S02 Statement of Work .docx

Statement of Work Department of Veterans Affairs (VA) West Haven Connecticut VA Campus Steam System Piping Replacement for Buildings 21, 22, 24, 27, and 34

The VA Connecticut Healthcare System (VACHS) plans to upgrade and replace the existing steam distribution system for several buildings, namely buildings 21, 22, 24, 27, and 34. The supply piping from building 16 in the boiler plant to these buildings shall also be replaced. Work shall include bringing systems up to current codes and VA standards. Work shall also include phasing to limit impacts to operations throughout the facility. Utility outages and impacts where at all possible shall only include final system connections, and so adjacent and or temporary systems may be needed. All work especially if in or near critical care or direct patient care areas, or even in sterile or reprocessing areas, shall comply with all VA infection prevention measures and again minimize impacts to patient care or downtimes. Hazardous and regulated materials also need to be reviewed, sampled, tested, and with proper abatement plans incorporated into the construction documents as and where required.

1.0 BACKGROUND

A majority of the existing steam distribution system at VACHS in West Haven is old, original from circa 1950’s, or even earlier, and is failing, deteriorating, and/or not operating properly. In the past several years there have been select upgrades to the systems through other projects or maintenance and repair, including some in plan now.

2.0 GENERAL INFORMATION

2.1 General Statement of Services

The professional architect and engineer (A/E) shall provide all services necessary to develop complete construction documents, including, but not limited to narratives, drawings, specifications, cost estimates, project phasing, site visits, and construction period administration, and updating existing record-drawings associated with replacing steam distribution piping for buildings 21, 22, 24, 27, and 34, as well as supply and return piping from the boiler plant building (building 15), within the constraints of the construction budget consistent with the Veterans Affairs (VA) project team goals as prioritized during project meetings and field surveys at VA Connecticut Healthcare System, West Haven Campus in accordance with all VA requirements. A/E shall be responsible to survey the existing system conditions and determine the extent of piping and system components to be replaced.

The A/E shall provide all services in accordance with the requirements, schedules, guidance, and information contained or referenced herein for this project. All contract work shall be performed in accordance with contract documents and with the VA Technical Information Library, including the procedures outlined in PG-18-15, Volume C, A/E Submission Instructions for Minor and NRM Construction Projects http://www.cfm.va.gov/TIL/ . The Master Specification and all other VA Technical Information can be found at this web link.

ESTIMATED CONSTRUCTION COST (ECC): Not to Exceed $1,800,000

2.2 Scope of Work:

This contract shall provide A/E services for on-site survey, design, construction documents and existing record-drawings update work for this project.

The A/E shall develop design drawings, with cost estimates and phasing plans, for the system upgrade.

A. Project Specific Scope/Objectives: The A/E shall

1. Develop an effective work plan

2. Conduct steam piping system, equipment, and related facility condition assessments & investigations through available drawings, documentations, and on-site surveys

3. Verify accuracy of the existing drawings with complete field investigations. Field investigation will require complete tracing of existing piping and equipment and may require access to confined spaces, ceiling plenums, and/or even wall access, even possibly destructive investigation where possible to identify complete systems

4. Meet with VA facilities staff to glean pertinent system information

5. Determine any required system modifications

6. Determine portions of the system requiring replacement

7. Determine steam piping system’s insulation repairs and/ or replacement requirements

8. Determine system requirements to monitor and track proper system operation (i.e., temperature, flow rates, potential steam flashing, trap failure indications) with installation of monitoring points to the existing Johnson Controls, Inc building management system (BMS)

9. Determine demolition & repairs requirements

10. Determine abatement requirements and conducting asbestos & other environmental assessments & investigations through available drawings, documentations and on-site surveys, sampling, and testing

11. Develop cost estimates

12. Develop construction phasing plans

13. Perform complete project design, drawings & specifications work

14. Identify other utility line replacements and obstruction removal necessary to allow access to steam system piping,

15. A/E shall have special capabilities, training, labor, equipment, etc. incompliance with OSHA necessary to enter any confined spaces to complete investigations and surveys,

16. Replace pressure reducing stations where required

17. Provide VA with the complete Construction Documents, including all appropriate details, calculations, and cost estimates.

B. Design Scope - General: The A/E shall develop and provide a complete set of drawings and specifications for bidding and construction contract purposes which meet the previously stated Project Specific Scope/Objectives and all VA design requirements and guidelines. The A/E shall also provide construction period services as described in this and other sections of the A/E contract. The A/E shall design for LEED Silver Certification where economically feasible. Documentation for application for Certification will not be required.

1. Design Scope – Architectural: The A/E shall provide an architectural design necessary if required to support a steam system upgrade for building structure modifications.

2. Design Scope – Structural: The A/E shall provide for structural design, calculations and documentation as required and as they pertain to other modifications to the space, where and if applicable.

3. Design Scope - Mechanical: The A/E shall provide a survey of the space and collect all available documents from the facility to produce drawings sufficient to represent the existing conditions to be modified. HVAC, where applicable, shall be reviewed when steam or condensate systems planned to be upgraded or modified are known to support air handling systems directly or indirectly through steam to hot water converters.

4. Design Scope – Plumbing: The A/E shall provide a survey of the space and collect all available documents from the facility to produce construction documents sufficient to represent the existing conditions to be modified within the scope of this document.

5. Design Scope – Fire Protection: The A/E shall provide any fire protection design necessary if required to support steam system upgrades. Systems shall meet latest NFPA codes.

6. Design Scope – Electrical: The A/E shall provide any fire protection design necessary if required to support steam system upgrades. Including any special systems if impacted.

2.3 Additional Requirements:

A. VA Supplied Data: All VA supplied data shall be verified for accuracy and any variations included in a written report.

B. Resubmission of the Work: In each design submission, the A/E shall resubmit the revised materials, which shall include revisions as necessary in response to comments made by the VA based on the review of prior submission. A/E shall also provide direct responses to the VA and/or any other comments received.

C. VA Standards: The A/E shall use the VA Construction Standards in preparing Schematic, Design Development, and Construction Documents for the project. However, should the A/E determine that a deviation from such standards, codes and specifications is necessary or beneficial to the Government, the A/E shall promptly submit a request in writing to the Contracting Officer for permission prior to making the deviation. The request shall include an explanation of the specific reasons for the desired change and benefits expected.

D. Accuracy of Planning Information: The A/E shall visit the project site to investigate the information shown on the Government-Furnished drawings, record (as-built) drawings and other planning documents which are part of this contract. This information may be the best available, however the Government does not guarantee its accuracy or completeness. The A/E investigation of field conditions shall be performed in a competent professional manner in accordance with VA requirements.

E. Discrepancies in Planning Information: The A/E shall promptly report to the Contracting Officer in writing any discrepancies between this contract and the planning information provided by the Government. The A/E shall make no adjustments for this work due to the discrepancy before the Contracting Officer has reviewed the matter and forwarded his/her determination to the A/E. The A/E’s failure to report any such discovered discrepancy or to wait for Contracting Officer’s determination shall be at their risk and expense.

F. Reviews: The number of VA reviews of the work shall be as indicated in the Submission and Completion Schedule. VA review of the A/E’s work product shall not be construed by either party to relieve the A/E from its professional responsibility to execute drawings, specifications, and all other work submissions with due care and in accordance with acceptable professional standards and regulations.

G. Regulated/Hazardous Materials: See Appendix A below titled Environmental Assessment – Scope of Work for specific requirements.

H. Safety Plan: VA construction projects have requirements for the A/E 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 the interaction of the 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 plan for all site investigation along with submission to the VA, which shall include asbestos or lead awareness training and procedures when encountering asbestos or lead, and infection prevention measures for above ceiling or in wall investigations where deemed necessary.

I. Quality Control Plan: The A/E shall specify the applicable standards and method of development for a Quality Control Plan. The A/E shall be responsible for the development of their own plan to be submitted to the VA and for identifying and specifying the appropriate reference standards for the construction contract and contractor. The A/E shall also specifically identify appropriate standard forms for Quality Control inspections that will become part of the overall plan. It is also required that the A/E not only use the standard design submission review checklist on the VA TIL, but also provide to the VA as part of each design submission to show it was reviewed.

J. 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 the Construction Schedule Gant Chart. This will include, but not be limited to, steam and plumbing modifications. The A/E shall provide estimated time of each outage and provide a narrative to the impact of the shutdown.

K. Site Survey: The A/E shall conduct an on-site survey to verify as-built conditions. Some of the existing spaces are designated a Confined Space and thus a Confined Space Entry Plan must be submitted and approved prior to entry into the space. All access of each space shall be in accordance with VA standards for confined space, access to ceiling plenums, and in wall spaces, including openings in walls and repairs as required.

L. Environmental Protection: The A/E shall assist the VA with completion of a National Environmental Policy Act (NEPA) assessment as required. If the NEPA assessment results in potential environmental impacts, the A/E shall be responsible for completing any auxiliary documentation required per PG-18-17 NEPA Interim Guidance for Projects located on the TIL (http://www.cfm.va.gov/til/etc/NEPAGuidance.pdf). Additional requirements may include, but are not limited to, Environmental Assessment, Environmental Impact Statement, and Record of Decision. The NEPA analysis and concluding documentation must be completed by the Final Bid Documents submittal.

M. Code Study: The A/E shall conduct a code study to determine code compliance of the existing space and any redesign. Any discrepancies or areas that may not be able to be met due to existing conditions shall be brought to the attention of the CO and COR.

N. Phasing: The A/E shall develop and provide detailed phasing plans within project construction documents taking into account minimizing any disruption to hospital operations, including minimal and coordinated utility shutdowns and minimized impacts to any direct patient care areas, or areas supporting patient care.

O. Construction Cost and Bid Alternates: The A/E shall provide a design for this project taking into account phasing. At least 20% of the estimated cost/scope of the project shall be identified as deductive bid alternates to provide some flexibility at the time of construction bid. The specific deductive items shall be developed at the 65% design submission and finalized at the 100% design submission.

P. Submittal Register: The A/E shall develop and provide a complete submittal register that includes all projected submittals required along with estimated submittal schedule and corresponding projected construction schedule.

2.4 Period of Performance

The period of performance for this project is 340 calendar days starting from the date of the Notice to Proceed.

2.5 Place of Performance

Location of Facilities:

VA Connecticut Healthcare System West Haven 950 Campbell Ave West Haven, CT 06516

3.0 ADMINISTRATIVE PROCEDURES

1. After award of a Task Order and issuance of the Notice to Proceed, the A/E 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.

1. All A/E personnel, their sub-contractors and representatives visiting VA sites will be required to sign in upon arrival and sign out on leaving in a logbook which is kept in the Engineering Design and Development Section in building 15. 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 must be badged and/or for short term obtain temporary daily IDs also in building 15. An existing Government issued ID is required, such as driver’s license, to obtain a temporary ID as well. Arrangements for after-normal-working-hour site visits must be made at least 72 hours in advance and during normal working hours.

1. Design Within Funding Limitations The design shall be prepared by the A/E to permit the award of a construction contract, using Federal Acquisition Regulation procedures for the construction of the facilities, at a cost that does not exceed the project’s estimated construction contract.

This price does not include construction management, contingency, portable equipment, impact costs or any portion of the design costs. A detailed cost analysis shall be provided as a deliverable document of this contract to ensure meeting the cost goal. The final construction cost estimate determined at the completion of construction documents will represent the most probable “low bid”.

Note that there is a 6% A/E limitation imposed by law for the preparation of contract drawings and specifications per 48 CFR, Chapter 8, and Part 836.606-73.

The A/E is responsible for establishing internal controls for keeping the project design within projected construction funding. the a/e will be required to revise design and resubmit cost estimates as necessary (at no cost to the VA) should cost estimates exceed construction funding.

However, the A/E shall also provide full analysis of the complete steam and condensate system to be replaced and upgraded and if the A/E deems that the proposed construction budget does not match, the A/E shall notify the Contracting Officer. VA will review and further discussion will be planned with the A/E. The VA may decide to change the maximum cost of construction (MCC) or may require the A/E to assist in providing recommendations on priorities and what work will fit within the MCC for this project.

4.0 MATERIAL TO BE PROVIDED TO THE A/E BY THE VA

1. The VA shall provide the A/E with copies of record drawings of site plans, master floor plans, elevations, and structural plans in AutoCAD (if available) or otherwise in PDF (where available). Or provide access to drawing repositories. These drawings will be provided for reference purposes only. The A/E shall be responsible for verifying all such plans for dimensional accuracy and other features and representations critical to the design prior to their use in production of final plans. The VA Engineering Department drawing files, including the electronic drawing database will be made available for use by the A/E for such document reproduction throughout the project.

1. Where necessary, the VA will make available to the A/E copies of current VA drawings during site visits. The A/E shall inform the COR of which drawings will be required at least two working days prior to a visit.

1. VA Master Specifications Table of Contents. Specific sections of the VA Master Specifications can be found via the internet for acquisition and editing by the A/E at http://www.cfm.va.gov/TIL/spec.asp

1. VA Construction Standards Table of Contents. VA Standards, technical information, and details can be found via the internet for acquisition and editing by the A/E at http://www.cfm.va.gov/TIL/

1. The VA “Barrier Free Design Handbook” shall be made available upon request.

1. Hazardous or regulated materials known in area of work. May not be all inclusive and required to be verified by A/E.

5.0 DELIVERABLES

The A/E shall develop and provide to the VA the following:

A. Meeting Minutes: The A/E shall take minutes of all conferences and other meetings with the VA (including site visits) and shall provide a copy to the Contracting Officer for a concurrence.

B. Drawings: The A/E shall deliver to the VA fully developed Drawings on current year AutoCAD 2020. Provide deliverables in Revit format in accordance with the VA BIM Standard located on the VA TIL in conformance with current VA Connecticut Healthcare System drawings. Hard Copy drawings shall be plotted at a 1:96 scale minimum. Larger more appropriate scales shall be used for sections and details.

C. Specifications: The project specifications shall be prepared in Microsoft Word by the A/E from the VA Master Specifications. The general format shall include: Part 1-General, Part 2-Products, and Part 3-Execution. Part 1 verbiage shall include the general requirements, identify applicable standards, and identify submittals required for a particular specification. Part 2 shall include description of the salient characteristics of the products. Part 3 shall include a description of the methods used to install items of construction. The A/E shall identify all VA Master Specification sections applicable to the project and edit them accordingly to fit the scope of work. If additional specification sections are needed that are not listed in the VA Master Specs, the A/E is responsible to write and edit an appropriate CSI format specification section. Specifications shall be printed on 8 ½” x 11” bond paper using 12pt Times-New-Roman fonts. The A/E shall incorporate into the specifications and its construction site inspection procedures the applicable Infection Control and Dust Control provisions.

D. Construction Cost Estimates: The A/E shall prepare a Construction Cost Estimate in Microsoft Excel using the CSI 34-division format. The Cost Estimates shall include a copy of the quantity take-offs, breakdown of individual line items that accurately reflect the quantity take-off of the various categories of work involved, unit of measure, quantities, unit cost, 10% overhead, and 10% profit. All cost data shall be taken from the most current version of a recognized industry standard, e.g., Means Estimating Guides. For items that are not in the industry standards, vendor quotes and justification for labor hours shall be provided. Construction Cost Estimates shall be submitted with 15%, 35%, 65%, and 100% design reviews and for the final submission.

E. Submittal Register: The A/E shall develop a list of all submittals required by the specifications in Section 1 of each individual specification. The register should include specification reference, and item to be reviewed approved.

F. Narratives: Written narratives shall be used as part of each design submission. The narrative should be used to elaborate on and provide an explanation of key design decisions by A/E and/or the VA, objectives, obstacles, alternatives and resolutions, onsite inspections, design issues or decisions relating to constructability, and in general to communicate all information relevant to the design submission.

G. Construction Schedule: The A/E shall also be required to establish a preliminary construction schedule indicating the entire length of time estimated for the completion of the construction contract, measured in weeks. The A/E shall be required to provide a commensurate Gantt chart for the construction activities to include critical path items. For example, utility shutdowns. This schedule shall include pre-construction activities (such as submittals and mobilization), specific construction activities/events, special phasing requirements and final activation of the new space by the VA users.

H. Phasing: The A/E 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 35% design submission. The VA will notify the A/E on the availability of the entire work area or if partial areas will be required for the duration of construction.

I. Reproduction: The A/E shall be responsible for all reproduction during design; however, only materials which are submitted to the VA for design reviews shall be reimbursable. Note that all bid administration activities will be performed by the VA Contracting office.

6.0 DESIGN REVIEWS – SCHEDULES AND REQUIREMENTS

The following design submissions will be required:

As Built/ Existing Conditions Design Submission Preliminary Concept Schematic Design Submission – 15%

The AE 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 to either provide more time for phases needing more time or to shorten the entire design schedule.

A. First Submittal As Built/ Existing Conditions Design Submission For this submission, the A/E shall produce a clean and up to date physical schematic that defines the floor spaces and shows existing utilities. This shall be submitted 60 calendar days after Notice to Proceed (NTP). At this submittal the A/E shall deliver to the VA (see section ‘V’ Deliverables for further detail);

1. One full size and 1 C size Drawings of CAD work completed to date.

1. One electronic PDF submission.

1. VA will review and comment as required on submission, however A/E may proceed to second submittal concurrently.

B. Second Submittal Concepts Design Submission (15%) For this submission, the A/E shall produce a clean and up to date physical schematic that defines the floor spaces, existing utilities and shows preliminary concepts of the new steam and condensate design options along with recommendations on path forward. This shall be submitted 120 calendar days after Notice to Proceed (NTP). At this submittal the A/E shall deliver to the VA (see section ‘V’ Deliverables for further detail);

1. Two C size Drawings of CAD work completed to date with concepts.

2. One electronic PDF submission of concept(s).

3. Concepts ratings, pros/cons, recommendations.

4. Cost estimates to date for the different options/ concepts.

5. The VA will provide 15% review comments to A/E no-later than 140 calendar days after NTP.

6. Review (15%) comments meeting with VA at 150 calendar days after NTP.

C. Third Submittal Schematic Design Submission (35%) For this submission, the A/E shall produce a detailed final schematic which includes schematic floor plans, calculations of all parameters as necessary to prove feasibility of the design, summaries of all interviews with prospective users and the signoff of all users on the schematic design of their areas and functional features. This shall be submitted 210 calendar days after NTP. At this submittal the A/E shall deliver to the VA (see section ‘V’ Deliverables for further detail);

1. All material required for schematic design as indicated in the VA A/E Submission Instructions.

2. A written narrative with a summary of the meetings with the VA Design Team as well as a presentation, discussion and recommendation of various design alternatives which have been explored and evaluated. Key decisions/choices which were made by the VA Design Team prior to the schematic design submission should be documented. The schematic design narrative shall also identify each and all required systems, utilities (including preliminary electric power requirement calculations) and major (built-in) equipment with a brief description of its type, location, use and extent. The A/E shall address constructability issues and their impact on project construction cost.

3. Two C size Drawings and one electronic PDF of CAD work completed to date as indicated in the attached A/E Submission Instructions.

4. One electronic PDF index of all VA Master Specifications which are anticipated to be used for this project.

5. Environmental assessment report.

6. Initial phasing plans.

7. A complete cost estimate with as detailed a breakdown as possible for this stage of design. Separate cost estimate figures shall be given for any design alternatives being presented for consideration as part of the schematic design.

8. A completed VA infection control risk assessment addressing all areas.

9. A completed A/E Review Checklist for all applicable disciplines.

10. The VA will provide 35% review comments to A/E no-later than 220 calendar days after NTP.

11. Third Submittal Review (35%) comments meeting with VA at 230 calendar days after NTP.

D. Fourth Submittal Design Development Submission (65%) This submission is set up to review first detailed plans. This shall be submitted 260 calendar days after NTP. At this submittal the A/E shall deliver to the VA (see section ‘5.0’ Deliverables for further detail);

1. All material required for Design Development as indicated in the attached A/E Submission Instructions.

1. A written narrative that should build upon the Schematic narrative and should continue to document key decisions and be used to further describe and explain important aspects of design, especially those which may not yet appear in the form of a drawing. As part of the Design Development narrative, include an outline of work yet to be completed and included on the drawings as part of the Construction Documents submission (details, elevations, schedules, etc.). Further develop constructability issues and their impact on project construction cost and schedule.

1. One E1 size and one C size Drawings and an electronic PDF of CAD work completed to date as indicated in the attached A/E Submission Instructions.

1. One electronic PDF proposed-Specification sections based on criteria established at the initial design meeting as required for supplementing the construction drawings.

1. Phasing plans.

1. An accurate and detailed cost estimate which will show that the scope and the design of the project are within the project budget.

1. Preliminary Construction Duration Estimates, Preliminary Phasing Requirements and Engineering Calculations which support the documentation.

1. A completed VA infection control risk assessment form addressing all areas.

1. A completed A/E Review Checklist for all applicable disciplines.

1. The VA will provide 65% review comments to A/E no-later than 270 calendar days after NTP.

1. Fourth Submittal Review (65%) comments with VA at 280 calendar days after NTP.

E. Fifth Submittal Construction Documents Submission (100%) This submission is set up to further review detailed plan and specifications. This shall be submitted 310 calendar days after NTP. At this submittal the A/E shall deliver to the VA (see section ‘5.0’ Deliverables for further detail);

1. All material required for Construction Documents as indicated in the attached A/E Submission Instructions.

1. A written narrative that should represent a concise and complete record of the design process including all key design decisions and the background, reasons for and intent of these design decisions. Continue to use the narrative to communicate any other important information and to provide support to other submission documents.

1. One E1 size and one C size Drawings and an electronic PDF of CAD work completed to date as indicated in the attached A/E Submission Instructions.

1. One electronic PDF Specification sections based on criteria established at the initial design meeting as confirmed and/or amended at the 65% review meeting. The 100% submission shall include all Specifications that are required for the construction package. The Specifications shall be free of writer’s notes and any editing comments. All information that is not required for this project shall be removed from each individual specification section.

1. A complete take-off cost estimate based on the Construction Documents submission.

1. Fully developed Construction Duration Estimates, Phasing Requirements and Engineering Calculations which support the documentation set out in this paragraph G.

1. A completed VA infection control risk assessment form addressing all areas and draft Interim Life Safety Measures as applicable.

1. A completed A/E Review Checklist for all applicable.

1. A complete submittal register.

1. A complete preliminary construction schedule.

1. Final Construction Duration Estimates, Final Phasing Requirements and all Final Engineering Calculations which support the documentation set out in this paragraph I, all of which shall be complete in every respect. The final Engineering Calculations shall have been reviewed, signed, and sealed by the A/E’s designated Engineer

1. The VA will provide 100% review comments to A/E no-later than 320 calendar days after NTP.

1. Fifth Submittal Review (100%) comments with VA at 330 calendar days after NTP.

F. The A/E shall issue all final contract documents to the VA at 340 calendar days after NTP. The A/E shall deliver to the VA the following documents:

1. One electronic PDF (unless otherwise noted) version each of the following:

1. Final Contract Drawings in AutoCAD (to include PDF versions of each sheet),

1. Final Stamped and Signed Contract Drawings,

1. Specifications,

1. Construction Cost Estimate,

1. Construction Duration Estimate,

1. Gantt Chart,

1. Phasing Requirements, and

1. Engineering Calculations.

1. Submittal Register.

7.0 CONSTRUCTION PERIOD SERVICES

A. General: Only to be awarded as an option concurrent to confirmed project construction award. The Contracting Officer reserves the right to terminate any construction period services, without payment for services not completed, if such services are not needed or are not being adequately completed.

B. Response to RFI’s: The A/E shall be responsible for evaluating RFI’s to determine if a change will be required. The A/E shall then provide recommendations to the Contracting Officer. Within 48 hours, the A/E shall provide in writing the information, clarification or revision material needed to properly answer the RFI and to resolve the issue. The A/E shall include a cost/credit estimate for RFI’s which result in a change to contract cost.

C. Submittal Review: Contractor submittals will be sent to the A/E for their review. The A/E will be required to review contractor submittals for adherence to contract requirements and then forward their recommendation of approval/disapproval to the VA contracting officer within 7 calendar days. The COR shall take final action of approval/disapproval on each submittal and shall prepare and send a formal return of submittal to the contractor.

D. Site Visits: Day to day construction administration will be performed by the COR. The A/E shall make weekly site visits during construction to inspect work installed by the contractor, to resolve issues, review the status of in-progress as-built drawings and for other reasons deemed necessary.

E. Commissioning: The A/E shall plan to be the VA’s Commissioning Agent. With this the A/E shall prepare a commissioning plan based on VA criteria and apply, review, and document the contractor’s performance of it and notify the VA of status and performance.

F. Photographic Documentation: The A/E shall be required to prepare photographic documentation in accordance with VA master specification 01 00 00, “Photographic Documentation” during the period of construction.

G. Record drawings: The A/E shall be required to prepare a set of Record Drawings at the completion of construction. They shall be completed within 30 days after receipt of the redlined prints. Record drawings shall meet VA requirements including current BIM requirements.

END OF STATEMENT OF WORK

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.

C. The assessment and inspection portion of the services shall be completed by VPIH personnel who are licensed by the State of Connecticut Department of Public Health as asbestos inspectors for those performing asbestos inspection or assessment. VPIH personnel who perform lead paint inspection or assessment shall be licensed by the State of Connecticut Department of Public Health as a Lead Inspector or Lead Risk Assessor. VPIH personnel who perform microbial inspection or assessment shall show proof of expertise through experience and training in microbial and mold remediation inspection and assessment techniques.

D. The design documents shall be produced using VA Master Specifications by the VPIH with personnel who are licensed by the State of Connecticut Department of Public Health as an Asbestos Project Designer, Lead Project Planner/Designer, have expertise, experience, and training in microbial and mold remediation techniques, and are reviewed and approved by a Certified Industrial Hygienist (CIH) accredited by the American Board of Industrial Hygiene (ABIH).

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. Work requirements are listed in SECTION 2.2 for the VPIH.

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. The work of the VPIH consultant in no way relieves the Contractor from their responsibility to perform the work in accordance with contract/specification requirements, to perform continuous inspection, monitoring and testing for the safety of their employees, and to perform other such services as specified. The cost of the VPIH and their services will be borne by the VA except for any repeat of final inspection and testing during monitoring services that may be required due to unsatisfactory initial results, as specified. The VPIH during asbestos abatement oversight shall be licensed by the State of Connecticut Department of Public Health as an Asbestos Project Monitor with project oversight by a Certified Industrial Hygienist (CIH) accredited by the American Board of Industrial Hygiene (ABIH).

SECTION 2

2.1 Project Scope of Work (SOW)

The VPIH shall perform an environmental assessment of the proposed work areas, and areas adjacent to, directly above and below work areas that will be impacted by the project and any other areas not indicated in this section determined by the A-E that may be impacted during the project. Areas that could be impacted by this project should be carefully inspected including walls, floors, shafts and above ceiling and the precise location and quantity of all hazardous materials including but not limited to asbestos, lead, polychlorinated biphenyls, and mold should be provided. The COR will provide access to all the historical records available for the areas impacted by the project before the beginning of the inspection.

2.2 VPIH Services Scope of Work:

1. All areas that may be impacted by this project (as described in General AE Scope of Work section) shall require environmental assessment for the presence of asbestos-containing materials, lead-based paint, silica, and other environmental hazards (e.g., PCB, mercury, refrigerant, polychlorinated biphenyls, etc.).

In addition, any areas located adjacent to, above, and below these rooms will require assessment if planned project activities impact these areas. This determination of these additional locations should be made prior to initiating field portion of the environmental assessment.

VPIH Services will include:

2. Asbestos Inspection:

a. A State of Connecticut licensed Asbestos Inspector will conduct an asbestos inspection in each impacted area to meet the requirements of EPA NESHAP/AHERA inspection and State of Connecticut regulations.

b. The inspector will collect bulk samples of suspect materials using approved EPA protocol for analysis by polarized light microscopy (PLM) method in a NVLAP accredited laboratory.

c. The inspector will check above ceiling spaces, including the existing HVAC system and all access hatches leading to above ceiling equipment for presence of suspect asbestos-containing materials and/or debris that might have become dislodged from above equipment.

d. The inspector may be required to perform selective demolition to expose concealed potential asbestos containing materials in the following areas, if impacted by the project: below existing flooring, inside wall cavities and chases, and inside ceiling chases.

3. Lead Inspection:

a. A state licensed Lead Inspector/Risk Assessor will test suspect surfaces and building components that may be impacted by the project for lead-based paint or lead-containing materials.

b. An X-ray Fluorescence Analyzer (XRF) will be used to identify the presence of lead or lead-based paint on/in building components prior to project activities.

c. Representative composite TCLP (Toxicity Characteristic Leaching Procedure) lead sample(s) may be collected as necessary to determine if demolition debris is either classified as hazardous waste or solid waste, depending on lead content and/or leachable lead content.

d. Ceiling spaces shall be included in the scope for inspection for the presence of lead-based paint or lead-containing components.

4. Mold Assessment: An inspector shall conduct a visual assessment of existing conditions for any visible mold and water damaged building materials in each area that will be impacted by this project.

5. Other Hazardous or Regulated Materials Assessment: During above inspections, also record any other hazardous or regulated materials noticed in the impacted areas and their conditions, such as mercury-containing equipment or items, refrigerant in any AHU, PCB-containing materials or equipment or items, etc.

6. VPIH Project Monitoring: During any asbestos abatement activities, provide VPIH monitoring services as specified in VA Master Specifications.

7. Written Reports:

a. A written report will be generated to summarize work activities and detail the findings of each inspection.

b. The asbestos inspection report will include quantities and locations of asbestos-containing materials identified, sample location diagrams, photographs of each homogenous area and any damaged materials as documentation of present conditions, sample log and results, as well as the completed laboratory analysis.

c. The lead inspection report will include locations and components of lead-based paint, a sample location diagram, sample log and results, as well as any laboratory analysis.

d. Two (2) hard copies and one electronic copy of the final report shall be provided, with electronic copy in PDF format. All data tables must be provided in Microsoft Excel format. All sample locations must be identified on a print and marked in the field.

8. Abatement Specifications:

a. A State licensed Project Designer will review all inspection results and visit the site if regulated or hazardous materials have been identified in the impacted area.

b. Develop a written specification in accordance with the VA Master Spec for abatement of all asbestos-containing materials to be impacted by the renovation work and lead compliance during abatement and renovation for each area that requires asbestos and/or lead abatement.

c. The specification shall include the quantity and location of asbestos-containing materials to be removed and CAD drawings shown containment locations.

d. The materials for constructing the containments shall be outlined as well as methods of asbestos removal and disposal requirements, engineering controls during abatement.

e. Regulatory requirements specific to the site and final clearance criteria shall be detailed.

f. The specification will also provide appropriate guidance related to the lead compliance and disposal of lead-contaminated demolition debris, and other regulated or hazardous materials identified in the project impacted areas.

9. Final payment for design services will not be made until all project documents are received during the design phase and final payment will not be made until project close-out documentation including, but not limited to, VPIH site logs, monitoring results, and waste manifests is received after the completion of VPIH construction period services.

END OF APPENDIX

APPENDIX B

INFECTION PREVENTION MEASURES

A. Implement the requirements of VA Medical Center’s Infection Control Risk Assessment (ICRA) team. ICRA Group may monitor dust, in the vicinity of the construction work, and require the Contractor to take corrective action immediately if the safe levels are exceeded.

B. Establish and maintain a dust control program as part of the contractor’s infection preventive measures in accordance with the guidelines provided by ICRA Group as specified here. Prior to start of work, prepare a plan detailing project-specific dust protection measures, including periodic status reports, and submit to the COR and Facility ICRA team for review for compliance with contract requirements in accordance with Section 01340, SAMPLES AND SHOP DRAWINGS.

1. All personnel involved in the construction or renovation activity shall be educated and trained in infection prevention measures established by the medical center.

C. Medical Center Infection Control personnel shall monitor for airborne disease (e.g., aspergillosis) as appropriate during construction. A baseline of conditions may be established by the medical center prior to the start of work and periodically during the construction stage to determine impact of construction activities on indoor air quality. In addition:

1. The COR and VAMC Infection Control personnel shall review pressure differential monitoring documentation to verify that pressure differentials in the construction zone and in the patient-care rooms are appropriate for their settings. The requirement for negative air pressure in the construction zone shall depend on the location and type of activity. Upon notification by the COR, the contractor shall implement corrective measures to restore proper pressure differentials as needed.

2. In case of any problem, the COR, along with assistance from the contractor, shall conduct an environmental assessment to find and eliminate the source.

D. In general, following preventive measures shall be adopted during construction to keep down dust and prevent mold.

1. Dampen debris to keep down dust and provide temporary construction partitions in existing structures where directed by Resident Engineer. Blank off ducts and diffusers to prevent circulation of dust into occupied areas during construction.

2. Analyze each site during design to determine the effects of blocking HVAC ducts and their impact on existing air handling systems that must remain operational before initiating a dust control program. The method of capping ducts shall be dust tight and withstand airflow.

3. Construct anteroom to maintain negative airflow from clean area through anteroom and into work area where required.

4. High risk patient care areas may require additional measures like air locks, special signage, smoke, and negative pressure alarms.

5. Identify these areas clearly on the drawings and work with Medical Center personnel to achieve desired level of isolation suited to the scope of risk involved.

6. Do not perform dust- producing tasks within occupied areas without the approval of the Project Manager. For construction in any areas that will remain jointly occupied by the medical Center and Contractor’s workers, the Contractor shall:

a. Provide dust proof fire-rated temporary drywall construction barriers to completely separate construction from the operational areas of the hospital in order to contain dirt debris and dust. Barriers shall be sealed and made presentable on hospital occupied side. Install a self-closing rated door in a metal frame, commensurate with the partition, to allow worker access. Maintain negative air at all times. A fire-retardant polystyrene, 6-mil thick or greater plastic barrier meeting local fire codes may be used where dust control is the only hazard, and an agreement is reached with the Resident Engineer and Medical Center.

b. HEPA filtration is required where the exhaust dust may reenter the breathing zone. Contractor shall verify that construction exhaust to exterior is not reintroduced to the medical center through intake vents or building openings. Install HEPA (High Efficiency Particulate Accumulator) filter vacuum system rated at 95% capture of 0.3 microns including pollen, mold spores and dust particles. Insure continuous negative air pressures occurring within the work area. HEPA filters should have ASHRAE 85 or other pre-filter to extend the useful life of the HEPA. Provide both primary and secondary filtrations units. Exhaust hoses shall be heavy duty, flexible steel reinforced and exhausted so that dust is not reintroduced to the medical center.

c. Adhesive Walk-off/Carpet Walk-off Mats, minimum 24” x 36”, shall be used at all interior transitions from the construction area to occupy medical center area. These mats shall be changed as often as required to maintain clean work areas directly outside construction area at all times.

d. Vacuum and wet mop all transition areas from construction to the occupied medical center at the end of each workday. Vacuum shall utilize HEPA filtration. Maintain surrounding area frequently. Remove debris as they are created. Transport these outside the construction area in containers with tightly fitting lids.

e. The contractor shall not haul debris through patient-care areas without prior approval of the COR and the CO. When, approved, debris shall be hauled in enclosed dust proof containers or wrapped in plastic and sealed with duct tape. No sharp objects should be allowed to cut through the plastic. Wipe down the exterior of the containers with a damp rag to remove dust. All equipment, tools, material, etc. transported through occupied areas shall be made free from dust and moisture by vacuuming and wipe down.

f. Using a HEPA vacuum, clean inside the barrier and vacuum ceiling tile prior to replacement. Any ceiling access panels opened for investigation beyond sealed areas shall be sealed immediately when unattended.

g. There shall be no standing water during construction. This includes water in equipment drip pans and open containers within the construction areas.