Statement of Work.pdf

STATEMENT OF WORK (SOW) FOR COMMISSIONING

FOR PROJECT 541-21-103

RENOVATE PROGRESSIVE CARE UNIT TO RELOCATE SAME DAY SURGERY CENTER

10/18/2021

TABLE OF CONTENTS

SECTION TITLE

1.0 TITLE OF PROJECT

2.0 BACKGROUND

3.0 PURPOSE

4.0 OBJECTIVES

5.0 SCOPE OF WORK

6.0 PERFORMANCE PERIOD

7.0 PLACE OF PERFORMANCE

8.0 CONTRACT AWARD MEETING

9.0 SPECIFIC MANDATORY TASKS AND ASSOCIATED DELIVERABLES

10.0 ATTACHEMENT A: SCHEDULE OF DELIVERABLES

1.0 TITLE OF PROJECT

Commissioning for Project 541-21-103, Renovate PCU to Relocate Same Day Surgery Center for the Louis Stokes Cleveland VA Medical Center at 10701 East Blvd, Cleveland, Ohio 44106.

2.0 BACKGROUND

The Department of Veterans Affairs (VA) will provide a multi-phased project that will renovate 13,000 square feet of Progressive Care Unit space located on the 2nd Floor of the Main Medical Center. The renovation will be relocating the Same Day Surgery Center from the 5th Floor to the 2nd Floor to increase operational efficiency and effectiveness. This project provides complete electrical, technology, mechanical, plumbing and architectural upgrades.

3.0 PURPOSE

The purpose of this task order (TO) are the following:

A. Commissioning:

To procure a qualified Commissioning Agent (CxA) who administers the Cx process by managing the Cx team and overseeing the Commissioning Process. Where CxA is used, it means the Commissioning Agent, members of his staff or appointed members of the commissioning team.

B. Constructability and Coordination review:

To provide an independent, comprehensive and structured Constructability and Coordination review of the 100% Submission Contract Document Drawings and Specifications be a qualified construction industry professional(s) to reduce the impact to project construction schedule, cost, life-safety and quality prior to bidding.

4.0 OBJECTIVES

A. Commissioning:

1) The objective of the TO is for the Commissioning Agent (CxA) to perform all Design

Phase, Construction Phase, Acceptance Phase and Warranty Phase commissioning services as an independent Commissioning Agent of the Louis Stokes Cleveland VA Medical Center for the “Renovate PCU to Relocate Same Day Surgery Center” project.

2) Commissioning is a systematic process of verifying that the building systems perform interactively according to the construction documents and the VA’s operational needs.

The commissioning process shall encompass and coordinate the system documentation, equipment startup, control system calibration, testing and balancing, performance testing and training. Commissioning during the construction, and post-occupancy phases is intended to achieve the following specific objectives according to the contract documents:

a) Verify that the applicable equipment and systems are installed in accordance with the contract documents and according to the manufacturer’s recommendations.

b) Verify and document proper integrated performance of equipment and systems.

c) Verify that Operations & Maintenance documentation is complete.

d) Verify that all components requiring servicing can be accessed, serviced and removed without disturbing nearby components including ducts, pipes, cabling or wiring.

e) Verify that the VA’s operating personnel are adequately trained to enable them to operate, monitor, adjust, maintain, and repair building systems in an effective and energy-efficient manner.

f) Document the successful achievement of the commissioning objectives listed above.

3) The commissioning process does not take away from or reduce the responsibility of the

Design A/E, or construction Contractor(s) to provide a finished and fully functioning product.

4) The CxA shall perform these services in accordance with the Department of Veterans

Affairs “Whole Building Commissioning Process Manual” and TIL – Master Construction Specifications (PG-18-1), Section 01 91 00 – General Commissioning Requirements.

Commissioning Services include the services identified in the “Whole Building

Commissioning Process Manual” for the design phases identified below. Refer to “Whole Building Commissioning Process Manual” for complete description of services.

The manual is available at:

https://www.cfm.va.gov/til/Cx-RCx/CxManual.pdf

5) The major scope items for this design-bid-build construction project include the following:

Systems To Be Commissioned

System Description

HVAC

Direct Digital Control System**

Operator Interface Computer, Operator Work Station (including graphics, point mapping, trends, alarms), Network Communications Modules and Wiring, Integration Panels. [DDC Control panels will be commissioned with the systems controlled by the panel]

HVAC Air Handling Systems** Air handling Units, packaged rooftop AHU, Outdoor Air conditioning units, humidifiers, DDC control panels

HVAC Terminal Unit Systems**

VAV Terminal Units, CAV terminal units, fan coil units, fin-tube radiation, unit heaters

Electrical

Lighting & Lighting Control** Systems

Emergency lighting, occupancy sensors, lighting control systems, architectural dimming systems, theatrical dimming systems, exterior lighting and controls

Table Notes

** Denotes systems that LEED requires to be commissioned to comply with the Fundamental Commissioning pre-requisite.

6) The following is the Contract Document Submission crossover chart that identifies Contract Drawing Submission identification and the corresponding Whole Building Commissioning Process Manual identification for this project:

No. Contract Document Submission Whole Building Commissioning Process Manual

1 Design Development (DD) Submission SD2 2 65% Construction Document Submission DD1 3 90% Construction Document Submission DD2 4 100% Construction Document Submission CD1 5 Final Construction Document Submission Final Design Documents

7) Commissioning Agent Qualifications:

a) The CxA shall either be certified by the NEBB or the TABB, or be a member of ACG, or shall provide and utilize the services of a Commissioning Authority that meets the above qualifications as a sub-consultant to the CxA for performance of all commissioning services for the VA under this project. The certification shall be maintained for the entire duration of duties specified herein. If, for any reason, the firm loses subject certification during this period, immediately notify the Contracting Officer and submit another Commissioning Firm for approval. Any firm that has been the subject of disciplinary action by the ACG, the NEBB, or the TABB within the five years preceding Contract Award is not eligible to perform any duties related to the HVAC systems, including Commissioning. All work specified in Statement of Work to be performed by the CxA shall be considered invalid if the CxA or sub-consulting Firm loses its certification prior to Contract completion and must be performed by an approved successor. These Commissioning services are to assist the VA in performing the quality oversight for which it is responsible. The Commissioning or sub-consulting Firm shall be an agent acting of and for the VA and shall be financially and corporately independent of all other sub-contractors.

b) The CxA shall be working through, and reporting to the VA Construction COR. The

CxA will be paid by the VA.

8) Trade Association Definitions:

a) AABC: Associated Air Balance Council

b) ACG: Associated Air Balance Council Commissioning Group

c) NEBB: National Environmental Balancing Bureau

d) SMACNA: Sheet Metal and Air-Conditioning Contractor’s National

Association

e) TABB: Testing, Adjusting, and Balancing Bureau

9) Commissioning References:

a) https://www.cfm.va.gov/til/Cx-RCx/CxManual.pdf

b) TIL – Master Construction Specifications (PG-18-1), Section 01 91 00 – General

Commissioning Requirements. This document can be found at https://www.cfm.va.gov/til/spec.asp https://www.cfm.va.gov/til/spec.asp

c) Construction Project Specifications: To be developed in the design phase.

d) Construction Project Drawings: To be developed in the design phase.

B. Constructability and Coordination Review:

1) Intent

The intent of the Contract Document Review is to provide an independent, comprehensive and structured Constructability and Coordination review of the 100% Submission Contract Document Drawings and Specifications by a qualified construction industry professional(s) to reduce the impact to project construction schedule, cost and quality prior to Bidding.

2) Reviewer Qualifications

Reviewer qualifications must include the following:

a) A minimum of 10 years of Construction Management field experience on medical construction projects of 3 million dollars construction cost or greater during all phases of a construction project (bid, award, construction, close-out and warranty period).

Provide the following details of at least 3 projects that meet these requirements.

Details:

- Project Name

- Project Location/ Address

- Project Cost

- Project Owner

- Project Description

- Project Photo

Reviewer must be experienced in managing contracts, reviewing submittals/ RFI’s, participating in progress meetings and have a thorough knowledge of building materials, building techniques, building codes, life safety codes, regulations and sequence of construction.

b) A minimum of 5 years of Contract Document Review experience.

Provide reviewer qualifications/ resume for VA review and approval by the VA Design COR prior to commencement of the review.

3) Review Checklist

Contract Document reviewer to provide the proposed Contract Document Review checklist for review and approval by the VA Design COR prior to commencement of the review.

The Review Checklist should include, but not be limited to the following review areas:

a) Correct Conflicts (inconsistencies, errors and omissions)

1. Between drawings and specifications

2. Between drawings

3. Between specifications

4. Between all disciplines

b) Clarify Requirements (ability to perform the work)

5. Phasing

6. Staging/ Storage

7. Exterior envelope

8. Buildability

4) Schedule

The Contract Document Review is to be completed 21 calendar days after receipt of the 100% Submission Contract Document Drawings and Specifications from the VA and VA approval of the Reviewer Qualifications and Review Checklist. The A/E schedule will be provided to the Reviewer once it has been established.

5) Deliverables

Before Review

a) Reviewer qualifications/ resume

b) Review checklist

After Review

a) Write-up identifying Contract Document Review findings in spreadsheet format.

b) Marked-up Drawings as required to convey intent of review findings

c) Marked-up Specifications as required to convey intent of review findings

6) References

a) VA Master Construction Specifications: https://www.cfm.va.gov/til/spec.asp

b) VA Design Manuals: https://www.cfm.va.gov/til/dManual.asp

c) VA Design Review Checklists: https://www.cfm.va.gov/til/aeDesSubReq.asp

5.0 SCOPE OF WORK

The general SOW will consist of tasks associated with Commissioning Requirement work outlined in project 541-21-103 Renovate PCU to Relocate Same Day Surgery Center and the Whole Building Commissioning Process Manual. The SOW also includes a Constructability and Coordination review of the 100% Submission Contract Document Drawings and Specifications.

6.0 PERFORMANCE PERIOD

The design period of performance for this task order is 211 calendar days from the award date.

The construction period of performance will be developed and finalized during the design period of performance. The construction period is expected to last approximately 1 year, 9 months of https://www.cfm.va.gov/til/spec.asp https://www.cfm.va.gov/til/dManual.asp https://www.cfm.va.gov/til/aeDesSubReq.asp which 6 months is the estimated contracting construction procurement timeframe before construction begins. After Construction ends there is a 3-month Acceptance and Testing period.

Following the Acceptance and Testing Period, there will be a 1-year Warranty Phase. The total Period of Performance for the project is 1,085 calendar days.

7.0 PLACE OR PERFORMANCE

The primary place of performance will be at the Louis Stokes Cleveland VA Medical Center. This task order will require work to be performed at the Louis Stokes Cleveland VA Medical Center.

Any work at the Government site shall not take place on Federal Holidays or weekends unless directed by the Contracting Officer (CO) or Contracting Officer’s Representative (COR).

8.0 CONTRACT AWARD MEETING

The contractor shall not commence performance on the tasks until the CO has conducted a kick-off meeting or has advised the contractor that a kick-off meeting is waived.

9.0 SPECIFIC MANDATORY TASKS AND ASSOCIATED DELIVERABLES

A. Commissioning

- Based on activities identified in the VA Whole Building Commissioning Process Manual

1) Design Phase

a) Design Development (DD) Submission/ SD2

1) Work with A/E to develop and provide the Owner’s Project Requirements (OPR).

2) Review A/E Design Narrative/ Design Requirements

3) Review of Design Development (DD) Submission and provide Design Phase

Commissioning Issues Log

4) Provide Design Phase Commissioning Plan/ Schedule

5) Provide Outline Commissioning Specifications

6) Attend SD2 Design Review Meeting

7) SD2 A/E Design Review Comment Follow-up - Incorporate into revised Design

Phase Commissioning Issues Log

b) 65% Construction Document Submission/ DD1

1) Review/ update the current A/E Design Narrative/ Design Requirements

2) Review 65% Construction Document Submission and update Design Phase

Commissioning Issues Log

3) Set up and attend Controls Meeting No. 1 with A/E and provide meeting minutes

4) Provide updated Design Phase Commissioning Plan/ Schedule

5) Provide Draft Construction Phase Commissioning Plan/ Schedule

6) Provide Draft Commissioning Specifications

7) Attend DD1 Review Meeting

8) DD1 Design Review Comment Follow-up - Incorporate into revised Design Phase

Commissioning Issues Log

c) 90% Construction Document Submission/ DD2

1) Review/ update/ reconcile the current A/E Design Narrative/ Design Requirements

2) Review 90% Construction Document Submission and update Design Phase Commissioning Issues Log

3) Provide updated Design Phase Commissioning Plan/ Schedule

4) Provide updated Construction Phase Commissioning Plan/ Schedule

5) Provide Preliminary Commissioning Specifications

6) Provide Preliminary Pre- Functional Checklists (PFC’s)

7) Provide Preliminary Systems Functional Test Procedures (FPT’s)

8) Set up and attend Controls Meeting No. 2 with A/E and provide meeting minutes

9) Attend DD2 Review Meeting

10) DD2 Design Review Comment Follow-up – Incorporate into revised Design Phase

d) 100% Construction Document Submission/ CD1

1) Review/ update/ reconcile current A/E Design Narrative/ Design Requirements

2) Review 100% Construction Document Submission and update Design Phase

Commissioning Issues Log

3) Provide updated Design Phase Commissioning Plan/ Schedule

4) Provide updated Construction Phase Commissioning Plan/ Schedule

5) Provide Final Project Commissioning Specifications

6) Provide Draft Pre-Functional Checklists (PFC’s)

7) Provide Draft Systems Functional Performance Test Procedures (FPT’s)

8) Set up and attend Controls Meeting No. 3 with A/E and provide meeting minutes

9) Attend CD1 Review Meeting

10) CD1 Design Review Comment Follow-up – Incorporate into revised Design Phase

e) Final Construction Document Submission/ Final Design Documents

1) Provide Final Design Narrative

2) Review Final Construction Document Submission and update Design Phase

Commissioning Issues Log

3) Provide updated Construction Phase Commissioning Plan/ Schedule

4) Provide Final Commissioning Specifications

5) Provide Design Phase Commissioning Report

2) Construction Phase

a) Set up and lead Construction Phase Commissioning Kick Off Meeting and prepare meeting minutes. Update Construction Phase Commissioning Plan to reflect team members

b) Provide a Commissioning Duration Schedule

c) Review all pertinent project Shop Drawings, Submittals, RFI’s and Change Orders necessary to support the Commissioning Process and provide comments

d) Set up and run a Construction Phase Controls meeting with the DDC Programmer, A/E Commissioning Agent and VAMC

e) Periodically Review and Update Construction Phase Commissioning Plan as necessary based on work completed in the items above

f) Conduct Site Visits and provide Site Observation Reports and updated Construction

Phase Commissioning Issues Log

g) Attend monthly Construction Phase Commissioning Team Meetings (by telephone) and develop Meeting Agenda and Meeting Minutes

h) Develop Final Pre-Functional Checklists (PFC’s)

i) Develop Final Systems Functional Performance Testing (FPT’s) Procedures

j) Review Operations and Maintenance Manuals submitted by Contractors and update the Construction Phase Commissioning Issues Log

k) Review Contractor Equipment Startup Checklists, TAB Reports and PFC’s and update the Construction Phase Commissioning Issues Log

l) TAB Verification:

1) TAB Agenda Review Comments

2) Tab Agenda Review Meeting Minutes

3) Field Observation Reports of TAB Inspections

4) Summary Report of TAB Verification Readings

3) Acceptance and Testing Phase

a) Provide Executed Functional Performance Tests and supporting documentation

b) Provide Long Term Trend Data and Analysis of integrated system performance

c) Prepare Project Systems Manual

d) Review and attend contractor required training as required in the specifications

e) Provide Final Commissioning Report

4) Warranty Phase

a) For Deferred and/ or Seasonal Testing, Provide Executed Functional Performance

Test and Support Documents

b) Provide current Commissioning Issues Log

c) Conduct Post Occupancy Field Visit 9 months after acceptance of equipment and space. Provide Post Occupancy Field Visit Report.

B. Constructability, Life Safety and Coordination Review

1. Reviewer qualifications/ resume

2. Review checklist

3. Write-up identifying Contract Document Review findings in spreadsheet format

4. Marked-up Drawings as required to convey intent of review findings

5. Marked-up Specifications as required to convey intent of review findings

10.0 ATTACHMENT A: SCHEDULE OF DELIVERABLES

Deliverable No.

Item Quantity Due Date

1 Design Development (DD) Submission/ SD2

1 76 calendar days from kick-off

2 65% Construction Document Submission/ DD1

1 126 calendar days from kick-off

3 90% Construction Document Submission/ DD2

1 166 calendar days from kick-off

4 100% Construction Document Submission/ CD1

1 197 calendar days from kick-off

5 Constructability and Coordination Review (of 100% Construction Document Submission)

1 208 calendar days from kick-off

6 Final Construction Document Submission/ Final Design Documents

1 211 calendar days from kick-off

7 Construction Phase 1 841 calendar days from kick-off 8 Acceptance and Testing Phase 1 931 calendar days from kick-off 9 Warranty Phase 1 1,296 calendar days from kick-off

10 Travel 1 Duration of project

--- END OF DOCUMENT---