17) Final SOW EHRM Infrastructure Upgrades - Phase 1 - Hines IL.pdf

Statement of Work

EHRM Training and Admin Space Support - Phase 1 - Hines, IL

Project 578-21-700

January 25, 2021

Attachments: 1) Hines VA Campus Site Plan

2) Hines COVID-19 Guidelines

3) Pre-Construction Checklist

4) Safety and Health during Construction Activities

A Pre-construction/Safety Risk Assessment (PCRA)

B National Environmental Protection Act Assessment (NEPA)

C Construction Safety Checklist

D GEMS Awareness Competent Person Training

E Construction Project Waste Minimization Report

F Hines VAH Contractor Safety Disciplinary Procedure

G Hines VAH COR Letter of Concern for Safety Non-Compliance

H OSHA Required Competent Person Inspections

I Crane Operation Competent Person Training

J Hines VA Hospital Planned Critical Lift plan & Crane Permit

5) Interim Life Safety Measures (ILSM)

6) Infection Control Risk Assessment (ICRA)

7) Pre-Construction Risk Assessment (PCRA)

8) Contractor PIV Instructions and Form

9) Cutting Welding and Other Hot Work

10) Infection Control Barrier Sample

11) No Smoking Policy 10-1-19

12) Contractor Parking

13) 578-21-700 Photos of Current Conditions

14) 578-21-700 Drawings

15) 578-21-700 Specifications Book

References: 1) VA’s Technical Information Library (TIL)

2) Master Construction Specifications (PG-18-1)

3) Standard Details (PG-18-4)

4) Environmental Planning Guidance (PG-18-17)

5) 2011 Asbestos Survey for the Edward Hines Jr. Veterans Affairs Hospital

(available on request)

6) 2013 Historic Preservation Plan for the Edward Hines Jr. Veterans Affairs

Hospital (available on request)

7) 2020 Statement of Conditions Survey for the Edward Hines Jr. Veterans

Affairs Hospital (available on request)

A) Mission.

Engineering Service’s mission is the total oversight and management of the environment of care, as it pertains to the physical infrastructure and base plant operations, at the Edward

Hines VA Hospital. Engineering support is for customers that include, but are not limited to, patients, visitors, clinic staff and administrative employees.

B) Goals.

The goal of this project is to demolish one existing dumbwaiter and three existing

Trayveyors in Building 200. Provide selective demolition in the room outside the dumbwaiter and Trayvetors and renovate the interior wall on designated floors. This work is to enable the

EHRM project by providing vertical shafts for the new cabling as well as a suitable location for

Telecomm rooms in Building 200.

C) Current Conditions.

Edward Hines Jr. Veterans Affairs Hospital provides primary, extended, and specialty care services. Building 200 was constructed in 1968 and is a cast-in-place concrete structure.

The shafts involved in this project are constructed of CMU.

D) Justification.

This project will assist in the successful completion of the main EHRM design by providing vertical shafts for the new cabling as well as a suitable location for Telecomm rooms in Building 200. This project will correct a portion of FCA deficiencies #161422 Interior

Finish/Door which was graded as a “D”.

E) Objectives.

The objectives of this project are to:

1) Remove the existing Trayveyor and dumbwaiter systems leaving clean shafts for the

Phase 2 EHRM Projects.

a. Shaft access is not allowed from the Interventional Radiology Staff rooms on the 1st floor, Patient Kitchen/Laundry on the 11th floor, and the Women’s

Health Annex on the 13th floor.

b. The contents of the shafts on floors 1, 11, and 13 will need to be removed from the floors above and/or below.

2) Remove electrical and mechanical support services associated with the Trayveyors and the dumbwaiter.

3) Perform selective demolition and renovation in the rooms outside the shafts on floors

1 through 16.

a. No renovation work will be performed in the Interventional Radiology Staff rooms on the 1st floor, Patient Kitchen/Laundry on the 11th floor, and the

Women’s Health Annex on the 13th floor.

4) Perform the work in a manner least likely to interfere with the daily operations of this clinic. The contractor shall not allow for smoke and odors to be transmitted outside the containment area on the floor and to other floors by way of the shaft.

F) Acronyms and Definitions.

The following is a listing of acronyms and/or definitions to terms used in this document.

CO Contracting Officer

COR Contracting Officers Representative as delegated by the CO

CS Contracting Specialist assigned by the CO

EHRM Electronic Healthcare Records Management

EHVAH Edward Hines Veterans Affairs Hospital

GC General Contractor (firm)

IDIQ Indefinite Delivery Indefinite Quantity

LF Linear or Lineal Feet

NTP Notice to Proceed

OIT Office of Information & Technology

PDT Project Delivery Team – Typically comprised of the CO/CS, the COR, and EHVAH staff

RFI Request for Information

SF Square Feet

VA Department of Veteran Affairs

G) Requirements.

Where a conflict exists between the Statement of Work (SOW) requirements and the requirements of other associated contract documents, the SOW requirements shall prevail.

This SOW presumes the contractor will not need access to the Hines LAN or any VA

Sensitive Information to execute the contract.

The awarded Contractor will adhere to all codes, standards, guidelines and design requirements found in the VA’s Technical Information Library (TIL) including but not limited to the following:

1) Pre-bid site visit:

a. A pre-construction site walk through is encouraged and should be coordinated by the CO. The intent of this walkthrough is to give the contractor access to the project site so that an accurate evaluation of the project requirements and site assessment can be made.

b. Contractor shall coordinate with the COR to schedule the site visit seven (7) calendar days prior to the requested date.

2) RFI Submittals:

a. The contractor shall submit any RFI’s resulting from the site visit within five

(5) working days after the inspection to the CO.

b. Unless otherwise stated the contractor shall allow the COR and CO ten (10) working days to respond to an RFI.

3) Infection Control Barrier (ICB):

a. Temporary construction partitions shall be smoke-tight and built of noncombustible materials that will not contribute to the development or spread of fire.

b. Barriers shall not obstruct access to emergency services and for fire, police, and other emergency forces.

c. The Contractor shall provide and install a rigid infection control panel system manufactured by Edge Guard out of Bement, Illinois or an approved equal.

http://www.edge-guard.com/home.html. Salient details of the infection control barrier are:

i. The ICB must be fire-resistant.

ii. The barrier must be water resistant; capable of being cleaned and sanitized.

iii. Installation of the barrier shall not:

1. Generate dust outside the barrier.

2. Generate excess noise outside the barrier.

3. Generates excess fumes outside the barrier.

iv. Demobilization of the barrier shall not:

1. Generate dust outside the barrier.

2. Generate excess noise outside the barrier.

3. Generates excess fumes outside the barrier.

4. Require floor, wall, or ceiling repairs upon removal.

v. The barrier should be environmentally responsible.

1. The materials should be reusable.

2. The materials should not contribute to unnecessary waste to our landfills.

d. Fire-resistant plastic sheeting may be used to supplement the rigid infection control panel system. COR approval is required.

i. The Contractor shall submit an RFI requesting approval during the bid period.

e. Wood studs, plywood, OSB, particle board, pressboard, or other flammable materials are not allowed at Hines.

f. Manometers shall be installed on the ICB adjacent to every entrance of the work zone to monitor negative pressure within the work zone. See

Attachment 10.

g. All doors to rooms inside the work zone but directly impacted by the work shall have their doors shut and the perimeters taped to prevent the migration of dust and debris into these rooms.

h. Cover all sprinkler heads (daily), signs, data transmitters, and light fixtures.

Cover the supply and return diffusers within the work zone to prevent the spread of dust and fumes to other areas outside the work zone.

i. Rigid infection control panel system and manometers are to be submitted and approved by the COR prior to installation.

j. The following is a manner acceptable to Hines Infection Control to maintain negative pressure inside an infection control barrier with no reasonable access to discharge air to the exterior.

http://www.edge-guard.com/home.html

i. Install a floor-to-ceiling infectious control barrier (ICB) meeting the fire-rating required.

ii. Cover all sprinkler heads (daily), signs, data transmitters, and light fixtures. Cover the supply and return diffusers within the work zone to prevent the spread of dust and fumes to other areas outside the work zone.

iii. Place the air scrubber inside the ICB with a HEPA filter. The air scrubber will draw air from inside the ICB.

iv. Place a flapper valve connection on the ICB near to the ceiling.

v. Route the filtered air from the scrubber via a collapsible duct to the flapper valve thus maintaining negative pressure inside the ICB.

vi. If the power should accidently get cutoff, the flapper valve will swing close thereby maintaining the integrity of the ICB.

vii. The contractor shall post and maintain the final signed ICRA and ILSM

(when issued) at the entrance to the jobsite for the duration of the project.

The contractor will update the postings when new documents are issued.

4) The Contractor shall post and maintain the final signed PCRA, ICRA, ILSM and

Emergency Contact Information (when issued) at the entrance to the ICB for the duration of the project. See Attachment 10. The Contractor will update the postings when new documents are issued.

5) Equipment Lead time:

a. Equipment lead times line shall be incorporated into the project schedule and used in conjunction with the baseline for the project start date.

6) EHVAH Permits:

a. Unless otherwise stated the contractor shall submit for all required VA permits (i.e. dig) fourteen (14) calendar days prior to the event based on the approved project schedule with the COR.

7) Project Pay Applications:

a. All submitted project pay applications require certified payroll and waste report documents to be current with each pay submission.

b. Certified payroll documents shall be submitted to the COR weekly.

c. Approval of all invoices will require documents to be current.

8) Work outside of normal business hours or weekends:

a. All work performed after hours or on weekends requires coordination with the

COR and shall be requested fourteen (14) calendar days prior in writing or e-mail to the COR for approval.

b. No work shall take place without written or e-mail confirmation from the project COR.

9) Utility Shutdowns:

a. Contractor shall provide twenty-one (21) calendar days’ advance notice for any planned utility shutdowns to all allow the station to notify staff/visitors and prepare contingency plans if necessary.

b. Planned utility shutdowns should be indicated on the project schedule.

10) Submittals and Shop Drawings:

a. Unless otherwise stated the contractor shall provide shop drawings and equipment submittals for review and approval by the COR seven (7) calendar days prior to the start of construction.

b. No work shall be started prior to review and approval by the COR.

11) Certifications:

a. When applicable, the contractor shall provide certification for all personnel performing any welding and shall certify all welds prior to the start-up of any of the units.

b. These certifications shall be supplied to the COR and retained as a permanent record of the project folder.

c. Personnel certifications shall be provided to the COR prior to the start of construction.

d. All weld certifications shall be provided to the COR at the end of every work week when applicable.

12) OSHA Certification:

a. The contractor shall have an OSHA certified site superintendent on site whenever any work is being performed.

b. A copy of the OSHA certification shall be supplied to the COR prior to the start of any work and retained as part of the project folder.

13) Post-Award meeting:

a. The meeting shall be coordinated through the COR and CS/CO.

b. The meeting shall take place after the Notice of Award has been issued but prior to the start of demolition/construction.

c. The Contractor shall schedule and attend a “Page-Turn” meeting in which the

COR will be in attendance. The goal of this meeting is to clarify any confusion the Contractor may have regarding the contract documents in advance of commencing construction activities, delivery of project submittals, submission of the project schedule, the coordination of project phasing, etc.

H) Scope of Work.

The Scope of Work for this project includes all labor, management, and materials to clear the Travetor and dumbwaiter shafts in Building 200. All measurements/dimensions are approximate. Contractor must verify all measurements/dimensions.

The Contractor shall inspect the area under contract prior to commencing work and identify any pre-existing damage and provide an Existing Site Conditions report with related photos to the Contracting Officer for review and approval.

Any deviation from this scope of work requires the express authorization of the

Contracting Officer. The Contracting Officer Representative (COR) does not hold the authority to authorize changes to this scope of work.

1) Continued Use – The Medical Center maintains operations 24 hours a day, 7 days a week. Therefore, any interruption in service must be scheduled and coordinated with the COR to ensure that no lapses in operation occur. It is the Contractor’s responsibility to develop a work plan and schedule detailing, at a minimum, the procedures to be employed, the equipment and materials to be used, the interim life safety measures to be used during the work, and a schedule defining the duration of the work with milestone subtasks.

2) Construction Documents. The General Contractor shall be responsible for providing all elements described in the construction documents.

a. 578-21-700 Drawings. See Attachment 14.

b. 578-21-700 Specifications Book. See Attachment 15.

I) Constraints.

1) Work hours for EHVAH staff are from 7:30 am until 4:00 pm, Monday through

Friday.

2) Photographs may be taken of the work performed at the jobsite. However, photographs containing patients and/or staff are a violation of the Patient Privacy and hospital policy. Both violations are subject to penalties and dismissal. Permission from the EHVAH Public Affairs Officer (PAO) is required and should be coordinated with the project COR.

3) Exploratory demolition is permitted but must be coordinated with the COR.

4) VHA Directive 1085 implements a smoke-free policy for patients, visitors, contractors, volunteers, and vendors at VA health care facilities.

5) All contractors visiting the jobsite will need to receive a temporary PIV (Flash) badge. The procedure to follow is:

a. Contractors must FIRST get their fingerprints done by Human Resources located in Building 17.

b. It takes between 3-5 days at least for fingerprints clear.

c. Once fingerprints have cleared the person requesting a badge can be sponsored.

d. The contractor must then complete a “Request for a PIV card” form. See

Attachment 8 and then turn in to the Engineering Services.

e. The contractor can then be sponsored upon verification the fingerprints have been cleared.

f. Once contractor has been sponsored the COR, they can call PIV (708) 202-

5170 to arrangement for issuance of a PIV for badge.

6) Perform the work in a manner least likely to interfere with the daily operations of this clinic. The contractor shall not allow for smoke and odors to be transmitted outside the containment area on the floor and to other floors by way of the shaft.

J) Tasks and Responsibilities.

A pre-construction (kick-off) meeting between the Contracting Officer (CO) or

Contracting Specialist (CS), the Contracting Officers Representative (COR), and key GC team members will be conducted to review project objectives, scope, deliverables, communication, site access, schedule, and responsibilities. During this meeting the Notice of Award (NOA) should be signed. After this meeting the awarded GC firm shall provide their services according to the approved project schedule.

1) Preconstruction Period: The Contractor shall provide the following:

a. Logistics Plan: A comprehensive narrative describing the chronological planned development of the project. The Logistics Plan includes an organizational chart, hourly rates, staging plan, description of means and methods, and hours of work.

b. Construction Security Plan: Defines both physical and administrative security.

c. Construction Phasing Plan: It is the CONTRACTOR'S responsibility to develop a work plan and schedule detailing, at a minimum, the procedures to be employed, the equipment and materials to be used, the interim life safety measure to be used during the work, and a schedule defining the duration of the work with milestone subtasks.

d. Submittal Registry: The Submittal Registry shall include a listing of all documentation required for pre-approved submissions including shop drawings, technical data, product performance information, calculations, and samples.

e. Accident Prevention Plan: The APP (aka Construction Safety & Health Plan) shall interface with the Contractor's overall safety and health program.

f. Activity Hazard Analyses: AHAs are also known as Job Hazard Analyses, Job Safety Analyses, and Activity Safety Analyses.

g. Construction Schedule: WBS schedule including start/end dates, duration and sequencing, preferably in MS Project or Primavera format (include floats).

h. Schedule of Values: A detailed Breakdown for Payment, including design stages, work performed and work invoiced per Progress Payment submission.

i. Existing Conditions Survey: Before any work is started, the Contractor shall make a thorough survey with the COR of the buildings or areas of buildings in which alterations occur and areas which are anticipated routes of access, and furnish a report, signed by both, to the Contracting Officer.

j. Infection Control Plan (ICP): Narrative description of the dust control and debris disposal process including disposal destination and methodology.

k. Quality Control Plan (QCP): Describes the methods by which the Contractor will ensure all work is being accomplished in accordance with specifications and this SOW.

l. Environmental Protection Plan: The Contractor shall meet with the COR to discuss the proposed Environmental Protection Plan and to develop mutual understanding relative to details of environmental protection.

m. Document Submissions. All documents included as Attachments to this SOW that are required to be filled out and signed or jointly signed by the

Contractor.

n. Demolition Debris Management Plan.

o. Certificates, Licenses, and Training Documents.

p. Obtain PIV badges.

q. RFI’s: Other than those resulting directly from demolition or construction.

2) Construction Period: The Contractor shall provide the following during construction services:

a. Display the signed PCRA, ICRA, ILSM and Emergency Contact Information in a location coordinated with the COR.

b. Attending biweekly construction meetings which are facilitated by the COR.

c. Submit RFI’s during construction as necessary.

d. Issue biweekly field reports of construction progress to the COR.

e. Attend field inspections and punch list inspections as requested by the COR.

3) Construction Close-out Period:

a. The Contractor shall provide the following:

1. Inspection and Approval by the COR and/or the CO.

2. Final Approval and Beneficial Occupancy when applicable.

3. Warranties documents and O&M Manuals.

4. As-built drawings and record submittals.

5. Staff training when applicable.

6. Contractor Release of Claims.

7. All Waste Reports submitted per Safety and Health during Construction

Activities.

8. Existing Conditions Re-survey.

b. The COR shall review the contractor close-out submissions for thoroughness and conformance with the contract document requirements. The COR shall also review field-marked as-built drawings for conformance with final installations.

c. The COR shall utilize these as-built drawings and specifications from the contractor and generate as recorded drawings and specifications.

K) Deliverables.

1) The contractor shall provide all submittals required by the Specifications Book.

L) Time Frames.

1) This project shall be completed within Ninety Five (95) calendar days once NOA is issued.

a. Phasing – This project shall be executed in two (2) phases based upon the work locations. Work in each location shall be executed uninterrupted until complete. No work shall commence for follow-on phase until the work is completed in the prior phase.

1. Phase 1 – 28 calendar days. Floors 4, 7, 10, 11, 12, 15 and 16.

2. Phase 2 - 28 calendar days. Floors 1, 2, 3, 5, 6, 8, and 9.

b. Pre-construction (kick-off) Meeting is when the Notice of Award (NOA) is signed.

c. Pre-Construction Period duration is NOA + 21 calendar days. Within this period the contractor shall provide all materials included under Tasks and

Responsibilities and the following:

1. Logistics Plan.

2. Construction Security Plan.

3. Construction Phasing Plan.

4. Submittal Registry.

5. Accident Prevention Plan.

6. Activity Hazard Analyses.

7. Construction Schedule.

8. Schedule of Values.

9. Existing Conditions Survey.

10. Infection Control Plan.

11. Quality Control Plan.

12. Environmental Protection Plan.

13. Document Submissions.

14. Demolition Debris Management Plan.

15. Certificates, Licenses, and Training Documents.

16. Obtain PIV badges.

d. Construction Period - To be determined based upon the approved schedule for construction. The estimated construction period is 60 calendar days with all product submittals to be delivered prior to the start of construction to the COR for review and approval. No demolition or construction shall be started without the review and approval from the COR for those items listed in the

Pre-Construction Period unless authorized in writing by the COR or the CO.

e. Construction Closeout Period duration is NOA + 81 calendar days. The contractor shall submit within 14 calendar days from EHVAH acceptance of the completed punch list items and commissioning reports (if applicable).

Within this period the contractor shall provide all materials included under

Tasks and Responsibilities and the following:

1. Inspection and Approval by the COR and/or the CO.

2. Final Approval and Beneficial Occupancy when applicable.

3. Warranties documents and O&M Manuals.

4. As-built drawings and record submittals.

5. Staff training when applicable.

6. Contractor Release of Claims.

7. Waste Reports.

8. Existing Conditions Re-survey.

M) Performance Monitoring.

The Government will periodically evaluate the Contractor’s performance by appointing a representative(s) to monitor such performance and ensure services are received. The

Government representative will evaluate the Contractor’s performance through intermittent on-site inspections of the Contractor's performance.

N) Other Pertinent Information or Special Considerations.

1) All Contractor personnel shall be certified by appropriate federal and state regulatory agencies to meet federal and local certification requirements as applicable. All licenses, permits, and welding certifications shall be kept current throughout the period of performance of the contract. The Contractor shall provide the Government copies of such certificates.

2) Per VA Information Security Program policy – VA Directive and Handbook 6500 and 6500.6, Appendix A, contractor storage, generation, transmission or exchanging of VA sensitive information during this construction project is not acceptable.

3) All work shall be scheduled to meet requirements of EHVAH. All work shall be coordinated through the Contracting Officer. Local coordination shall be routed through the Contracting Officer’s Representative.

4) The contractor shall provide to the Contracting Officer record of work certifications for all trades relative to this contract 5 calendar days prior to beginning work.

Certifications shall include welders, pipe installers, machine operators, etc.

5) Contractor is responsible for repairing any damages to existing utilities incurred during construction or demolition.

6) Utilities within the area and identified on existing drawings are not to be interpreted as the exact location, or as the only existing site conditions. Contractor shall verify all existing conditions and proceed with caution around any anticipated obstructions.

7) Where any work disturbs the grass areas, sod, walls, ceilings, floors, windows, entrances or building structures, etc. or where new and old work join, the Contractor shall restore, repair or refinish affected areas or surfaces to their original condition, or as existed before the commencement of this project. Upon completion of the contract, the Contractor shall deliver all work complete and undamaged. Any damage that may be caused by the Contractor or his work crews or subcontractors to any existing structure, grounds and utilities shall be repaired or replaced to their original condition.

8) Should a conflict exist between VA requirements and VA adopted nationally recognized codes and standards, the conflict shall be brought to the attention of the

Contracting Officer. The resolution of the conflict shall be made by the authority having jurisdiction for VA to ensure system-wide consistency. All work conducted under this scope of work shall comply with the Department of Veterans Affairs

Master Specifications and all applicable state and federal regulations and codes.

O) Risk Control.

1) Refer to the attached ICRA form.

P) Government Furnished Equipment (GFE)/Government Furnished Information (GFI).

1) GFE.

a. None.

2) GFI.

7) No additional information is intended to be supplied other than information that is requested by the Contractor.

B) CONTRACT OVERSIGHT: All contracts for this project (shall be awarded by the

Veteran’s Integrated Service Network 12 Network Contract Office (VISN 12 NCO); only a warranted VA Contracting Officer shall have authority to change the terms and conditions of a contract. These changes may involve the contract award amount, contract period of performance, issuance of stop work orders and changes to the statement of work.

The VISN 12 NCO shall designate a Contracting Officer’s Representative (COR) to monitor and manage the A/E’s performance under the design project contract. The COR shall be a representative of the Chicago VOC Engineering Service Project Section and have the technical knowledge required to monitor and oversee the project.

A COR from the Chicago VOC Engineering Service Project Section shall also be designated for the construction project contract to monitor and manage the construction contractor’s performance under the construction project contract. This designation under the construction contract shall be considered equivalent to the industry standard of “Owner’s Representative” and does not supersede or eliminate the A/E’s responsibility for Part Two

Services/Construction Period Services. The A/E ultimately shall be responsible for any errors and omissions with the design discovered during and after the construction phase

Q) Point of Contact at the EHVAH.

1) John Robertson

General Engineer

Project Planning Section

Engineering Service

Edward Hines Jr. VA Hospital

5000 S. Fifth Avenue

Building 2, Room 121

Hines, IL 60141

John.robertson9@va.gov

Phone: 708-202-8387 ext. 22605

C) ENVIRONMENTAL PROTECTION: The A/E shall assist the VA with completion of a

National Environmental Policy Act (NEPA) assessment as required by the Columbus VOC.

If the NEPA assessment results in potential environmental impacts, the A/E shall be responsible for completing any auxiliary documentation required per PG-18-17 NEPA

Interim Guidance for Projects located on the TIL

(http://www.cfm.va.gov/til/etc/NEPAGuidance.pdf). Additional requirements may include, but are not limited to, Environmental Assessment, Environmental Impact Statement, and

Record of Decision. The NEPA analysis and concluding documentation must be completed by the Final Bid Documents submittal.

D) PHYSICAL SECURITY: The A/E must include a certified physical security specialist. The specialists must be involved with the design beginning with the concept phase and the qualifications must be submitted to the COR for review and approval prior to the concept/basis of design phase. The specialists shall meet the specific requirements listed in the Physical Security Design Manual for Mission Critical Facilities located on the TIL

(http://www.cfm.va.gov/til/PhysicalSecurity/dmPhySecMC.pdf). The A/E shall ensure that all aspects of the applicable VA Physical Security Design Manual (either Life-Safety

Protected or Mission Critical Facilities) are incorporated into the design and shall prepare a written report acknowledging compliance as required by the VOC. The A/E must inform the mailto:John.robertson9@va.gov

COR of any physical security items that will be difficult to achieve during the concept/basis of design phase of the design and assist the VA with waiver requests as necessary