(1) 08152023 2023 07 10 516-23-109 SOW R1.pdf

Statement of Work 516-23-109

Renovate & Abate Flooring in Three Bay Pines Buildings

1.0 Scope:

Contractor shall furnish all labor, materials, equipment, employee training, supervision, insurance, and permits required to execute this Scope of Work. Contractor shall adhere to all applicable federal, state, environmental, and local regulations pertaining to asbestos remediation.

The flooring material to be removed includes carpet, floor tile, and mastic. Existing flooring mastic contains asbestos and will require abatement.

The order of execution of the tasks is work in Building 2 first, the Building 102 DOM Hub second, and finally the Building 100 Emergency Department Lobby. However, this sequence may change based on access to the areas. The contractor shall temporarily relocate furniture, as needed, to accomplish work in each area. Reinstall furniture upon completion of work as indicated below.

The contractor shall complete a room finish schedule using the provided spreadsheet template and submit it for VA approval prior to ordering material. The contractor shall supply all adhesive required for flooring and cove base installation. In addition, the contractor shall supply all new cove base. Cove base shall be supplied in lengths of 50 feet or greater (4ft lengths of cove base will not be accepted). The contractor shall provide any and all floor leveler required for this project (submit to COR and obtain approval prior to purchasing).

The contractor shall develop the phasing plan(s) required for the execution of each Task. The contractor shall arrange meetings with the COR, activations, and end users to develop the phasing plan(s), with final approval by the COR via official submittal. The COR shall approve phasing plan(s) at least twenty-one (21) calendar days prior to the commencement of any work.

Work shall only occur in one building at a time. All work in one building and/or phase shall be completed, including punchlist corrections, before moving to the next building and/or phase.

All included construction specifications are part of this contract. See specification section 00 01 10 Table of Contents.

NAICS Code: 236220

See Records Management and Privacy Office requirements at the end of this SOW.

See attached floor plans for replacement flooring material.

1.1 Task #1: Building 2, OI&T Second Floor

1. Abate, remove, and replace the flooring and base per attached sketch.

2. Demolish and discard all furniture in the areas within the scope of this project.

a. Disconnect the hard-wired cubicle whips from the junction boxes on the walls. Install wire nuts on the ends of the wires and furnish and install blank electrical cover plates on each junction box. Plan for 4 whips to be disconnected. An electrical shutdown will be required, which shall be coordinated with the COR 21 calendar days in advance.

b. Per the Building 2 furniture demolition plan, the contractor shall demolish and dispose of all millwork in rooms 218 and 220.

c. There is a small lift in room 225 that the contractor shall remove, store, and reinstall once flooring replacement is complete.

3. In room 211, unbolt and store the switch rack. Reinstall upon completion of construction activities.

4. Level floors in preparation for installation of new flooring. Floor leveler is not intended to increase the overall elevation of the floor.

5. Prepare subfloor for installation of new flooring in accordance with specifications and manufacturer’s installation instructions.

6. In the elevator lobby and hallways, demolish the wall base and floor tile at perimeter of floor along wall. Level the remaining trenches and repair the wall to match prior to installing new flooring and cove base.

7. In each room (outside the main hallway or elevator lobby) included in this scope of work, demolish the tile base and floor tile at perimeter of floor along wall, level the remaining trenches, and repair the wall to match prior to installing new flooring and cove base.

a. Contractor shall provide a per square foot cost in their proposal and include demolition of 500 square feet. This cost per square foot price will be used to calculate either a credit or additional change order cost for difference in actual quantity.

8. Furnish & install new flooring and vinyl cove base in accordance with manufacturer’s installation instructions. Cove base shall be as specified in the attached drawing and be supplied in lengths sufficient to minimize seams along walls.

9. Contractor shall furnish and install all materials required for epoxy flooring in locations indicated on attached sketches.

10. Furnish and install transition strips or Schluter strips where different flooring types meet.

COR approval is required prior to material procurement.

11. Patch, prime, and paint all walls (floor to ceiling) in areas where new flooring is installed.

Prior to painting walls, contractor shall remove, store, and protect wall-hung items. Reinstall all wall-hung items upon completion (except for furniture). The requirement to patch, prime, and paint also includes where wall-mounted furniture was removed.

a. Items that are fixed to the walls (i.e. thermostats, room identification signage, evacuation signage, etc.) may remain and be painted around. Items that are hanging on the walls (i.e. clocks, calendars, few pictures hanging on screws, etc.) shall be removed prior to painting, stored, and then reinstalled. Contractor shall consider inventorying these items for condition and tracking purposes and shall replace these items exactly as they were found.

b. Doors, windows/window sills, and door frames do NOT require painting.

12. The space in Task #1 will require multiple phases. Contractor shall maintain at least one (1) path of access for IT staff to the main computer room (room 200) from at least one stairwell at all times. In addition, Contractor shall maintain access to the HUD/VASH office (room 224) from at least one elevator. Note that there are three (3) ways to access the main computer room on the floor plans.

13. A single phase shall be defined as and include the following:

a. A group of rooms where the occupants are displaced for a set period of time.

b. Furniture is demolished and disposed.

Commented [MCA1]: CONTRACTING – is this yellow highlighted section acceptable to Contracting?

c. Flooring and base are replaced.

d. Space is turned back over to VA.

1.2 Task #2: Building 102 Service Hub

1. Abate, remove, and replace the flooring and base per attached sketch. Assume all areas have a layer of newer flooring overlaid on top of old flooring.

2. Prepare subfloor for installation of new flooring in accordance with specifications and manufacturer’s installation instructions.

3. Either remove wall decorations before beginning construction activities or protect in place.

Contractor shall document condition of each wall decoration prior to commencement of work in each area. Any damage sustained during construction activities shall be the responsibility of the construction contractor.

4. VA will provide luxury vinyl tile (LVT) for this building.

5. Install new LVT flooring (VA provided).

6. Furnish and install carpet tile in accordance with the specifications and manufacturer’s installation instructions.

7. Furnish and install all materials required for epoxy flooring in locations indicated on attached sketches.

8. Furnish and install vinyl cove base in accordance with the specifications and manufacturer’s installation instructions. Cove base shall be as specified in attached drawing and be supplied in lengths sufficient to minimize seams along walls.

9. Furnish and install transition strips or Schluter strips where different flooring types meet.

COR approval is required prior to material procurement.

10. The space in Task #2 is vacant of people, but items are being stored in the space. Therefore, the contractor can decide how many phases are required to install this scope. A single phase shall be defined as and include the following:

a. A group of rooms where the stored items are displaced for a set period of time.

i. Items are stored in rooms 102, 103, 104, 105, 107/107A, 132, and 133. The contractor shall move these items out of each of these rooms to allow for construction activities in accordance with the contractor’s phasing plan.

ii. In rooms 107/107A, the contractor shall move items including the billiard table, drink machine, and two snack machines.

b. Flooring and base are replaced.

c. Removed items are put back in place, exactly as they were found

i. Contractor to consider inventorying the stored items, so they can be put back in the same location they were found.

1.2 Task #3: Building 100 ED Lobby

1. Abate, remove, and replace the flooring and base per attached sketch.

2. Prepare subfloor for installation of new flooring in accordance with specifications and manufacturer’s installation instructions.

3. Furnish and install new flooring in accordance with the specifications and manufacturer’s installation instructions.

4. Furnish and install vinyl cove base in accordance with the specifications and manufacturer’s installation instructions. Cove base shall be as specified in the attached drawing and be supplied in lengths sufficient to minimize seams along walls.

5. Provide and install transition strips or Schluter strips where different flooring types meet.

COR approval is required prior to material procurement.

6. The work in this space will require all activities to be completed in a single phase. A single phase shall be defined as and include the following:

a. A group of rooms where the occupants are displaced for a set period of time.

b. Furniture is removed.

c. Flooring and base are replaced.

d. Furniture is reinstalled.

e. Occupants can move back in.

C. Asbestos Abatement: See the attached sketches of the three areas included in this project for specific locations requiring abatement. These quantities are for informational purposes only. The Contractor shall satisfy himself as to the actual quantities to be abated. Nothing in this section may be interpreted as limiting the extent of work otherwise required by this contract and related documents. Comply with included asbestos abatement specifications (02 82 13.19 Asbestos Floor Tile and Mastic Abatement). DO NOT provide full social security numbers in submittals; only provide last four.

1.4 Notes:

A. Each work area shall be fully isolated with hard construction barriers and negative air while work is performed.

B. Any damage caused by the contractor to elements outside of the scope shall be repaired at no additional cost to the government.

C. ICRA Compliance: The contractor must be in full compliance with Infection Control Risk Assessment (ICRA). A separate ICRA shall be developed with the COR and Infection Control for each area of work.

D. The Contractor is responsible for the verification of quantities of ACM to be removed, d isposal of all floori n g material and mastic, and encapsulation/lockdown of all abated substrates, the cleaning and decontamination of all surfaces and components within the Work Area.

E. The entire scope work of this contract will be completed in 180 calendar days from issuance of Notice to Proceed.

2.1 Deliverables:

Contractor shall submit an asbestos abatement plan and work plan (for non-abatement activities;

i.e. furniture relocation) for each area to the Contracting Officer (CO) and Contracting Officer Representative (COR) for approval 21 calendar days before the start of work in each area. Each work area shall have negative pressure containment at all times while under construction.

Contractor shall isolate HVAC system, as needed, per the abatement plans (once approved by the CO) and Infection Control Risk Assessment requirements.

2.2.1 Submit for VA approval, all contractor-supplied materials. VA Approval is required prior to placing material orders.

2.2 Storage:

In the event furniture and or wall decorations need to be removed from the building/room to complete work, contractor will be responsible for moving furniture from the affected area/room to another room or provide an on-site storage unit. Contractor shall coordinate move to another room and/or on-site location of storage unit with the COR.

2.3 General Information

In addition to the above, all work shall be conducted in compliance with the following:

1. Environmental Protection Agency (EPA).

2. Occupational Safety and Health Administration (OSHA) regulations.

3. National Institute of Occupational Safety and Health (NIOSH).

4. All other applicable technical references to protect the health and safety of employees and facility occupants.

5. In case of conflict or overlap of the above referenced authorities, the most current and stringent recommendations and technical guidelines will be documented as determined by a Certified Industrial Hygienist (CIH), safety and security.

2.7 Hours of Operations:

Coordinate working hours with the COR. Evening and weekend work will be allowed when coordinated with COR 14 calendar days in advance.

2.8 Federal Holidays and Government Closures:

Government facilities are closed on federal holidays or when the unanticipated holidays are declared by the President. Federal holidays are:

New Year’s Day President’s Day Martin Luther King Jr.’s Birthday Memorial Day Independence Day Labor Day Columbus Day Veterans Day Thanksgiving Day Christmas Day Juneteenth

2.9 Standard of Conduct:

The Contractor and Contractor's employees shall, always, conduct themselves in a professional and courteous manner.

3.0 Safety:

See specification section 01 35 26 Safety Requirements.

3.1 Environmental Considerations:

Cleaning solutions shall be used in strict conformance with the product’s Environmental Protection Agency (EPA) and State of Florida requirements. All manufacturers’ instructions and recommendations for the use of cleaning solutions shall be strictly followed. In addition, the contractor shall comply with all federal, state, or local laws and regulations concerning the, use, storage, and disposal of hazardous materials.

3.2 Government Inspection:

Inspection of the contractor’s work will be made by the COR. The COR has authority to point out corrective measures, but does not have authority to alter the terms or conditions of the contract. All discrepancies pointed out will be corrected immediately. No payment shall be made for services that are not performed in accordance with the specifications.

3.3 Contracting Officer Representative:

CORs are employed by the Government and assigned to assist the CO in ensuring contractor performance of services in accordance with the terms and conditions of this contract. The tasks of the COR include:

1. Notifying the CO as to the timeliness of performance by the contractor in accordance with the terms and conditions of this contract.

2. Performing random surveillance of the contractor while they are at the facility.

3. Ensuring compliance with contract requirements.

4. Advising the CO of nonperformance or unsatisfactory performance issues.

The COR shall act as the onsite government representative but will not have the authority to direct the contractor or authorize any verbal or written changes to the terms and conditions of the contract. The CO shall maintain this authority.

RECORDS MANAGEMENT OBLIGATIONS

A. Applicability

This clause applies to all Contractors whose employees create, work with, or otherwise handle Federal records, as defined in Section B, regardless of the medium in which the record exists.

B. Definitions

“Federal record” as defined in 44 U.S.C. § 3301, includes all recorded information, regardless of form or characteristics, made or received by a Federal agency under Federal law or in connection with the transaction of public business and preserved or appropriate for preservation by that agency or its legitimate successor as evidence of the organization, functions, policies, decisions, procedures, operations, or other activities of the United States Government or because of the informational value of data in them.

The term Federal record:

1. includes Bay Pines VA Healthcare System records.

2. does not include personal materials.

3. applies to records created, received, or maintained by Contractors pursuant to their Bay

Pines VA Healthcare System contract.

4. may include deliverables and documentation associated with deliverables.

C. Requirements

1. Contractor shall comply with all applicable records management laws and regulations, as well as National Archives and Records Administration (NARA) records policies, including but not limited to the Federal Records Act (44 U.S.C. chs. 21, 29, 31, 33), NARA regulations at 36 CFR Chapter XII Subchapter B, and those policies associated with the safeguarding of records covered by the Privacy Act of 1974 (5 U.S.C. 552a).

These policies include the preservation of all records, regardless of form or characteristics, mode of transmission, or state of completion.

2. In accordance with 36 CFR 1222.32, all data created for Government use and delivered to, or falling under the legal control of, the Government are Federal records subject to the provisions of 44 U.S.C. chapters 21, 29, 31, and 33, the Freedom of Information Act (FOIA) (5 U.S.C. 552), as amended, and the Privacy Act of 1974 (5 U.S.C. 552a), as amended and must be managed and scheduled for disposition only as permitted by statute or regulation.

3. In accordance with 36 CFR 1222.32, Contractor shall maintain all records created for Government use or created in the course of performing the contract and/or delivered to, or under the legal control of the Government and must be managed in accordance with Federal law. Electronic records and associated metadata must be accompanied by sufficient technical documentation to permit understanding and use of the records and data.

4. Bay Pines VA Healthcare System and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation.

Records may not be removed from the legal custody of Bay Pines VA Healthcare System or destroyed except for in accordance with the provisions of the agency records schedules and with the written concurrence of the Head of the Contracting Activity. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. In the event of any unlawful or accidental removal, defacing, alteration, or destruction of records, Contractor must report to Bay Pines VA Healthcare System. The agency must report promptly to NARA in accordance with 36

CFR 1230.

5. The Contractor shall immediately notify the appropriate Contracting Officer upon discovery of any inadvertent or unauthorized disclosures of information, data, documentary materials, records or equipment. Disclosure of non-public information is limited to authorized personnel with a need-to-know as described in the contract. The Contractor shall ensure that the appropriate personnel, administrative, technical, and physical safeguards are established to ensure the security and confidentiality of this information, data, documentary material, records and/or equipment is properly protected.

The Contractor shall not remove material from Government facilities or systems, or facilities or systems operated or maintained on the Government’s behalf, without the express written permission of the Head of the Contracting Activity. When information, data, documentary material, records and/or equipment is no longer required, it shall be returned to Bay Pines VA Healthcare System control or the Contractor must hold it until otherwise directed. Items returned to the Government shall be hand carried, mailed, emailed, or securely electronically transmitted to the Contracting Officer or address prescribed in the contract. Destruction of records is EXPRESSLY PROHIBITED unless in accordance with Paragraph (4).

6. The 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, contracts. The Contractor (and any sub-contractor) is required to abide by Government and Bay Pines VA Healthcare System guidance for protecting sensitive, proprietary information, classified, and controlled unclassified information.

7. The Contractor shall only use Government IT equipment for purposes specifically tied to or authorized by the contract and in accordance with Bay Pines VA Healthcare System policy.

8. The Contractor shall not create or maintain any records containing any non-public Bay Pines VA Healthcare System information that are not specifically tied to or authorized by the contract.

9. The 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 from public disclosure by an exemption to the Freedom of Information Act.

10. The Bay Pines VA Healthcare System owns the rights to all data and records produced as part of this contract. All deliverables under the contract are the property of the U.S.

Government for which Bay Pines VA Healthcare System shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest. Any Contractor rights in the data or deliverables must be identified as required by FAR 52.227-11 through FAR 52.227-20.

11. Training. All Contractor employees assigned to this contract who create, work with, or otherwise handle records are required to take [Agency]-provided records management training. The Contractor is responsible for confirming training has been completed according to agency policies, including initial training and any annual or refresher training.

[Note: To the extent an agency requires contractors to complete records management training, the agency must provide the training to the contractor.]

D. Flowdown of requirements to subcontractors

1. The Contractor shall incorporate the substance of this clause, its terms and requirements including this paragraph, in all subcontracts under this [contract vehicle], and require written subcontractor acknowledgment of same.

2. Violation by a subcontractor of any provision set forth in this clause will be attributed to the Contractor.

Privacy Requirements:

Contractor will be required to comply with physical security guidelines by either checking in with the VA Police each time they come on-site to perform contracted services or by obtaining a VA Contractor ID badge in accordance with VAPHS Policy. The VA ID badge must be worn at all times.

Contractor may not have access to any VA sensitive information under this contract.

Contractor must complete “VA Privacy and Information Security Awareness and Rules of Behavior” training prior to the performance of the contract and annually thereafter. Training must be completed in VA’s TMS system (https://www.tms.va.gov/). Contractors must use the TMS Managed Self Enrollment method to complete the training in TMS. The COR must ensure that all contractors are validated in the PIH domain. Proof of training completion must be verified and tracked by the COR.

TMS training course (VA20939) provides the mandatory yearly Privacy training requirement for any VA personnel such as volunteers or contractors without access to VA computer systems or VA sensitive Information

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