Walk-in Refrigerator

STATEMENT OF WORK

Eastern Oklahoma VA Health Care System

Walk-In Medical Laboratory Refrigerator

At the new Tulsa VA Medical Center

GENERAL

PURPOSE / OBJECTIVE: Eastern Oklahoma VA Health Care System (EOVAHCS) requires a walk-in refrigerator in the lab to house a variety of lab materials. The Tulsa VAMC requires a contractor to provide and install the lab walk-in refrigerator.

BACKGROUND: The Eastern Oklahoma VA Healthcare System (EOVAHCS) is activating a new 58 bed inpatient hospital in downtown Tulsa. The hospital will have an in-house lab. The hospital is a brand-new facility housed in the structure of the historical Kerr-Edmondson building in downtown Tulsa.

LOCATION: The new Tulsa VA Medical Center will be located at 440 S. Houston Ave, Tulsa, Oklahoma 74127. 

SITE VISIT: An organized site visit is scheduled for Wednesday July 23, 2025, at 10:00AM CT. Only one site visit will be conducted. Participants are to meet at 211 S. Houston Ave, Tulsa, OK 74127.

Participants are requested notify the Administrative Contract Officer if you intend to participate in the Site Visit. The ACO can be reached at robert.clark15@va.gov.

PERFORMANCE PERIOD/DELIVERY TIMES: The VA requires delivery of product after November 10, 2025.

SCOPE: The contractor will design, procure, and install a walk-in refrigerator on the second floor in room 2A308F. The VA requires the refrigerator to be assembled (panel-by-panel) onsite. The VA cannot accept pre-assembled or one-piece solutions. The refrigerator must be air cooled. The contractor will design an airflow solution that allows the cooling unit to function properly and limits disruptions to surrounding airflows and room pressures. Installation will include all new associated subsystems associated with the function of the units, and connections to building systems including power and data. The refrigerator must have an insulated and heated floor to prevent condensation from accumulating in the concrete slab. The contractor is responsible for ensuring all measurements, power requirements, etc. are compatible with the infrastructure. The contractor is responsible for making sure the installer has any necessary licenses and qualifications to install the specific devices in a healthcare setting.

The following is the site condition for the refrigerator in 2A308F. The following will need to be verified by the contractor prior to design and installation. The site condition may be modified to accommodate the refrigerator. All modifications to the site condition must be coordinated and approved by the COR and chief of engineering. All modifications to the site condition must meet industry standard for the type of product being installed, and final finish must match surrounding finish and meet infection control, safety, engineering and interior designs approval:

1. The refrigerator will be on the 2nd floor, on a concrete slab. The building is 3 floors.
2. There will be sheetrock on three sides, making a footprint of 9 foot 3 inches by 9 foot 9 inches (this will need to be verified by the contractor).
3. The ceiling will be solid sheetrock in the entire footprint of the refrigerator (the height will need to be verified by the contractor). The ceiling will need to be opened above the walk-in and joined to the top of the walk-in to provide a seal.
4.  Walls, windows and doors throughout the building will be complete and in-place. The walk-in must be assembled panel-by-panel in its final location. Hall and door widths are typical of healthcare facilities.
5. There will not be any equipment kept inside the walk-in other than those installed by the contractor and outlined in this SOW. Internal heat load is expected to consist of lighting, door open, introduction of new lab samples, and transient lab personnel only.
6. 
   The following image provides the known dimensions and illustrates the general path of MEP above. Ceiling height is estimated at 8ft. The ceiling height and final MEP positioning will have to be field verified by the contractor. The deck-to-deck height of the concrete slabs between floors is 12 feet.

The following features are required of the refrigerator:

1. Panels must be sized accordingly and be able to be moved through the building to the installation site. It is the contractor’s responsibility to verify and establish this size.
2. The refrigerator must meet all applicable specifications in ATTATCHMENT A – Lab Walk in Specs.
3. The floor must be insulated and heated to prevent condensation buildup on the slab below, and a ramp is required to span the gap between the interior floor and exterior floor. The ramp will not have a handrail and will extend into the refrigerator to minimize walkway obstructions outside and maximize usable space inside.
4. Overall size and layout of the walk-in to maximize given space.
5. The refrigerator must have stainless steel skins on all visible surfaces, with slip resistant texturing on the floor.
6. All gaskets and visible surfaces must be resistant to oil, water and detergents.
7. The door must open with a mechanical mechanism from both sides.
8. The refrigerator door must be self-closing.
9. Lights must be LED, mounted to the ceiling and with a low profiled design that maximizes light coverage and air space inside the refrigerator.
10. The cooling system must be air cooled.
11. Walk-in to have a back-up compressor for 100% compressor redundancy.
12. There must be a control system that automatically compensates for a cooling system failure and switches to redundant cooling equipment and sets of an alarm.
13. The refrigerator and its systems must be healthcare-grade.
14. Refrigerant and refrigeration systems must meet or exceed relevant EPA regulations.
15. Refrigerators must have an alarm that sounds when the temperature differs from set temperature by the amount selected in the controls, or when the door is held open longer than the amount selected in the controls.
    1. Target temperature, door open timer and alarm threshold temperatures must be adjustable. This control must be lockable.
16. The refrigerator must have an integrated display on the exterior that gives, at a minimum, the current temperature, and a visual indication of any alarms.
    1. Current temperature
17. The refrigerator controls must be able to be linked into the Building Automation System (BAS) in order to set target and alarm temperatures, see current temperature, and report and log errors and alarms with their time and date.
18. Installation must be completed by factory trained personnel. All work and materials shall fall in full accordance with local and or state ordinances, and with any other prevailing rules and regulations.

VA STANDARD BUSINESS HOURS AND FEDERAL HOLIDAYS

Hours: Normal duty hours are 8:00 a.m. through 4:00 p.m. for the VA and 7:00 a.m. through 5:00 p.m. for the construction site, Monday through Friday, not including federal holidays. Whenever contact with a facility is required outside of normal duty hours, the Contractor shall coordinate these times with the designated COR.

New Year’s Day 

January 1st

Martin Luther King’s Birthday 

Third Monday in January 

President’s Day 

Last Monday in February 

Memorial Day 

Last Monday in May 

Juneteenth 

June 19th 

Independence Day 

July 4th

Labor Day 

First Monday in September 

Columbus Day 

Second Monday in October 

Veteran’s Day 

November 11th

Thanksgiving Day 

Fourth Thursday in November 

Christmas Day 

December 25th

PARKING

The Contractor will be allowed only 1 vehicle on the work site during installation. Contractor parking is only allowed in authorized areas. The contractor shall abide by all Police requirements. Parking for unloading the equipment necessary to perform the work will be authorized in advance of starting the project. The contractor is responsible for any offsite parking needs and the shuttling of their employees and equipment to and from the site.

STORAGE OF EQUIPMENT & MATERIALS

The contractor shall arrange with the COR for allocation of required workspace and for the storage of equipment and material to be used for this project. Storage space is very limited. There are no exclusive areas within the campus that can be provided to the contractor for their storage needs.

Additionally, no space will be made available for the placement of a contractor trailer for this project. The Contractor should schedule delivery of materials and removal of waste to limit the amount of storage space and time on site.

DEBRIS REMOVAL

Contractors shall remove waste materials and debris daily from the campus. All waste material and debris shall be removed off the site by the contractor and shall be disposed of in accordance with applicable State and Federal regulations. All recyclable materials shall be recycled, and weight tickets provided to the COR.

SITE UTILITIES

The Contractor shall note this scope of work does not detail all existing structures, utilities, or components that may potentially interfere with the contract work required. All proposed utility relocations, reallocations, and shutdowns shall be approved by the COR/Facility Engineer prior to commencing such work. The contractor shall field verify all existing utility installations and take appropriate action prior to working around any potential utility installation.

In the event a shutdown, restriction, or interruption of any utility services is required, a written request shall be submitted to the COR with a minimum of 72 hours’ notice. Requests shall be approved by the COR prior to commencing work.

PROJECT SAFETY

The contractor shall always comply with the following and keep a copy of the attached-on site:

OSHA

Interim Life Safety Measure Assessment (completed on site by phase)

Infection Control Risk Assessment (completed on site by phase)

Hot work Permits required as needed

Confined Space Permits required as needed

INTERIM LIFE SAFETY PROTECTION MEASURES

Contractor is not required to prepare a formal interim life safety measures plan for this project. At a minimum, the contractor shall comply with the following requirements of an interim life safety measures and fire protection plan:

Maintain the construction area to minimize the potential for fire or safety hazards resulting from storage of construction material, construction waste and debris during construction operations.

PREVENTION OF FALSE FIRE ALARMS

Contractors shall comply with the requirements of Tulsa VAMC and as directed by the COR to prevent false fire alarms.

MATERIAL & WORKMANSHIP QUALITY

All materials and workmanship shall comply with all codes, standards, and recommendations of all Authorities Having Jurisdiction (AHJ). All work shall be done in a first-class manner according to the best trade practices and to the satisfaction of the COR.

SECURITY

All contractor personnel are subject to inspection of personal effects when entering or leaving the project site.

Health screenings and face coverings may be required by all contract staff while on site.

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