36C24822R0126.docx

SUBJECT*

FY22: NRM D/B (Project 546-CSI-125); Replace LINAC

GENERAL INFORMATION

Miami VA Healthcare System

Bruce W. Carter Miami Medical Center

1201 NW 16th Street

Miami FL

CONTACT INFORMATION

Network Contracting Office 8 (NCO 8) Miami VA Healthcare System 1201 NW 16th Street Miami FL 33125

POINT OF CONTACT*

Contracting Officer Duwane B. Snyder Duwane.Snyder@va.gov 305-339-0404

ADDITIONAL INFORMATION

AGENCY’S URL

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AGENCY CONTACT’S EMAIL ADDRESS

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DESCRIPTION

Presolicitation Notice Presolicitation Notice Please see draft SOW

Presolicitation Notice

Design Build CONTRACTOR Statement of Work “Replace LINAC (Linear Accelerator) at Radiation Oncology“ VA Medical Center Miami, FL.

Project # 546-CSI-125

I. Introduction

The Government requires the replacement of the existing Linear Accelerator at room 1B144, located on existing Radiation Oncology First Floor Miami VA Hospital

Scope of Work This Design/Build Project and Site Services CM Project will consist of renovating an existing Linear Accelerator vault to receive a new Varian EDGE Linear Accelerator. It is imperative that the existing accelerator not be removed from the vault until the construction phase of the project is ready to begin.

The first phase of this project will begin with the development of Architectural and Engineering drawings for Customer Review & Approval. Upon approval, these "Design Development" drawings will be transitioned into the final "Construction Drawings/Documents" used to obtain all appropriate approvals for construction, including ADA accessibility review, and subsequent construction work.

The second phase will be the actual construction. One of the main goals of this project is to complete as much of the noisy and messy parts of the "Statement of Work" as possible during off clinical hours. Please note: Every effort will be made to minimize the impact to the ongoing department operations.

The Project Statement and Scope of Work are based on the following:

Based on available information, all parties agree that VAMC BRUCE W. CARTER - MIAMI, FL is a governmental facility and, therefore, this project is subject to any State or local prevailing wage requirements and Davis Bacon Act requirements.

This project contains no additional /supplemental shielding. It is understood the existing shielding is adequate as-is, without modifications. It is the responsibility of VAMC BRUCE W. CARTER - MIAMI, FL's Physicist of Record to produce and provide an official Radiation Shielding Report that definitively calculates the final shielding design.

Consequently, if the official Radiation Shielding Report indicates any additional shielding is required, Contractor shall have the rights to adjust the project's Statement and Scope of Work, Project Pricing, and Schedule accordingly.

All construction will be performed to meet all building code and Americans with Disabilities Act (ADA) requirements. If this project triggers "Path of Travel" ADA construction, Contractor will perform the work per the requirements.

If a price adjustment is required, Contractor will obtain one bid and provide all back-up documentation to justify costs. Contractor will not add any work or cost to this project without a signed change-order request.

Project Justification This is standard need Project. The conditions of the existing Linear Accelerator is obsolete and needs to be replaced.

II. Requirements

General This is a Design-Build Project.

Project Overview The summary of work for the facility modifications portion of this project includes general, structural, mechanical, and electrical renovations of the existing Linear Accelerator Room #1 (1B144) and associated control area, to accommodate the installation of a newly acquired EDGE Linear Accelerator and for installation of the Identify system within the CT Simulator Room.

Startup and Testing Contractor shall perform an equipment startup in accordance with the manufacturer’s specifications.

Contractor shall perform testing of all operational controls and safety devices to ensure proper operation.

Contractor shall provide VAMC personnel with documentation of all testing.

Training.

Contractor shall provide training to VAMC personnel in the proper Startup, Operation and Shutdown of the equipment to include manufacturers recommendations.

Contractor shall provide training on the maintenance requirements and performance.

Additional Contractor requirements The contractor shall be responsible for all installation of Linear Accelerator (LINAC), mechanical, electrical, structural and controls. This includes all operational testing required by VA Directive and any other applicable codes and VA regulations.

Design Build Project Specific requirements

DIVISION 0: Architecture & Engineering:

· Architectural and engineering design documents as necessary.

· Three (3) Customer meetings; one for an on-site kick-off meeting, one virtual 50% design review meeting and one on site final design review meeting.

· Construction document production (architectural and engineering Drawings & Specifications).

· Provide a pre-test of the existing HVAC diffusers and zone control boxes in the area of renovation for design consideration.

· Provide ICRA planning and plan review with facility Infection Control staff.

· Copies of the construction documents

· Pre-construction meeting.

· Shop drawing and submittal review.

· Two (2) construction progress inspections, including punch list.

· Record drawings showing all changes made during construction.

Note: Radiation Shield Design and Survey is the responsibility of VAMC BRUCE W. CARTER - MIAMI, FL. Reference Division 13 for additional information.

DIVISION 1: General Requirements:

· Provide labor and documentation for a pre-construction conference and progress meetings.

· Provide labor and documentation for construction schedules as requested.

· Provide overtime labor as required to complete the project within the agreed upon schedule.

· Provide labor and equipment for transport, handling, drayage, storage, and protection of all construction materials and equipment.

· Provide labor and materials for temporary dust and weather protection for the construction portion of the project.

· Provide labor and material to schedule disruptive work with facility representatives.

· Standard job site work hours are 7:00 AM to 3:30 PM. Permission to work at the site during any periods other than standard work hours must be approved by the facility in advance, in writing.

· Provide labor, transportation, travel, and documentation for project management.

· Provide general liability and workers compensation insurance to meet facility requirements.

· Provide labor and equipment daily to maintain a clean and safe job site in accordance with OSHA and facility ICRA Matrices.

· Provide labor and documentation for material submittal and Operation/Maintenance manuals.

DIVISION 1: General Requirements (cont.):

· Provide labor and documentation for final punch lists and quality inspections upon project completion.

· Provide labor, accommodations, and transportation for a full-time dumpster to be present on site during the entire construction and equipment installation process.

· Infection Control:

· The installation of drywall and plastic shrouds as temporary partitions to secure areas, control dust, protect adjacent areas and equipment as required.

· Include three {3} HEPA filtered exhaust negative air units for infection control during the construction work.

· Walk-off mats and shoe covers to reduce tracking dust and debris.

· Use of owner's facilities and utilities are permitted during construction.

· Final inspection and walkthrough with VAMC Bruce W. Carter - Miami, FL representative(s} prior to occupancy.

DIVISION 2: SITE-WORK/DEMOLITION

· The existing Modulator Cabinet for this vault located in (1B148) Equipment Storage Room will be removed and the existing pull box will have a cover plate installed over. The intention is to relocate the Modulator Cabinet within the vault itself to remove the clutter and poor equipment access in the Equipment Storage room.

· Provide labor, material, and construction equipment to core drill above vault door to allow installation of new equipment cable raceway, junction boxes, and conduit.

· Provide labor, material, and construction equipment to saw cut and remove portions of the existing vault slab for installation of new conduits, relocation of the modulator cabinet and for installation of a new sink in the vault.

· Provide labor and material to remove existing hard ceiling in vault and maze area.

· Provide labor and material to remove a portion of drywall walls, and metal studs to accommodate installation new equipment cable raceway, conduits, and circuits between the Control Room and the Treatment Room.

· Provide labor, material, and construction equipment to remove the existing interior floor finishes of the Treatment Room to allow installation of new facility selected flooring.

· Provide labor, material to remove all existing millwork from the Treatment Room and Control area to accommodate installation of new millwork and cabinets specifically required for the new equipment and associated patient care accessories.

· Provide labor and material to remove metal stud/drywall diagonal wall in vault on sagittal wall.

· Demo walls sink and dispose.

· Demo HVAC grilles and dispose.

· Remove wall laser doors and dispose.

· Overhead soffit around ceiling to remain.

· Core drilling thru the vault walls for conduit access will require approval from the Customer Physicist of Record.

· This scope of work does not include the removal of any materials deemed hazardous by local authorities, the EPA, OSHA, or any other authority having jurisdiction over the work. If such materials are discovered at any time that the work is proceeding, the work will immediately cease, the owner will be notified, and the work will again proceed after VAMC Bruce W. Carter - Miami, FL has removed all the hazardous material from the job site.

Note: All items that are intended to be salvaged by the owner will be noted and removed by the owner prior to the start of the demolition work.

DIVISION 3: CONCRETE

· Saw cuts and penetrations within the procedure room shall be infilled with high density concrete.

· The vault floor shall be leveled with high density self-leveling floor patch. Floor patching as necessary in the control room is necessary.

· Provide labor and construction equipment replace existing concrete removed as needed for the installation of conduits as needed for the renovation.

DIVISION 5: METALS

· Furnish and install any above ceiling support steel necessary for accessory equipment.

· Includes labor for installing mounting brackets for LINAC accessories for Identify system in the treatment vault and CT SIM locations.

· No seismic attachments at Base frame are included.

DIVISION 6: WOOD & PLASTICS

· Fire retardant treated wood blocking/backing shall be provided in partition walls as required for support of wall hung items such as equipment cabinets, wall stands, etc.

· Countertops shall be Wilsonart Solid Surface Meadow Melage 9113ML with-4" integral backsplash. The upper and base lower cabinets would be plastic laminate Wilsonart Buka Bark 7982-38.

· The following new casework is required:

· Provide two (2) - 3' x 7' laminate Vac-lok storage cabinets.

· Nine (9) linear feet of wall cabinets for the treatment and control rooms.

· Twenty (20) linear feet of base cabinets with solid surface countertop for the treatment and control rooms. The base cabinet countertop in treatment room shall have cut out for new sink installation.

· Eight (8) linear feet of solid surface countertop in the control area. Countertop shall have a floor length laminate infill on the corridor side and reinforcement shall be installed for the installation of a frosted glass wall section on the countertop.

· Provide a laminate cable concealment as necessary in the control area.

DIVISION 7: THERMAL & MOISTURE PROTECTION

· Seal and caulk all openings through fire-rated walls.

· Reuse all existing openings if possible, if not new penetrations will be made, sealed and caulked.

· It is assumed that existing fire protection for all penetrations to include HVAC, are adequate.

DIVISION 8: DOORS AND WINDOWS

· Provide and install one (1) 4' x 8' frosted/ smoked glass wall section. Glass shall match glazing currently installed in the adjacent control area. Glass section shall be mounted to the reinforced countertop.

DIVISION 9: FINISHES

· All existing drywall disturbed by the new work shall be patched, repaired, or replaced as required with materials and construction type consistent with the existing condition.

· New 2' x 2' acoustical ceiling tile with aluminum grid, Armstrong®, USG® or equal, shall be installed in the maze and control area.

· New drywall ceiling soffits within the area of renovation as required.

· Sheet Vinyl will be Mannington Realities -Maple Grove, Color: Saddle 5622 with integral cove base shall be installed only within the area of renovation.

· Walls in the area of renovation along with ferrous metals, including door frames, shall be primed and painted with Sherwin Williams SW 7526 Maison Blanche (Main) and Sherwin Williams SW 7741Willow Tree (Accent) and Hard Ceilings {If applicable) Sherwin Williams SW 7006 Extra White.

· The vault door and door frame shall be painted with Sherwin Williams SW1093 Beige Sand.

· Existing finishes disturbed by the work shall be patched, repaired, or replaced as required with materials and construction type compatible with the existing construction.

· The services of a professional interior designer are not on SOW nor are any furnishings, furniture, artwork, miscellaneous accessories, etc.

DIVISION 12: FURNITURE

· Starfield Ceiling Fixture Panel: Include an allowance of $27,170.00 to furnish and install a Starfield Ceiling Fixture.

· Wall Mural: Include an allowance of Allowance of $7,700.00.

DIVISION 13: SPECIAL CONSTRUCTION

· Provide the scope of work submitted by Nelco to the VAMC Miami on January 5, 2022. This proposal includes the removal and replacement of the:

· NB-lO00RH Automatic Door Operator.

· Existing Heavy Duty door hinges replaced with new WD150RH hinges.

· Include battery backup small UPS to assist with opening the vault door in the event of power failure.

· It was confirmed on the Radiation Protection Shielding Design Evaluation Report (dated 10FEB2022) and confirmed with Womah Neeranjun that no additional vault wall or ceiling shielding will be required. Therefore, this scope of work includes no vault shielding scope except for the vault door.

Note: Determination of Radiation Shielding requirements are the responsibility of VAMC Bruce W. Carter - Miami, FL's Physicist of Record. This proposal assumes that no supplemental shielding is needed. If it is determined by the Physicist of Record that additional vault shielding modifications or supplementation are necessary.

DIVISION 21: Fire Suppression

· Existing system to remain. Provide labor, equipment, and certification to reconfigure the existing automatic sprinkler system and sprinkler heads in the renovation area to accommodate the proposed new ceiling tile and grid and to accommodate for structural supports for new ceiling mounted accessory equipment and the identify system, as needed.

· New sprinkler system work shall conform to NFPA 25 standards.

DIVISION 22: Plumbing

· The existing Compressed Air lines within the vault will be terminated with an NPT fitting in the rear wall for future use by Service or customer personnel.

· The existing chilled water lines for the current accelerator will be reused in same location. New valves will be provided and installed into the rear area of the vault wall.

· Provide and install one (1) stainless steel, single bay, casework mounted sink with wrist blade handles in the treatment room. New water lines shall be insulated.

· Medical Gas work is not on SOW.

DIVISION 23: Heating, Ventilation, and Air Conditioning

· DB/CONTRACTOR WILL PROVIDE Test & Balance Report to better evaluate the condition of this Project.

· Upon award of the project, Contractor shall provide an initial test and balance of the system serving the project space and make recommendations relative to the adequacy of the system to properly condition the space.

· New aluminum ceiling diffusers shall be installed in the Treatment room. Diffusers in the CT SIM shall be cleaned and relocated as necessary for the production of the work.

· Install one (1) Filtrine Heat Exchanger chilled water system. Include up to 100 lineal feet of chilled water piping. Meters, gauges and filters as required for the accelerator chilled water system needs to be included. Chiller piping shall be insulated.

· The furnishment of this new Heat Exchanger would also need to be provided under the Equipment portion of the order and excluded in this SOW.

· The intention is to use the Heat Exchanger with Plant Chilled water as a secondary cooling water source as the City Water Temperature is too warm for the new accelerator.

· The Heat Exchanger is typically required with Plant Chilled Water systems as the water temperature is below equipment minimum temperature of 50° F.

· Install one (1) Filtrine Chiller and Quick Connect Panel (QCP).

· After completion of HVAC work, a test and balance of the HVAC system affected by the work shall be performed by a qualified, independent testing agency certified for such work.

· Provide a new dedicated HVAC Unit for the new Linac and Control Area mounted on roof. This RTU shall be 100% OA.

· Note: The furnishing of the heat exchanger itself would be provided under the Accelerator equipment order and is excluded from this construction scope. The furnishment of the chiller and QCP must be included in the equipment Sales Order and is excluded from the scope.

DIVISION 26: ELECTRICAL

· Demo existing 150 amp 208 volt circuit breaker at control wall and existing feeder is to be removed.

· Note: Assume that the existing Main Distribution Panel (MDP) has adequate ampacity and space to accommodate the aforementioned circuit breaker.

· Furnish and install a new 480 volt, 80 amp, 5 wire feed in existing 2" conduit from Main distribution panel to new EDGE Main Circuit Breaker Panel, not to exceed 100 linear feet.

· Furnish labor and material to install one (1) GEXPRO VWB80A480V, Main Circuit Breaker panel at the control area where the existing 21EX Panel and associated wiring are currently located.

· Furnish labor and material to install new Transtector Power Condition provided by Vendor. Location to be in room to the left of the control area where existing power conditioner is now.

· Extend existing warning light and door interlock circuits to new relay junction box.

· Existing warning lights at the vault entrance and inside the vault are to remain.

· Extend existing emergency off circuits to the new relay junction box and replace emergency off push buttons with new manual-reset pushbuttons with one (1) N.O. contact and one (1) N.C. contact (DPDT type)..

· Inspect, clean and reuse the existing conduits:

· Install 2 additional (4") conduits from the control console to the base frame pit. These will be core drilled and installed through the interstitial area below and then up into vault base frame pit.

· Install one (1) GEXPRO relay junction box, provided by Vendor.

· Furnish and install all conduits, j-boxes and wire for Identify system in the Treatment vault and CT SIM.

· Furnish and Install (1) accessory pull box 24"1 x 12"d x 18"w above ceiling.

· Furnish and install conduits for accessory box above ceiling in vault for in room accessories.

· Speakers, (4) CCTV camera, PAVS system

· Existing 120v power receptacles in the Treatment Vault and Control area are adequate and will remain "as is”

· Re-use existing wiring and conduit for AC and DC Door Interlock Switches recessed within doorframe.

· Install and furnish (1) IEC60309 outlet at control console.

· Furnish and install (1) X-Ray IN USE light to be installed above the door.

· Furnish and install New LED lighting in Treatment vault and maze area.

· Fire alarm and low voltage systems are to remain. No work required for these.

· Provide labor and material to install new electrical service for the Vendor provided Filtrine Heat Exchanger

· Note: The Heat Exchanger shall be furnished as part of the EDGE Accelerator order.

· Note: The existing Physics Access port between the Control Area and Treatment Room is assumed adequate in existing condition and location and will remain without additions or modifications.

DIVISION 27: Communication

· Furnish and install rough-ins for CCTV cameras, Dual in-room monitor conduit and backboxes (2 sets), Live view camera and microphone, Optical imaging camera and PAVS system. Rough-in includes back box, conduit to outside of the vault area and pull string.

· We have included rough ins for Identify system components in the treatment room and CT SIM. Rough-in includes back box, conduit to outside of the vault area and pull string.

DIVISION 28: Electronic Safety and Security

· The existing Fire/Smoke Alarm System and devices located throughout the renovation area are assumed adequate in existing condition and location and will remain without additions or modifications.

· The existing facility Nurse Call, Code Blue, Telecommunication, Security, Public Address and Computer Network Systems and devices located throughout the renovation area (as applicable) are assumed adequate in existing condition and location and will remain without additions or modifications.

Emergency Response The contractor’s technician shall arrive on site within two hours when notified by the COR of an emergency. This will apply 24 hours a day, 7 days a week including any holidays.

Contractor is responsible to maintain the work area in a neat and orderly condition.

Contactor shall provide a dumpster for disposal of old materials and any debris generated during the work.

Contractor shall ensure the work area is broom clean at the end of each shift.

Only VAMC Personnel are authorized to turn On or Off any electrical circuits or to Open or Shut any valves.

Inspection/Acceptance The Contractor shall only tender for acceptance those items that conform to the requirements of this contract. The Government reserves the right to inspect or test any supplies or services that have been tendered for acceptance. The Government may require repair or replacement of nonconforming supplies or reperformance of nonconforming services at no increase in contract price. If repair/replacement or reperformance will not correct the defects or is not possible, the Government may seek an equitable price reduction or adequate consideration for acceptance of nonconforming supplies or services. The Government must exercise its post-acceptance rights within a reasonable time after the defect was discovered or should have been discovered; and before any substantial change occurs in the condition of the item, unless the change is due to the defect in the item.

The DB CONTRACTOR will be given written information (As Build and Existing Drawings); participate in project planning meetings, pre-bid meeting, and pre-construction meeting as required; communicate with VA personnel via telephone or letter.

The entire work must be Tested and Certified by a Professional Engineer (PE) and meets NFPA, EPA, ANSI, OSHA, National Plumbing Code, National Electric Code, ASHRAE, National Safety Code, VA Specifications, VA Construction Standards, VA Repair Handbooks and VA Fire Protection Manual available in the technical information Library (https://www.cfm.va.gov/TIL).

The detailed project shall begin with an intense on-site physical survey and collection of previous project data.

All installation or demolition shall be documented on the As Build Drawings and comply with all applicable requirements of NFPA, ANSI, OSHA, National Electric Code, National Safety Code, VA Specifications, VA Demolition Standards, VA Repair Handbooks, etc. and all applicable Local, State, and Federal Regulations and Standards. Existing As Build Drawings will be made available to the DB/ CONTRACTOR; however, their accuracy shall be field verified by the DB / CONTRACTOR and all consulting firms as part of investigative services.

The DB/ CONTRACTOR will be required to perform all necessary site survey work such as verifying record drawings.

The following investigative work shall be included within the scope of this project:

1. Provide all Engineer investigative work for application to this project including but not limited to electrical and mechanical testing, vibration studies, structural analysis and any other test or study required to complete this project. Verify existing conditions to ensure the accuracy of the Replacement/Installation.

2. Field verify VA furnished drawings to ensure DB / CONTRACTOR As Build Drawings are accurate. It is the DB / CONTRACTOR’s responsibility to determine existing conditions and to base the construction on this information.

3. Materials to be furnished to the DB/ CONTRACTOR by the VA

3.1. The following shall be Furnished to the DB / CONTRACTOR upon request:

a. VA Engineering Service will provide the DB/CONTRACTOR with all available As Build and Existing Drawings. The following documents will be provided to the Contractors in a link format as part of the supporting documents (Site Plan, Miami VA Asbestos & Lead Survey; Electrical Plans, VA Construction Policy, Mechanical Drawings, One Line, and As Build Drawings).

Note: The accuracy of any paper copy or Drawings is not guaranteed and shall be used only for general information. Actual conditions must be field verified by the DB/CONTRACTOR and all consulting firms.

b. All VA standards, specifications, Space Planning Criteria, Equipment & Design Guides List and Design Submission Guidelines can be obtained by accessing the World Wide Web at the following address:

http://www.cfm.va.gov/TIL/

3.2. The following laws, regulations, policies, and procedures in effect on date of contract issuance and all subsequent changes or updates apply:

3.3. Glossary. Acronyms used in this Performance Work Statement (PWS) are listed below for easy reference:

III. Submission of Documents

DB Contractor shall submit an updated As Build Drawings Reviewed, Signed and Sealed by a Professional Engineer showing all changes performed after the Installation. Drawings must comply with and meets NFPA, EPA, ANSI, OSHA, National Plumbing Code, National Electric Code, ASHRAE, National Safety Code, VA Specifications, VA Construction Standards, VA Design - Build Handbooks, VA Chilled Water Design Manual and VA Fire Protection Design Manual.

Submissions will be reviewed for functional purposes only. Technical accuracy and detail will be the responsibility of the DB/ CONTRACTOR. Conditions and field verification are the total responsibility of the DB / CONTRACTOR. Therefore, change orders are not expected during construction due to As Build Drawings deficiency or negligence. It is the DB / CONTRACTOR’s responsibility to accurately determine conditions and to ensure that the As Build Drawings are based upon correct current field verified data and ensure no deficiencies. All drawings furnished by the Department of Veterans Affairs shall be field verified by the DB / CONTRACTOR.

IV. Period of performance

350 Days after Notice to Proceed (NTP). Project is completed after 3 backup new Chillers for AHU-1, AHU-2 and AHU-7 are fully installed, tested, certified and up and running in accordance with VA Standards.

Utility Outages, including disruption of electrical, water, fire alarms, must be marked as activities in the CPM scheduled and discussed with MVAMC COR during the two weeks look ahead scheduled meetings at least 15 calendar days in advance.

V. VA Responsibility

The VA will coordinate meetings with appropriate medical staff and the DB / CONTRACTOR as requested. Any site visit shall be coordinated one (1) week in advance for proper coordination with the VA staff.

END OF SOW

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