SOW - 402-25-002 B207 Chiller Final.pdf

VA Maine Healthcare System 1 VA Center 9/5/2025 Augusta, ME 04330

Scope of Work

402-25-002 B207 Chiller Replacement

Construction Contract

1. General Intent The contractor shall provide complete construction services to replace the chiller unit serving B207, along with any associated electrical, and building management system components. Materials and Installation must be completed in compliance with VA standards, specifications, and any other applicable codes. This work will include all of the conduit, cabling, any hardware upgrades needed to support these locations.

2. Statement of Work:

This project includes all construction activities to replace the B207 modular chiller unit, along with incorporating the new equipment into the existing BMS system. The existing chiller is comprised of (6) modular 30-ton chiller units. The replacement must be of similar capacity, utilize existing 480v power located adjacent to the chiller on the exterior of B207, and tie into existing supply/return piping. Any new piping must be insulated utilizing a corrosion resistant metal jacketed waterproof system monitoring should include run status for each unit, along with system supply/return temperatures, supply/return differential pressure, and flow rate. All BMS controls must be compatible with existing system (Easy IO).

System must be fully operation and leak tested prior to turnover. If any work is accomplished during freezing conditions and water is introduced, it is the responsibility of the contractor to ensure the system is drained and winterized. System cannot be left exposed to freezing conditions with water in the system.

All submittals (Including AHAs) MUST be submitted within 30 days of NTP, with the VA allotted a 14-day review period. All permits require a 14-day notice (confined space, penetration, crane plane, excavation, utility tie-in, shutdown, etc). A schedule must be provided within 21 days of NTP with a minimum of 2 weeks’ notice prior to mobilization. This schedule needs to include weekend or night work required in high hazard/ high use patient areas. If any work is required inside patient or staff areas, ICRA protection will be required IAW with attached ICRA permit.

A site visit by bidding contractors is highly recommend, construction activities include, but are not limited to the follow:

- Construction is required to adhere to VA ICRA and PCRA requirements that have been established for this project and is responsible to provide all materials and equipment needed to meet requirements. (See attachments)

- All material must be Buy American Act compliant

- Installation of all materials shall be done by a certified installers only; certification must be from all regulatory agencies as well as the manufacturer. All work under this contract is to be completed following all federal regulations and VA requirements for construction projects. This is to include site superintendent 30HR OSHA certifications, 10HR certification for all sub-contractors and the adherence to all local and federal building codes. The work is to be done during normal business hours of 7:00am – 3:30pm Monday thru Friday. Requests to work outside of these hours must be approved at least two weeks ahead of time by the VA. The period of performance for this work to be completed is 60 days from the issuance of the Notice to Proceed by the contracting officer.

- Colored conduit to be utilized see below, painting specification provides additional detail.

o Normal Power – Green o Life Safety Power – Magenta o Critical Power – Black o Equipment Power – Yellow o Control Wiring – Orange o Data – Blue o Fire Alarm, Fire Protection – Federal Safety Red

- On-Site Training to be provided by manufacturer to VA staff for operation and maintenance VA maintenance staff or engineer must be present on start-up

The above paragraphs constitute a basic outline of the work to be accomplished and in no way comprises all the details for construction of this project. SOW Attachment 03 will give all biding contractors a basic understanding of the project location within the VA Maine Healthcare campus.

The Contractor shall be solely responsible for the management, including all associated labor, equipment, materials, mailing costs, and inspection, to meet the requirements of this contract. The Contractor shall further provide meeting minutes for all meetings held under this project.

Total Period of Performance: Onsite Work shall be completed in 60 days. It is understood the current lead times on mechanical equipment can vary greatly. POP can be adjusted accordingly with proof of order and proof of delivery date. However, onsite work shall be no greater than 60 Calendar days. Chiller must be fully operational prior to May 15th.

Contractor to meet all requirements put in place to protect health and safety:

1. Influenza and TB

- Requirements follow national VA guidelines for vaccination and testing.

- Attachment 04A – TB Testing requirements

- Attachment 04B – Seasonal flu vaccine

2. Badging

- All contractors are required to obtain a VA issued badge prior to starting any work on station.

- Badging form (Attachment 05 – PIV Request Form) and directions for procuring one will be provided by the COR at the project kick-off meeting.

3. SUBMITTAL FORMATS: Submittals shall be submitted in electronic format and hard copy formats as listed below. Portable Document Format (.pdf), Microsoft Office Suite formats (.doc, .xls, and .ppt), Microsoft Project (.mpp) and Autodesk CAD (.dwg) files are acceptable. Submittals shall additionally be compliant with Section 508 of the Rehabilitation Act (29 U.S.C. '794 d); information on the requirements for accessible media can be found at http://www.section508.gov/. The Contractor shall be responsible for providing:

4. Meeting/Conference Minutes

Meeting minutes for all formal meetings and conferences held with the VA; including weekly construction meetings. Meeting minutes shall be submitted within seven (7) calendar days of the meeting or conference.

All documents in any of the electronic formats listed above.

http://www.section508.gov/

Minimum meeting minutes requirements

• Project name, number, meeting host, Meeting Name

• Date, Time, meeting ID, call in number, Duration, and consecutive number of total related meetings

• Participant list (Name, Title, Phone number (office and Mobile), Email, Attended Meeting

(yes/no Check box)

• Agenda items (Decisions, action items, and fixes or next steps)

• Next meeting date and time

• Detailed attachment list

5. As-Built Drawings

As-Built drawings shall be delivered to the VA within ten (10) calendar days after VA acceptance of the construction project. AutoCAD (.dwg) format.

6. CONTRACT OVERSIGHT:

All contracts for this project shall be awarded by the Network Contracting

Office (NCO) 1; only a warranted VA Contracting Officer shall have authority to change the terms and conditions of a contract. These changes may involve the contract award amount, contract period of performance, issuance of stop work orders and changes to the statement of work.

NCO1 shall designate a Contracting Officer’s Representative (COR) to monitor and manage the contractor’s performance under the design and construction scopes of this contract. The COR shall be a representative of the VA Maine Health Care System Engineering Service Project Section and have the technical knowledge required to monitor and oversee the project.

7. SOW and ATTACHMENTS:

The following list of documents are attached to this SOW for use and incorporation into the project documents:

▪ VA PCRA Attachment 01

▪ VA ICRA Attachment 02

▪ Togus Campus Map (See SOW Attachment 03)

▪ Seasonal influenza with vaccines (See SOW Attachment 04A)

▪ PIV Request Form (See SOW Attachment 05)

▪ Sensitive Infrastructure Data Classification FOUO (See SOW Attachment 06)

▪ Local Requirements (See SOW Attachment 07)

▪ Specifications (See SOW attachment 08)

End of SOW

Augusta, ME 04330