SOW_Carpet_Install _05-27-2015.pdf

IHS-Hopi Health Care Center Remove, Furnish, and Install Carpet

15-247-SOL-00082

SCOPE of WORK Revised May 27, 2015

I. GENERAL:

The Hopi Health Care Center (HHCC) is located on the Hopi Reservation in Polacca, AZ and serves approximately 7,000 people from the Hopi and Navajo Tribes. It is an approximate 97,000 sq ft building that has been accredited by The Joint Commission for hospital standards.

This Scope of Work (SOW) is for the removal of existing carpet and to furnish and install new commercial carpet tile.

II. BACKGROUND:

The HHCC currently has various floor types throughout the facility including carpet, VLT, ceramic tile, and concrete flooring. Currently, there is approximately 27,180 square feet of commercial carpet that has been installed since the building was new, 15 years ago. In many areas, this carpet has degraded to the point that it is shredding and completely worn out. It has become a tripping hazard and is unsightly. The carpet is found in various locations throughout the facility including the waiting areas, hallways, open office areas, closed office areas, locker rooms, medical storage, and conference rooms.

III. REQUIREMENTS AND OBJECTIVES:

The contractor shall completely remove the existing carpet and rubber base molding throughout the facility and furnish and install new carpet tile and rubber base molding. It is expected that the new carpet tile will perform for at least 15 years. The new carpet tile shall match the existing facility interior colors and architectural themes. The contractor shall be required to submit a wide selection of samples, and patterns for the Government’s final selection and approval. The facility plans to use one style and color of carpet only.

The carpet tile and rubber base shall be installed in strict accordance with the manufacturer’s requirements and instructions. The contractor will provide a copy and comply with the manufacturer’s installation instructions as a submittal.

IV. COMMERCIAL CARPET TILE SPECIFICATIONS

The furnished carpet tile shall be manufactured in 24” x 24” tiles and have the strength and durability to withstand high traffic in a hospital/commercial environment. The carpet shall meet all necessary qualifications to be certified under the NSF 140 Sustainable Carpet Assessment standard. The carpet shall meet cradle to cradle certification. Deliver materials to the site in the manufacturer's original wrappings and packages clearly labeled with the manufacturer's name, brand name, size, dye lot number, and related information. Carpet provided shall be from the same dye lot number.

V. RUBBER BASE SPECIFICATIONS

The rubber base shall be approximately ½” higher than the existing base. New base is required to completely cover existing base installation area.

VI. WARRANTY

Products shall be made in the USA. Carpet tile shall not wear more than 10% of their surface pile weight from abrasive wear during its lifetime. Carpet tile backing shall be made from non-PVCC materials. Carpet tile edges shall not ravel, zipper, delaminate, and not lose their dimensional stability. Product shall have a lifetime limited modular warranty and shall include at least a limited lifetime colorfastness to light, at least a 10 year colorfastness to atmospheric contaminants, and at least a 10 year warranty. Carpet tile shall be made with 100% solution dye.

VII. REMOVAL AND INSTALLATION:

1. Contractor to provide all supervision, labor, parts, materials, tools, and equipment necessary for construction of the project described herein and other specific tasks as further defined by this Request for Quotation (RFQ) “Remove, Furnish, and Install Carpet”.

2. Work Hours - The installation of the carpet tile shall be done during non-business hours and on the weekends to help eliminate disruption to staff and patients, unless otherwise noted.

Regular business hours at the facility are from 0800-1700 hours, Mon-Fri. The emergency department and inpatient areas are open 24 hours per day, 7 days a week, but those areas will have a minimal amount of carpet tile required.

3. Project Management - The carpet tile shall be installed professionally and shall be overseen by a full time project superintendent provided by the contractor.

4. Carpet Tile Areas (approximate)*

Carpet Tile Area Approximate Square Feet (SF)

Closed Office 9,787 Open Office 7,158 Hallways and Waiting Areas 5,365 Locker Rooms, Conference Rooms, Miscellaneous Areas

2,780

Medical Records 2,090 Approximate SF Total** 27,180

* Contractor is responsible for field verifying measurements prior to submitting an offer.

Contractor shall field verify all dimensions and exact locations prior to the start of any work.

Any discrepancies between field conditions and this SOW shall be immediately brought to the attention of the PM.

4.a. Contractors shall base their offers on the CAD Drawing entitled “CAD Drawing, Revised 5-27-2015”.

4.b. The Hopi Tribe has five carpeted areas throughout the hospital (Tribal owned). The contractor shall not replace the carpet in these areas, they are excluded from this SOW.

4.c. There at there are 4 (four) administrative office areas as follows:

1. Executive offices

2. Business offices

3. Public health nursing offices

4. Facilities offices

4.d. The medical records area includes a section of vinyl tile. This section is approximately 10 ft x 10 ft and is to be completely removed by the contractor and replaced with carpet tile.

4.d.i. In the back of the medical records department are shelves that contain large quantities of medical records. Rather than relocate the shelves to install the carpet, the contractor shall carefully and neatly install carpet tiles under the shelves by cutting the carpet and fitting it around the shelving legs.

4.e. In the pharmacy department, the carpet shall carefully and neatly be cut around large heavy machines and shelving.

4.f. The Pharmacy and medical records sections are controlled areas. Both the pharmacy and medical records departments require that the contractor shall be escorted at all times by a member of the HHCC staff. The contractor, employees, and subcontractors are prohibited from working in these areas without an HHCC escort. At no time shall the contractor, employees, or subcontractors pick-up and/or handle any medications or medical records for any reason.

5. Work Specifications - After removal of the old carpet, contractor shall ensure that the floor is scraped of the old glue residue and floor is sufficiently prepared, as required by carpet manufacturer and industry standards, and cleaned of other debris before the new carpet tile is installed.

a. In the open and closed office areas, there are approximately 150 workstations that will be required to be dismantled or jacked before the removal and installation of the carpet tile can occur.

i. Contractor shall professionally dismantle/jack and reassemble all workstations in these areas of the facility.

ii. In addition, the contactor shall be responsible to move partitions, large and small filing cabinets, tables, chairs, couches, empty book shelves, etc. Filing cabinet contents in admin and office areas will be removed by HHCC personnel.

iii. The contractor shall NOT be responsible to move computers, copy machines, or any IT equipment, personal belongings, loose articles, books, pharmacy machines, and miscellaneous items from each workstation in preparation for dismantling/jacking.

iv. The contractor shall provide 400 collapsible “Bankers Boxes” to the Government that will be used and reused by facility staff for the temporary moving and storage of personal belongings.

v. The contactor shall be responsible for all electrical work associated with the dismantling/jacking and reassembly of the various workstations.

vi. Contractor shall ensure that each workstation is reassembled in the exact original location it was found. All furniture, cabinets, chairs, tables, etc. shall be returned to their original location by the contractor.

b. Contractor shall be required to carefully remove the existing rubber base molding and shall replace it with new rubber base after the new carpet tile has been installed.

Damage to walls from the old rubber base shall be repaired by the contractor to match existing.

c. Contractor shall conduct the installation of the carpet tile in stages and shall provide a schedule to the Government. The schedule should show the areas to be renovated along with date and time to give the Government sufficient time to prepare the area.

i. Large administrative areas should be done on the weekends.

ii. Smaller areas may be done during the week as approved by the Government

iii. Some areas, such as hallways and unused offices may be done during normal business hours with the Government’s permission and advance coordination.

d. Threshold moldings and reducers will be needed where the new carpet tiles butt-up against the existing ceramic tile and in doorways. Contractor to provide and install all necessary moldings.

e. Upon completion of the project, provide the Government with 3,000 square feet of replacement carpet tile and sufficient adhesive to install 3,000 SF of carpet tile for the Government’s future use.

VIII. SUBMITTALS - Submittals are due seven (7) calendar days after receipt of contract award notification. Government review comments will be returned within seven (7) calendar days after receipt of submittals. Pre-Construction Conference shall be held after all submittals have been received and approved by the PM.

1. Bonds (due 10 calendar days after notice of contract award)

2. Insurance

3. Schedule

4. Safety Plan

5. Carpet tile samples and cut sheet

6. Rubber base samples and cut sheet

7. Manufacturer installation requirements and instructions

a. Carpet tile

b. Rubber base

8. Threshold moldings and reducers, samples and cut sheets

9. Manufacturer MSDS

a. Adhesive

b. Sealant (if required)

c. Floor patching materials (if required)

IX. DELIVERABLES

1. Manufacturer Warranty

X. SPECIFICATION COMPLIANCE REQUIREMENTS

1. Code and Design Standards: The Contractor is responsible for securing all needed permits and for ensuring compliance with all federal, state, tribal, and local codes and design standards, latest editions, including, but not limited to the following:

a. Environmental Protection Agency (EPA)

b. Occupational Safety and Health Administration (OSHA)

c. International Building Code (IBC, International Code Council)

d. International Mechanical Code (IMC, International Code Council)

e. Uniform Plumbing Code

f. National Electrical Code Standards

g. Fire Safety Codes

2. If discrepancies are found between the SOW and building codes as referenced in this Scope of Work, the codes shall govern, unless noted otherwise.

3. Material Compliance Requirements:

a. Reduce the quantity of indoor air contaminants that are odorous, irritating, and or harmful to the comfort and well-being of installers and occupants.

b. All adhesives and sealants used in interior of building shall comply with South Coast Air Quality Management District (SCAQMD) Rule #1168 and Green Seal (GS) Standard for Commercial Adhesives GS-36.

c. Adhesives, sealants and solvents shall be no to very low VOC and environmentally preferred.

d. Paints and coatings shall not exceed Green Seal Standard GS-11:

http://www.aqmd.gov/rules/reg/reg11/r1168.pdf

XI. SECURITY

1. All personnel are required to sign-in with the Facilities Office and wear a Contractor

Identification Badge at all times.

a. Contractor ID badges will be issued by Facilities Office secretary.

2. Required work is in a hospital environment. Contractor is required to comply with HIPAA security requirements for safeguarding patient information.

XII. ADDITIONAL PROJECT REQUIREMENTS

1. All work shall be accomplished using trade best practices.

2. The building tenants shall have no functional disruptions resulting from the Contractor’s planning and execution of project work and requirements. The building shall remain operational during normal business hours.

3. Maintain access to and from the building, allowing required egress and ingress.

4. Advance coordination will be required with the project manager to schedule work.

5. Work areas shall be free of debris, cleaned, and dust free prior to the end of the contractor’s work day.

6. The contractor shall install protective measures to contain dust and debris during construction to assure a safe and irritant free work environment for building occupants. Provide protection from dirt and dust, returning all areas to the original condition. Damages caused by the contractor, and/or sub-contractors are the responsibility of the contractor.

7. Contractor shall provide temporary safety barriers, as necessary, to provide safety for workers, pedestrians, and vehicles during construction.

8. Contractor shall remove and dispose of excess materials, debris, or waste at an approved off-site location in accordance with applicable Local, Tribal, State and Federal laws and regulations, and pay any related fees. Burning or burial of materials is not permitted. The Government will provide the contractor the use of an existing large dumpster.

9. Divert demolition recyclable / reusable items and materials from landfills and incineration facilities to appropriate reusable material sites. Provide documentation of compliance to PM.

10. Maintain proper construction waste management, per the PM, and/or the Property Management Team (PMT). Waste management must maximize the materials to be salvaged, recycled, or reused. All materials removed shall become the property of the contractor, and be disposed of daily. The contractor shall provide reports of all materials salvaged, recycled or reused.

11. All shipments of materials, equipment and/or supplies to the project site shall be addressed to the Contractor and not the Indian Health Service. Preservation, packaging and packing shall be in accordance with industry standard packaging appropriate for the item(s) involved. The Indian Health Service is not responsible in any manner for deliveries intended for the project that are not generated by the Indian Health Service.

http://www.aqmd.gov/rules/reg/reg11/r1168.pdf

12. Equipment and materials provided by the Contractor shall be new and, where appropriate, shall arrive on-site sealed in original manufacturer’s containers. The Government reserves the right to refuse any items deemed to not meet this requirement.

13. Demolition or removal of project components shall not occur until replacement components are on site. All demolition shall be coordinated with the PM to minimize the impact on the ongoing building operations.

XIII. ATTACHMENTS

1. WD

2. PDF Drawing, Revised 5-27-2015

3. CAD Drawing, Revised 5-27-2015

4. RFI Form

5. CY2015 AZ State Tax Exempt Ltr

6. Furniture Layouts

XIV. OTHER

Before work begins, all applicable Hopi Tribal taxes, requirements, and licenses shall be obtained by the contractor. Please contact the Hopi Tribal Offices for more information at (928) 734-3167 or (928) 734-3000.

Utilization of Hopi Tribal individuals will be a requirement of hiring goals for a set craft or skill level. Federal Government is sales tax exempt and will provide certificate upon request. Include any other applicable fees in the proposal.