36C24222B0059.docx

SUBJECT*

528-21-137 BONE DENSITOMETER RENOVATION

GENERAL INFORMATION

SET-ASIDE

3495 Bailey Avenue

Buffalo NY

CONTACT INFORMATION

Network Contracting Office (NCO) 2 2875 Union Road Suite 3500 Cheektowaga NY 14227

POINT OF CONTACT*

Contracting Officer Tanya Baldwin Tanya.Baldwin@va.gov

ADDITIONAL INFORMATION

DESCRIPTION

THIS IS A PRE-SOLICITATION NOTICE SYNOPSIZING AN UPCOMING COMPETITIVE SOLICITATION SATISFYING THE REQUIREMENTS OF FAR 5.201 AND 5.203 – AN INVITATION FOR BIDS WILL BE POSTED ON OR ABOUT JULY 20, 2022

BONE DENSITOMETER RENOVATION, Buffalo VA Medical Center: Procurement Number: 36C24222B0059; Project Number: 528-21-137

The Buffalo VA Medical Center (VAMC) will be posting a solicitation to provide all labor, materials, tools, equipment, and supervision necessary to perform work under project number 528-21-137 titled “Bone Densitometer Renovation”. The general scope of this project is to perform asbestos abatement and general demolition within rooms 409C, 410C and 439C in Building 1, 4th Floor, C-Wing, at the Buffalo VAMC. Work will also include renovation of the Bone Densitometer space (Room 439C). All work will be accomplished on the Canandaigua VAMC campus as indicated in the specifications and drawings.

The NAICS code for this procurement is 236220 with a small business size standard of $39.5 million. The magnitude of this project is between $100,000 and $250,000. A 20% bid bond will be required and must be submitted with the bid. This project is 100% set-aside for Service-Disabled Veteran-Owned Small Businesses.

Presolicitation Notice Presolicitation Notice

Presolicitation Notice

Construction Scope of Work Bone Densitometer Renovation Project 528-21-137

General Information

1.1 Location

Work performed under this scope will be for and conducted within VA Western New York Healthcare System (VAWNYHS) at the Buffalo VA Medical Center (VAMC) located at 3495 Bailey Avenue Buffalo, NY 14215 under VA Project Number 528-21-137.

1.2 Purpose

The purpose of this effort is to perform asbestos abatement and general demolition within rooms 409C, 410C and 439C in Building 1, 4th Floor, C-Wing, at the Buffalo VAMC. Work will also include renovation of the Bone Densitometer space (Room 439C).

The Buffalo VAMC requires a Contractor to perform construction work necessary to accomplish this effort.

1.3 Scope

Work required to complete this project is fully described in the project drawings and specifications; and generally includes:

· Asbestos Abatement

· Demolition

· New Construction

· Infection Control (ICRA) & Safety Requirements The contractor is advised to review the ICRA permit and the safety specifications included as part of the project documents to better understand project requirements.

*Note that asbestos abatement will require additional containment measures above and beyond ICRA requirements.

1.3.1 Site Conditions, As-Built and Record Documents

Although the VA makes every effort to keep drawings current to existing conditions, changes and updates are sometimes not recorded. It is therefore the contractors responsibility to perform field investigation and verify of the accuracy of the drawings with the actual conditions.

The contractor shall check existing conditions at the project site prior to bidding.

1.3.2 Quality Assurance/Quality Control

The Contractor is responsible for reviewing work completed by its own crew or any subcontractors that the Contractor has hired to assist with the completion of this scope of work (SOW). The Contractor must correct any unsatisfactory work completed by its employees or subcontractors at no additional cost to the VA. Unsatisfactory work may be identified by the contractor, subcontractor, or authorized VA representative.

1.3.3 Hazardous Materials

Hazardous materials removal is required for this effort as some existing materials have tested positive for asbestos.

All building materials containing asbestos must be removed under abatement conditions in accordance with laws and regulations.

1.3.4 Personal Protective Equipment (PPE)

The Contractor is responsible for obtaining / providing, inspecting, and maintaining any required Personal Protective Equipment (PPE) and access equipment (lifts, scaffolding, etc...) necessary to perform services identified in this SOW and associated project documents.

1.4 Approach

1.4.1 General

This Scope of Work has been broken down into general requirements that are applicable to the entire contract and the specific construction effort:

· General (Section 3.1)

· Construction (Section 3.2) The bidding Contractor(s) will conduct a brief pre award site survey of the campus. This will be arranged through the contracting officer and conducted as a group or individually as per the contracting officer.

1.4.2 Phasing / Work Hours

Although there is no formal phasing required, abatement, demolition and construction activities shall first focus on Room 439C.

Construction efforts must be coordinated to minimize the impact to the ‘C’ wing on the fourth floor. Work that may disrupt patients or general operations within the medical center will need to be performed outside of the VAMC normal operating hours, which are 7:00 am to 4:30 pm. Such work may be performed on nights, weekends and select holidays as coordinated with and approved by the VA. Examples of disruptive work include efforts that generate loud noise or vibrations that may be heard or felt outside of the area where work is being performed. Work will need to be phased and broken into manageable iterations with full stopping points. Approved asbestos abatement plans, safety plans and the ICRA permit must be followed during each phase of demolition and construction.

1.4.3 Itemized Conditions:

· Any wall or ceiling mounted signage, alarms, decoration, or other ancillary feature that require temporary removal or relocation to complete the renovations will be the contractor’s responsibility to remove and reinstall. If any signage, alarms, or other feature is damaged during construction, the contractor will replace with an equivalent device as approved by the COR at no additional cost to the VA.

· The contractor is responsible for disposing of all demolished materials. A dumpster may be placed onsite; however, it cannot be placed in a manner that blocks or interrupts vehicle or pedestrian traffic. Dumpster location shall be coordinated with and approved by the COR.

1.5 Site Information

1.5.1 Safety

All Contractor personnel working onsite at the Medical Center will be required to attend a 1 hour Buffalo VAMC site specific safety training class. This class will be held on site and will be taught by a member of the Buffalo VAMC safety office. Attendance to this class and proof of the 10 hour OSHA requirement will allow Contractor personnel to obtain a photo ID badge from the Buffalo VAMC Police. All Contractor personnel shall wear this badge above the waist at all times while on the Buffalo VAMC campus. Participation in this class is mandatory and must be done prior to the commencement of work on-site.

If this training has been completed previously (as evidenced by a valid Buffalo VAMC Contractor Photo ID) then no repeat training will be required until the printed expiration date. Personnel must attend the safety training class to renew an existing badge.

1.5.2 Access

Although the VAWNYHS campuses are public facilities, access to facility maintenance areas, electrical areas, mechanical areas, roof access, and certain other portions of the medical facility are restricted from the general public. Accessing these areas may require advance notice, pre-approval, and scheduling to gain entry.

All visits and access requests to the VAWNYHS under this scope of work shall be coordinated through the COR.

1.5.3 Security

The construction site will always be secured by a VA approved lock. Four keys to the lock will be held, one-each by the following individuals: 1) contractor’s site supervisor, 2) the VA COR, 3) VA Police Force, and 4) VA Key Control Supervisor. No individual will be provided access to the construction site without approval from the VA. Subcontractors will be provided access by the contractor’s site supervisor, who will remain onsite for the entirety of the subcontractor’s work, and following the work will secure the site, after a complete site inspection.

1.5.4 Photography

It is VHA policy to respect the privacy of all persons (e.g., Veterans, patients, residents, members of the VHA workforce, and visitors) consistent with the needs of operating a national health care system. Privacy protections on VHA premises vary according to the needs and purposes of different types of areas, the persons included, and the purpose of the production and use of photographs, digital images, and video or audio recordings (excerpt from VHA Directive 1078).

Photography of as-built and site conditions are permissible actions under this SOW when photography activities are coordinated with the COR.

The Contractor shall ensure that any photographs taken do NOT include any VHA patients, members of the VHA workforce, or visitors to the VAMC facility.

Applicable Documents The following documents are applicable to this Scope of Work (SOW) to the extent specified herein. While every effort has been made to ensure the completeness of this list, document users are cautioned that they must meet all specified requirements of documents cited in this SOW, whether or not they are listed here.

1.6 Government Documents

The following directives, guides, handbooks, and drawings form a part of this document to the extent specified herein. Unless otherwise specified, the latest revisions available shall be used.

Copies of construction related Department of Veterans Affairs directives, guides, and handbooks are available from the Office of Construction and Facilities Management website:

http://www.cfm.va.gov/til/index.asp

DEPARTMENT OF VETERANS AFFAIRS DIRECTIVES

1078 PRIVACY OF PERSONS REGARDING PHOTOGRAPHS, DIGITAL IMAGES,

AND VIDEO OR AUDIO RECORDINGS

1.7 Veterans Health Administration Western New York Documents The following drawings and documents form a part of this document to the extent specified herein.

Documents identified as “AS MODIFIED FOR VA PROJECT 528-21-137” are base VA documents that have been tailored to the needs of this specific effort. While the base VA documents are available on the Office of Construction and Facilities Management website listed above, the Contractor shall use the modified version included as part of this SOW, NOT the base document. Copies of these documents are available from the CO, COR, or Technical POC.

VA WESTERN NEW YORK HEALTHCARE SYSTEM, BUFFALO VA MEDICAL CENTER

SPECIFICATIONS (AS MODIFIED FOR VA PROJECT 528-21-137)

PROJECT SPECIFIC DRAWINGS

1.8 Non-Government Publications

All work shall be accomplished in strict accordance with the latest codes and standards. The Contractor shall follow any/all applicable standards and codes, including, but not limited to applicable NFPA standards, NEC, JCAHO, OSHA, ANSI, ASHRAE, and any other codes.

1.9 Order of Precedence

In the event of a conflict between the text of this document and the references cited herein, the text of this document takes precedence. Nothing in this document, however, supersedes applicable laws and regulations unless a specific exemption has been obtained.

Requirements The Contractor shall provide personnel, materials, services, and facilities to perform, accomplish, and deliver the required services detailed in this scope of work.

1.10 General

This section contains general information that is applicable for the duration of the contract (i.e. applies to all Parts of this effort).

1.10.1 Status Reports

The Contractor shall provide monthly status reports throughout the duration of the contract. The reports should include at a minimum the bulleted items below. The status report will be supplied as a digital product to the Government in a Microsoft Word compatible format (*.DOC) or Portable Document Format (*.PDF) that can be emailed to COR, however, note that the VA email cannot accept file sizes larger than 5mb. Files over that size may be provided through an internet-based file sharing software such as sharepoint. The reporting period will begin at Notice to Proceed.

· Negative air pressure monitoring:

· Manually taken hourly log

· Photographs of work taken during the reporting period, specifically the following iterations:

· As built (pre-demo) images of any exposed electric., plumbing or other utility system

· Completed demolition, showing base condition

· Progress photos

· Photos of any area of concern

· Progress Report Update

· Itemized list of progress completed during the reporting period

· Itemized list of tasks behind schedule

· Updated project schedule

· Any Requests for future work, i.e. access, Shutdowns, Utility coordination, VA Engineering team assistance, etc.

· Project and safety issues, or other concerns

1.10.2 Meetings

Meetings will be held once each month starting after the initial kickoff meeting. Meeting location and exact schedule will be arraigned as agreed upon between the VA and Contractor. The intent of the meetings is to discuss the project schedule, status of submittals and RFIs, construction progress, cause of delays, issues / concerns and safety and review the status report.

The Contractor shall provide meeting minutes to document discussions had during the meeting. The contents of meeting minutes shall include but is not limited to the following information/topics:

· Meeting attendees

· Narrative to describe contents of meeting (will likely mirror the meeting agenda)

· List of action items (for both the Government and the Contractor) Meeting minutes may be organized in Contractor specified format. Meeting minutes will be supplied as a digital product to the Government in a Microsoft Word compatible format (*.DOC) or Portable Document Format (*.PDF).

The Contractor shall provide draft meeting minutes within 5 business days of the meeting. The Government will review and provide comments back to the Contractor within 3 business days of receipt of the draft meeting minutes. The Contractor shall finalize the meeting minutes and submit the final meeting minutes to the Government within 3 business days of receipt of Government comments.

1.10.3 Meeting Agenda

The Contractor shall provide a meeting agenda 3 business days prior to the scheduled date of the meeting.

Meeting agendas may be organized in Contractor specified format. Meeting agendas will be supplied as a digital product to the Government in a Microsoft Word compatible format (*.DOC) or Portable Document Format (*.PDF). Meeting agendas shall be submitted via email to the COR.

1.11 Construction

3.2.1 Kick-off Meeting and Site Survey

The Contractor shall conduct a kick-off meeting at the VAMC. During the kick-off meeting the Contractor shall discuss the approach to the project, review the project schedule, and review their plan to address any risks associated with the effort.

In conjunction with the Kick-off Meeting, the Contractor shall survey the existing area to assess current site conditions and gather information necessary to carry out required tasks.

11. Submittals The contractor shall provide submittals and shop drawings for review prior to starting work. All submittals are required to be approved prior to starting work associated with the submittal.

Provide a transmittal with each submittal containing project title, location, project number, date, subcontractor name if applicable, associated section of specification, product identification, and revision number if submittal is not initially approved.

The VA review period for submittals is 5 business days. The VA will return submittals to the contractor notated as “Approved”, “Approved as Noted”, “Revise and Resubmit” or “Not Reviewed”.

A submittal log has been generated for this effort and represents a list of the minimum required submittals based upon the current construction documents. Although every attempt has been made to ensure that this list is complete, additional submittals not listed may be required.

Table 1: Submittal Log

1.11.1 Preconstruction Conference

Submittals 1-9 as listed above must be submitted and approved prior to the start of work on site. At such time the Contractor shall attend a Preconstruction Conference. This meeting will be a follow-up to the Meetings Meetings will be held once each month starting after the initial kickoff meeting. Meeting location and exact schedule will be arraigned as agreed upon between the VA and Contractor. The intent of the meetings is to discuss the project schedule, status of submittals and RFIs, construction progress, cause of delays, issues / concerns and safety and review the status report.

The Contractor shall provide meeting minutes to document discussions had during the meeting. The contents of meeting minutes shall include but is not limited to the following information/topics:

· Meeting attendees

· Narrative to describe contents of meeting (will likely mirror the meeting agenda)

· List of action items (for both the Government and the Contractor) Meeting minutes may be organized in Contractor specified format. Meeting minutes will be supplied as a digital product to the Government in a Microsoft Word compatible format (*.DOC) or Portable Document Format (*.PDF).

The Contractor shall provide draft meeting minutes within 5 business days of the meeting. The Government will review and provide comments back to the Contractor within 3 business days of receipt of the draft meeting minutes. The Contractor shall finalize the meeting minutes and submit the final meeting minutes to the Government within 3 business days of receipt of Government comments.

1.11.2 Meeting Agenda

The Contractor shall provide a meeting agenda 3 business days prior to the scheduled date of the meeting.

Meeting agendas may be organized in Contractor specified format. Meeting agendas will be supplied as a digital product to the Government in a Microsoft Word compatible format (*.DOC) or Portable Document Format (*.PDF). Meeting agendas shall be submitted via email to the COR.

1.12 Construction

3.2.1 Kick-off Meeting and Site Survey. In preparation for this meeting the Contractor shall submit:

An updated work plan that adds additional details based upon approved submittal information.

Revised or new Activity Hazard Analysis (AHA) based on approved submittals Any additional clarifying details about the work to be performed that have been updated bases upon the approved submittals.

Any action items resulting from this meeting shall be addressed prior to ordering any materials or beginning the actual construction work.

1.12.1 General Construction

The Contractors scope of work for General Construction shall include, but is not limited to, the procedures outlined in PG-18-1: MASTER CONSTRUCTION SPECIFICATIONS (528-21-137).

Work includes, but not limited to, all labor, material, equipment and supervision to perform the required demolition, modification, construction, and/or installations in rooms 409C, 410C and 439C as described in the project drawings, specifications, and this SOW.

1.12.2 Construction Inspections

Periodic formal and informal construction inspections will be performed by VA staff throughout the construction process to assess the quality and compliance of the project in comparison to the Contract Documents. Typical inspection examples include review of safety, ICRA requirements, demolition, preparation for and installation of final finishes.

Any findings identified during an inspection as having a negative impact on the project will be photographed, documented in writing, and delivered to the contractor.

The Contractor shall respond in writing and provide evidential proof of compliance/rectification/resolution to each finding identified.

Some findings may require resolution prior to moving to the next construction process.

Verification Final inspection of the installed floor shall be conducted jointly before final acceptance of the constructed product. The groups that will participate in the verification process include:

· Prime Contractor

· Subcontractor (as applicable)

· VA Engineering These inspections will be based upon manufacturer data and will be checked against VA regulatory requirements as applicable.

Any work that does not pass inspection, the Contractor shall troubleshoot the issue and determine the root cause of the problem.

If the root cause is the result of the construction work, the Contractor shall repair and/or replace the faulty construction work and any subsequent damage at no additional cost to the Government.

If the root cause is the result of faulty equipment or materials (manufacturer defect), the Contractor shall coordinate with the manufacturer / supplier to repair and / or replace the faulty equipment or materials and any subsequent damage at no additional cost to the Government.

Delivery

1.13 Technical POC

The Contractor shall coordinate all visits and meetings with and provide submittals to:

1.14 Schedule and Submittals

The Period of Performance for the total effort will not exceed 180 calendar days.

Independent of the not to exceed period of performance, the Contractor shall comply with the individual relative and absolute timelines identified in this SOW.

The Contractor is responsible for submitting a detailed schedule that includes all initial preparations and administrative work and must also show associated predecessor and successor logic associated with all tasks performed under this contract.

Government Furnished Information, Materials, & Equipment The government shall supply the following information:

All Buffalo VAMC project specific drawings and specifications from section 2.2.

Government Furnished Materials (GFM) and Government Furnished Equipment (GFE) are not required and will not be provided for this effort.

VHA Supplemental Contract Requirements for Ensuring Adequate COVID-19 Safety Protocols for Federal Contractors

1. Contractor employees who work in or travel to VHA locations must comply with the following:

a. Documentation requirements:

1) If fully vaccinated, shall show proof of vaccination.

i. NOTE: Acceptable proof of vaccination includes a signed record of immunization from a health care provider or pharmacy, a copy of the COVID-19 Vaccination Record Card (CDC Form MLS-319813_r, published on September 3, 2020), or a copy of medical records documenting the vaccination.

2) If unvaccinated and granted a medical or religious exception, shall show negative COVID-19 test results dated within three calendar days prior to desired entry date. Test must be approved by the Food and Drug Administration (FDA) for emergency use or full approval. This includes tests available by a doctor’s order or an FDA approved over-the-counter test.

3) Documentation cited in this section shall be digitally or physically maintained on each contractor employee while in a VA facility and is subject to inspection prior to entry to VA facilities and after entry for spot inspections by Contracting Officer Representatives (CORs) or other hospital personnel.

4) Documentation will not be collected by the VA; contractors shall, at all times, adhere to and ensure compliance with federal laws designed to protect contractor employee health information and personally identifiable information.

2. Contractor employees are subject to daily screening for COVID-19 and may be denied entry to VA facilities if they fail to pass screening protocols. As part of the screening process contractors may be asked screening questions found on the COVID-19 Screening Tool. Check regularly for updates.

a. Contractor employees who work away from VA locations, but who will have direct contact with VA patients shall self-screen utilizing the COVID-19 Screening Tool, in advance, each day that they will have direct patient contact and in accordance with their person or persons who coordinate COVID-19 workplace safety efforts at covered contractor workplaces. Contractors shall, at all times, adhere to and ensure compliance with federal laws designed to protect contractor employee health information and personally identifiable information.

3. Contractor must immediately notify their COR or Contracting Officer if contract performance is jeopardized due to contractor employees being denied entry into VA Facilities.

4. Masking and Physical Distancing While in Covered Contractor Workplaces Covered contractors must ensure that all individuals, including covered contractor employees and visitors, comply with published CDC guidance for masking and physical distancing at a covered contractor workplace.

5. COVID-19 Coordinator Designation Covered contractors must designate a person or persons to coordinate implementation of and compliance with these workplace safety protocols at covered contractor workplaces.

Please take the time to visit the Safer Federal Workforce Task Force website at https:/www.saferfederalworkforce.gov/contractors/ for more information and guidance.

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