S02_SOW_689-25-113_R1.docx

STATEMENT OF WORK

Project Number: 689-25-113

ARF Chiller Replacement Design-Build (D-B)

VA Connecticut Healthcare System (VACHS)

West Haven Campus

950 CAMPBELL AVENUE

WEST HAVEN, CT 06516

The scope of this project is for the planning through final design and construction to repair and replace the Animal Research Facilities (ARF) chiller system located on the 9th Floor of Building 2 on the VA CT Healthcare System (VACHS) West Haven campus. These improvements are required to correct the negative environmental conditions being caused by failure of the existing chiller system. This project is to be contracted as a Design-Build service and shall include architectural, electrical, mechanical, plumbing, HVAC, construction and all such systems and components necessary to achieve the project goals presented in this document.

BACKGROUND

The existing cooling system, installed in 2015 under project 689-12-107, is currently under-performing and is not capable of providing the required cooling loads for the ARF department. The current system is a 30-ton unit consisting of six (6) separate modules and powered off a 208-volt three phase circuit. Numerous instances of system malfunction have been observed including, but not limited to pinhole leakage of coils, programing, and circuit board shorting leading to underperformance during high temperature events. Multiple service repair contracts have been issued to replace parts and correct the failing units but were unsuccessful in restoring the system. There is currently only one (1) of the six (6) modules functioning and currently temperature variations are outside of the acceptable range set for by the VA’s Guide for the Care and Use of Laboratory Animals (National Research Council). It has been determined that this system is beyond serviceability and the entire chiller unit should be replaced with a system that can be provide the required cooling loads.

SECTION I – General DESIGN A1. Scope of Work

PART 1 – RESEARCH FACILITY 8TH FLR

Within project limits provide all labor, materials, tools, equipment, and Design-Build services necessary for design, demolition, and construction of a new chiller system. It is requested that the system shall be designed to replace an existing Modular System with a Package Unit chiller with a 480-volt power supply. The chiller is required to provide temperatures within 2ºF +/- variation of its target temp and low humidity levels for approximately 13,000 gross square feet that houses over 20,000 animals. The new chiller system will utilize the existing rooftop dunnage, plumbing and existing connections. Coordination with the animal research facility is required and environmental requirements will need to be provided for the entire duration of construction when chiller is offline.

The project Objectives of the VA area as follows:

1. Review and thoroughly understand existing conditions.

2. Review and thoroughly understand the glycol piping locations and layout servicing ARF.

3. Review as-built drawings available for the affected areas.

4. Review and thoroughly understand existing environmental conditions. Review documentation available pertaining to asbestos, and lead-based hazards located in the affected areas.

5. Perform site inspections and investigations of the existing chiller system.

6. Interview stakeholders to further understand existing conditions and requirements.

7. Investigate existing utility services.

8. Design and determine the size of the new chiller based on the following parameters:

a. Temp and humidity level requirements

b. Area to be serviced

c. Existing site conditions & connections

9. The design shall provide planning for the disconnection, removal and installation of the new system utilizing a crane lift in the same manner as the original installation.

10. The design shall provide all ancillary material & components to provide a fully functioning system as intended. This includes all electrical connections, panels, feeds, expansion tanks, circulator pumps, isolation valves and plumbing components.

11. The design shall provide a Commissioning Plan in accordance with VA Whole Building Commissioning Process Manual dated May 01, 2013, and with minor revisions 11/01/2013.

12. The A/E shall review and investigate existing HVAC controls and components. New chiller design shall meet VA Design Guide specifications and integrate into the existing Building Management System. Provide provisions for Johnson Controls & SCADA integration.

13. The A/E shall take into consideration that ARF will be fully operational during contract period with no minimal shutdown periods allowed. Chiller system installation will be required to take place during seasonal period when system can be taken offline without impacting facility. In the event that cooling is needed, arrangements to provide a temporary system to meet demands shall be in place and provided.

14. The A/E shall provide crane lift plan that includes the staging, removal, and installation schedule for chiller system. Additionally, the A/E shall provide a design plan to maintain egress for public transportation, emergency vehicles, and standard traffic routes through the VAMC- West Haven campus during crane pick.

15. The A/E design shall consider snow impacts and locations for staging snow.

16. The A/E shall provide a plan for the install and posting of appropriate signage as required for all staging, temporary requirements, and final design requirements.

17. The A/E shall design for integration into existing load centers 480-volt service with replacement of breakers and all other associated electrical components. Existing service is 208-volt.

18. The A/E shall produce drawings of proposed chiller system with structural review of existing dunnage. These drawings shall include piping, valves, meters, building automation & controls, BMS field panels and related system components and equipment.

19. The A/E shall develop criteria to prioritize construction. These criteria shall be developed with stakeholder input and should consider vulnerability, risk for damage to recently renovated space, location, impact to the facility, duration of work, costs, etc.

20. The A/E shall provide phasing plans taking into account the prioritization identified above.

21. Provide 15% conceptual, 50% design, 95% design development and final construction documents for architectural, electrical, structural, mechanical, plumbing, phasing, demolition, and construction of improvements to meet the project goals.

22. The A/E shall provide a narrative with each submission outlining the process followed, and decisions made to reach submission deliverables. The appendix shall include meeting minutes, calculations, information collected as part of the investigation process, photos, etc.

23. The A/E shall provide construction period services during the build phase of this project as per the Design-Build contract.

24. The design shall provide all testing, balancing, commissioning, and operational training to the VA shops for a fully functioning and seamless handoff of system.

25. The design shall provide provisions for maintenance and service training to VA shops for system upkeep with the intention of extending equipment life and optimal performance.

26. The A/E shall provide a maintenance and upkeep plan to insure longevity of the chiller system.

PART 2 – RESEARCH FACILITY 7TH FLR

This contract also requires investigative work to determine if the chilled water line located on the 7th floor of Building 2 has the potential to be extended to the 9th floor and provide cooling to ARF at a later date. It is the intention of this exploratory work to determine if the chilled water’s existing condition such as pressure, temperature, and circulator pumps can support ARF cooling loads. The objective of the design is to extend the line with adequate pressure and temperature to service the ARF under the same conditions as specified in Part 1 of this SOW. This work is exploratory in nature and is for planning purposes to achieve N+1 state.

1. Review and thoroughly understand existing conditions.

2. Review and thoroughly understand the chilled water piping locations and layout at the West Haven campus.

3. Review as-built drawings available for the affected areas.

4. Review and thoroughly understand existing environmental conditions. Review documentation available pertaining to asbestos, and lead-based hazards located in the affected areas.

5. Perform site inspections and investigations of the existing chilled water system.

6. The A/E shall produce drawings of current as-is conditions representing the chilled water-cooling system at the West Haven campus 7th floor. These drawings shall include piping, valves, meters, building automation & controls, BMS field panels and related system components and equipment.

7. The A/E shall prepare a complete existing condition report of the chilled water-cooling system including review of current deficiencies, if any, and recommendations for extending the line to ARF with the intention of future expansion.

A2. Design Scope – General:

The A/E shall develop and provide a set of drawings and specifications for conceptual, design development, and final design purposes which meet the previously stated Project Scope and Objectives.

1. Design Scope – Architectural: The A/E shall provide design of and detailed construction drawings and specifications to meet the Project Scope and Objectives stated above.

2. Design Scope – Structural: The A/E shall provide design of and detailed construction drawings and specifications to meet the Project Scope and Objectives stated above.

3. Design Scope – Mechanical: The A/E shall review all available documents from the facility and perform site visits as required to evaluate the location of all HVAC equipment, controls, and components as required. The A/E shall provide mechanical design, calculations, and documentation to meet the Project Scope and Objectives stated above.

4. Design Scope – Plumbing: The A/E shall provide design of, and detailed construction drawings and specifications as required to meet the Project Scope and Objectives stated above.

5. Design Scope – Electrical: The A/E shall provide design of, and detailed construction drawings and specifications as required to meet the Project Scope and Objectives stated above.

6. Design Scope – Controls: The A/E shall provide design of, and detailed construction drawings and specifications as required to meet the Project Scope and Objectives stated above.

The A/E shall work closely with the VA Project Manager through the conceptual planning and design phases to ensure coordination with various VA staff through detailed phasing plans. The drawings shall contain boldly printed instructions requiring the same level of coordination by the construction contractor and subcontractors.

General Requirements: The A/E shall produce designs that comply with the latest editions of all applicable VHA Directives, specifically 1116 (2) with follow-up memo, DVA guidelines (e.g., Construction Standards, Master Specifications, Standard Details, Special Design Criteria), NFPA, JC, Federal and State codes pertinent to the project scope.

Regulated/Hazardous Materials: The A/E shall have all areas to be impacted by design or construction tested for asbestos and lead containing materials and incorporated into the plans and specifications. However, as a baseline and to not duplicate efforts, current VA regulated/hazardous material surveys shall be first reviewed by the A/E to determine what remediation work has already occurred. This information shall be incorporated into the construction contract documents. However, all other questionable or unknown items and materials that may contain asbestos or lead shall be further sampled and tested by a third-party testing agency.

Safety Plan: VA construction projects have requirements for the General Contractor to establish a safety plan per OSHA, AIA, and VA guidelines. The A/E shall specify the applicable standards and method of plan development for both the area of work and interaction of work within the facility. Infection Prevention Measures shall also be included in the Safety Plan. The A/E shall also be responsible for developing their own safety for all site investigation, which shall include asbestos awareness training and procedures when encountering asbestos.

Quality Control Plan: The A/E shall specify the applicable standards and method of development for a Quality Control Plan. The A/E shall not be responsible for the development, but only for identifying and specifying the appropriate standard forms for Quality Control inspections that will become part of the overall plan.

Utility Shutdowns: The VA has a mandatory requirement to obtain approval for utility shutdowns. The A/E shall provide a list of all utility shutdowns required for this project and identify and define the procedure for each shutdown in a Construction Schedule Gant Chart. This will include, but not be limited to, electrical mechanical and plumbing tie-ins. The A/E shall provide estimated time of each outage and provide a narrative to the impact of the shutdown.

Construction Cost: The Design-Build Team shall provide a design for this project considering the overall cost of installing a new chiller system. Design shall not exceed scope outlined herein and responsible fiscal judgement shall be used in the design and development of this project.

A3. Construction Scope – General:

Provide all construction of site preparation as shown on the Construction Documents supplied by the A/E and approved by VA West Haven CT. All work shall be in accordance with the instructions and recommendations of the design package and all documents provided by the equipment manufacturer.

The Contractor shall replace the existing chiller system to support the needs of the ARF department as stated in the introduction of this document. It is anticipated that separate temporary chiller contract will need to be provided to supply the cooling loads while the design of this contract takes place. In the vent this takes place, the existing modular chiller is scheduled to be stored onsite and is the responsibility of this contract to be removed and disposed of. The Contractor will be tasked with the removal and disposal of the existing chiller, coordination with temporary chiller installer for bringing the system offline & removed, and the installation of a new permanent chiller.

The Contractor will perform the work listed here-in, including but not limited crane mobilization, equipment deliveries, disposal of existing equipment, installation, and commissioning of new chiller system. All work by the Contractor must be in conjunction with the equipment vendors and VA shops. Meeting the equipment requirements and any work that is related ARF chiller is the sole responsibility of the Contractor.

General Requirements

· Submit documents and register through the hospital and be badged for this project.

· Provide full-time supervision to coordinate safety and quality control, material storage and handling, maintain project records, and control all construction activity onsite.

· Provide temporary barriers, negative air pressure machine, and dust control as needed.

· Perform daily cleanup of the jobsite, temporary debris storage and removal from the jobsite, and final cleanup prior to occupancy.

· Working hours shall be 7:00am-4:30 M-F, all work outside the normal hours of operation or on federal recognized holidays needs pre-approval from VA COR.

Equipment Storage & Installation – Contractor to make arrangement with VA for all material & equipment that is scheduled to stored and delivered onsite, the VA retains discretion to allow or deny material storage due to space availability at the time of construction. All equipment and material stored offsite will need to be documented and supporting information provided for billing purposes. Power outages for equipment installation and removal shall be coordinated with VA with 30-day notification provided in preparation.

· Remove and dispose of existing chiller (modular system and associated components) and remove existing MEP system connections as needed.

· Safe removal / shall provide complete disposal of the existing chiller system and its supporting infrastructure.

· Remove and replace new, the following items within the limit of work: Chiller, electrical feeds to upgrade system from 208V to 480V, related plumbing piping and drainage, associated duct work connection, glycol fluids and structural connections at dunnage. At no time is it acceptable for the Contractor to re-use or re-purpose equipment associated with the old system.

· Contractor to provide disposal documentation in accordance with EPA’s Section 608 Refrigerant Recycling Requirements.

Crane Mobilization

· Provide submittal with documents indicating crane size, carrying load capacity, delivery method, assembly location and duration of time onsite. Crane assembly and lift plan will need to be coordinated and approved with VA prior to any site preparation. Possibility of weekend or holiday work shall be explored as a preemptive measure to limit VA patient and staff disruption.

Plumbing

· Remove and replace existing chiller connections and replace plumbing that is within the project limits.

Electrical

· Provide power connections and replacement of the 208V system with a new 480V connection. The installation of conduits may require entry in crawl spaces. This will require confined space entry permit and abiding by confined space entry regulations. Coordinate with electrical shops and limit disruption of electrical service.

· Provide new electrical equipment to replace existing panel, breakers, and circuits to support new chiller system.

· Complete Arc Flash Study for new panels as required.

Chiller

· Remove existing chiller system and associated components as needed.

· Provide and install a new chiller with cooling capacity for the ARF department as specified in the Contract Documents.

· Provide an AABC or NEBB certified TAB company to perform pre- and post-air balancing studies to verify and address treatment room airflow as needed.

· Integrate all equipment controls into existing system for chiller equipment, coordinate with Johnson Controls for existing system requirements. Equipment shall control space temperature and space humidity as per specified in the Contract Documents. Provide unit control via the manufacture’s specifications and coordinate front end controls with end users.

· All ductworks shall be insulated and supported as per Contract Documents, if heat trace is specified provisions for power supply shall be provided.

· The new chiller system shall utilize the existing dunnage on the rooftop of Building 2 and shall be designed and manufactured within the limits of this support system. All structural connections such as bolts, nuts and washers shall be new and considerations for dissimilar metals shall apply.

Communications

· The Contractor shall provide communication and IT systems and wiring; detection and alarm systems and wiring; access and surveillance systems and wiring; and automation and control systems and wiring. The Contractor is responsible for removing the old control system and connected to existing systems.

Notes for Mechanical Equipment:

1. Mechanical equipment and layout plan to be provided by the design A/E. The A/E and Contractor will have final responsibility for compliance with codes and professional design requirements including OSHA/Safety clearance requirements in addition to clearance requirements recommended by manufacturer.

2. Contractor to coordinate/assist equipment Vendor in offloading and storage of new chiller.

3. VA retains the right to inspect all material to be disposed of and if warranted will retain possession of any equipment or materials at their discretion.

4. Telecommunication/data connection services as needed for the new equipment. Provide data connection means at the designated controls and other locations as required in accordance with the standards of Johnson Controls.

5. The electrical sub-Contractor is responsible for testing and verifying that the equipment power supply complies with chiller specifications. Provide power connections, outlets, terminal boxes, cables, conduit, pull boxes, controls, switches, conduits and raceways, and devices as required for the installation of the new equipment. The installation of conduits may require entry in crawl spaces. This will require confined space entry permit and abiding by confined space entry regulations.

6. Conduit, wiring, connections, and programming to the existing BMS & SCADA are the responsibility of the Contractor.

7. Any chiller work deemed necessary for the new equipment to be designed and installed by the Contractor. The provided reference document from the manufacturer shall be used as a reference document for the final construction drawings.

Construction Submittals:

· The Contractor shall submit product samples, manufacturers’ literature, and data as required per the project specifications. In addition, the Contractor shall pay specific attention to ensure timely submission of all product samples, manufacturers’ literature, and data covering the materials that will be installed in this project.

· The Contractor shall submit one (1) copies of each submittal for approval prior to installation of the related equipment. Materials shall not be ordered or installed prior to approval of the submittals. Direct all submittals to the designated COR through the CO.

· Certification from the Contractor/Installer that the system specified meets all identified code and insurance requirements as required by the Government.

· Material Safety Data Sheets (MSDS) for all materials to be used in the construction of the work.

· The GC shall follow the VHA’s standard submittal process attached to specification section 01 33 23, submitted by the A/E. The GC shall supply a master submittal list to track all required submittal items and provide the VA Project Engineer (COTR) an updated master submittal list weekly until the submittal process is completed. All submittals shall include appropriate project information, GC signature, adequate descriptive literature, catalog cuts, shop drawings and other data necessary for the Government to ascertain that the proposed equipment and materials comply with the contract document requirements. Catalog cuts submitted for approval shall be legible and clearly identify equipment being submitted (i.e., highlight, cloud, etc.). It is the GC’s responsibility to provide submittals that meet all necessary Federal, State and Local code requirements to be approved. Failure to meet these requirements are the responsibility of the Contractor and do not justify a request of time extension.

Upon completion of construction work and before submitting invoice for final payment, provide to the VA with the following:

· Operation and Maintenance Manuals for new equipment

· Test & Commissioning reports

· As-built drawings PDF redlined with all deviations if any

· Arc flash study and report

Code Requirements:

All materials and workmanship shall comply with the codes and standards adopted by the VA.

a. OSHA

b. NFPA Life Safety Code (NFPA 101), latest edition

c. International Building Code, latest edition

d. National Standard Plumbing Code, latest edition

e. All applicable Department of Veterans Affairs (VA) master design specifications and master construction specifications (accessible at http://vaww.va.gov/facmgt/standard/spec_idx.asp or at www.va.gov/facmgt).

f. Providence VAMC Cabling and Quad Drop Specifications

g. National Electrical Code, latest edition.

h. EIA/TIA Standards

Note that where different specifications require different considerations for the same item of work, the more restrictive specification will generally have precedence and will be followed regardless of the specification publisher.

All materials and workmanship shall comply with the codes and standards adopted by the VA. All work shall be done in a first-class manner according to the best trade practices and to the satisfaction of the COR.

A4. Definitions:

1. Design-Build (DB): as defined by the Department of Veterans Affairs (VA) is the procurement by the Government, under one contract, with one firm or joint venture (JV) for both design and construction services for a specific project.

2. Contracting Officer: The services to be performed under this contract are subject to the general supervision, direction, control, and approval of the Contracting Officer.

3. Project Manager: The Contracting Officer's representative (COR) responsible for administering contracts under the immediate direction of the Contracting Officer.

4. Design Build Contract: This term, as used herein, refers to the Contract(s) to perform the design and construction of the project.

5. Contractor: This term, as used herein, refers to the contractor under this contract or the DB team.

6. A/E: This term, as used herein, refers to the ArchitectEngineer firm(s)that are a part of the DB team, also referred to as DB/AE.

7. RFP/A/E: The firm(s) directly hired by the VA for the preparation of the RFP Documents and to provide other technical assistance to the VA.

8. Selection Procedure: During the review of offers the VA may ask for additional information. The VA may initiate action to award a contract at any point after review of the offers. Therefore, offers should reflect the offeror’s best terms both from a technical and cost standpoint. See FAR 52. 215-1, Instructions to Offerors - Competitive Acquisition (Jan 2004.)

Tentative Schedule:

The Desing-Build team shall examine the schedules set forth below and recommend to the VA any improvements in the allocations of time allowed for each phase, the net effect of which would be either provide more time for phases needing more time or to shorten the entire schedule.

A.

A5. Pre-Proposal Conference:

A pre-proposal meeting will be held and shall include offerors, consultants, subcontractors, manufacturers, and suppliers are invited to attend. The following agenda is furnished for this meeting:

1. Review of project and design build method for construction contracting

2. Specifications, and project phasing

3. General requirements, Solicitation Documents and Offer Submission Procedure

4. Review of "Buy American Act"

5. Questions and answers

6. Opportunity to review and obtain copies of drawings and other VA materials as necessary to prepare a proposal. Availability and accuracy of as-built drawings cannot be confirmed and shall be verified by the A/E

7. Site walkthrough

SECTION II – RESPONSIBILITIES

The VA team is comprised of VA Newington, Office of Facilities Management Project Manager and others at VA West Haven, and VA medical center staff. The coordinator/manager of the VA team will be the VA Project Manager, who will have not had Contracting Officer authority.

A1. Design-Build Team:

A. The DB team includes all joint venture partners, consultants, and sub-contractors to the one firm. The DB team shall provide Architectural and Engineering disciplines for the preparation of construction documents, and construction contractor capabilities for construction of the project.

B. If the DB Team A/E and contractor are a joint venture (not one and the same firm) engineering and other technical consultants shall be subcontractors of the joint venture Architect - not the Design-Build construction contractor or sub-contractors. If the DB Team A/E and contractor are one and the same firm (not a joint venture) those consultants shall be subcontractors of DB firm not the construction subcontractors.

C. The RFP documents are intended to define existing conditions, certain required items, and design parameters to be included in the project. It is the DB Team’s responsibility to complete the documents and construction in a manner consistent with the intent of the RFP documents within the required time period (contract length).

After award of a contract and issuance of the Notice to Proceed, the Contractor will coordinate all site visits through the COR. A copy of the COR’s authorized duties and responsibilities will be provided with the Notice to Proceed.

All Contractor personnel, their sub-contractors and representatives visiting VA sites will be required to sign in upon arrival and sign out upon leaving. Each visiting individual will be required to enter their name, their company’s name, VA project title, date, reason for the visit, and the times of arrival and departure. Additionally, all persons shall be badged. Arrangements for after-normal-working-hour site visits shall be made in advance and during normal working hours.

F. Construction Drawing Preparation - Mandatory material and equipment schedules and details may be indicated either on the drawings or in the specifications, at the option of the DB team. The construction drawings shall include a coordinated set of the following:

J. Phasing: The DB Team shall develop a phasing plan taking into consideration minimal disruption to current staff, maintaining emergency egress, storage of construction equipment and materials, security and access, debris removal and maintenance of the clean environment. The specific phasing requirements shall be established by the VA prior to the 50% design submission. The VA will notify the DB Team on the availability of the entire work area or if partial areas will be required for the duration of construction.

K. Narrative - Written narratives shall be used as part of each design submission. The narrative, or basis of design, should be used to elaborate on and provide an explanation of key design decisions relating to constructability, and in general to communicate all information relevant to the design submission.

L. Design Requirements - Compliance with codes and standards.

a. Zoning laws

b. Environmental and erosion control regulations

c. Laws relating to landscaping, open space, minimum distance of a building from the property line, maximum height of a building, historic preservation, and esthetic qualities of a building. Also, similar laws of the State and local political division, which would apply to the building if it were not to be constructed or altered by the U.S. Government.

N. Quality Assurance/Quality Control:

- - - E N D - - -

APPENDIX A

ENVIRONMENTAL ASSESSMENT – SCOPE OF WORK

SECTION I

1.1 GENERAL:

A. This Scope of Work (SOW) is applicable to renovation and/or remodeling projects that may contain asbestos, lead, mold, and other potentially hazardous or regulated substances in which the VA Industrial Hygienist (VPIH) is hired by the A/E. In this document, the term A/E may also refer to as a contractor.

B. These special instructions cover the A/E and VPIH services for the Design Development and the Construction Documents stages of the VA process and the construction period services of a project. The VPIH hired by the A/E is not only required to have the experience and expertise of all aspects of hazard analysis and abatement but also have experience working as a member of a A/E design team.

E. A/E shall be responsible for providing all design documents related to demolition, phasing, and other related documents for the project, (as determined by VA if proposed abatement impacts the specific construction project). The VPIH working for the A/E shall design and produce all hazard analysis and abatement contract documents and fully coordinate these drawings with A/E firm contract documents.

F. The A/E will employ an independent industrial hygienist (VPIH) consultant and/or use its own qualified personnel to perform various services on behalf of the VA. The VPIH will perform the necessary monitoring, inspection, testing, and other support services to ensure that VA patients, employees, and visitors will not be adversely affected by abatement work, and that abatement work proceeds in accordance with specifications, that the abated areas or abated buildings have been successfully decontaminated.