SOW 620A4 22 101.docx

Replace Fan Coils in Building 18 at Castle Point (AE Design) 620A4-22-101

STATEMENT OF WORK

Background

Certain Fan Coil Units, used for environmental control, are at their end of useful life cycle. Failure of any of these units prevents the ability to maintain proper temperature control in respective patient rooms and common areas while maintenance is performed. AE services are required to design a new system with enhancements in the areas of legionella prevention/compliance, as well as temperature control and reliability.

Objectives

The Objective of this acquisition is to retain an AE/Engineering firm to design working drawings and specifications detailing the necessary work to modernize and replace all 2 pipe fan coil units located in Building-18. The new system and components will meet all the requirements for the latest edition of the VA Design Guide for Heating, Ventilation, and Air Conditioning manual. Temperature environmental control will conform to ASHRAE 90.1 standards. System upgrades will comply with Legionella prevention requirements. Field survey(s) will identify deficiencies such as heating elements not on emergency power and stuck valves which will be incorporated into the design for correction and/or replacement. The drawings and specifications generated will be utilized by an independent general contractor with engineering support by the awardee for Construction Period Services.

Period of Performance

The period of performance shall be 365 calendar days from Notice to Proceed for a complete design. Construction Period Services are required until final completion of the project with the system in place.

Place of Performance / Place of Delivery

The place of performance for this contract is the VA Hudson Valley Healthcare Castle Point, NY

Scope or Tasks (for services)

The Architectural/ Engineering (A/E) Firm is to provide all necessary preliminary surveys, calculations, field investigations, design, drawings, specifications, construction cost estimates, construction period services inclusive of RFI responses and submittal reviews, as-built drawings, design site visits, construction site visits for the replacement of the Fan Coil units located in building 18 at the Department of Veterans Affairs Medical Center, Castle Point , NY

Perform work specified herein and comply with VA specifications and VA regulations, procedures and conditions for work at the medical center and any applicable codes as per requirements of all governing agencies. This is to include but not be limited to the following:

∙ ASHRAE Standard 188P. Prevention of Legionellosis Associated with Building Water Systems ∙ VHA Directive 2008-010, Prevention of Legionella Disease ∙ OSHA Technical Manual – Section III: Chapter 7 ∙ ASHRAE Guideline 12-2000. ASHRAE Standard Minimizing the Risk of Legionellosis Associated with Building Water Systems.

∙ ASHRAE 90.1

∙ Joint Commission Environment of Care Standards – EC 02.05.001 ∙ CTI Guidelines WTB-148. Legionellosis Guideline: Best practices for Control of Legionella ∙ Supplement B ∙ VA Guidelines and Specifications per the VA Technical Information Library (TIL) ∙ NYSDOH - Protection Against Legionella: Residential and Health Care Facility Requirements ∙ VA Physical Security Design manual for VA Facilities (Mission Critical Facilities) ∙ VA HVAC design manual ∙ Chillers Design Guide

Work shall include, but not limited to the following tasks:

1. Preliminary Field Surveys and Reports:

a) Provide calculations of heating and cooling loads required by each room.

b) Provide chilled water flow analysis of building 18.

c) Identify changes required for chilled water flow in the design phase as determined by the cooling requirements and chilled water flow analysis.

d) Evaluate field conditions of existing manifolds, pumps, valves, flow devices and conduit. Identify which mechanical devices will require replacement due to new sizing requirements or deterioration.

e) Identify any possible asbestos, lead, and PCB hazards in the area of work. This evaluation will be done by a qualified NYS licensed Certified Industrial Hygienist (CIH). These tasks are outlined in the Supplement B document of this solicitation.

f) All calculations and reports as outlined in the VA HVAC Design Manual. A calculation on energy baseline, energy savings and life cycle cost analysis are required as part of project documents.

g) Site visit reports for field investigation.

2. Design:

a) A complete drawing and specification package for the replacement of the building 18 2 pipe Fan Coil units with a 4 pipe Fan Coil system to be used for bidding purposes. The new Fan Coils Units are to be operational as a 2 pipe or 4 pipe Fan Coil system depending on the availability of chilled water. The existing Building 18 dental suite already has a 4 pipe Fan Coil system recently installed that does not need replacement. The design is to include considerations and changes required as determined by the preliminary field study and reports. The addition of a chiller room including the new devices “i.e. chillers, cooling towers, MCC unit, pipe system and pumps”

i) The drawings are to take into consideration ICRA containment barrier requirements.

ii) The drawings are to account for phasing requirements in order to maintain means of egress and hospital operations.

iii) The A/E firm is to refer to “Supplement B” for documents and drawing submittals, of specifications and design.

b) A listing of all required submittals during construction.

c) Site visit reports for design reviews.

d) Detailed cost estimate for Construction based on RS Means techniques which also shows adjustments made for anticipated market conditions.

e) All deliverables as outlined in the document labeled “Supplement B” that is included in this solicitation (preliminary and construction documents including drawings and specifications).

3. Construction Period Services:

a) Site visit reports are required prior to expensing.

b) Submittal review.

c) Reviewing and preparing responses to RFI’s

d) Site visits for the purpose of interim and final inspections.

e) Preparation of As-Built drawings.

f) Engineering support during change orders inclusive of estimation and supplemental drawings.

General Requirements:

1) A preliminary engineering report shall be submitted along with plans to all agencies with the 35% schematic plans. The package must be reviewed and approved in full before the 100% schematic plans will be considered complete.

2) A final engineering report shall be submitted along with plans to all agencies with the 35% contract documents. The package must be reviewed and approved in full before the 100% contract documents will be considered complete.

3) The Engineering firm will be responsible for all necessary coordination, meetings, and submissions as required.

4) Project Documents shall include, but not be limited to:

a. All required submissions listed in the VA A/E Design Submission Requirements (PG-18-15).

b. All required submissions listed in the VA Physical Security Design.

c. All deliverables as outlined in the document labeled “Supplement B” that is included in this solicitation (preliminary and construction documents including drawings and specifications)

d. All calculations and reports per ASME (American Society of Mechanical Engineers), ASSE (American Society of Safety Engineers), ASTM (American Society of Testing and Materials) and IAPMO (International Association of Plumbing and Mechanical Officials) standards

e. Cost estimates for Construction

f. Listing of all required submittals.

g. Site visit reports for design reviews, field investigations, and pre-construction meetings.

5) Area of Work: Building 18

6) The Engineering Firm shall provide a survey to identify any possible asbestos and lead in the area of work. This evaluation will be done by a qualified NYS licensed Certified Industrial Hygienist (CIH) to perform asbestos abatement and lead abatement for the project. These tasks are outlined in the Supplement B document of this solicitation. Monitoring and verification of work shall be provided in the construction period services.

7) The engineering firm shall ensure that the design is in accordance with the VA Master Specification Index with attention made to Division 23 36 00, Air Terminal Units.

Government-Furnished Property, Material, Equipment, or Information (GFP, GFM, GFE, or GFI)

The A/E firm will be furnished with paper and/or electronic copies of any available utility drawings for the areas included in the area of work.

Security

The AE firm shall obtain day passes for any site visits from the police station. If personnel from the AE firm are expected to be on site more than five (5) days (cumulative) during the design, they shall file paperwork to obtain a permanent ID for the station. Necessary paperwork can be obtained from the COR.

The Engineering personnel who intend to take photos must inform the COR, at least 48 hours ahead to time, of such intentions.

Safety Codes / Certification / Licensing

The AE firm shall comply with all codes as described above, as well as codes customarily applied in VA construction jobs such as NY state and federal Standards, regulatory codes, National Electric Code (NEC), NFPA 70, NFPA 101 Life Safety Code and VA Design Guide and manuals, OSHA, VA Design Guides and Manuals, etc. Labs used by the AE firm shall be licensed as required by any applicable governing agencies, and their certifications and licenses shall be included in the engineering reports. All drawings shall be approved and sealed with engineering stamp.

Travel

No travel for government employees as a result of this project is anticipated. Employees of the A/E firm will be required to travel from their place of business to the place of performance indicated above for the purposes of field investigations, design reviews, pre-construction meetings, interim and final inspections, and closeout documentation preparation.

Credits, Incentives or Grants

VA will retain all Renewable Energy Credits (RECs), incentives and/or any additional grants associated with the scope of work in this solicitation

Special Material Requirements

No special materials are anticipated for this contract.

Any Other Requirements unique to the solicitation

None

NARA Records Management Language For Contracts

The following standard Items relate to records generated in executing this contract:

1. Citations to pertinent laws, codes and regulations such as 44 U.S.C. Chapter 21, 29, 31 and 33; Freedom of Information Act (5 U.S.C. 552); Privacy Act (5 U.S.C. 552a); 36 CFR Part 1222 and Part 1228.

2. Contractor shall treat all deliverables under the contract as the property of the U.S.

Government for which the Government Agency shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest.

3. Contractor shall not create or maintain any records that are not specifically tied to or authorized by the contract using Government ‘IT’ equipment and/or Government records.

4. Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected by the Freedom of Information Act.

5. Contractor shall not create or maintain any records containing any Government Agency records that are not specifically tied to or authorized by the contract.

6. The Government Agency owns the rights to all data/records produced as part of this contract.

7. The Government Agency owns the rights to all electronic information (electronic data, electronic information systems, electronic databases, etc.) and all supporting documentation created as part of this contract. Contractor must deliver sufficient technical documentation with all data deliverables to permit the agency to use the data.

8. Contractor agrees to comply with Federal and Agency records management policies, including those policies associated with the safeguarding of records covered by the Privacy Act of 1974. These policies include the preservation of all records created or received regardless of format [paper, electronic, etc.] or mode of transmission [e-mail, fax, etc.] or state of completion [draft, final, etc.].

9. No disposition of documents will be allowed without the prior written consent of the Contracting Officer. The Agency and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. Records may not be removed from the legal custody of the Agency or destroyed without regard to the provisions of the agency records schedules.

10. Contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under or relating to this contract. The Contractor (and any sub-contractor) is required to abide by Government and Agency guidance for protecting sensitive and proprietary information.