S02 SOW Replace Chiller 4 06-30-2025 -Final .docx

Statement of Work

A/E Design and Construction Period Services for Chiller #4 Replacement Project #502-26-475 06-25-2025

Alexandria VA Health Care System, Pineville, LA

Scope

Provide engineering design services, complete contract documents, and construction period services for complete replacement of Chiller #4, located in the Central Chiller Plant at the Alexandria VA Health Care System, Pineville, LA. Work includes all research, investigation, site visits, surveys, analysis, design, cost estimating, document production, revisions, and coordination needed to provide construction documents and related materials leading to successful construction completion in accordance with VA guidance, VA staff input, and all applicable regulatory requirements.

Objectives

1. Replace Chiller #4 with a new chiller that will effectively serve VA priorities, including (in this order):

· Range of capacities required to support VA hospital, pharmacy, residential facilities, employee work stations, and supporting facilities.

· Reliability under extreme conditions. These conditions include Central Louisiana’s climate, hurricanes and other disasters, and VA emergency response and disaster relief efforts.

· Simplicity of operation.

· Ease of maintenance.

· Smooth integration into existing central chiller plant.

· Update/implement automatic control systems to reduce direct operator intervention

· Install contaminate filtration system

· Install Haloguard monitoring system

2. Work closely with VA Engineering, Contracting, Safety, and other relevant personnel to guide the design throughout its development and ensure production of a construction package that is defensible, constructable, manageable, and cost-effective.

3. Describe the replacement chiller using salient characteristics that will ensure it integrates seamlessly into the chiller plant. This will require specific information on size, floor space, bolt placement, materials, electrical, electronics, operation, maintenance, and reliability.

4. Comply with applicable local, state and federal regulations.

Design Services A/E will identify the construction time periods for shutdowns and lengths on the phasing drawings. Also, identify construction that will be required to occur outside of normal operational hours (Monday -Friday, 8:00 a.m.-4:30 p.m.).

Schedule and conduct an initial pre-design meeting and field visit with the VA personnel consisting of: Engineering personnel, Safety Officer, Maintenance and Operations, and other VA personnel as necessary. The purpose of this meeting/field visit is for all parties involved to fully define and understand the Scope of Work necessary for the A/E to design and prepare contract documents consisting of plans and VA specifications to replace Chiller #4.

PERIOD OF PERFORMANCE

The delivery date for this contract shall be 365 days from Notice to Proceed.

QUALITY ASSURANCE/QUALITY CONTROL (QA/QC)

The Design Offeror or A/E shall develop, execute, and demonstrate that the project plans and specifications have gone through a rigorous review and coordination effort. The A/E shall provide an outline of the actions that the firm will take during the design process to ensure a quality finished design is achieved.

UTILITY SURVEY

During the design phase, the A/E will coordinate with VA Staff to obtain utility information to facilitate the design. Otherwise, what is not obtained shall be surveyed to extent necessary by the A/E. A/E shall procure any services required to adequately test and determine the capacity of the existing utility system.

HAZARDOUS MATERIAL ABATEMENT SURVEY

During the design phase, the A/E will coordinate with Alexandria VA Health Care System Staff to perform a hazardous material abatement survey to facilitate the design. The A/E shall survey the areas of conflict in question to incorporate into the design documents accordingly.

The A&E shall be responsible for surveying the areas of work for hazardous material and include the abatement of the hazardous material in the design documents. There may be other non-related local utilities that need to be relocated or modified to facilitate renovation. The A&E shall design plans that will expedite the construction process. Proper construction phasing of work with time limitations shall be included. Also, the replacements shall be done without interrupting hospital operations throughout the entire replacement process. A report of the hazardous material finding will be submitted with the 50% design submission.

PHYSICAL SECURITY & BLAST DESIGN

The design shall be in accordance with the latest edition of the Physical Security Design Manual for VA Facilities, Life-Safety Protected/Mission Critical Facilities as applicable.

PG-18-12 Design Guides (graphical, by function) PG-18-13 Barrier Free Design Guides

1. Pre-design meeting and site visit to meet with VA representatives, visit the chiller plant, gather information, and verify the scope of work. Discuss with VA to ensure that all parties involved fully understand and agree on the scope of work necessary for the A/E to design and prepare construction documents.

2. Schedule additional site visits to investigate field conditions, review existing “as-built” drawings, verify accuracy, and obtain additional information necessary to proceed with design.

3. Present design analysis, construction cost estimate, estimated construction duration / schedule, drawings, and specifications in person at the following phases for VA review: 35% (concept / analysis), 65% design, 95% and 100% design. Provide one electronic copy, one full-size copy, and one half-size copy of drawings at each review. Provide one electronic copy and one paper copy of design analysis, construction cost estimate, estimated construction / schedule, and specifications at each review.

4. Final submittal: Upon VA approval provide one electronic copy, one full-size copy, and one half-size copy of the final drawings. Provide one 22”x34” size D set, three 17”x22” size C sets of preliminary construction drawings. Provide one set of preliminary specifications indicating all of the AE proposed edits in a 3-hole punch binder. Drawings and specifications to indicate potential deductive bid alternates and any phasing requirements. Also, provide electronic copies on a CD (Drawings PDF format, Specifications in Word format).

5. 35% submittal / review will occur within 120 calendar days after the notice to proceed. 65% submittal / review will occur 120 calendar days after notice to proceed. 95% submittal / review will occur within 60 days after notice to proceed. Final submittal will occur within 65 calendar days after notice to proceed.

6. Incorporate into each submission all materials, procedures, and revisions recommended during previous design review meetings by VA Engineering, Contracting, or Safety and Fire Protection personnel.

7. Provide written minutes of the pre-design meeting, site visits, and all design review meetings within 3 working days after each meeting.

8. Prepare a list of material and equipment submittals required in a separate specification section in the contract documents.

Construction Period Services:

1. Attend Pre-Construction Meeting, to be scheduled by VA with the construction contractor, for the purpose of answering questions and clarifying bid documents.

2. Provide written minutes of the Pre-Bid Conference and the Pre-Construcion Meeting within 5 working days after each meeting.

3. Promptly review all material submittals, shop drawings, and test reports. Promptly recommend acceptance or rejection to COR, and in no case longer than 5 working days after receipt.

4. Review Requests for Information (RFI’s). Respond promptly to COR, and in no case longer than 5 working days after receipt.

5. Provide five site visits and one final project inspection.

6. Verify “As-Built” drawings maintained on site by the construction contractor, and provide electronic “as-builts” to VA containing all marked-up and field-verified changes.

Project Location:

image1.png