless operation and communication with the boiler plant controls.

• Update HVAC system graphics to accurately reflect the new system configuration, ensuring consistency with existing controls. Collaborate with the VA HVAC control system (JCI Metasys) to ensure proper integration and functionality.

• Verify that all control devices communicate correctly and operate as intended within the building automation system, ensuring reliable performance.

• Install, wire, and program control devices, conducting thorough testing to confirm proper operation and integration.

• Ensure HVAC system graphics are updated to accurately represent the installed components and controls, maintaining clarity and system visibility within the building management system.

8. Interior Duct Installation

• Install the new duct above ceiling level in accordance with the provided drawings, ensuring it is properly supported throughout its run.

• Connect the new duct to the existing 30-inch supply air duct located on the second floor of Building 700, ensuring all connections are airtight and securely fastened.

• Remove any unused duct sections entirely and cap them appropriately to prevent air leaks.

• Replace ceiling grid and tiles damaged or affected by construction activities.

• Ensure the new ceiling system matches the existing style, layout, and materials for a seamless integration.

9. Coordination and Verification

• Coordinate all ductwork installation activities with the VA Contracting Officer

Representative (COR) and the Engineering Utility Committee to obtain necessary approvals and to schedule utility shutdowns, including fire alarm, fire sprinkler, JCI Metasys control systems, and other utilities. This coordination is essential to prevent conflicts and minimize disruptions to hospital operations.

• Submit a detailed Method of Procedure (MOP) at least 30 days prior to all affected utility shutdowns and obtain approval from the VA Utility Committee before proceeding.

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• Verify all connections for proper clearance, fit, and compatibility prior to final installation to ensure system integrity and compliance with all applicable standards and codes.

• Investigate and promptly address any discrepancies, unforeseen site conditions, or conflicts encountered during construction.

• Conduct thorough early site assessments to identify potential issues and resolve unforeseen conditions before system shutdowns, thereby minimizing impacts on hospital operations and patient care.

• Immediately notify the VA COR of any unforeseen conditions or conflicts to facilitate swift resolution and to maintain the project schedule.

10. Roof and Wall Repair

• Install temporary roof protection over the building’s exposed openings to safeguard the area from weather elements during demolition and ductwork removal activities, ensuring the work zone remains dry and well-protected.

• Carefully patch and restore any roof penetrations or openings created during duct support removal or installation, preserving the roof’s structural integrity and waterproofing.

• Seamlessly match and integrate repairs with existing materials, including metal decking, rigid roof insulation, and the TPO roofing membrane, to ensure a weather-tight, preserves the roof’s waterproofing performance.

• Repair and patch any wall anchor holes, openings, or damage resulting from duct support removal, restoring wall integrity and preventing potential leaks or structural issues.

11. Testing, Clean-Up.

• Upon completion, thoroughly clean inside the ductwork, work area, excess materials, and tools.

• Perform duct integrity testing, including pressure testing, airflow verification, and leak detection, to ensure proper system operation.

• Document and report all testing results, discrepancies, and corrective actions taken.

• Adjust and balance airflow to meet design specifications. Provide Air balancing report to VA.

• Provide certification that the new ductwork meets performance requirements.

• Address any deficiencies identified during testing.

12. Safety and Coordination

• Adhere to all hospital safety protocols and regulations.

• Coordinate work schedules to minimize impact on hospital operations.

• Maintain clear communication with VA COR throughout the project.

13. Infection Control:

• The contractor shall develop and implement a plan to establish and maintain Level IV Infection Control standards within the building throughout the entire duration of construction.

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14. Closeout Documentation During the project closeout, the Contractor shall ensure full compliance with all applicable records management laws, regulations, and policies specified in the contract requirements. This includes the accurate creation, maintenance, and proper disposition of all Federal records, such as deliverables and related documentation, in accordance with the Federal Records Act, NARA regulations, and VHA policies. The Contractor shall securely manage all records to prevent unauthorized removal or destruction, and promptly report any unlawful, accidental disclosures, or damages. All records must be retained, handled, and stored in a manner that preserves their integrity, accessibility, and confidentiality until authorized for disposition or transfer. The Contractor is responsible for ensuring that all subcontractors adhere to these requirements and that all personnel involved in records handling have completed the necessary VHA records management training. Final record documentation, including technical metadata and related materials, shall be compiled into the closeout package to demonstrate full compliance with federal and VHA records management obligations. Upon project completion, a comprehensive closeout package— including as-built drawings, warranty certifications, and operation and maintenance manuals—must be submitted to ensure proper documentation and support future system management.

All work shall meet project specifications, ensuring optimal system performance, safety, and compliance with all relevant standards.

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RECORDS MANAGEMENT OBLIGATIONS

A. Applicability

This clause applies to all Contractors whose employees create, work with, or otherwise handle Federal records, as defined in Section B, regardless of the medium in which the record exists.

B. Definitions

“Federal record” as defined in 44 U.S.C. § 3301, includes all recorded information, regardless of form or characteristics, made or received by a Federal agency under Federal law or in connection with the transaction of public business and preserved or appropriate for preservation by that agency or its legitimate successor as evidence of the organization, functions, policies, decisions, procedures, operations, or other activities of the United States Government or because of the informational value of data in them.

The term Federal record:

1. includes VHA records.

2. does not include personal materials.

3. applies to records created, received, or maintained by Contractors pursuant to their VHA contract.

4. may include deliverables and documentation associated with deliverables.

C. Requirements

1. Contractor shall comply with all applicable records management laws and regulations, as well as National Archives and Records Administration (NARA) records policies, including but not limited to the Federal Records Act (44 U.S.C. chs. 21, 29, 31, 33), NARA regulations at 36 CFR Chapter XII Subchapter B, and those policies associated with the safeguarding of records covered by the Privacy Act of 1974 (5 U.S.C.

552a). These policies include the preservation of all records, regardless of form or characteristics, mode of transmission, or state of completion.

2. In accordance with 36 CFR 1222.32, all data created for Government use and delivered to, or falling under the legal control of, the Government are Federal records subject to the provisions of 44 U.S.C. chapters 21, 29, 31, and 33, the Freedom of Information Act (FOIA) (5 U.S.C. 552), as amended, and the Privacy Act of 1974 (5 U.S.C. 552a), as amended and must be managed and scheduled for disposition only as permitted by statute or regulation.

3. In accordance with 36 CFR 1222.32, the Contractor shall maintain all records created for Government use or created in the course of performing the contract and/or delivered to, or under the legal control of the Government and must be managed in accordance with Federal law. Electronic records and associated metadata must be accompanied by sufficient technical documentation to permit understanding and use of the records and data.

4. VHA and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Records may not be removed from the legal custody of VHA or destroyed except in accordance with the provisions of the agency records schedules and with the written concurrence of the Head of the Contracting Activity. Willful and unlawful destruction, damage, or

9 | P a g e P r e p a r e d b y : P a t r i c k W e e alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. In the event of any unlawful or accidental removal, defacing, alteration, or destruction of records, the Contractor must report to VHA. The agency must report promptly to NARA in accordance with 36 CFR 1230.

5. The Contractor shall immediately notify the appropriate Contracting Officer upon discovery of any inadvertent or unauthorized disclosures of information, data, documentary materials, records, or equipment. Disclosure of non-public information is limited to authorized personnel with a need-to-know as described in the [contract vehicle]. The Contractor shall ensure that the appropriate personnel, administrative, technical, and physical safeguards are established to ensure the security and confidentiality of this information, data, documentary material, records, and/or equipment is properly protected. The Contractor shall not remove material from Government facilities or systems, or facilities or systems operated or maintained on the Government’s behalf, without the express written permission of the Head of the Contracting Activity. When information, data, documentary material, records, and/or equipment is no longer required, it shall be returned to VHA control or the Contractor must hold it until otherwise directed.

Items returned to the Government shall be hand-carried, mailed, emailed, or securely electronically transmitted to the Contracting Officer or address prescribed in the [contract vehicle]. Destruction of records is EXPRESSLY PROHIBITED unless in accordance with Paragraph (4).

6. The Contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material, and/or records generated under, or relating to, contracts. The Contractor (and any sub-contractor) is required to abide by Government and VHA guidance for protecting sensitive, proprietary information, classified, and controlled unclassified information.

7. The Contractor shall only use Government IT equipment for purposes specifically tied to or authorized by the contract and in accordance with VHA policy.

8. The Contractor shall not create or maintain any records containing any non-public VHA information that is not specifically tied to or authorized by the contract.

9. The Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected from public disclosure by an exemption to the Freedom of Information Act.

10. The VHA owns the rights to all data and records produced as part of this contract. All deliverables under the contract are the property of the U.S. Government for which VHA shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest. Any Contractor rights in the data or deliverables must be identified as required by FAR 52.227-11 through FAR 52.227-20.

11. Training. All Contractor employees assigned to this contract who create, work with or otherwise handle records are required to take VHA-provided records management training. The Contractor is responsible for confirming training has been completed according to agency policies, including initial training and any annual or refresher training.

[Note: To the extent an agency requires contractors to complete records management training, the agency must provide the training to the contractor.]

D. Flow down of requirements to subcontractors

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1. The Contractor shall incorporate the substance of this clause, its terms, and requirements including this paragraph, in all subcontracts under this [contract vehicle], and require written subcontractor acknowledgment of same.

2. Violation by a subcontractor of any provision set forth in this clause will be attributed to the Contractor.