36C24226Q0719.docx

SUBJECT*

Supply and Install Welded Sheet Flooring

GENERAL INFORMATION

Network Contracting Office 2 James J. Peters VA Medical Center 130 West Kingsbridge Road Bronx NY 10468-3904

POINT OF CONTACT*

Contracting Officer Charlie Augustin charlie.augustin@va.gov 631-261-4400 x17083

PLACE OF PERFORMANCE

Northport VA Medical Center

79 Middleville Rd

Northport New York

COUNTRY

ADDITIONAL INFORMATION

AGENCY’S URL

URL DESCRIPTION

AGENCY CONTACT’S EMAIL ADDRESS

EMAIL DESCRIPTION

Combined Synopsis/Solicitation Notice Combined Synopsis/Solicitation Notice

DESCRIPTION

Combined Synopsis/Solicitation Notice

Statement of Work (SOW) VAMC Northport, NY The Contractor shall furnish all flooring material, (adhesives, welding strips, trim, etc.) management, supervision, labor, equipment, tools, special tools, supplies, parts, and related services, in accordance with this SOW, VA plans and specifications and as necessary for complete working flooring system as approved by the VA. Electronic copies of VA specifications shall be furnished by VA upon Contractors’ written request. Hard copies of VA specifications shall be at the Contractors’ expense. Contractor shall be responsible for verifying all quantities and dimensions onsite prior to providing their pricing to the CO. The general scope of work includes but is not limited to: Visit site, prepare floor for installation, supply flooring and all materials for a welded vinyl sheet floor installation with flash cove base in Building 200 Room E0-3.

1. General

a. Safety shall be the Contractor’s highest priority; this work will require VA furnished ICRA Level 3 provisions. Hotwork permit is required by visiting the VAMC Fire Department on the day(s) when welding with the COR.

b. This project shall be a turn-key operation for the work as described in this SOW.

c. The VA healthcare facility shall continue to operate during the performance period, including patient care.

d. Work by the Contractor shall be completed during regular business hours, between 0800 – 1630, Monday through Friday, with prearranged permission of the COR it may be possible to shift those hours to 0700 – 1630 to complete the installation. Any work that shall interfere with normal medical facility operations shall be coordinated with the COR, 2 days in advance to allow for coordination with affected VA departments. Contractor’s work shall be conducted in a manner at times which would present the least amount of disruption to the VA healthcare facility and patient safety.

e. Period of Performance: 7 days/5 working days in total.

f. No job site work shall commence prior to receipt of all approved submittal items (flooring material, welding strips and glue, cove cap, any reducers, etc.) and upon written authorization of COR.

g. Submittals shall be submitted for approval no later than ten (10) calendar days after Notice to Proceed.

h. Any VA supplied utilities that are needed to complete this preparation and installation are to be communicated to the COR no later than ten (10) calendar days after Notice to Proceed.

i. Documentation – Contractor shall furnish written documentation that products furnished are specifically designed for use in a medical facility and meet the stated requirements in this SOW, Contract plans, specifications, and documents.

j. Installation - The Contractor shall be responsible for all work needed to provide the preparationl, installation and initial cleaning of this specialized flooring and provide cleaning instructions for the VA staff before award.

k. Contractor shall furnish all supervision, labor, materials, equipment, tools, supplies, and Supply and

Install

Welded

Sheet

Flooring Fluoroscopy of related services required to furnish and complete a turnkey flooring installation. Provide all materials, flooring and labor to prepare the floor per manufacturer’s recommended installation instructions in their approved method. Contractor shall carry out the contract in accordance with the true intent and meaning of the SOW, contract plans, and specifications without additional cost to the VA.

l. Building materials, tools and equipment shall never be left in a public area or unattended within the unit common areas. No work is to be done in common areas, there shall be a minimum of 2 individuals in proximity of the work to ensure that building materials, equipment, tools, and supplies are not accessible to patients or others. If the contractor has a day that the contractor cannot have the second person onsite, advance notice of 2 days must be provided to the COR. This advance request is to be made in writing for every occurrence and will be required to obtain VA security before any work can be done on the day VA security is requested.

2. Specifications and Drawings

a. Electronic copies of the specifications and drawings shall be made available to the Contractor upon Contractor’s written request.

b. Contractor shall be responsible for printed copies of specifications, drawings and other documents, at the Contractor’s expense.

3. Replace flooring in Fluoroscopy room E0-3: Contractor to prepare the existing area, repair the subfloor if necessary in preparation of new contractor supplied welded sheet flooring with a flash cove system that meets the requirements in all documents provided.

a. All scrap material shall be removed and disposed of by the Contractor in an Offsite location or provide a dumpster specifically for the removal of any debris created by this project.

b. The Contractor shall prep and prepare the floor prior to installing welded sheet flooring per the manufacturer’s recommended preparation instructions and VA requirements provided. The floor preparation is to be based upon the site conditions described and seen during the site visit that is required.

c. The Contractor shall provide all manufacturer recommended materials, all materials to be from the same manufacturer, supplies, tools and labor to provide an approved installation per contractor’s measurements taken on site. Failure to measure and confirm measurements will not be accepted for any modification request for any portion of this job.

d. Any provision or partial provision of the Contract plans, specifications, documents or requirements that is not consistent with this SOW and Contractor Access and Activities Notice shall be null and void only to the extent of the inconsistency; other provisions or partial provisions of the Contract plans, specifications, documents or requirements shall remain in full force and effect.

e. General Requirements: Contractor, Contactor employees, Contractor Sub-Contractors, and Contractor suppliers shall comply with the VA security management program and obtain permission of the VA police, be identified by the contract and employer, and restricted from unauthorized access. This shall be coordinated with the VA Police by the COR. Contractor, Contactor employees, Contractor Sub-Contractors, and Contractor suppliers shall not enter the work site without a temporary access sticker. They may also be subject to inspection of their personal effects when entering or leaving the project site. Temporary badges shall be supplied by the VA to the Contractor for distribution to the Contractor, Contactor employees, Contractor’s Sub-Contractors, and Contractor suppliers. The Contractor shall maintain a log of Badge ID numbers and names of employees the Badges were issued to. Updated Badge log shall be given to the COR weekly or less frequently if directed by COR. Lost Badges shall be reported immediately to the COR and the Contractor shall be responsible for a $100.00 fee for all lost or unreturned Badges.

a. After regular business hours or weekend access: For work outside the regular business hours and weekend, the Contractor must furnish written notification to the COR and the COR shall schedule and furnish written authorization to proceed three (3) business days in advance of the proposed work activity. Any work performed by the Contractor, at the Contractor’s own volition outside specified working hours shall be at no additional expense to the VA.

b. Safety: Safety shall be the Contractor’s highest priority. The Contractor shall be solely responsible for compliance with Federal/State/Local (F/S/L) OSHA regulations. The Contractor shall furnish and have in place Personal Protective Equipment (PPE), safety signage, cones, barricades etc., to protect the safety of VHSO patients, employees, visitors, volunteers, tenants and others. Contractor, Contractor employees, and Contractor suppliers shall not be permitted to work and shall be asked to leave if the proper safety items are missing. Contractor shall furnish required safety items.

c. Contractor Expertise Requirements: Contractor shall have at least five (5) years’ proven specialty flooring experience with proven experience providing welded flooring installations in a hospital based radiology department. Contractors must be licensed to complete work, where required, by F/S/L regulations within the State of New York. The Contractor shall furnish proof of license where required by F/S/L regulations, and liability insurance. Contractor must be an authorized supplier and installer of the products furnished.

4. Other requirements: The materials and equipment installed shall match similar existing work if applicable for repair of adjacent surfaces.

a. Contractor shall make every reasonable effort to protect VA property from damage, and will be required to repair all damages and finishes that has been disrupted.

b. Anything remaining in place that is damaged or defaced during this Contract shall be restored by the Contractor to the condition existing at time of award of Contract at the Contractor’s expense.

c. Walls, ceilings, floors, furniture, etc., shall be protected from damage due to dust, staining, or falling debris created during any construction activities of the project.

d. No unauthorized work shall be initiated without the prior written approval of the Contracting Officer. The Contracting Officer shall approve requests, or proposals for changes in project scope and/or additional requirements, in writing, prior to the Contractor proceeding with any related work. Any changes accomplished without prior written approval, shall be done at the Contractor’s expense. Contractors shall visit the job site and visit the facility to determine if it’s reasonable or necessary to ascertain the nature and location of the work to be performed in general, and the local conditions which can affect the work or the cost thereof. Failure to do so shall not relieve the Contractor of his responsibility for estimating properly the difficulty or cost of successfully performing the work without additional cost to the VA.

e. Measurements/locations are approximate and shall be verified by the Contractor onsite before ordering materials. VA shall not be held responsible for any error or variation in any measurements or other data listed. The Contractor shall not be relieved of his responsibility to carry out the Contract in accordance with the true intent and meaning of the SOW, Contract plans, specifications, and documents without additional cost to the VA.

f. Work required for this project shall be in accordance with the best practices of the building trades involved and in accordance with the true intent and meaning of the SOW, Contract plans, specifications, documents and requirements without additional cost to the VA.

g. Contractor shall furnish resources, including, but not limited to, qualified professionals, materials, equipment, tools, supplies, and related services to perform the work. Contractor shall work independently once oriented, with adequate resources to accomplish work within the performance period and per the Contractor’s COR approved progress schedule.

5. Workmanship: This project shall be a turn-key operation of the SOW, Contract plans, specifications, documents and requirements and be of a complete and working flooring systems.

a. The Contractor shall furnish qualified professionals, material, equipment, tools, supplies, and related services required to install complete working systems.

b. Work is to be conducted in a manner and at times which would present the least amount of disruption to the VA healthcare facility.

6. Vehicles and construction equipment:

a. Contractors’ keys to unattended vehicles and equipment shall always be removed when vehicles are unattended and parked only in approved parking spots.

b. Loading dock locations can be utilized for loading and unloading only. After loading and unloading is complete, vehicles must be parked in an approved location confirmed by the COR.

Material Storage:

Contractor must have prior written authorization by the VA for storage of Contractor supplied materials and equipment. The Contractor shall submit in writing a request for storage of materials, equipment, tools, and supplies. The Contractor’s written request shall be submitted to the COR 10 days prior to the start of any work to allow time to review and notify the impacted parties.

It is not expected that any space will be required outside of the room where the product will be installed.

Work shall be planned by the Contractor to give as much time as possible to schedule storage.

No storage shall commence until written approval and authorization of the Contractor’s request is provided by the COR seventy-two (72) hours prior to the storage.

Tools/Staging: Contractors must furnish materials, equipment, tools, ladders, and supplies to complete their work.

Unloading/Parking: No materials or equipment are permitted through the front entry. Use Employee entrance/loading dock – only for loading and unloading, do not leave vehicle(s) unlocked. Parking on VHA property is limited and the Contractor must have prior written approval of the on-site parking location to use, from COR.

Elevators: Contractor shall use only service elevators and protect elevator cabs and controls during periods of use. Contractors shall not exceed elevator weight limits.

Radios/Cell Phones: Use only outside. Do not carry on conversations in hallways or near any patient areas. AM/FM radios and other sound producing devices are strictly prohibited in the VA buildings.

Noise: Contractor shall coordinate and schedule any noise making activities with the COR. For any noise making work activities, the Contractor shall provide written request to the COR and the COR shall schedule and furnish written authorization to proceed three (3) business days in advance of the proposed activity. At least two (2) business days’ notice must be given to the VA facility stakeholders.

Dust Proofing/Cleaning: Facility and furnishings must be covered with plastic or clean drop cloth if there is any potential for dust. Contractors shall furnish their own HEPA vacuum cleaner(s), tacky mats at the entrance of the work zone with COR permission and cleaning tools.

Contractor shall remove and properly dispose construction debris, materials, equipment, and substances from this project and the VA property daily, after each work period (Monday – Friday) or weekend, into the VA assigned containers. All tools, materials, equipment, and substances from the project and project activities must be fully removed and prior to final payment.

Contractor shall return the work site to the condition in which it was found at the Contractor’s expense.

Warranty: Contractor shall guarantee all workmanship for a period of two (2) years after completion of work. Contractor must furnish a 1-year parts/support warranty on all work completed.

Photography: Photography of any patients, personnel, visitors, and others on VA property is strictly prohibited.

Flooring selected: Mannington BioSpec MD – Color TBD

Specifications of Flooring to supply or match (Quick Stick method will not be accepted):

Floor plan with estimated dimensions:

Information Security/Privacy/ Records Management:

1) This contract does not involve access to VA patient/employee information and does not involve access and/or connection to the VA information system.

2) VA Privacy Training for Personnel without Access to VA Computer Systems or Direct Access to or the Use of VA Sensitive Information:

The Department of Veterans Affairs, VA must comply with all applicable privacy and confidentiality statutes and regulations. One of the requirements in VA is to have all personnel trained annually on privacy requirements. “Privacy” represents what must be protected by VA in the collection, use, and disclosure of personal information whether the medium is electronic, paper or verbal.

This document (20939 training) satisfies the “basic” privacy training requirement for a contractor, volunteer, or other personnel only if the individual does not use VA sensitive information or protected health information (PHI) in any form such as electronic or paper or have access to any VA computer system.

The Contracting Officer Representative (COR/ COTR/ Project Manager) is responsible to obtain this training from the contractor and to maintain according to the Records Control Schedule (RCS 10-1).

A copy of this completed training by the contractor is to be provided to the Privacy Officer.

3) This contract does not create records on behalf of VA.

See attached document: S02 SF1449 _36C24226Q0719_1 WELDED SHEET FLOORING.

See attached document: P07 WAGE DETERMINATION SUFFOLK COUNTY 5_18_2026.

See attached document: S02 VA ID PACKAGE UPDATED 10-29-2025.

See attached document: S02 NY Tax Exempt Form.

See attached document: VA Notice of Limitations on Subcontracting.

See attached document: S02 52.225-2 BUY AMERICAN CERTIFICATE.

See attached document: S02 AUTODESK Contractors Access Instructions.

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