36C24419R0037-017.pdf

MEDICAL CENTER REQUIREMENTS

ERIE VA MEDICAL CENTER

Privacy Training:

Privacy training must be completed by all contractors and subcontractors assigned to the VA accounts prior to construction or delivery of service and/or onsite visit and annually. There are three (3) options a contractor or subcontractor can choose from to complete privacy training:

1. Complete VHA Privacy Policy Training electronically through EES at the following website: https://www.ees-learning.net/librix/loginhtml.asp?v=librix . or

2. Review the text version of VHA Privacy Policy course included with this contract and complete the training certificate or,

3. Review the text version of VHA Privacy Policy Training PowerPoint presentation included with this contract and complete the training certificate.

The Contractor shall provide to the VA COTR a copy of the completed training certificate(s)

Security Badges/Background Investigations:

All prime contractor personnel and subcontractor personnel will be required to obtain a Flash Badge (Day Pass) prior to reporting to the jobsite. Within ten (10) business days prior to the personnel arriving at the work site, the General Contractor to whom award is made will be responsible for all personnel and subcontractor personnel completing the Background Investigation Request Worksheet and the VHA Service Center Contractor PIV Sponsorship Form and submitting it to the Personnel Security Officer at the Erie VA Medical Center. Badges will be issued to qualified personnel and must be worn and visible at all time while in VA property. The General Contractor will be responsible for completion of the VHA Security Center PIV Credentials Turn-In Inventory Report and forwarding it to the Contracting Officer at the end of the construction project. General Contractor is responsible for obtaining and turning in ALL badges.

Contractor Weekly Progress Meetings:

The contractor is required to hold weekly progress update meetings at the VA construction site with the Contracting Officer and his designated personnel to review all relevant aspects of the construction to be accomplished for current week and for the following two weeks. All pertinent issues which may affect the established construction schedule are to be raised by the contractor with possible recommended solutions to maintain schedule target dates. Contractor is responsible for generating and supplying an agenda one (1) day before the meeting to all participants of the meeting. The Contractor is also responsible for writing the detailed meeting minutes and providing them to the Contracting Officer within three (3) working days after the meeting.

Required Registration with Contractor Performance Assessment Reporting System (CPARS):

As prescribed in Federal Acquisition Regulation (FAR) Part 42.1500, the Department of Veterans Affairs (VA) evaluates General Contractor past performance on all Contracts that exceed the thresholds outlined in FAR Part 42.15, and shares those evaluations with other Federal Government Contract Specialists and procurement officials. The FAR requires that the General Contractor be provided an opportunity to comment on past performance evaluations prior to each report closing. To fulfill this requirement, VA uses an online database, the Contractor Performance Assessment Reporting System (CPARS) which is maintained by the Department of Defense. The CPARS database information is shared with the Past Performance Information Retrieval System (PPIRS) database, which is available to all Federal Agencies. Each General Contractor whose Contract award is estimated to exceed the thresholds outlined in FAR 42.15 is required to provide to the Contracting Officer contact information for the Contractor’s representative with their response to the solicitation. The Contractor is responsible to notify the Contracting Officer of any change to the Contractor’s representative during the contract performance period. Contractor’s representative contact information consists of a name and email address. The Government will register the contract within thirty days after contract award. For Contracts with a period of one year or less, the Contracting Officer will perform a single evaluation when the Contract is complete. For Contracts exceeding one year, the Contracting Officer will evaluate the General Contractor’s performance annually.

Interim reports will be filed each year until the last year of the Contract, when the final report will be completed. The report shall be assigned in CPARS to the General Contractor’s designated representative for comment. The General Contractor representative will have 30 days to submit any comments and reassign the report to the VA Contracting

Officer. Failure by the Contractor to respond within those thirty days will result in the Government’s evaluation being placed on file in PPIRS without Contractor’s comments.

Coordination Drawings:

The contractor is responsible for the submission of coordination drawings which overlay all the new and existing systems (fire protection, plumbing, HVAC, electrical, communications, etc) on one drawing, or set of drawings, per VAAR 852.236-80 Subcontracts and Work Coordination Alternate 1. No work shall commence of the new systems until the Government has approved the coordination drawings.

Submittals and RFI:

The Government has fifteen (15) working days to review and approve/disapprove Contractor required submittals or RFI’s

Project Drawings and Specifications:

The drawings and specifications are not intended to define all details, finish materials, and special construction that may be required or necessary. The Contractor shall provide all installations complete and adequate as implied by the contract specifications and contract documents.

Drawings are diagrammatic only and do not show exact routes and locations of equipment and associated wiring. The Contractor shall verify all equipment currently installed along with the work of all other trades and shall arrange their work to avoid conflicts. In the event of a conflict, the Contractor shall discuss the issues with the Contracting Officer Representative (COR) and obtain written corrective action from the Contracting Officer.

SUBMITTAL REGISTER:

The Contractor shall prepare a Submittal Register and submit all items specified in other sections of these specifications on that Submittal Register. Submit electronic file to the Contracting Officer for approval within 10 calendar days after

Notice to Proceed. The Contractor shall keep this electronic file up-to-date and shall submit it to the Government together with the monthly payment request. The approved Submittal Register will become the scheduling document and will be used to control submittals throughout the life of the contract. The Submittal Register and the progress schedules shall be coordinated. At a minimum the Submittal Register will include the following information for each submittal:

1. Transmittal number

2. Section number

3. Description of submittal

4. Date submittal will be issued for review/approval

5. Date submittal to be returned to contractor

6. Date submittal actually submitted

7. Date Submittal approved/disapproved

8. Comments – Approved/Approved as Noted/Rejected

SCHEDULING:

Submittals covering component items forming a system or items that are interrelated shall be scheduled to be coordinated and submitted concurrently. Certifications to be submitted with the pertinent drawings shall be so scheduled. Adequate time (a minimum of 15 working days exclusive of mailing time) shall be allowed and shown on the Submittal Register for review and approval. No delay damages or time extensions will be allowed for time lost in late submittals. The Contractor shall carefully control his procurement operations to ensure that each individual submittal is made on or before the Contractor scheduled submittal date shown on the approved "Submittal Register."

Upon receipt of submittals, Contractor will assign a file number thereto. In any subsequent correspondence all parties shall refer to this file and identification number to expedite replies relative to previously approved or disapproved submittals.