Project 561A4-26-504 Replacement Generator for Boiler Plant 1-26__AE Design SOW.pdf.pdf

STATEMENT OF WORK (SOW)

Project # 561A4-26-504

Replacement Generator for Boiler Plant January 16, 2026

1. Contract Title.

Furnish professional Architectural/ Engineering (A/E) services to provide survey, evaluation, and design to replace the generator and correct several Facility Conditions Assessment deficiencies at the VA New Jersey Health Care System (VANJHCS), Lyons, NJ.

2. Background.

The Lyons VA Building 14 Boiler Plant relies on a generator system to provide backup power, ensuring uninterrupted operation and safety for boiler plant processes. For an extended period, a temporary generator has supported the facility, maintaining critical redundancy requirements to comply with VA operational standards. This approach has enabled the plant to meet power reliability needs despite the original generator's inability to provide backup.

3. Scope.

To fully restore redundancy and modernize the backup power system, the project will provide a full design inclusive of load calculations, surveying and all necessary task needed to replace the existing generator with an appropriately sized generator. Survey, load calculations and construction estimate are due before 35% submission. Additionally, replace external day tank, add remote annunciator panel integrated into the BAS system, add Load bank connection and testing provisions and housekeeping pad. The selected firm will also include in their design solutions for several FCA deficiencies listed below.

The completed construction documents must include demolition, removal, and rigging out the original generator—including all associated piping and electrical connections.

The new generator installation features direct piping to three automatic transfer switches (ATS) and three manual transfer switches (MTS), enhancing flexibility and reliability for continued boiler plant operations.

The A/E shall perform a complete survey of the existing conditions of the generator and all associated elements and provide recommendation list with phasing and functionality to the VA for selection; upon approval the A/E will develop and prepare the construction document package.

4. Specific Tasks.

A. The A/E with the top-rated proposal and interview shall conduct a brief pre-bid site survey of the campus. This will be arranged through the Contracting Officer (CO) and will be conducted by the VA Project Manager (VA PM)/ Contracting Officer’s

Representative (COR). The Consultant will be given access to the spaces associated with this scope of work. This visit will serve to help ensure the Consultant fully understands the design scope, is aware of the current site conditions, and enables the Consultant to determine an accurate and comprehensive design fee and associated schedule for evaluation by the Government.

B. The A/E contract shall be for complete construction package including initial Survey/ Study, load study, preliminary drawings, contract drawings, contract specifications, and a detailed cost estimate to an affected area of the Generator building 134, of approximately 450 square feet for Generator that services buildings 13, 14 and 15 and the items specifically identified within Building 14 of VANJHCS Lyons, NJ.

a. Design shall include but is not limited to:

i. The replacement of existing generator (FCA Deficiency number 355227) located in building 134.

ii. Design of a generator docking station with electrical connections either in building 134 or 14 to accommodate the future need to connect a temporary generator in case of future failure. This docking station should comply with any applicable NEC requirements.

iii. Design for new switchgear (Building 14)

iv. Remote monitoring for the new generator and high resistance grounding system to be installed. Remote monitoring and control capabilities to be installed within the new switchgear room as well as the boiler plant and/or electric shop and integrated into the BAS system.

v. Permanent load bank connection cabinet or cam‑locks, with initial acceptance/load‑bank testing and documentation.

vi. Detailed design for safety elements regarding the fuel tank and the day tank including the leak detection, overfill prevention and level monitoring, secondary containment and spill control, venting and emergency venting….etc.

vii. Design for the removal and proper disposal (including any required NJ DEP certificate or waste manifest) of the existing day tank in the boiler plant basement (Building 14)

viii. Design for the replacement of the fuel lines supply and return from the above ground tank to the new day or belly tank of the new generator. If new lines are run, design and include in the construction documents for the removal of the existing lines.

ix. Design of control panel on the generator (Building 134) and installation of an annunciator panel in the boiler plant operator office (Building 14).

x. Evaluation of VANJHCS Lyons physical security report and implementation of applicable requirements to the design of the generator and switchgear.

xi. Design modification to building 134 to accommodate new generator if necessary.

xii. Design new (in-kind if possible) replacement roof for building 134

xiii. Correct the following Facility Conditions Corrections for the entire generator building 134.

1. Deficiency number 355666- Provide exterior building identification sign.

2. Deficiency number 355226- Provide new addressable fire alarm system zone, including ADA A/V devices, connected to station-wide system.

3. Deficiency number 355225- Replace T12/T8 fluorescent fixtures with LED light fixtures.

4. Deficiency number 355224-Perform risk analysis per NFPA

5. Deficiency number 355222-Replacement of Westinghouse 1200A and 100A 208/120V panelboards

6. Deficiency number 356581- Critical facility. Site class D corresponds to a seismic design category of C based ASCE 7-

16. Level of seismicity is Very Low per ASCE 41-17 and H- 18-8 (August 2020) Table 4 for occupancy IV. Seismic restraint of non-structural components and equipment is required.

* Fire suppression piping larger than 3"" diameter shall be anchored & braced in accordance with NFPA-13. (Sec.

4.8.13.1)

* Fire suppression piping shall have flexible coupling per NFPA-13. 10% observed were compliant with flexible coupling requirement.

* Emergency power and egress lighting shall be braced per

ASCE 41-17.

* Suspended gypsum board ceilings shall be braced every 12 sq ft per ASCE 41-17.

* Natural gas piping shall have flexible couplings per ASCE 41- 17.

C. The A/E shall design all necessary construction and renovation as intended which will be compliant with applicable current codes and criteria referenced in VA CFM Technical Information Library website: http://www.cfm.va.gov/til.

Although all applicable VA Design Manuals must be adhered to, the VA Design Manuals that have significant importance to this design effort include:

a. HVAC Design Manual https://www.cfm.va.gov/til/dManual/dmHVAC.pdf

b. Plumbing Design Manual https://www.cfm.va.gov/til/dManual/dmPlbg.pdf

c. Electrical Design Manual https://www.cfm.va.gov/til/dManual/dmElec.pdf

d. Cost Estimating Design Manual https://www.cfm.va.gov/til/ae/CostEstimatingManual.pdf

e. Research & Development Design Manual https://www.cfm.va.gov/til/dGuide/dgResearch.pdf http://www.cfm.va.gov/til https://www.cfm.va.gov/til/dManual/dmHVAC.pdf

f. Physical Security and Resiliency Design Manual https://www.cfm.va.gov/til/PhysicalSecurity/dmPhySec.pdf

g. Site Design Manual https://www.cfm.va.gov/til/dManual/dmSITE.pdf

D. The A/E shall review and include any/all applicable standards and codes, including, but not limited to applicable NFPA standards, NEC, JCAHO, OSHA, ANSI, ASHRAE, and any other codes.

i. Based on VA Handbook 7545 the A/E shall:

1. Coordinate with State to address all items in relation to Historic

Building Preservation. VANJHCS Lyons Campus is on the National Register of Historic Places

2. Evaluate and complete NEPA CATEX throughout the design progress. If deemed necessary conduct NEPA EA.

E. The A/E will review the needs of multiple stakeholders and provide recommendations. A/E and the stakeholders must agree on solutions so A/E should be ready to present their prime solution with at least 2 alternatives. In addition, if applicable, project should be phased to provide the least impact to the VANJHCS Lyons, NJ.

F. The A/E will make site visits as required to determine existing as-built conditions affecting this project. Note: Information including drawings and other documentation provided to the A/E is used as reference only. A/E shall field verify every aspect that relates to the project.

G. The A/E Submittal requirements: Design submittals shall follow the requirements of

Program Guide, PG 18-15, Volume C-A/E Submission Instructions for Minor and NRM Construction Program dated November 2008, modified for VANJHCS Lyons, NJ.

a. VA will not start the design review process until both paper and electronic copies of the submissions are delivered to the VA PM/ COR.

H. The A/E is responsible for the development of an independent construction cost estimate at several points throughout the design process. The Consultant shall advise the Contracting Officer (CO) in writing if the anticipated cost of the construction effort is considerably different from the construction limitation dollar amount (i.e., the funds allocated for the construction effort). A/E is responsible for accurate cost estimates aligned with all applicable standards per latest Cost Estimating Design Manual.

I. The A/E shall provide competent design and construction period services utilizing those adequately knowledgeable of the various subordinate design disciplines including, but not limited to:

https://www.cfm.va.gov/til/PhysicalSecurity/dmPhySec.pdf https://www.cfm.va.gov/til/dManual/dmSITE.pdf

a. Architectural,

b. Structural Engineering,

c. Mechanical Engineering,

d. Electrical Engineering,

e. Plumbing Engineering,

f. Civil/site Engineering,

g. Physical Security,

h. Life and Fire Safety.

J. The A/E shall retain an independent controlled inspection and commissioning agent.

(CxA). 3rd Party CxA services shall be included in the proposal for both design and construction.

K. The A/E shall provide a PIH/CIH consultant for review of the VA Medical Center asbestos inspection report. The PIH/CIH consultant shall coordinate with A/E to ensure that fully coordinated drawings are provided for all asbestos abatement and related restoration work. The PIH/CIH construction period services shall include submittal/ RFI reviews. Air monitoring shall be excluded from the construction period services.

L. The A/E shall provide the Chief of Facility Management Service (FMS), complete specifications and working drawings as further described in the contract. All contract drawings shall be prepared on Auto-Cad Release 2018 or latest, and delivered to the VANJHCS Lyons, NJ. The A/E to follow all PG-18-15 vol.C delivery guidelines.

M. The A/E will develop and prepare the construction document package with bid alternatives/ deduct alternates that can be readily identified and listed in the procurement documents.

N. The A/E shall provide construction period services to include, but not limited to:

a. The A/E will compile any pre-bid Request for Information (RFI) and provide answers to the CO and VA PM/ COR so that an amendment to the bid solicitation can be issued.

b. The A/E shall review/comment on all project submittals and RFI’s. Written responses are to be provided to the VA PM/ COR for each submittal/RFI within 5 (five) days, so COR can evaluate answers and if required discuss the responses with A/E before sending them to the General Contractor (GC)

c. The A/E provides cost estimates for any existing conditions and/or unforeseen conditions that result in change orders which are to include labor, materials, profit/overhead, etc. The A/E shall provide negotiation services as requested.

d. The A/E shall produce Record drawings from the field markups (As-builts/Redlines) obtained from the construction contractor and identified during periodic field visits and meetings.

e. The A/E shall visit the site at the request of the CO, VA PM/ COR to answer technical questions and/or provide clarification of documents due to errors or omissions at no additional cost to the government. These visits will not count against the construction site visits set forth below.

f. The A/E and/or its sub-consultants shall perform periodic site visits to inspect the quality and compliance of the building in comparison to the contract documents. These site visits are intended to coincide with construction progress. Additionally, the A/E shall provide site visits when requested by the CO, VA PM/ COR, to address field issues and to oversee the construction of critical periods. The A/E shall be able to be onsite within 5 (five) business days of notification. These site visits may be used to answer technical questions and/or develop minor changes due to site conditions. Any changes must be communicated to the VA PM/ COR and CO. Changes must be approved by the CO and directives to modify the project/contract must be issued by the CO, even if the change is at no additional cost.

g. The A/E shall review submittals and keep up to date submittal log-in comparison to GC’s submittal log, and provide copy of the logs as requested by

VA PM/ COR.

h. The A/E shall review RFI’s and keep up to date RFI log in comparison to GC’s

RFI log, and provide copy of the logs as requested by VA PM/ COR.

O. The A/E shall attend in bi-weekly progress meetings from design through construction,

a. A/E shall provide the agenda and meeting minutes for biweekly meetings for the design and the construction meetings.

Autodesk Build Construction management platform:

Construction contractors and A/E design firms, selected by award to perform work at VISN 2 VA facilities, are required to utilize VISN 2 Autodesk Build Construction management platform, also called Autodesk Construction Cloud (ACC). Access to the platform and training portal will be provided by VISN 2 through project Contracting Officer Representative (COR) at no cost for the duration of the project. Autodesk Build is the management and collaborative environment that VISN 2 uses for all its Non- Recurring Maintenance (NRM), Minor Program projects, Feasibility Studies, Commissioning and Retro-Commissioning contracts. There is no user, license, or subscription fee to the contractor for using this cloud-based platform.

A. The contractor shall accomplish and complete the following tasks upon award of contract:

1. Request access to ACC platform and ProductivityNOW eLearning Site to project VA COR NLT 14 days from contract award.

2. Only staff that shall utilize the platform to be granted access. Examples:

Project manager, sub-contractors POC, Site manager, Safety officer, etc.

3. The access request shall be in writing and include a list of staff. The list shall include the following information:

• Full Name

• Company Name

• Email Address

• Role/Position on the project (i.e., Project manager, site super)

4. Upon granting access, staff shall complete the required ACC training through ProductivityNOW platform within 12 Calendar days.

5. Upon successful completion of the training, the contractor shall submit certificates of completion to COR NLT 2 business days.

B. Access to ProductivityNOW eLearning will expire after 12 Calendar days after online access is granted. The contractor shall complete ACC training within that period.

C. Additional Staff and Subcontractors can be added at any time with a request submission to the project COR as described above.

D. The contractor shall only use the ACC platform for contract required submissions, official project correspondence to be acknowledged, reviewed, and actioned by the responsible party. No additional time shall be added to the contract, nor an increase in the contract amount provided for the contractor’s failure to utilize the ACC platform as the project’s official communication and collaboration system.

Any correspondence out of platform shall not be the governing authority contradicting direction and will be at the contractor’s expense. Official project correspondence and collaboration includes but not limited to: RFIs, submittals, schedules, shutdown requests, actionable tasks, reports, testing, safety inspections, photos, and site surveys.

E. The contractor must inform the COR of any staff changes NLT 2 business days from the change. Staff changes pertain to staff who were granted access to the ACC platform. The contractor shall request termination of access, replacement of personnel and/or any other action that might impact the contractor’s ability to maintain the required utilization of the platform.

F. Contractor submission requirements cannot be accepted for work to begin without meeting all ACC Platform requirements outlined herein, including completing required ACC platform training.

5. Performance Monitoring.

The designated VA PM/ COR will monitor the contract performance and make sure the A/E adheres to VA standards and designated project milestones as well as provide all necessary support required to complete the subject design.

A/E will be evaluated at least annually for performance and conformance to the requirements. Few main areas will be evaluated throughout the Design and Construction period. Areas to include:

• Quality, examples:

o Ability to maintain quality control o Ability to address and review comments o Independent Technical Review o Whether plans are coordinated with specifications o Coordination between disciplines o Compliance with design criteria o Reviews of materials and shop drawings o Identification and correction of deficient work

• Schedule, examples:

o Completing the design/engineering services activities in a timely manner o Meeting administrative milestone dates o Appropriate corrective action of A/E own fault or negligence o Furnishing all required deliverables on or ahead of schedule o Completing the administrative activities in a timely manner, such as review and response to submittals and RFI’s o Furnishing updated project schedules on a timely basis

• Cost Control – Not required for Fixed Price contract

• Management, example:

o Orientation towards the customer o Interaction between A/E and VA o Management responsiveness to the program as it relates to meeting contract requirements o The extent to which the A/E identifies and applies resources required to meet schedule requirements; assigns responsibility for tasks and actions required by contract; communicates appropriate information to affected program elements in a timely manner.

o Risk management practices, especially the ability to identify risks, and to formulate and implement risk mitigation plans.

o The adequacy of the A/E mechanisms for tracking contract compliance, recording changes to planning documentation and management of cost and schedule control system, and internal controls, o Performance relative to management of data collection, recording, and distribution as required by the contract.

o Performance of personnel who filled the key positions, as described in the contract

• Utilization of small business, example:

o Compliance with all terms and conditions in the contract relating to Small

Business participation

• Regulatory Compliance, example:

o Compliance with all terms and conditions in the contract relating to applicable regulations and codes o Compliance with all contract clause requirements o Compliance with the reporting requirements of the contract o Compliance with VA design guides, manuals, directives, and specifications

6. Security Requirements.

The contractor employees shall not have access to VA sensitive or computer information and will not require routine access to VA Facilities. The contractor employees shall require intermittent access only and will be escorted by VA employees while at VA Facilities. No background investigation is required.

The A/E shall obtain PIV cards for all personnel who will be on site. This should be established when contract award takes place, therefore when it is time for NTP, A/E personnel and subconsultants have their PIV cards.

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 Used

b. Identification of Potential Conflicts of Interest (COI).

Not Used

c. Inspection and Acceptance Criteria.

The VA PM/ COR is responsible for certifying that the work done under the contract is performed to time and standard.

9. Risk Control

A/E shall take all measures for safety & infection control and provide all material necessary for protecting existing equipment and property in affected areas of survey against dust and debris, so that equipment and affected areas to be used in the Medical Centers operations will not be hindered.

A/E shall permit access to Department of Veterans Affairs personnel and patients through survey areas which serve as routes of access to such affected areas and equipment.

Coordinate alteration work in areas occupied by Department of Veterans Affairs so that Medical Center operations will continue during the construction period.

10. Place of Performance.

Place of performance shall be at 151 Knollcroft Road buildings 134 and 14 Lyons, NJ 07939.

Minimize interference of A/E activities with flow of Medical Center traffic, keep roads, walks and entrances to grounds, to parking and to occupied areas of buildings clear of construction materials, debris and standing construction equipment and vehicles.

11. Period of Performance.

A/E to start immediately after receiving the NTP, estimate completion time is 150 calendar days.