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Facility Condition Assessments Draft of Scope of Work
GENERAL
The A/E will perform an evaluation at each of the VISN's Medical Centers
using the VA's FCA system (samples provide with this document). The
evaluation will provide an independent and documented overview of
infrastructure conditions in a simple concise easy to understand report.
The following VAMCs are included and a schedule for visits to each will
be determined in coordination with the VISN and each VAMC:
| VAMC ____________ |
VAMC ____________ |
| VAMC ____________ |
VAMC ____________ |
| VAMC ____________ |
VAMC ____________ |
| VAMC ____________ |
VAMC ____________ |
| VAMC ____________ |
VAMC ____________ |
For each FCA the Contractor shall complete the following VA-provided formats:
A. A Building evaluation form
(one sheet per building where appropriate)
covering each major building system. Each system will be graded with a
suggested grading system of A , B, C, D, F. (Sample grading descriptions
shall be provided by VA.) Estimates of remaining useful life span and costs
to correct the deficiencies ("D"s and "F"s) and costs for replacement of each
major system shall be provided. A comparison of the correction cost vs.
replacement costs for each major system with a single number cost ratio shall
be provided. Total building correction cost will also be compared with total
building replacement cost, providing a total cost ratio. In addition, brief
narrative descriptive comments shall be provided for each component describing
critical deficiencies and/or required upgrades.
B. A Site Evaluation form
(one sheet per Medical Center) similar to the building form.
C. A Summary form of significant deficiencies and recommendations
including individual cost for each element and totals for each medical Center.
All "D"s and "F"s will be included with a summary of costs. In addition any
common problems across the facility or VISN will be identified. Identify any
other significant code or other deficiencies if not already identified in the
"D"s and "F"s.
Each facility evaluation will include a 1 ½ to 2 day site visit to the VAMC
by an interdisciplinary contractor team. Members will include a professional
& experienced staff with extensive knowledge in their particular
discipline. Required disciplines will include architecture (with fire &
safety expertise), mechanical (with plumbing expertise), electrical,
estimating, structural, steam generation and distribution, automatic transport,
and site. Staff shall be registered engineers, architects or equivalent for
discipline evaluated. Much of the data for this report will be gained from
personal inspection, from interviews with the appropriate VAMC staff and the
analysis of their knowledge and familiarity of facility systems and from an
overview of facility as-built drawings (especially for structural & site
utilities).
The VAMCs will provide the following:
A. A list of buildings to be assessed, their current function and total
gross square footage.
B. VAMC personnel with the most knowledge of the existing systems as
tour guides.
C. Any available lists of recent and projected projects.
D. Most recent JCAHO statement of conditions. The original copy to be
reviewed during site visit, no separate copy required.
E. Any significant maintenance or engineering studies.
F. A small conference workroom with telephone as a home base for the
team.
DELIVERABLES
Within a maximum of two weeks after the visit to each VAMC the contractor
shall provide two (2) copies of the draft FCA to the engineering officer at
the VAMC. When comments are received from the VAMC, the contractor and VAMC
shall discuss and resolve any differences. All agreed upon comments will be
included in a final draft report. The contractor shall review the final draft
report to insure that the grading of systems is consistent across the VISN.
Any problems noted will be discussed with the VISN.
A final report will be delivered to the VISN, and to each of the VAMCs, within
four weeks of the resolution of the final comments for the last VAMC visited.
The final report will be in color for both electronic and hard copies. All
electronic documentation will be accomplished using Microsoft EXCEL97 or
ACCESS97. The contractor will demonstrate on VISN computer equipment that
the electronic version is editable and printable with VISN equipment. The
contractor shall provide the VISN with___ hard copies and each of the Medical
Center with one hard copy of the entire report. The VISN, as well as each
VAMC, shall be provided with two electronic versions on 3-½ inch, high-density
floppy disks or on a CD-ROM if requested.
Specific Scope for each Discipline
Architectural System: FCA shall include a physical inspection of all
Architectural components, including roofs, exterior wall assemblies, windows,
interior finishes/doors, life safety requirements, handicapped accessibility
features, fixed equipment and signage/wayfinding. Based on the physical
inspection, VAMC input, and available VAMC data, existing conditions will be
fully documented as per VA format. Remaining useful life spans and a short
narrative description for each component shall be provided.
Heating Ventilating and Air conditioning (HVAC) System(s): FCA shall
include a physical inspection of all HVAC systems including air-handlers,
package equipment, room terminal units, refrigeration equipment, piping,
valves, ductwork, room air distribution, controls, indoor air quality issues
and other equipment and system components essential for the operation of the
HVAC systems. Inspection, testing, and calibration data, maintenance and
repair histories shall be reviewed and facility personnel interviewed. Age,
condition, capacity deficiencies, equipment/system efficiency, equipment
controls shall be documented. Life expectancy, based on sample data from the
VA and the A/E's educated analysis, shall be determined. This information
shall be used to evaluate the equipment's ability to support the function
that it is currently serving. Any deficiency in capacities, ASHRAE system
deficiencies, and differences from NFPA and other national code requirements,
as well as significant deficiencies from VA criteria for similar functional
areas and equipment requirements shall be identified. Any piping flow
problems, deteriorated piping problems, pumping problems, etc. shall also be
identified.
Chiller Plant and Distribution System: FCA shall include a physical
inspection of the chiller plant and related systems including refrigeration
equipment, cooling towers and condenser water pumping systems, primary and
secondary chilled water pumping systems, condenser water system, valves, other
equipment and system components essential for the operation of the Chiller
system. Inspection, testing, and calibration data, maintenance and repair
histories shall be reviewed and facility personnel shall be interviewed. Age,
condition, capacity deficiencies, equipment/system efficiency and equipment
controls shall be documented. Life expectancy, based on sample data from the
VA and the A/E's educated analysis, shall be determined. This information
shall be used to evaluate the equipment's ability to support the function that
it is currently serving. Any deficiency in capacities, ASHRAE system/
standards deficiencies, and differences from NFPA and other national code
requirements, as well as significant deficiencies from VA criteria for similar
functional equipment requirements shall be identified. Any piping flow
problems deteriorated piping problems, pumping problems etc. shall also be
identified.
Automatic Transport Systems: FCA shall include a physical inspection
of all vertical transport systems. Inspection, testing and calibration data,
maintenance and repair histories shall be reviewed and facility personnel
shall be interviewed. Age, condition, capacity deficiencies, speed, travel
controls, etc. shall be documented. Life expectancy, based on sample data
from the VA and the A/E's educated analysis, shall be determined. This
information shall be used to evaluate the equipment's ability to support
current and short-term peak traffic loads. The condition of traveling cables,
controllers, control systems, hydraulic jack units, pump units, guiderails,
all operating devices, independent and fire service functions, car frames, car
platforms, car enclosures electric interlocks, intercom or telephone
operations, motors and handicap accessibility shall be reviewed. Any
differences from NFPA 13, and ASME 17.1 and 17.2 as well as significant
deficiencies from VA criteria for similar functional equipment requirements
shall also be identified.
Plumbing, Medical Gas, and Fire Sprinkler Systems: FCA shall include
a general inspection of storm water, domestic cold water, domestic hot water
and domestic hot water recirculation systems, domestic hot water heaters,
medical air, O2 and vacuum systems and sprinkler systems. Inspection, testing,
and calibration data, maintenance and repair histories shall be reviewed and
facility personnel shall be interviewed. Age, condition, capacity
deficiencies, equipment/system efficiency, control of equipment shall be
documented. Life expectancy, based on sample data from the VA and the A/E's
educated analysis, shall be determined. This information shall be used to
evaluate the equipment's ability to support the function that it is currently
serving. Any deficiency in capacities, national plumbing code deficiencies,
and other national code requirements, as well as significant deficiencies from
VA criteria for similar functional equipment requirements shall also be
identified.
Electrical, Lighting, Communications and Signaling Systems: FCA shall
include a physical inspection of all electrical, lighting, communications and
signaling systems including incoming electrical service and switchgear,
incoming telephone service and switch, main facility fire alarm system, site
lighting and security systems, secondary distribution system (transformer,
secondary service equipment, risers, panelboards and branch circuit wiring),
essential electrical system (all related equipment including fuel oil tanks),
interior lighting and power, interior fire alarm system, interior telephone,
data and communications systems (nurse call, TV, intercom, radio), lightning
protection system and electrical, signal and telephone closets. Recent
maintenance and testing reports and repair histories on electrical equipment
shall be reviewed and any deficiencies documented. Age, condition and any
capacity deficiencies for all systems shall be documented. Life expectancies,
based on sample data from the VA or the consultant's educated analysis, shall
be determined. All equipment's capability to continue to function in the
future shall be evaluated. Any National Electrical Code (NFPA 70), Health
Care Facilities (NFPA 99) or any other national code deviations or violations
as well as any significant deviations from VA criteria for similar systems or
equipment requirements shall be identified. The major portion of the above
data shall be collected by personal inspection of the equipment or systems
with the assistance of the appropriate VAMC staff.
Structural Systems: FCA shall include a visual inspection of the
building to detect any settlement or cracks in the masonry etc. The type of
foundation, structural floor system (including vertical members) shall be
documented. Building compliance with seismic/wind load requirements shall be
determined. Any deficiencies in the structural system that can cause
life-threatening situations shall be identified. Any settlement cracks in
the stairs, sidewalls, basement walls or retaining walls, damaged floor
systems and vertical members (especially in wood buildings) shall be inspected
and evaluated.
Site Access: FCA shall include a physical inspection of all site
features including roads, parking, curb and gutters, walks, exterior
accessibility (including exterior steps), wayfinding (exterior signage),
fencing, and landscaping. Deficiencies or deterioration of site features
and the remaining life expectancy shall be documented. The costs of
replacement or repairs that are necessary to correct site features shall be
determined. All underground site utilities such as water, storm water,
sanitary, and natural gas systems shall be evaluated. The source(s) of the
utilities, the age and condition of the pipe mains, inlets, and fire hydrants,
outflow of storm and sanitary lines and remaining life expectancy shall be
documented. Site electrical and steam distribution (including heating oil
system) shall be included under their specific headings. Processes involving
hazardous materials including asbestos, incineration, waste material, nuclear
waste, medical waste, and hazardous waste shall be evaluated and documented.
Steam Generation Systems: FCA shall include a physical inspection of
all boiler plant equipment including boilers, burners, energy recovery devices,
burner controls, combustion controls, instruments, condensate storage tank,
deaerating feedwater heater, water and oil pumps, chemical treatment systems,
water softeners, water dealkalyzers, make-up water system, blowoff tank, stacks
or chimney and breeching, piping system, fuel oil tanks. Boiler inspector's
reports on the boilers and deaerator shall be reviewed. The contractor shall
verify that the VHA Directive on boiler plant boiler and deaerator inspections
is being followed and that the professional inspectors have judged the boilers
and deaerator to be in good condition. Reports of burner performance resulting
from periodic burner calibration procedures shall be reviewed. The contractor
shall interview facility personnel and shall document the age, condition,
capacity and turndown deficiencies, equipment/system efficiencies. Boiler
and burner safety controls shall be reviewed for compliance with current NFPA
and ASME requirements and recommendations. Flame safety programmers shall be
verified for code approval. Burner compliance with local and national
emissions limits shall be verified. Instrumentation systems shall be reviewed
to determine if boiler/burner performance and plant output are being properly
monitored. Fuel oil tanks and piping shall be evaluated for proper design and
for protection against spills and leaks. Fuel oil installations shall be
reviewed for compliance with local and state EPA requirements. Any piping flow
problems, deteriorated piping, and/or pumping problems shall be identified.
Life expectancy, based on sample data from VA and the A/E's educated analysis,
shall be determined. This information shall be used to evaluate the
equipment's ability to support the function that it is currently serving as
well as any programmed change in functions.
Outside Steam Distribution Systems: FCA shall include an evaluation
of these systems by means of interviews with the VAMC personnel who maintain
the systems and with the aid of system plot plans furnished by the VAMC.
Condition and life expectancy of the steam supply and condensate return piping,
along with the steam traps, main isolation valves and the protective enclosures
of the systems, shall be evaluated. This information shall be used to evaluate
the ability of the system to support the functions that are being currently
served as well as any programmed change in functions.
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