S02_Final SOW.docx

Statement of Work “Increase Emergency Power” Project: 650-22-104

07/07/2026 Providence, Rhode Island VA Health Care System (650)

B.1 INTRODUCTION

a) This requirement is for construction services to increase the capacity of the emergency power system for the main hospital at the Providence, Rhode Island VA Medical Center. (VAMC).

B.2 BACKGROUND / DESCRIPTION OF WORK:

a) The Providence, Rhode Island VAMC intends to procure construction services to increase the emergency power capacity for the main hospital building (building 1).

B.3 CONSTRUCTION DOCUMENTS:

a) Contractor shall furnish all labor, equipment, certifications, supervision, and materials necessary to perform all operations in connections with this order. Contractor shall perform work in strict accordance with the Contract plans and Specifications, and all other supporting documents for this contract to include, but not limited to the following documents:

i. Refer to Section D for list of attachments.

B.4 SPECIFIC REQUIREMENTS:

a) Add two (2) diesel generators with paralleling capability and the associated distribution equipment with the adequate capacity to accommodate future additions and renovations to the hospital. The new generators are to be located in the vicinity of parking lot 8, with the distribution and control equipment located in the mechanical room in the basement of Building 1.

b) Two (2) electrical duct banks, combined in a single trench, will be required from the new Control Building. The dual duct bank in the single trench will turn toward Building 1 A-Wing just south of the existing utility boxes concrete pad and then turn north. The duct banks will then split in order for the normal power to the electrical room to enter the southeastern side of E-Wing Building 1 and the new power to serve the new panels will enter the basement of A-Wing Building 1. An electrical conduit will be required from the new Emergency Generator Control Building to Building T18.

c) The construction shall conform to Department of Veterans Affairs design manuals and technical specifications, as well as all applicable codes. Construction work will be coordinated with other ongoing projects at the Providence, Rhode Island VAMC. It is expected that the following disciplines will be required for the construction of this project: civil, mechanical, electrical, architectural, fire protection, structural and plumbing.

B.5 CONFORMANCE STANDARDS:

a) All design and construction accomplished pursuant to this contract shall comply with the latest editions of established standards. Any exceptions must be approved in writing by the Contracting Officer prior to construction startup.

b) Contractor/vendor shall obtain all data necessary to prepare construction documents required. The Contractor shall confirm all existing conditions and field verify any document provided by the VA. The Contractor is wholly responsible for both the accuracy and the level of completeness of the final product. Failure to verify information is not acceptable. Info, such as drawings and other documentation, provided to the contractor shall be used for reference only.

c) Where different specifications require different considerations for the same item of work, the more restrictive specification will have precedence and will be followed regardless of the specification publisher.

d) All materials and workmanship shall comply with the codes and standards adopted by the VA. All work shall be done in a first-class manner according to the best trade practices and to the satisfaction of the COR and CO.

B.6 HOURS OF OPERATION:

a) Normal hours of operation are Monday through Friday from 7:00 AM to 4:30 PM EST. All work is expected to be performed generally during normal hours of coverage unless approved by the COR or his/her designee.

b) Work that disrupts hospital operations shall be coordinated and performed off hours. This includes utility shut down, work with excessive noise/vibrations, odors, dust, etc. Coordinate with the COR for approval. Off-hours work will be at no additional costs to the Government.

c) Before commencement of work, the Contractor shall confer with the COR and Contracting Office to agree on a sequence of procedures; means of access to premises and building. All work performed, to include delivery of materials and equipment, shall be made with minimal interference to Government operations and personnel.

d) Work performed outside the normal hours of coverage must be approved by the COR or his/her designee.

e) Observed Federal Holidays can be found here: https://www.opm.gov/policy-data-oversight/pay-leave/federal-holidays/#url=2023.

B.7 SECURITY, IDENTIFICATION, PARKING & VA REGULATIONS:

a) It is the responsibility of the Contractor to park in the appropriate designated parking areas. Parking of privately-owned vehicles by contractor personnel is prohibited on the hospital campus and is only allowed at the Davis Park location off Chalkstone Avenue. Parking in designated patient parking areas is strictly prohibited. Parking on grass is also prohibited. Parking for equipment necessary to perform the work will be authorized in advance of starting the project. Parking passes will be issued by the VA Police. Parking by contractors will be regulated in accordance with Providence VAMC Policy Memorandum 07B-3 entitled Registration of Privately Owned Vehicles. The VA will not invalidate, or make reimbursement, for parking violations of the Contractor under any conditions.

b) All contractor personnel shall obtain a short-term identification badge issued by the Project Manager. Such badge shall be worn by the individual and prominently displayed at all times while on VA property. No employee of the contractor shall enter the project site without a valid identification badge issued by the VA. In order to obtain a short-term identification badge, contractor personnel shall present to the Project Manager a valid (non-expired) photo identification issued by a US federal, state or local government agency. All contractor personnel are subject to inspection of personal effects when entering or leaving the project site.

c) Smoking is strictly prohibited anywhere on the VAHC facilities. To include the main facility and any other buildings within the premises.

d) Possession of weapons is prohibited. Enclosed containers, including tool kits, shall be subject to searches in accordance with the law. Violations of VA regulations may result in citations answerable in the United States (Federal) District Court, not a local district, state, or municipal court.

B.8 POINT OF CONTACT AND PHYSICAL LOCATION:

a) The work site location is at the Providence VA Medical Center:

830 Chalkstone Ave.

Providence, RI 02908

b) Points of Contact for this project are:

Robert Palmer Technical Expert 401-273-7100 x13206 Robert.Palmer4@va.gov

B.9 PERIOD OF PERFORMANCE:

a) Commencement of work shall begin within 10 calendar days after receipt of a written Notice to Proceed (NTP) and should last no longer than a duration of 630 calendar days after the issuance of the Notice to Proceed (NTP).

B.10 SUBMITTALS:

a) Contractor shall submit all required product samples, manufacturer’s literature, data, and material/shop-drawing submittals to the Contracting Officer within 10 calendar days of the Notice to Proceed (NTP) being issued, or as agreed to by the Contracting Officer for approval. No materials shall be ordered or installed prior to approval.

b) Contractors will utilize the ‘Material Approval Submittal’ form for use as a cover sheet when submitting to Government for approval. Forms will be provided to contractor at the post-award, pre-construction conference.

c) Contractor shall pay specific attention to ensure timely submission of all submittals covering the materials listed here that will be installed in this project:

i. Project Schedule

ii. Construction Materials

iii. Electrical Construction Materials

iv. Telephone & Data Materials

v. Paint

vi. Control Booth Partition

vii. Infection Control Plan (including dust/infection control barrier drawings)

viii. Safety and Interim Life Safety Plan

ix. Waste Management Plan

d) All material submittals and shop drawings shall contain, and have the Project Title, Project Number, and Contract number clearly indicated on them.

e) Material submittals and shop drawings shall be checked and signed by the Contractor’s Quality Control Manager prior to submission to the Government.

f) Submittals shall be legible and shall include all technical data needed to verify that the item meets requirements of listed specifications, and applicable codes. The submittals will come with certification from the contractor/installer that the system specified meets all identified code and insurance requirements as required by the Government. Submittals will also come with all Material Safety Data Sheets (MSDS) for all materials to be used in the construction portion of this project.

g) Upon completion of construction work, and before submitting invoice for final payment, contractor will provide the COR with the following:

i. Operation and Maintenance Manuals for new equipment

ii. As-built drawings

B.11 COMMENCEMENT, COMPLETION, & PAYMENT FOR WORK:

a) The Contractor shall be required to commence work required at the time specified on the Notice to Proceed (NTP), execute the work, and complete the entire work not later than the completion time specified on the NTP. The time stated for completion shall include final cleanup of the premises. At the government’s option, it may choose to specify a two-stage performance period. For example, separating material lead-time from construction days can considerably decrease the length of time occupied buildings are inconvenienced by construction.

b) Before commencement of work, the Contractor shall confer with the VA COR and Contracting Office to agree on a sequence of procedures; means of access to premises and building; space for storage of materials and equipment; delivery of materials and use of approaches; use of corridors, stairways, elevators, and similar means of communications; location of partitions, eating spaces, and restrooms for the Contractor employees; and the like. Delivery of materials and equipment shall be made with minimal interference to Government operations and personnel.

c) The Contractor will be paid monthly upon submission of proper invoices for work completed. If the performance period exceeds 30 days and a progress schedule (approved by the Government) has been submitted, partial payment(s) may be authorized. Final payment will be withheld until all discrepancies are corrected and as-built drawings are approved by the Government.

d) The contractor shall attend no less than monthly progress meetings with the COR and/or Contracting Officer to discuss at a minimum; progression of work, projected progress versus actual progress, action items due from the contractor, action items due from the government, and any other significant issues that require attention. The contractor also shall document the meeting minutes and forward a signed copy to the COR for concurrence of the documentation. Copies of all minutes will be forwarded to the Contracting Officer. In the event of any discrepancies the Contracting Officer will be notified immediately for clarification. Contractor will use the Meeting Minutes form provided for use at the post-award, pre-construction conference.

B.12 MODIFICATIONS:

a) Modifications for this project must be submitted to the assigned COR who will then submit a formal request to the Contracting Officer (CO) or acting Contract Specialist (CS). New work is not allowed to commence prior to Contracting Officer’s signed and written approval via a fully executed Standard Form (SF) 30 modification.

B.13 RECORD MANAGEMENT:

a) Citations to pertinent laws, codes and regulations such as 44 U.S.C chapters 21, 29, 31 and 33; Freedom of Information Act (5 U.S.C. 552); Privacy Act (5 U.S.C. 552a); 36 CFR Part 1222 and Part 1228.

b) Contractor shall treat all deliverables under the contract as the property of the U.S. Government for which the Government Agency shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest.

c) Contractor shall not create or maintain any records that are not specifically tied to or authorized by the contract using Government IT equipment and/or Government records.

d) Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected by the Freedom of Information Act.

e) Contractor shall not create or maintain any records containing any Government Agency records that are not specifically tied to or authorized by the contract.

f) The Government Agency owns the rights to all data/records produced as part of this contract.

g) The Government Agency owns the rights to all electronic information (electronic data, electronic information systems, electronic databases, etc.) and all supporting documentation created as part of this contract. Contractor must deliver sufficient technical documentation with all data deliverables to permit the agency to use the data.

h) Contractor agrees to comply with Federal and Agency records management policies, including those policies associated with the safeguarding of records covered by the Privacy Act of 1974. These policies include the preservation of all records created or received regardless of format [paper, electronic, etc.] or mode of transmission [e-mail, fax, etc.] or state of completion [draft, final, etc.].

i) No disposition of documents will be allowed without the prior written consent of the Contracting Officer. The Agency and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. Records may not be removed from the legal custody of the Agency or destroyed without regard to the provisions of the agency records schedules.

j) Contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under, or relating to, this contract. The Contractor (and any sub-contractor) is required to abide by Government and Agency guidance for protecting sensitive and proprietary information.

*END OF STATEMENT OF WORK*

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