SOW (DB 672-23-102) Replace Patient Lifts at SBT and SICU Revised.docx

Replace Patient Lifts at South Bed Tower Project No: 672-23-102

SCOPE OF WORK

PART I – General

A. Scope of Work (SOW)

1. Foreword

a. Provide all labor, materials, tools and equipment, and design-build services necessary for design and construction of a project described herein other specific tasks as further defined by this Request for Proposal (RFP).

b. This document contains minimal submission requirements specified for each submission in the production of Construction Documents for this project. It will give VA reviewers and the Design Build (DB) a clear understanding of what is required at each stage of design.

c. The goal of this SOW is to ensure the quality of VA facilities while controlling construction and operating costs. This document is not to be used as a standard design and does not relieve the project DB responsibilities to develop a complete and accurate project design that best meets the users' needs and applicable code requirements.

d. This document does not relieve the DB firm of their professional responsibility to produce a correct, complete, and fully coordinated set of Construction Document.

e. VA design standard, VA master specifications, design manuals, and/or other publications should be obtained by the DB at the following Internet addresses:

http://www.cfm.va.gov/til/dManual.asp http://www.cfm.va.gov/til/dGuide.asp http://www.cfm.va.gov/TIL/sDetail.asp http://www.cfm.va.gov/TIL/spec.asp

B. PROJECT DESCRIPTION

1. This project will remove and replace all existing ceiling lifts at the South Bed Tower (SBT). All existing Guldmann Patient Ceiling Lifts at the SBT are beyond repair and need immediate replacement.

2. Also, the project will install sixteen (16) new standard patient lifts and one (1) bariatric patient lifts at Surgical Intensive Care Unit (SICU). Overall, 175 Standard Patient Lifts– Lifting Capacity of 600 lbs and 12 Bariatric Patient Lifts – Lifting Capacity of 1,100 lbs will be installed.

3. The purpose of this project is to replace these lifts system at all Patient Rooms of the SBT with patient lifts similar or equal to Guldmann GH3+ Patient Lifts. The new lifts system shall improve overall patient safety and handling by means of an improved and more modern patient lift system. The new lift system shall comply with the fallowing characteristics:

3.1 Salient Characteristics

a) Complete track and rail configuration system

· New Structural Mounts, Anchors and Rails

· Track and rail configuration system in all patient rooms rated for 1,100 lbs.

· The rail shall allow to charge the battery in every point of it “no charging station”

b) Lifting Unit Motors

· All lift motors shall have the capability to have their batteries replaced without removing them from the rails.

· Internal motor gears shall be made of metal or be belt driven. Plastic internal gears are not acceptable.

· Horizontal speed 8.7 inch/sec.

· Emergency brake must be available with motor.

· Emergency lowering device mechanical, electrical, and must have an emergency patient lowering option to safely lower patients from a standing person’s height without use of tools in the event of equipment malfunction.

c) Scale

• All ceiling lifts shall include an independent digital LCD display patient weight scale built into the hoist. This scale must be as accurate as medically certified scales and shall allow for easy calibration onsite. Scale battery power must have an automatic shut-off feature and scale shall weigh in both pounds and kilograms.

· Indicator to incorporate a locked-in weight feature, which stores the last weight reading when the unit is turned off and can be used where standard.

d) Hand controls

· A single hand control shall be used for the standard 600lbs motors and for the bariatric 1,100lbs motors. All lifts shall work and move as one system, with one hand control.

· The hand control for the standard and bariatrics lifts shall allow for the control of raising and lowering the strap. Traverse movements along the track must be allowed to be done manually without the use of the hand control’

e) Electrical Requirements

· Supply voltage, transformer shall be 120 VAC 60 Hz

· Visual low and audio battery indicator

· Safety device that stops the motor from lifting when batteries are low, but still allows for emergency lowering at low or no battery

• Battery Overload protection

f) Accessories

· Hanger bars shall be included with the lift system.

· 2 disposable slings shall be provided with each lift with the proper weight capacity for that lift.

· All standard lifts shall include a 2-point lift spreader bar with spring loaded clips that must be depressed to install or remove patient slings. Slings shall be prevented from being removed until spring clips are depressed on the lift bar.

· All bariatric lifts shall include a 4-point spreader bar.

· Strap lengths shall be a minimum of 90 inches long.

4. The selected DB Contractor will identify all work areas and develop a plan to remove all existing lift systems (including but not limited to rails, motors, straps, anchors, controls, scales, trolleys, etc.) and disposition of it. Install new lifts with all associated equipment and components. This plan must avoid interruptions to the hospital operations and any adverse impacts to direct patient care. This mutually agreeable plan must be submitted to VA for final approval/acceptance prior to implementing any work.

5. New lifts shall have the ability to safely transport the patient in all cardinal horizontal directions plus vertical direction. The new ceiling lift system shall extend into the patient restrooms as well so that there is no need to transfer the patient between the bedroom and the restroom. Modification to doors and door headers as well as use of combi-locks and rails traveling into the bathrooms shall be considered to allow for patient privacy.

6. DB shall also provide signed and sealed documents and calculations for attachment of the ceiling lift system to the supporting structure to meet the governing building code requirements including seismic components. The support system framing, and rails installed shall comply with all nonstructural seismic component requirements in the latest IBC/ASCE7 building codes as well as VA Seismic Requirements.

7. Selected DB contractor shall complete an assessment of the existing conditions of the interior walls, doors, floors, furniture, and equipment that may be affected by the construction work. Careful attention shall be given during demolition and new installation. All damage to the original structure, architectural elements, mechanical/electrical/plumbing components and furniture or medical equipment shall be repaired and/or replaced at no cost to the Government. The Contractor shall repair any damage occasioned by their installation or removal and restore the premises to the same condition as existed prior to the time when any such alterations or additions were made. If components no longer exist or can’t be matched to the satisfaction of VA, the Contractor shall submit an alternate for approval and replace the entire affected system at no additional cost.

8. The installation shall comply with VA's Safe Patient Handling and Mobility Design Manual. The installation shall include completion of the new installation checklist as described in the latest Patient Safety Alert AL14-07. All electrical connections shall comply with minimum NEC standards and system shall be UL rated.

9. DB Contractor shall provide certified in-service training for all shifts of direct patient care staff in units where lifts are installed at no additional cost to the Government (up to 10 sessions). This training must include hands-on lift use and be extensive enough to prepare participants to train others.

10. DB Contractor shall provide service maintenance training to Electrical Shop personnel. Training to include preventive maintenance, inspections and repairs as well as provide localized service support.

11. Contractor is responsible to obtain all state and federal environmental permits necessary to perform construction activities and equipment commissioning.

12. The DB shall include required standards and specifications in order to develop a full and complete set of design documents to meet all National Codes and VA Standards. Designer shall develop detailed drawings, specifications, construction cost estimates, construction phasing schedules and all necessary construction period services for this project in accordance with all applicable VA Guidelines.

13. The project includes the furnishing of all professional architectural & engineering (A/E) design and construction work. The design services include associated environmental documentation and permits, pre-design services such as facility assessments, development of design programs, schematic designs, required technical studies, construction documents, standards, and specifications. The design services also includes cost estimates and/or reports; review and analysis of design for compliance with national codes, scope of work, good design practices, adequacy and appropriateness of functional layout, system selection, technical solutions, sustainability, value engineering and life cycle operation considerations, suggested design solutions or modifications; detail demolition drawings and detail as-built drawings, as well as necessary architectural, civil, electrical, plumbing, mechanical of the VA SBT structure; construction and post construction services such as post occupancy evaluations, technical studies and/or reports. Environmental documentation services include: the research of Federal, State, and municipal laws, regulations and permits concerning design and construction controls for environmental protection; the preparation of any required written assessment and reports, forms, and graphics; permit submission to regulatory agencies on behalf of the government; and ensuring that the drawings and specifications include necessary information to mitigate any adverse environmental impacts.

14. This acquisition will not require services that involve connection of one or more contractors owned IT devices such as a laptop computer or remote connection from a contractor system to a VA internal trusted, therefore the C&A requirements do not apply, and a Security Accreditation Package is not required”.

15. All vendor/contract personnel must report to the Police Service to identify themselves upon entering the VACHS facility and must carry the identification card throughout the entire period while providing the service.

C. Definitions

1. Design-Build (DB) as defined by the Department of Veterans Affairs (VA) is the procurement by the Government, under one contract, with one firm or joint venture (JV) for both design and construction services for a specific project.

2. Contracting Officer: The services to be performed under this contract are subject to the general supervision, direction, control and approval of the Contracting Officer.

3. Project Manager: The Contracting Officer's representative responsible for administering contracts under the immediate direction of the Contracting Officer and the Contracting Officer's authorized representative at the construction site. When more than one Project Manager is assigned to a construction project one is designated as being incharge and is called the "Senior Project Manager". The Project Manager is responsible for protecting the Government's interest in the execution of the construction contract work. His duties include surveillance of all construction work to assure compliance with the contract documents, interpretation of the contract documents, approval of changed work, approval of all submittals, samples, shop drawings, etc. The Senior Engineer recommends change order to CO based on all project fact findings for review and approval of CO, including all reviews as required. Should the VA require any additional work for which the contractor will incur additional cost or extended time, the contractor is to obtain the approval of the Contracting Officer BEFORE beginning any work approved by the Project Manager.

4. Design Build Contract: This term, as used herein, refers to the Contract to perform the design and construction of the project.

5. Contractor: This term, as used herein, refers to the contractor under this contract or the DB team.

D. Tentative Schedule:

1. Schedule Objectives - The contractor shall complete the work required under this Scope of Work within seven hundred and thirty (730) calendar days from receipt of “Notice to Proceed” (NTP). Working hours will vary depending on the tasks being accomplished. Work affecting hospital’s operations, for example, interruption of loading dock or normal pedestrian traffic, must be done after 5pm. Required Electrical Shutdowns have to be notified with four weeks in advance and shall be accomplished during the weekend.

PART II – RESPONSIBILITIES

A. Design-Build Team

1. The DB team includes all Joint-Venture (J/V) partners, consultants and sub-contractors to the one firm. The DB team shall provide A/E disciplines for the preparation of construction documents, and construction contractor capabilities for construction of the project.

2. If the DB Team A/E and contractor are a J/V (not one and the same firm) engineering and other technical consultants shall be subcontractors of the J/V Architect - not the Design-Build construction contractor or sub-contractors. If the DB Team A/E and contractor is one and the same firm (not a J/V) those consultants shall be subcontractors of DB firm not the construction subcontractors.

3. The RFP documents are intended to define existing conditions, certain required items, and design parameters to be included in the project. It is the DB Team’s responsibility to complete the documents and construction in a manner consistent with the intent of the RFP documents within the required time period (contract length).

4. After Award is issued by Contracting Officer and prior to Notice to Proceed, Contractor shall start the SAC process (fingerprints) in order to obtain a VA Identification. Notice to Proceed will not be emitted until all NON-PIV identification is emitted to DB Team.

5. Prior to mobilization and construction, the contractor shall request and have approved an Infection Control Construction Permit, Construction Safety Certification, and an Interim Life Safety Measures Certification from VACHS. Contractor shall provide all applicable environmental documents and related Environmental Quality Board approved Permits for construction.

6. Contractor shall completely prepare site, prior to the installation of the equipment, and furnish labor, equipment and materials to perform work for this specific project as required by this Statement of Work.

7. Project’s associated construction and temporary work shall conform to the latest VA Specifications, VA Standards, Energy Conservation Methods, EPA, OSHA, NFPA, NEC, Life Safety Code, IBC, Local, Federal and Industry requirements and regulations.

8. The contractor shall be responsible for all materials delivered and work performed until completion and acceptance of the entire job.

9. The contractor shall comply with all applicable federal, state and local requirements for protecting the safety of the contractor’s employees, building occupants and the environment. All applicable standards of the Occupational Safety and Health Administration (OSHA) shall be followed when working in accordance with this project. No process or materials shall be employed in such a manner that they will introduce additional hazards into occupied space.

10. Contractor shall visit the site before submitting their final proposal. Visits to the site shall be made by appointment with the Contracting officer.

11. Contractor shall have comprehensive knowledge, experience, expertise, equipment and personnel to complete this work.

12. Contractor shall keep the VA Project Manager continuously informed of the status and progress of the project.

13. Detailed Schedule and Narrative: The Contractor shall provide a detailed phasing schedule and written narrative, indicating specific dates for each step of the construction process in concurrence with the progress schedule.

14. Contract Progress Schedule: The progress schedule will be provided in a time scaled bar graph format for each project phase. The horizontal axis will be scaled for time beginning with the Notice to Proceed and concluding with contract completion. The vertical axis will show the milestones and a detailed breakdown of the construction tasks. All schedule items will show a start date and a completion date.

15. Breakdown the design/construction period in at least eight construction tasks as required, (e.g.: Design Submission (Schematics, Design Development and Construction Documents), site preparation, demolition, equipment procurement, equipment/materials delivery, equipment installation, architectural finishes, tests, and final inspection, etc.)

16. The Contractor shall develop a well-organized, practicable and complete written narrative construction phasing for the proposed project in order that the normal hospital operations will not be interrupted except by previous and timely coordination with VA staff through the Project Manager.

17. The Contractor shall specify how much allowance has been made for adverse weather in the schedule.

18. The Contractor shall specify the days of the week and the hours of construction operations during each phase of the work.

19. The Contractor shall prepare written minutes of each meeting with the Government concerning contractual, design and construction matters. Copies of the minutes shall be furnished to the Contracting Officer and Project Manager within forty-eight (48) hours of each meeting for VA review. The Contractor shall prepare written records of phone conversations addressing major project issues and furnish a copy to the Contracting Officer within five calendar days of contract.

20. The Contractor shall develop a complete set of as-built drawings at the end of the construction work and submit it for VA review and approval.

21. Any related supporting system, apparatus, material or work not mentioned, or any incidental accessories necessary to make the work complete in all respects and ready for operation even if not particularly specified, shall be furnished, delivered and installed by the Contractor without additional cost to the Government.

22. Construction General Sections' applicable requirements: the Contractor shall comply with the applicable construction project requirements (e.g. submission of final as-built drawings, shop drawings, tests, safety requirements, new material and equipment provision and installation requirements, Buy American Act, payment and performance bonds requirements; insurance requirements; progress payments and schedules, work inspection and supervision, daily logs requirements, material and workmanship, warrantee, cleaning up, accident prevention, and other requirements) included in the specifications.

PART III – PROPOSAL REQUIREMENTS

A. General

1. Proposal shall be based on solicitation documents issued for project Number 672-23-102. During the review of offers the VA may ask for additional information. The VA may initiate action to award a contract at any point after review of the offers. Therefore, offers should reflect the offeror’s best terms both from a technical and cost standpoint. Refer to Solicitation Instructions to All Offerors.

PART IV – POST AWARD REQUIREMENTS

A. Construction Document Preparation

1. Design Review Submissions:

a. The Design-Build shall prepare and submit complete construction documents for review and approval by the VA in accordance with standard professional practice, the Department of Veterans Affairs RFP (VA RFP), and prevailing standards and codes.

b. The documents may be divided into multiple review submission packages. The VA will review as many as six (6) package submissions (examples: demolition, architectural, mechanical, electrical, plumbing etc.) to facilitate the start of construction.

c. All submission packages will be reviewed at (25%), (75%) and (100%) completion stages. The (100%) review submission packages will incorporate the final review comments from the (75%) review. The final review submission packages will incorporate the final review comments from the (100%) review. If any package is not complete for the required stage a post review may be required, the cost of which will be borne by the DB Team.

d. Each review submission package shall include 2 hard copy sets and 1 set on CD-ROM. Coordinate electronic software version requirements with VAMC Project Manager and A/E. The package will include an index of drawings (by sheet number and title) and specifications (by section number and title) submitted. The DB Project Manager will distribute the packages to the VA Project Manager and Contracting, and others as determined to be appropriate.

2. Design Review Meetings:

a. A review meeting to resolve design issues will be held for each design review package submitted. The meeting will include discussion of VA comments on functional relationships and technical peer review comments (by others).

b. Participants will include RFP A/E, VA Staff and DB team members as appropriate for the specific package to be reviewed and others. The DB team members will each allow for (1) full day for each discipline/package design review meeting. DB team management will be present at each review meeting.

c. The DB team shall allow a minimum of ten (10) working days for each review cycle. A cycle includes:

1) The VA’s receipt of the design review submission package.

2) The review meeting.

3) DB team receipt of comments from the VA, either electronically, or by hard copy delivery.

d. Coordination of the review meeting schedules will be the responsibility of the VA Project Manager for the VA and the DB Team Project Manager for the DB Team.

3. Electronic Media:

a. Design review submission drawings and final Construction Document submission drawings will be executed in electronic format AutoCAD (coordinate electronic software version requirements with VAMC Project Manager). Also, provide drawings in PDF format.

b. The drawings included in the VA RFP will be available to the DB team in electronic format in AutoCAD (coordinate electronic software version requirements with VAMC Project Manager).

c. For use in preparing the construction drawings. Since data stored on electronic media can deteriorate undetected or be modified without the RFP Architect/Engineer’s knowledge, the CAD drawing files are provided without warranty or obligation on the part of the RFP Architect/Engineer as to accuracy or information contained in the files. The user shall independently verify all information in the files. Any user shall agree to indemnify and hold the RFP Architect Engineer harmless from any and all claims, damages, losses, and expenses including, but not limited to, attorney’s fee arising out of the use of the CAD drawing files.

d. Design review submission specifications and other 8 1/2 by 11 formatted material and final Construction Document submission specifications and other 8 1/2 by 11 formatted materials will be executed in electronic format Microsoft Office 2000, Word 9.0.

e. The specifications included in the VA RFP shall be available to the DB team in electronic format in Microsoft Office 2000, Word 9.0, for use in preparing the construction specifications. Since data stored on electronic media can deteriorate undetected or be modified without the RFP Architect/Engineer’s knowledge, the CADD drawing files are provided without warranty or obligation on the part of the RFP Architect/Engineer as to accuracy or information contained in the files. The design builder shall independently verify all information in the files and shall agree to indemnify and hold the RFP Architect Engineer harmless from any and all claims, damages, losses, and expenses including, but not limited to, attorney’s fee arising out of the use of the electronic files.

f. The construction record drawings shall be completed in AutoCAD (coordinate electronic software version requirements with VAMC Project Manager).

g. Construction shop drawings are not required to be completed in AutoCAD or FastCad.

4. Professional Licensing:

a. The DB A/E who prepares the construction documents shall be a Professional Architect or Engineer licensed in the state in which the design work is completed.

b. The professional seal indicating such license by the state shall appear on the final construction documents. The architect whose seal is shown will be known as the Architect of Record. The DB shall certify compliance with the VA RFP and all applicable codes.

5. Approved Construction Documents:

a. The final construction document submission package will be submitted by the DB team for approval by the VA after completion of the 100% review cycle for the final package to be submitted by the DB team. The VA will have 10 calendar days to take approval action.

b. The final construction documents submission package will include a full set of construction documents including all disciplines/packages.

c. The final construction documents submission package will incorporate all VA supplied comments from the earlier 25% and 75% submission package reviews and will comply with the VA RFP.

d. If the final construction documents submission package is not complete a post submittal may be required the cost of which will be borne by the DB Team.

e. The approved final construction documents include such details that the project can be constructed and will be used for construction of the project.

6. Construction Drawing Preparation - Mandatory material and equipment schedules and details may be indicated either on the drawings or in the specifications, at the option of the DB team. The drawing shall be coordinated using the VHA Program Guide PG-18-3, Topic 2, titled Drawings; a copy of this document is provided along with this RFP. The construction drawings shall include a coordinated set of the following:

a. Civil engineering drawings including demolition plans, utility plans, and details.

b. Architectural drawings including floor plans, elevations, sections, wall sections, reflected ceiling plans, and paint schedule.

c. Structural drawings including foundation details, slab details, beams and columns details, general notes, and all related calculations.

7. Construction Specifications - Project specifications shall include specifications for all products, materials, equipment, methods, and systems shown on the construction drawings in accordance with standard professional practice and the VA RFP. The specification submitted for review shall include:

a. The name of the manufacturer, the product name, model number, or other identification as appropriate to clearly identify the product that will be used in the construction of the project.

b. Other data as appropriate to clearly identify the product that will be used in the construction of the project i.e., shop drawings, product data, and samples as required by the VA RFP documents; and

c. The required stamp of the licensed architect or engineer of record will be considered as certification of compliance with the RFP requirements.

8. Design Requirements - Compliance with codes and standards.

a. Project design shall be in compliance with applicable VA standards and codes.

b. The DB team shall provide prompt, written notification to the Contracting Officer concerning conflicts with, or recommended deviations from codes, laws, regulations, standards, and opinions of review officials as described above. No work altering the scope of this contract shall be undertaken prior to receipt of written approval from the Contracting Officer.

c. The DB team shall advise the Contracting Officer of any variances with the applicable Department of Labor, Occupational Safety and Health Standards, for occupancy requirements.

9. Quality Assurance/Quality Control:

a. To reduce design errors and omissions, the DB team shall develop and execute a QA/QC plan that demonstrates the project plans and specifications have gone through a rigorous, thorough review and coordination effort.

b. Within 2 weeks of receipt of Notice to Proceed, the DB Team will submit a detailed QA/QC plan describing each QA/QC task that will be taken during the development of the various design submission packages and the name of the DB Team member responsible for QA/QC.

1) Upon its completion each task shall be initialed and dated by the responsible DB Team member.

2) A 100% completed QA/QC plan shall be submitted with the final construction document submission package.

B. Construction Period Submittals

1. The DB contractor shall distribute a total of 4 sets of the approved construction documents prepared by the DB Team to the VA and RFP AE, as directed by the VA Project Manager.

2. Other submittals - The DB team shall submit test results, certificates, manufacturer’s instructions, manufacturer’s field reports, etc. as required by the VA RFP specifications, to the VA Project Manager.

3. Project record drawings - The DB team will maintain a set of construction documents (field as-built drawings) to record actual construction changes during the construction process as required by the RFP specifications. The project record drawings will be available for review by the VA Project Manager at all times.

4. Shop drawings and submittals - The DB A/E shall check government furnished and/or the DB construction contractor's shop drawings, detail drawings, schedules, descriptive literature and samples, testing labor-laboratory reports, field test data and review the color, texture and suitability of materials for conformity with the RFP Documents and construction documents. The DB A/E shall recommend approval, disapproval, or other suitable disposition to the VA PM. The VA PM will have final approval authority. The DB A/E shall evaluate the submittals with reference to any companion submittals that constitute a system. When necessary, the DB A/E will request the DB Construction Contractor to submit related components of a system before acting on a single component. Should this procedure be inappropriate, the DB A/E shall review all prior submittals for related components of the system before acting on a single component. The DB A/E may be required to hold joint reviews with the VA technical staff and /or the RFP AE on complicated system submittals. The DB A/E shall notify the VA Project Manager (PM) in writing of any and all deviations from the requirements of the construction documents that he has found in the submittals.

C. Project Close-Out

1. The DB team shall comply with the requirements in the “General Requirements”, Section 01 00 00, for submission of final RFP as built drawings, manuals, and other documents as noted. Required as built drawings and specifications will be submitted in the same format required for the construction documents.

D. Site Visits and Inspections

1. During the construction period the DB A/E shall make weekly visits to the project site when requested by the Project Manager (PM). The Project Manager (PM) may also request visits for special purposes. Only registered architects and engineers thoroughly familiar with the project may make these site visits. The Project Manager (PM) has the prerogative to determine the professional discipline(s) required for any visit. The DB A/E shall observe the construction, advise the Project Manager of any deviations or deficiencies or solutions to issues discussed. A site inspection report which includes the purpose of the inspection, items reviewed, deficiencies observed, recommendations and additional actions required, shall be furnished to the Project Manager (PM) within three workdays following the site visit date.

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