Statement of Work _DRAFT.docx

SOW - A307 Bolt Replacement, AVAMC Station 508

STATEMENT OF WORK

For Service Contract

Identification and Replacement of Non-Compliant A307 Bolted Connections

Joseph Maxwell Cleland Atlanta VA Medical Center 1670 Clairmont Road, Decatur, GA 30033 Station 508 / VISN 7

1.0 BACKGROUND AND PURPOSE

On December 13, 2024, the Office of Healthcare Engineering (OHE) issued a memorandum directing all Veterans Health Administration facilities to identify and replace ASTM A307 bolted fastener connections in steam systems operating above 15 psig and hot water systems operating above 50 psig.

At the Joseph Maxwell Cleland Atlanta VA Medical Center, Anderson Engineering of MN, LLC surveyed the affected bolted connections and issued a report identifying 752 bolt sets consisting of 5,216 individual bolts. The survey found that none of the surveyed connections used compliant ASTM A193 Grade B7 or equivalent fastener material.

This Statement of Work (SOW) establishes the requirements for a service contract to replace those non-compliant fasteners with compliant ASTM A193 Grade B7 studs and ASTM A194 Grade 2H heavy hex nuts.

2.0 SCOPE OF WORK

The Contractor shall furnish all labor, materials, tools, equipment, transportation, supervision, and quality control necessary to remove and replace non-compliant ASTM A307 bolted fastener connections with ASTM A193 Grade B7 studs and ASTM A194 Grade 2H heavy hex nuts at the Joseph Maxwell Cleland Atlanta VA Medical Center.

The work encompasses 752 bolt sets (5,216 individual bolts) across all identified locations in the A, B, and C Buildings of the medical center, as detailed in the Anderson Engineering Bolt Survey Report (Attachment A). The following table summarizes the bolt counts by area and system:

Note: The Anderson Engineering survey report (Attachment A) refers to these areas as A Wing, B Wing, and C Wing. Within the AVAMC campus, these correspond to A Building, B Building, and C Building respectively.

Summary by system type:

1. Steam and Condensate: 485 bolt sets, 3,388 bolts (A, B, and C Buildings)

1. Hot Water: 267 bolt sets, 1,828 bolts (A, B, and C Buildings)

Impacted systems and equipment include high pressure steam (HPS) boilers, headers, and distribution mains; medium pressure steam (MPS) pressure reducing valve (PRV) stations; condensate return tanks and piping; hot water supply (HHW-S) and return (HHW-R) pumps, heat exchangers, and distribution piping; domestic hot water (DHW) heaters and associated piping; and boiler feedwater pumps and supply/return piping. The facility's four 10,000 lbm/hr boilers, approximately 63 air handling units, instantaneous hot water heaters, and multiple mechanical room pump and heat exchanger installations are directly affected.

Pipe sizes range from 1 inch (feedwater meters, small shutoffs) to 12 inches (HPS header blind flanges in BC115), with most connections in the 2-inch to 6-inch range.

2.1 Scope Clarifications and Exclusions

The following work is included in the base scope:

1. Removal and replacement of all identified non-compliant bolt sets

1. Insulation removal to access bolted connections and restoration of insulation.

1. Cleaning of exposed fastener surfaces, accessible bolt holes, and accessible external flange surfaces as necessary to perform the work

1. Minor thread chasing or cleaning of existing tapped holes

1. Application of anti-seize compound to replacement fasteners

1. Torque verification of all completed connections

1. Photo documentation and quality control activities

1. Site cleanup and debris removal If the Contractor encounters a joint where the existing gasket is damaged or leaking prior to bolt replacement, the Contractor shall notify the COR. Isolated gasket replacements (not to exceed [3] occurrences) may be performed under this contract at the direction of the COR. If the number of gasket replacements exceeds [3], or if conditions are encountered that require pipe, valve, fitting, or flange repair beyond the scope of fastener replacement, the Contractor shall stop work at that location and the COR and Contracting Officer shall determine appropriate action.

3.0 PERFORMANCE REQUIREMENTS

3.1 General Requirements

The Contractor shall perform all work in accordance with applicable codes and standards, manufacturer recommendations, and industry best practices. All personnel performing bolted joint work shall be experienced in the assembly and maintenance of pressure boundary bolted flange connections and shall be familiar with the requirements of ASME PCC-1 and ASME PCC-2. The Contractor must keep the work area safe at all times and coordinate daily with the COR or designated VA facility contact.

3.2 Bolt Replacement Methodology

The Contractor shall replace non-compliant A307 bolts using the single-stud sequential replacement (hot bolting) method in accordance with ASME PCC-2, Article 3.11. The procedure shall include the following steps:

1. Verify the target joint is stable, accessible, and safe to work on.

1. Remove one existing A307 bolt at a time while the remaining bolts maintain the flange joint under load.

1. Install a new ASTM A193 Grade B7 stud with ASTM A194 Grade 2H heavy hex nuts in the vacated hole.

1. Torque the new fastener to the specified value before proceeding to the next bolt.

1. Repeat sequentially around the flange in a cross-pattern until all fasteners at the joint are replaced.

1. Perform a final verification pass to confirm all bolts are at the specified torque value.

Because the flange joint is never fully opened during single-stud replacement, the existing gasket seal is not broken, and blanket gasket replacement is not required. If the Contractor encounters a joint where the existing gasket is visibly damaged or actively leaking before bolt replacement begins, the Contractor shall stop work at that joint, document the condition with photographs, and notify the COR. Isolated gasket replacements shall be handled in accordance with Section 2.1.

3.3 Material and Torque Requirements

1. Through-bolts (studs with nuts on both ends) shall be used for all connections on steam, condensate, and high-pressure systems. For hot water system connections where the existing configuration uses headed cap screws, the Contractor may replace in kind provided the replacement hardware meets A193 B7 material requirements. The Contractor shall consult the COR if there is any question about the appropriate fastener configuration for a given connection.

1. All replacement nuts shall be ASTM A194 Grade 2H heavy hex nuts.

1. Fastener dimensions shall match the existing bolt diameter and length for each connection, with sufficient thread engagement to comply with ASME PCC-1.

1. The Contractor shall apply anti-seize compound appropriate for the service temperature of each connection to all stud threads and nut bearing surfaces prior to installation. Product data sheets shall be submitted to the COR for review prior to use.

1. Torque values shall be in accordance with ASME PCC-1, Appendix K, or the flange manufacturer's published recommendations, whichever is more stringent.

1. Calibrated torque wrenches shall be used for all bolted connections. Current calibration records shall be available for review upon request.

1. The Contractor shall submit certified mill test reports (MTRs) for all fastener material delivered to the site. MTRs shall be submitted to the COR prior to installation. No fastener hardware shall be installed without approved material certifications on file.

3.4 Verification, Documentation, and Quality Control

The Contractor shall maintain a bolt replacement log for each joint, recording the joint identification number (per the Anderson survey), date of replacement, stud size, torque value applied, and the name of the technician who performed the work.

The Contractor shall photograph each joint before and after bolt replacement. Photographs shall be high-resolution digital images with visible joint identification tags or markings. Photo files shall be named using the format: [Joint-ID]_[Date]_[Before/After].jpg (example: BC115-001_20260601_Before.jpg).

The Contractor shall perform a final torque verification pass on each completed joint and record the results in the bolt replacement log.

The COR or designee may perform random inspections at any time. The Contractor shall provide access and records upon request.

The Contractor shall submit weekly progress reports to the COR summarizing work completed, joints remaining, and any issues encountered.

Upon project completion, the Contractor shall deliver a final closeout package containing all bolt replacement logs, photographs, MTRs, and a summary matrix showing the status of every joint identified in the Anderson survey.

3.4.1 System Verification Testing

After bolt replacement is completed at each connection:

1. Visual inspection for proper stud engagement and nut seating

1. Torque verification per ASME PCC-1, Appendix K

1. When the system is returned to service or is operating during hot bolting, visual inspection for leaks at the completed joint

1. For high-priority steam connections in BC115 (HPS systems), the COR or designee shall be notified in advance and given the opportunity to witness the initial pressurization or post-replacement leak check

1. Any leakage attributable to the Contractor's work shall be corrected at no additional cost to the Government The Contractor shall document all verification activities in the bolt replacement log.

3.5 Phasing and Priority Sequence

The Contractor shall perform the work in a phased sequence based on the Anderson Engineering Priority List (Attachment C). High-priority locations shall be completed first:

1. BC115 - Boiler Room (primary steam headers, four boilers, condensate systems)

1. 3C104 - Mechanical Room (PRV stations serving multiple building systems)

1. 2A197 - Mechanical Room (HHW pumps and heat exchangers)

1. GB104 - Mechanical Room (HHW pumps and heat exchangers)

1. RCC206R - Mechanical Room (HHW heat exchangers and circulation pumps)

1. 3C107 - Mechanical Room (HHW distribution pumps, tempered water heat exchangers) Lower-priority locations: BA101, BA0017, 1A147, 2B175, 2C400, 3A102, 3C116, 3C104A, 3B211, 4A140, 4A105, 5A157A, 6A104, and GC346.

The Contractor shall complete all high-priority locations before proceeding to lower-priority locations unless otherwise directed by the COR.

3.6 Isolation and Outage Coordination

Because the single-stud replacement method does not require the flange joint to be opened, full system isolation is generally not required. However, the Contractor shall coordinate with the COR and VA facility engineering staff before beginning work in any location to confirm that conditions are safe for hot bolting.

If the Contractor determines that a particular joint cannot be safely worked on without system isolation (e.g., due to active leaks, degraded flange condition, or accessibility constraints), the Contractor shall notify the COR and request an outage window. The VA will schedule outages in accordance with facility operational requirements. The Contractor shall not initiate any system isolation or shutdown without prior written approval from the COR.

The Contractor shall submit outage requests through the COR. Routine outages require a minimum of three (3) business days advance written notice. Major outages, including any shutdown of the main steam header or boiler plant, require a minimum of fifteen (15) calendar days advance written notice. The Chief Engineer shall have final authority in determining whether a requested outage is classified as routine or major.

Approval of work outside normal hours for outage purposes does not authorize changes to contract scope, price, or staffing levels.

The Contractor shall anticipate that major outages, particularly work requiring securing main steam header or shutting of steam to critical areas may require performance during nights, weekends, or periods of reduced facility operations. The Contractor shall include the cost of such after-hours work in the contract price.

3.7 Insulation Removal and Restoration

The Contractor shall remove existing insulation as necessary to access bolted connections for replacement work. The following requirements apply:

1. Document pre-existing insulation condition with photographs before removal.

1. Remove only the minimum insulation necessary to safely access the connection.

1. If insulation is suspected to contain asbestos, stop work immediately and notify the COR. Do not disturb suspect material.

1. Label and set aside removed insulation if reusable; properly dispose of damaged or non-reusable insulation per VA facility requirements.

1. Restore insulation to equal or better condition than prior to removal. Replacement materials shall match existing type and thickness unless otherwise directed by the COR.

1. Provide temporary insulation covers if work at a location cannot be completed the same day.

1. All insulation removal and restoration shall be photographed and included in the bolt replacement log.

The Government will provide guidance on suspected asbestos-containing materials. The Contractor shall not perform asbestos abatement under this contract.

4.0 WORKING HOURS AND COORDINATION

Normal working hours are Monday through Friday, 0700 to 1530, excluding federal holidays. Work outside of normal hours, including weekends and holidays, shall require prior written approval from the COR. Approval of work outside normal hours is solely for access and scheduling purposes and does not authorize changes to contract scope, price, or staffing levels.

The Contractor shall ensure all on-site personnel check in with Engineering Service prior to beginning work each day and check out upon completion of work for the day. This information is required to contact personnel in case of an emergency.

The Contractor shall participate in bi-weekly progress meetings as scheduled by the COR.

The Contractor shall maintain a daily sign-in/sign-out log for all personnel entering and leaving the VA campus.

5.0 SAFETY, ICRA, AND SITE REQUIREMENTS

The Contractor shall comply with all applicable OSHA standards (29 CFR 1910 and 29 CFR 1926), VA safety directives, and facility-specific safety requirements. The Contractor shall submit a site-specific safety plan to the COR prior to commencing work.

All Contractor personnel shall wear appropriate personal protective equipment (PPE) at all times, as warranted by site conditions. Additional PPE requirements may apply in boiler rooms and mechanical spaces with elevated temperatures.

The Contractor shall obtain all required hot work permits from the VA Safety Office before performing any work that involves open flame, welding, cutting, or grinding. Bolt replacement by hot bolting methodology does not, by itself, constitute hot work.

The Contractor shall coordinate with the VA Infection Control team and complete an Infection Control Risk Assessment (ICRA) prior to working in or adjacent to patient care areas. The Contractor shall implement all required ICRA mitigation measures, including dust containment barriers if applicable.

The VA campus is a tobacco-free environment. The use of tobacco products, including e-cigarettes, is prohibited on all VA property.

The Contractor shall ensure tools and equipment are secured at all times. Tools and equipment must be removed from open areas or stored in a secured location during breaks and at the end of each workday. All debris must be removed from the work area upon completion of service each day.

6.0 SECURITY, PARKING, AND PRIVACY

Contractor personnel shall comply with all VA security requirements. All Contractor personnel shall possess a valid Personal Identity Verification (PIV) credential from any federal agency prior to commencing work on VA property. Personnel without an existing PIV credential must obtain a VA-issued PIV, which requires successful completion of a background investigation. The Contractor should initiate the PIV application process promptly upon award to avoid performance delays. PIV credentials shall be displayed at all times while on VA property.

Contractor vehicles and equipment shall be parked in designated areas as directed by the COR. The Contractor shall not block fire lanes, emergency exits, or patient/visitor parking areas. No overnight storage of vehicles on VA property without prior written approval from the COR.

The Contractor and all personnel shall comply with VA privacy and HIPAA requirements. Contractor personnel shall not access, use, or disclose any patient health information or other sensitive VA data. The Contractor may photograph VA equipment and mechanical spaces as necessary to complete work under this contract, but shall not photograph patients, patient records, or other sensitive information. Any inadvertent exposure to protected health information shall be reported to the COR immediately.

7.0 CONTRACT ADMINISTRATION

7.1 Contracting Officer's Representative (COR)

The Contracting Officer will designate a COR upon contract award. The COR shall serve as the primary point of contact for day-to-day technical coordination and shall have the authority to approve routine scheduling and access matters. The COR does not have the authority to modify the contract, authorize changes in scope, or obligate the Government for additional costs. Only the Contracting Officer may authorize contract modifications.

7.2 Key Personnel

The Contractor shall designate a Project Supervisor and a lead technician as key personnel for this contract. Key personnel shall not be substituted without prior notification to the COR and approval by the Contracting Officer. Proposed replacements shall possess qualifications equal to or exceeding those of the personnel being replaced.

7.3 Submittals

The Contractor shall submit the following to the COR at the times indicated:

1. Site-specific safety plan: prior to commencement of work

1. Key personnel qualifications and certifications: prior to commencement of work

1. Proposed work schedule and phasing plan: within 14 calendar days of NTP

1. Certified mill test reports (MTRs) for all fastener material: prior to installation

1. Anti-seize compound product data: prior to use, for COR approval

1. Weekly progress reports: every Friday (or last working day of the week)

1. Bolt replacement logs with photographs: submitted in batches as each area is completed

1. Final closeout package (all logs, photographs, MTRs, summary matrix): within 15 calendar days after completion of all work

8.0 APPLICABLE STANDARDS

The following standards and codes are applicable to this work. In the event of a conflict, the more stringent requirement shall govern.

1. ASME PCC-1 - Guidelines for Pressure Boundary Bolted Flange Joint Assembly

1. ASME PCC-2, Article 3.11 - Repair of Leaking Pressure Equipment (Hot Bolting)

1. ASME B16.5 - Pipe Flanges and Flanged Fittings

1. ASME B31.1 - Power Piping

1. ASTM A193 - Alloy Steel Bolting for High Temperature Service

1. ASTM A194 - Carbon and Alloy Steel Nuts for Bolts for High Pressure or High Temperature Service

1. 29 CFR 1910 / 1926 - OSHA General Industry and Construction Standards

1. VHA Directive 1810 - Safety and Health

1. VA Master Construction Specifications, Sections 23 21 13 and 23 22 13

9.0 PERIOD OF PERFORMANCE AND MILESTONES

The period of performance shall be [TBD] from Notice to Proceed (NTP). If the Government elects to phase the work, the Contracting Officer may identify phase-specific completion requirements by modification or task order.

The Contractor shall commence work within 14 calendar days after receipt of the Notice to Proceed (NTP). The following milestones shall apply:

1. Submittal of safety plan, key personnel qualifications, and proposed work schedule: within 14 calendar days of NTP

1. Completion of all high-priority locations (BC115, 3C104, 2A197, GB104, RCC206R, 3C107): within [TBD] calendar days of NTP

1. Completion of all remaining locations: within [TBD] calendar days of NTP

1. Submittal of final closeout package: within 15 calendar days after completion of all work Monthly progress shall be measured against these milestones. The Contractor shall notify the COR immediately if any milestone is at risk.

10.0 ACCEPTANCE CRITERIA

Work shall be considered complete and acceptable when all of the following conditions are met:

1. All 752 bolt sets identified in the Anderson Engineering survey have been replaced with compliant ASTM A193 Grade B7 studs and ASTM A194 Grade 2H heavy hex nuts.

1. All fasteners have been torqued to the values specified in ASME PCC-1, Appendix K, or the flange manufacturer's recommendations.

1. All bolt replacement logs, photographs, MTRs, and the summary matrix have been submitted and accepted by the COR.

1. All insulation has been restored to equal or better condition than prior to removal.

1. No system leakage is attributable to the Contractor's work.

1. No outstanding safety violations, property damage, or incomplete work items remain.

1. The final closeout package has been submitted and accepted.

The COR shall perform a final review of all documentation and conduct a final walk-through inspection. Acceptance shall be documented in writing by the COR.

11.0 WARRANTY

The Contractor shall warrant all work performed under this contract for a period of one (1) year from the date of final acceptance. During the warranty period, the Contractor shall, at no additional cost to the Government, correct any defects in workmanship or materials, including re-torquing or replacing any fasteners that fail to maintain the specified torque values or that exhibit signs of material deficiency. The warranty shall not apply to documented pre-existing conditions or damage caused by others after acceptance. The Contractor shall respond to warranty service requests within five (5) business days of notification by the COR.

12.0 CONTRACTOR QUALIFICATIONS

12.1 Company Experience

1. Minimum five (5) years of experience with industrial steam and hot water piping systems

1. Minimum three (3) years of experience performing work in operational healthcare facilities or comparable critical infrastructure environments

1. At least two (2) completed projects of similar scope involving steam system bolted joint work in occupied facilities

12.2 Personnel Qualifications

1. Lead technicians shall hold current pipefitter or steamfitter certification or demonstrate equivalent qualifications

1. All personnel performing bolted joint assembly shall demonstrate knowledge of ASME PCC-1 requirements

1. At least one on-site supervisor shall have completed ASME PCC-1 training or equivalent

1. All personnel shall complete VA-required safety orientation and ICRA training (as applicable) before beginning on-site work

12.3 Qualification Submittals

The Contractor shall provide resumes of key personnel (Project Supervisor, lead technician), documentation of company qualifications and personal certifications prior to commencement of work. Copies of relevant certifications shall be submitted prior to personnel assignment.

13.0 ATTACHMENTS

The following documents are attached to and made part of this Statement of Work:

1. Attachment A - Anderson Engineering Bolt Survey Report (Contract 36C24725P0941, Project 18751, January 30, 2026), including bolt tables, as-built drawings, and photographs

1. Attachment B - OHE Memorandum dated December 13, 2024 (VIEWS 12473639), Requirements for Identification and Replacement of A307 Bolts

1. Attachment C - Anderson Engineering Priority List

END OF STATEMENT OF WORK