P09 Revised SOW 9.18.25.docx

Statement of Work

Joliet VFD Replacement Project 578-25-013

September 18th, 2025

Attachments:

1. Contractor Badging Forms

2. Emergency Contact List

3. No Smoking Policy 10-1-19

4. Hines COVID-19 Guidelines

5. Safety and Health during Construction Activities

a. Pre-construction/Safety Risk Assessment (PCRA)

b. National Environmental Protection Act Assessment (NEPA)

c. Construction Safety Checklist

d. GEMS Awareness Competent Person Training

e. Construction Project Waste Minimization Report

f. Hines VAH Contractor Safety Disciplinary Procedure

g. Hines VAH COR Letter of Concern for Safety Non-Compliance

h. OSHA Required Competent Person Inspections

i. Crane Operation & Minimum Criteria Inspection Checklist

j. Hines VA Hospital Planned Critical Lift Plan & Crane Permit

6. Infection Control Barrier Sample

7. Cutting Welding and Other Hot Work

8. Above Ceiling Entry and Wall Construction Permits

9. OIT Horizontal Cable Requirements

10. Pre-Construction Checklist

11. Pre-Construction Risk Assessment (PCRA 1.1)

12. Interim Life Safety Measures (ILSM)

13. Infection Control Risk Assessment (ICRA 1.3)

14. Joliet CBOC Floor Plans

15. Current Condition Photos

16. Joliet CBOC Mechanical Drawings

17. Specifications Book

References:

1. VA’s Technical Information Library (TIL)

2. Master Construction Specifications (PG-18-1)

3. Standard Details (PG-18-4)

4. Environmental Planning Guidance (PG-18-17)

5. 2011 Asbestos Survey for EHVAH Edward Hines Veterans Affairs Hospital

6. 2013 Historic Preservation Plan for the EHVAH

7. 2020 Statement of Conditions Survey for the EHVAH

8. 2022 Facility Condition Assessment for the EHVAH (available on request) A) Acronyms and Definitions

The following is a listing of acronyms and/or definitions to terms that may be used in this document.

B) Mission

Engineering Service’s mission is the total oversight and management of the environment of care, as it pertains to the physical infrastructure and base plant operations, at the Joliet VA CBOC. Engineering support is for customers that include, but are not limited to, patients, visitors, clinic staff and administrative employees.

C) Goals

The goal of this project is to provide all the necessary equipment, management, labor, safety, travel, tools, materials, and supplies to replace VFDs, boiler feedwater pumps, install condensate pumps, and VAVs at the Joliet VA CBOC.

D) Current Conditions

The VFDs, VAVs, and boiler feed pumps are beyond repair and in need of replacement. The condensate pumps are needed to recirculate liquids already infused with chemicals to lower environmental impact of additional chemical treatments and water loss. Occupied workspaces at Joliet currently do not have functioning heat due do the outdated HVAC system installed in that area.

E) Justification

The current HVAC systems VAV’s, VFD’s, and boiler water feed pumps located at our Joliet VA CBOC are at risk of failure. All the units are beyond their useful life, and beyond repair. If these items should fail, the facility will not be able to provide heat and or hot water to patients and staff.

F) Objectives

The objectives of this project are to:

1) Perform the work in a manner least likely to interfere with the daily operations of the Joliet CBOC.

2) Install new condensate pumps at air handlers 5, 6, and 7.

3) Remove and install a new domestic water make-up feed system.

4) Install new ABB VFDs in the mechanical room B026.

5) Install new VAVs in room B013, B014, B015 with steam reheat coil that must be piped into existing steam supply and condensate return.

6) Repair or replace any damaged property sustained during the construction period.

7) No demolition or construction work shall begin until after all submittals have been approved by the COR, the contractor is in possession of all construction materials, equipment necessary to complete the project, and the schedule of values approved by the COR and the CO.

8) To reduce service disruption, perform both demolition and construction in an expeditive manner.

G) Requirements

Where a conflict exists between the Statement of Work (SOW) requirements and the requirements of other associated contract documents, the SOW requirements shall prevail.

This SOW presumes the Contractor will not need access to the Joliet LAN or any VA Sensitive Information to execute the contract.

The awarded Contractor will adhere to all codes, standards, guidelines, and design requirements found in the VA’s Technical Information Library (TIL) including but not limited to the following:

1) Pre-bid site visit:

a. A pre-bid site walk through is encouraged and will be coordinated by the CO. The intent of this walkthrough is to give the Contractor access to the project site so that an accurate evaluation of the project requirements and site assessment can be made.

2) RFI Submittals:

a. The Contractor shall submit any RFI’s resulting from the site visit to the CO.

b. Unless otherwise stated the Contractor shall allow the COR and CO ten (10) working days to respond to an RFI.

3) Infection Control Barrier (ICB): (If applicable)

a. Temporary construction partitions shall be smoke-tight and built of noncombustible materials that will not contribute to the development or spread of fire.

b. Barriers shall not obstruct access to emergency services and for fire, police, and other emergency forces.

c. The Contractor shall provide and install a rigid infection control panel system manufactured by Edge Guard out of Bement, Illinois or an approved equal. http://www.edge-guard.com/home.html. Salient details of the infection control barrier are:

1. The ICB must be fire-resistant.

2. The barrier must be water resistant; capable of being cleaned and sanitized.

3. Installation of the barrier shall not:

a. Generate dust outside the barrier.

b. Generate excess noise outside the barrier.

c. Generates excess fumes outside the barrier.

4. Demobilization of the barrier shall not:

a. Generate dust outside the barrier.

b. Generate excess noise outside the barrier.

c. Generates excess fumes outside the barrier.

d. Require floor, wall, or ceiling repairs upon removal.

5. The barrier should be environmentally responsible.

a. The materials should be reusable.

b. The materials should not contribute to unnecessary waste to our landfills.

d. Fire-resistant plastic sheeting may be used to supplement the rigid infection control panel system. COR approval is required.

1. The Contractor shall submit an RFI requesting approval during the bid period.

e. Wood studs, plywood, OSB, particle board, pressboard, or other flammable materials are not allowed at Hines.

f. Manometers shall be installed on the ICB adjacent to every entrance of the work zone to monitor negative pressure within the work zone. See Attachment #6.

g. All doors to rooms inside the work zone but directly impacted by the work shall have their doors shut and the perimeters taped to prevent the migration of dust and debris into these rooms.

h. Cover all sprinkler heads (daily), signs, data transmitters, and light fixtures. Cover the supply and return diffusers within the work zone to prevent the spread of dust and fumes to other areas outside the work zone.

i. Rigid infection control panel system and manometers are to be submitted and approved by the COR prior to installation.

j. The following is a manner acceptable to Hines Infection Control to maintain negative pressure inside an infection control barrier with no reasonable access to discharge air to the exterior.

1. Install a floor-to-ceiling infectious control barrier (ICB) meeting the fire-rating required.

2. Cover all sprinkler heads (daily), signs, data transmitters, and light fixtures. Cover the supply and return diffusers within the work zone to prevent the spread of dust and fumes to other areas outside the work zone.

3. Place the air scrubber inside the ICB with a HEPA filter. The air scrubber will draw air from inside the ICB.

4. Place a flapper valve connection on the ICB near to the ceiling.

5. Route the filtered air from the scrubber via a collapsible duct to the flapper valve thus maintaining negative pressure inside the ICB.

6. If the power should accidently get cutoff, the flapper valve will swing close thereby maintaining the integrity of the ICB.

4) The Contractor shall post and maintain the final signed PCRA, ICRA, ILSM and Emergency Contact Information (when issued) at the entrance to the ICB for the duration of the project. See Attachment #6. The Contractor will update the postings when new documents are issued.

5) Equipment Lead time:

a. Equipment lead times shall be incorporated into the project schedule and used in conjunction with the baseline for the project start date.

b. The contractor shall make an informed submission by working with suppliers and considering all potential long-lead items involved with the project reasonably known or considered to impact the start, performance, and completion of the project.

c. For delays in the equipment deliver not caused by the government, the contractor shall bear the cost of temporary materials, equipment, labor, and services for the period between the end of the period of performance and the final installation of the contract’s specified materials and equipment.

6) EHVAH Permits:

a. Unless otherwise stated the Contractor shall submit for all required VA permits (i.e. above ceiling or dig) fourteen (14) calendar days prior to the event based on the approved project schedule with the COR.

7) Project Pay Applications:

a. Pay applications shall be initiated by the contractor in the form of a draft “pencil draw” submission to the COR and CO.

1. Prior to submission the contractor will review the amounts, date of the application, the application number, and the purchase order (PO) for the project are correct.

2. The COR may question the pencil draw and request revisions.

3. Upon approval by the COR, the application will be reviewed by the CO.

4. Upon approval by the CO, the application will be submitted into the electronic Invoice Payment Processing System (IPPS). Approval within IPPS can take days or sometime weeks to be processed.

b. All submitted project pay applications require certified payroll and waste report documents to be current with each pay submission.

1. Certified payroll documents shall be submitted to the COR and CO per payment submission.

2. Waste reports shall be submitted even when no waste has been produced. The contractor shall validate this by submitting a quantity of zero on the waste report.

3. Approval of all invoices will require documents to be current.

c. With each invoice submission an updated, full schedule shall be submitted noting any changes in non-critical and critical paths, modifications approved, delays by the government, delays by the contractor, issuance dates for Letters of Concern and Letters of Cure, and other elements that impact the project completion date.

d. Submission of a 3-week look ahead schedule will not be accepted.

8) Work outside of normal business hours or weekends:

a. All work performed after hours or on weekends requires coordination with the COR and shall be requested fourteen (14) calendar days prior in writing or e-mail to the COR for approval.

b. No work shall take place without written or e-mail confirmation from the project per COR approval.

c. Contractor shall not be required to perform services on the following Federal Holidays, nor any other day declared a Federal Holiday by the President of the United States:

1. New Year’s Day

2. Martin Luther King Jr.’s Birthday

3. President’s Day

4. Memorial Day

5. Juneteenth

6. Independence Day

7. Labor Day

8. Columbus Day

9. Veteran’s Day

10. Thanksgiving Day

11. Christmas Day

d. Any other day specifically declared by the President of the United States to be a Federal Holiday.

e. When a holiday falls on a Sunday, the following Monday shall be observed as a Federal Holiday by U.S. Government agencies. When a holiday falls on a Saturday, the preceding Friday shall be observed as a Federal Holiday.

9) Utility Shutdowns:

a. The Contractor shall provide twenty-one (21) calendar days’ advance notice for any planned utility shutdowns to all allow the station to notify staff/visitors and prepare contingency plans if necessary.

b. Failure to submit the shutdown requests in a timely manner is not justification for a claim of delay on the part of the government.

c. Planned utility shutdowns should be indicated on the project schedule.

10) Submittals:

a. Unless otherwise stated the Contractor shall provide all project submittals, equipment submittals, schedule, and the schedule of values for review and approval by the COR and CO seven (7) calendar days prior to the start of construction.

b. No work shall be started prior to review and approval by the COR.

11) Certifications:

a. When applicable, the Contractor shall provide certifications for all personnel performing any work.

b. These certifications shall be supplied to the COR and retained as a permanent record of the project folder.

c. Personnel certifications shall be provided to the COR prior to the start of construction.

d. All certifications shall be provided to the COR at the end of every work week when applicable.

e. When applicable, the contractor shall provide certifications for all personnel performing any work disciplines requiring certification (e.g. – electrical, plumbing, welding, etc.) and shall certify prior to the start-up of any of the units.

f. These certifications shall be supplied to the COR and retained as a permanent record of the project folder.

g. Personnel certifications shall be provided to the COR prior to the start of construction.

h. All weld certifications shall be provided to the COR at the end of every work week when applicable.

i. Because Edward Hines Jr. VAMC and the Joliet CBOC locations are largely Johnson Controls (JCI) Facility Explorer BAS Systems, the Temperature Controls Contractor performing work shall be a JCI Authorized Building Controls Specialist (ABCS) with documentation from JCI stating that they are in good standing at the time of this proposal. Proof of the Contractor being an ABCS must be provided with their response to this RFP. Applications Engineers and Control Technicians shall have a minimum of 5 years’ controls experience and must have completed Basic and Advanced CCT and Basic and Advanced Niagara N4 with training certificates. Non-Proprietary Controls with further requirements to include: BACnet/SC (BACnet Secure Connect).

12) OSHA Certification:

a. The Contractor shall have an OSHA certified site superintendent on site whenever any work is being performed.

b. A copy of the OSHA certification shall be supplied to the COR and CO prior to the start of any work and retained as part of the project folder.

13) Post-Award meeting:

a. The meeting shall be coordinated through the CO.

b. The meeting shall take place after the project has been awarded.

c. The contractor is not to order any materials until all materials and drawings have been approved by the COR.

d. The goal of this meeting is to clarify any confusion the Contractor may have regarding the contract documents in advance of commencing construction activities, delivery of project submittals, submission of the project schedule, the coordination of project tasks, etc.

H) Scope of Work

The Scope of Work for this project includes all labor, management, equipment, and materials to replace the existing VFDs, boiler feedwater pumps, VAV’s, and new condensate pumps at the Joliet VA CBOC. All measurements/dimensions are approximate. The Contractor must verify all measurements/dimensions and material quantities required prior to submitting a proposal.

The Contractor shall inspect the area under contract prior to commencing work and identify any pre-existing damage and provide an Existing Site Conditions Report with related photos to the Contracting Officer for review and approval.

Any deviation from this scope of work requires the express authorization of the Contracting Officer. The Contracting Officer Representative (COR) does not hold the authority to authorize changes to this scope of work.

1) Continued Use– The Joliet CBOC operates Monday- Friday 7:00am-6:00pm. Therefore, any interruption in service must be scheduled and coordinated with the COR to ensure that no lapses in operation occur. It is the Contractor’s responsibility to develop a work plan and schedule detailing, at a minimum, the procedures to be employed, the equipment and materials to be used, the interim life safety measure to be used during the work, and a comprehensive baseline schedule defining the duration of the work with the critical path. The Joliet VA CBOC will continue serving patients during the construction period in areas within the CBOC.

2) Tasks

a. Work in each location shall be executed uninterrupted until complete. No work shall commence for a follow-on phase until the work is completed and accepted by the COR and Operations Chief Jason Espinosa.

b. Secure storage is defined as a separate, fenced area or a separate room where only materials related to this project are stored and are locked.

c. No demolition or construction work shall commence on a task until approved by the COR.

1. Task 1 – Install condensate pumps at air handlers 5,6, & 7.

2. Task 2 – Install domestic water make-up feed system.

3. Task 3 – Replace VFDs

4. Task 4 – Install VAVs

3) General Demolition and Construction Notes- All Tasks

a. Provide temporary infection control enclosure during construction per specifications.

b. Maintain staff, patients, and visitor access to the building during construction per specifications.

c. All work shall be completed in accordance with VA specifications, Cook County, and the State of Illinois Building Codes.

d. Provide signage on all closed exits in the building and cover corresponding ceiling exit signs.

e. It is the contractor’s responsibility to keep the area always surrounding your dumpster clean.

f. Dispose of all demolition material and construction debris in accordance with Federal, State, and local environmental requirements.

g. Any damaged property incurred at the Joliet CBOC during construction shall be replaced by the contractor with like in kind and restored to its original condition per COR approval.

h. Any painting, wall to wall, work required for necessary repairs shall be subject to approval of the paint color by the COR prior to commencement of work.

i. The cost of replacement due to improper installation results in voiding the manufacturer’s warranty shall be the contractor’s responsibility and the contractor shall incur the cost of replacement.

j. Upon completion of the project, the contractor shall deliver all work completed and undamaged. Any damage that may be caused by the contractor or his work crew or subcontractors to any existing structure, grounds and utilities shall be repaired or replaced to the original conditions by the contractor at no cost to the government.

4) Task 1 – Install Condensate Pumps at Air Handlers

a. Demolition:

1. Demo the existing condensate return lines on AHU 5, 6, & 7.

2. Remove existing steam traps and piping to install piping from AHU heating coils to condensate pumps.

3. Cut out the condensate line and weld in the proper fittings.

b. Installation:

1. The contractor shall furnish and install new high temperature condensate pumps at AHU 5, 6, & 7.

2. Install new 1” vacuum breaker in steam supply lines to AHU heating coils. Utilize existing weldolet and install new ball valve and new check valve to install vacuum breaker. Return ball valves and check valves to Joliet Engineering.

3. Supply new 120 VAC power in conduit to condensate pumps at AHU 5, 6, & 7.

4. Provide isolation valves on outlet of condensate pump.

5. Tie new condensate pumps back to ¾” condensate line at each AHU.

6. Furnish and install all necessary piping for the new condensate pumps.

7. Furnish and install all necessary Unistrut and brackets needed for the project.

8. Furnish and install the piping installation for the new piping.

9. Furnish and install new traps, strainer, and check valves as needed for each AHU.

10. Furnish and install all the necessary electrical for the pumps.

11. Start up and check for proper operation of the pumps.

12. Contractor to provide a full functioning system.

13. The VA’s basis of design was condensate pumps provided by Armstrong or COR approved equivalent. Contractor shall meet or exceed the manufacturers’ materials specifications per COR approval.

14. The contractor will purchase and install all necessary materials to install condensate pumps at each air handler identified at the Joliet CBOC including but not limited to heating coils, steam traps, valves, conduit, etc.

15. The contactor shall install the new condensate pumps in accordance with the systems manufacturer’s recommendations and warranty requirements including not limited to providing factory start up, heating coils, steam traps, valves, conduit, etc.

16. The installation contractor must be certified and approved by the systems manufacturer to ensure proper installation.

17. If the contractor selects a particular condensate pump manufacturer, the contractor shall ensure that all other products selected will meet the Manufacturers’ installation requirements per COR approval. The contractor shall verify that the manufacturer will honor their warranty based on the contractor’s ancillary component selection. For example, if the condensate pump manufacturer requires the use of their heating coils, steam traps, valves, conduit, etc. Then the contractor shall purchase and install all manufacturers recommending products ensuring the warranties are secure.

5) Task 2 – Install Domestic Water Make-up Feed System

a. Demolition:

1. Remove all components of the existing Joliet CBOC Boiler Plant domestic water make-up system as identified by the COR and Operations Chief Jason Espinosa.

b. Installation:

1. The contractor shall furnish and install all components to replace the existing Domestic Water Make-up Feed System at the Joliet CBOC boiler plant approved by the COR.

2. The contractor will purchase and install all necessary materials for the Domestic Water Make-up Feed System to be installed on a skid approved by the COR.

3. Flow meters for Makeup Water usage and Condensate Return must remain and be installed in new panels.

4. Pump housings and impellers must be stainless steel or COR approved equivalent.

5. Any pipe fittings replaced must be stainless steel or COR approved equivalent.

6. Remove and replace the sequencer for feedwater pumps.

7. The VA’s basis of design was Fabtek’s high temp feedwater pumps or COR approved equivalent. Contractor shall meet or exceed the manufacturers’ materials specifications per COR approval.

8. The installation contractor must be certified and approved by the manufacturer to ensure proper installation.

9. If the contractor selects a particular manufacturer, the contractor shall ensure that all other products selected will meet the manufacturers’ installation requirements per COR approval. The contractor shall verify that the manufacturer will honor their warranty based on the contractor’s ancillary component selection. For example, if the system manufacturer requires the use of their boiler feed pumps, insulation, piping, valves, etc. Then the contractor shall purchase and install all manufacturers recommending products ensuring the warranties are secure.

6) Task 3 – Replace VFDs

a. Demolition:

1. Disconnect the wiring for the blowers for AHU 5,6,7.

2. Demo the existing VFDs:

a. AHU 5 – Return Fan 10 HP

b. AHU 6 – Supply Fan 20 HP

c. AHU 6 – Return Fan 10 HP

d. AHU 7 – Supply Fan 25 HP

e. AHU 7 – Return Fan 10 HP

3. The AHU 5 Supply Fan is to remain in place.

b. Installation:

1. Contractor shall supply and install new VFDs located in basement mechanical room B026: One (1) 25 HP VFD w/bypass; One (1) 20 HP VFD w/bypass; Three (3) 10 HP VFD w/bypass.

i. AHU 5 – Return Fan 10 HP

ii. AHU 6 – Supply Fan 20 HP

iii. AHU 6 – Return Fan 10 HP

iv. AHU 7 – Supply Fan 25 HP

v. AHU 7 – Return Fan 10 HP

2. Contractor shall furnish and install new electrical wiring from VFDs back to circuit breakers.

3. Furnish and install all new wiring that is necessary

4. Reintegrate to BAS system. Provide BACnet MS/TP communication to VFDs for monitoring only.

5. Intergrade the VFDs for AHU 1,2,3,4 to the BAS control system

6. Contractor shall provide factory start-up and extended warranty.

7. NOTE: Existing power supply is 480 VAC. VFD Bypass must have BACnet communication. VFDs must be able to serially monitor amps, kWHrs, operating mode, etc – even in bypass mode. VFDs for Air Handling Units must be tied into fire shutdown, even during bypass operation and must shut down with Fire/Smoke alarm.

8. The VA’s basis of design was ABB’s variable frequency drives or COR approved equivalent. Contractor shall meet or exceed the manufacturers’ materials specifications per COR approval.

9. The contractor will purchase and install all necessary materials to replace the VFDs located in the Joliet CBOC mechanical room approved by the COR.

10. The contactor shall prepare and install the new VFDs in accordance with the VFD’s manufacturer’s recommendations and warranty requirements including not limited to providing factory start up, integration process, wiring, etc.

11. The installation contractor must be certified and approved by the manufacturer to ensure proper installation.

12. If the contractor selects a particular manufacturer, the contractor shall ensure that all other products selected will meet the Manufacturers’ installation requirements per COR approval. The contractor shall verify that the manufacturer will honor their warranty based on the contractor’s ancillary component selection. For example, if the VFD manufacturer requires the use of their electrical components, controls, etc. Then the contractor shall purchase and install all manufacturers recommending products ensuring the Warranties are secure.

7) Task 4 – Install VAVs

a. Demolition:

1. Remove the existing pneumatic system located in room B014

a. Isolate the system and ensure compressed air supply is shut off

b. Disconnect all the pneumatic components including but not limited to pressure regulators, dampers, actuators, sensors, etc.

c. Remove tubing from the walls

d. Dispose of refrigerant if needed

2. Remove the corresponding duct work that cannot be used in the new system.

3. Seal any openings created by the removal of the pneumatic system that are not needed for the install of the new system

b. Installation:

1. The VA’s basis of design was the current HVAC system installed in other locations at the Joliet CBOC or COR approved equivalent. Contractor shall meet or exceed the manufacturers’ materials specifications per COR approval.

2. The contractor will purchase and install all necessary materials to provide a new fully functioning HVAC system in the identified areas.

3. Install a new VAV box with a steam reheat coil in rooms B013, B014, B015 per COR approval.

4. Create a connection piped into existing steam supply and condensate return.

5. Prior to installation all steam and condensate connection locations must be approved by Operations Chief, Jason Espinosa.

6. Install new duct work and insulation to accommodate the new VAV boxes.

7. Each room should have a fully functioning HVAC system

8. Integrate each VAV with steam reheat coil to the BAS System.

9. Install a room controller in each room and ensure each room can control the temperature in its respective area independently of one another.

10. The VA’s basis of design was Johnson Controls temperature controller or COR approved equivalent. Contractor shall meet or exceed the manufacturers’ materials specifications per COR approval.

11. The contactor shall prepare and install the new system in accordance with the manufacturer’s recommendations and warranty requirements including not limited to steam reheat coils, back check valves, steam trap, etc

12. The installation contractor must be certified and approved by the manufacturer to ensure proper installation.

13. If the contractor selects a particular manufacturer, the contractor shall ensure that all other products selected will meet the Manufacturers’ installation requirements per COR approval. The contractor shall verify that the manufacturer will honor their warranty based on the contractor’s ancillary component selection. For example, if the manufacturer requires the use of their steam reheat coils, back check valves, steam trap, etc. Then the contractor shall purchase and install all manufacturers recommending products ensuring the Warranties are secure.

I) Constraints

1) Work hours for Joliet VA staff are from 7:00 am until 6:00 pm, Monday through Friday.

2) Photographs may be taken of the work performed at the jobsite. However, photographs containing patients and/or staff are a violation of the Patient Privacy and hospital policy. Both violations are subject to penalties and dismissal. Permission from the EHVAH Public Affairs Officer (PAO) is required and should be coordinated with the project COR.

3) VHA Directive 1085 implements a smoke-free policy for patients, visitors, contractors, volunteers, and vendors at VA health care facilities.

4) Maximizing Use of American-Made Goods, Products, and Materials

a. The Buy American Act required the United States government to prefer U.S.-made products in its purchases.

b. It is the policy of the United States to buy American and to maximize, consistent with law, the use of goods, products, and materials produced in the United States.

c. Material purchases should adhere to this policy to the greatest extent possible.

5) The contractor badging process is a required security procedure of all VA stations. It is the responsibility of the general or prime contractors to notify their subcontractors of this requirement. All contracted workers visiting the jobsite will need to receive a contractor’s Flash badge. This is to be done before any construction or demolition work is started on the project. Failure to obtain and display the proper badge could result in the worker being removed from the station by Hines Police.

The procedure to follow is:

1. The Contractor shall have 2 weeks’ notice from award to Notice to Proceed (NTP) to on-board team members with the necessary badging.

1. The Contractor shall fill out Contractor Badging Form – See Attachment 1.

1. Two (2) forms are personal identification are needed. Valid (unexpired) forms of ID include:

1. Current Driver’s License. A Real ID is required.

2. An original social security card (not laminated). Substitutes may include:

a. Current Passport

b. Original birth certificate (not a copy)

c. Additional forms of identification can be found on Page 2 of the Contractor Badging Form – See Attachment 1.

d. The Contractor shall coordinate with COR and bring the completed Contractor Badging Form to Mikel Jones (Located on the Hines Campus, Bldg. 2, Rm 119) to coordinate for fingerprints (Phone: 708 202-8387, ext. 21322; Email: mikel.jones@va.gov).

e. Once the form is approved by Mikel Jones, contractors shall take a copy of the form to Human Resources located on the Hines Campus in Building 17 for fingerprinting. The hours for fingerprinting are 8:00 AM to 3:00 PM. The other copy will stay with Hines Engineering.

f. Upon a favorable fingerprint adjudication, the contractor will schedule an appointment with HR to receive a Flash badge. The link to schedule this appointment will be provided by Mikel Jones upon notification of successful fingerprint adjudication.

g. The badge expires in 182 calendar days. It is the responsibility of the badge holder to schedule and renew their badge if they expect to be on the jobsite more than 182 calendar days from the date of issuance.

h. At the completion of the project, all prime and subcontractor badges need to be returned to the station. It is the responsibility of the general or prime contractors to see that all badges are returned to the COR once work on the project is complete.

J) Tasks and Responsibilities

A pre-construction (kick-off) meeting between the stakeholders and key GC team members will be conducted to review project objectives, scope, deliverables, communication, site access, baseline schedule, and responsibilities. After this meeting the awarded GC firm shall provide their services according to the approved project baseline schedule.

1) Preconstruction Period: The Contractor shall provide the following:

a. Logistics Plan: A comprehensive narrative describing the chronological planned development of the project. The Logistics Plan includes an organizational chart, hourly rates, staging plan, description of means and methods, and hours of work.

b. Construction Security Plan: Defines both physical and administrative security.

c. Construction Phasing Plan: It is the Contractor’s responsibility to develop a work plan and baseline schedule detailing, at a minimum, Critical Path, the procedures to be employed, the equipment and materials to be used, the interim life safety measure to be used during the work, and a baseline schedule defining the duration of the work with milestone subtasks.

d. Submittal Registry: The Submittal Registry shall include a listing of all documentation required for pre-approved submissions including shop drawings, technical data, product performance information, calculations, and samples.

e. Accident Prevention Plan: The APP (aka Construction Safety & Health Plan) shall interface with the Contractor's overall safety and health program.

f. Activity Hazard Analyses: AHAs are also known as Job Hazard Analyses, Job Safety Analyses, and Activity Safety Analyses.

g. Construction Work Breakdown Schedule: The WBS including start/end dates, duration, and sequencing, preferably in MS Project or Primavera format (include floats).

h. Construction Baseline Schedule: Contractor to provide after Kick-off meeting integrating Government comments. To include Critical Path, start/end dates, duration, floats, and sequencing, preferably in MS Project or Primavera

i. Schedule of Values: A detailed Breakdown for Payment, including design stages, work performed, and work invoiced per Progress Payment submission.

1. The Schedule of Value is a representative breakdown of the Contractors firm, fixed price. Each portion of the Schedule of Values represents the amount the government paid to the contractor for that portion of the work.

2. Because it is a firm fixed priced contract, so too is the Schedule of Values. It is not fluid and does not change after submission and approval. The Schedule of Values can only be changed through a modification from the CO.

3. The government will utilize the Schedule of Values as a basis of negotiations for contract modifications. This is especially true when a credit is due to the government for all or measurable parts of certain portions of the firm, fixed-price contract.

j. Existing Conditions Survey: Before any work is started, the Contractor shall make a thorough survey with the COR of the buildings or areas of buildings in which alterations occur and areas which are anticipated routes of access, and furnish a report, signed by both, to the Contracting Officer.

k. Infection Control Plan (ICP): Narrative description of the dust control and debris disposal process including disposal destination and methodology.

l. Quality Control Plan (QCP): Describes the methods by which the Contractor will ensure all work is being accomplished in accordance with specifications and this SOW.

m. Environmental Protection Plan: The Contractor shall meet with the COR to discuss the proposed Environmental Protection Plan and to develop mutual understanding relative to details of environmental protection.

n. Document Submissions. All documents included as Attachments to this SOW that are required to be filled out and signed or jointly signed by the Contractor.

o. Demolition Debris Management Plan.

p. Certificates, Licenses, and Training Documents.

q. Obtain PIV badges.

r. RFI’s: Other than those resulting directly from demolition or construction.

2) Construction Period: Along with coordinating the construction of the project, the Contractor shall provide the following during construction services:

a. Display the signed PCRA, ICRA, ILSM and Emergency Contact Information in a location coordinated with the COR.

b. Submit RFI’s during construction as necessary.

c. Attend and run weekly construction meetings.

1. Take notes and attendance, produce, and distribute minutes. Note – Failure to produce fair, unbiased meeting minutes will result CO disciplinary action.

2. Track and RFI’s, submittals, and modifications through various logs.

3. Request permits and shutdowns.

4. Request inspections, reviews, and punch list.

5. Address any obstacles and work to coordinate resolutions.

d. Attend site visits, field inspections, and punch list inspections as requested by the COR.

3) Construction Close-out Period:

a. The Contractor shall provide the following:

1. Inspection and Approval by the COR and/or the CO.

2. Final Approval and Beneficial Occupancy when applicable.

3. Warranties documents and O&M Manuals.

4. As-built drawings and record submittals.

5. Staff training when applicable.

6. Contractor Release of Claims.

7. All Waste Reports submitted per Safety and Health during Construction Activities.

8. Existing Conditions Re-survey.

b. The COR shall review the Contractor’s close-out submissions for thoroughness and conformance with the contract document requirements. The COR shall also review field-marked as-built drawings for conformance with final installations.

c. The COR shall utilize these as-built drawings and specifications from the Contractor and generate as recorded drawings and specifications.

K) Deliverables

1) The Contractor shall provide all submittals required by the Specifications Book.

a. Condensate Pumps

b. Boiler Feed pumps

c. VFDs

d. VAVs

e. Steam traps

f. Valves

g. Report confirming integration and connectivity of devices

2) Close-out manuals, installation diagrams, and warranty certificates.

3) As built drawings

L) Time Frames

1) This project shall be completed within One Hundred Eighty (180) calendar days once NTP is issued.

a. Tasks – This project shall be executed in four (4) tasks based upon the work locations.

1. Task 1– 30 calendar days

2. Task 2– 30 calendar days

3. Task 3– 30 calendar days

4. Task 4– 30 calendar days

b. Pre-construction (kick-off) Meeting is when the Notice to Proceed (NTP) is signed.

c. Pre-Construction Period duration is NTP + 30 calendar days. Within this period the Contractor shall provide all materials included under Tasks and Responsibilities and the following:

1. Logistics Plan.

2. Construction Security Plan.

3. Construction Phasing Plan.

4. Submittal Registry.

5. Accident Prevention Plan.

6. Activity Hazard Analyses.

7. Construction Schedule.

8. Schedule of Values.

9. Existing Conditions Survey.

10. Infection Control Plan.

11. Quality Control Plan.

12. Environmental Protection Plan.

13. Document Submissions.

14. Demolition Debris Management Plan.

15. Certificates, Licenses, and Training Documents.

16. Obtain Flash badges.

d. Construction Period - To be determined based upon the approved baseline schedule for construction. The estimated construction period is 120 calendar days with all product submittals to be delivered prior to the start of construction to the COR for review and approval. No demolition or construction shall be started without the review and approval from the COR for those items listed in the Pre-Construction Period unless authorized in writing by the COR or the CO.

e. Construction Closeout Period duration is 30 calendar days. The Contractor shall submit within 30 calendar days from acceptance of the completed punch list items. Within this period the Contractor shall provide all materials included under Tasks and Responsibilities and the following:

1. Inspection and Approval by the COR and/or the CO.

2. Final Approval and Beneficial Occupancy when applicable.

3. Warranties documents and O&M Manuals.

4. As-built drawings and record submittals.

5. Staff training when applicable.

6. Contractor Release of Claims.

7. Waste Reports.

8. Existing Conditions Re-survey.

M) Performance Monitoring

The Government will daily evaluate the Contractor’s performance by appointing a representative(s) to monitor such performance and ensure services are received. The Government representative will evaluate the Contractor’s performance through intermittent on-site inspections of the Contractor's performance.

N) Other Pertinent Information or Special Considerations.

1) All Contractor personnel shall be certified by appropriate federal and state regulatory agencies to meet federal and local certification requirements as applicable. All licenses, permits, and certifications shall be kept current throughout the period of performance of the contract. The Contractor shall provide the Government copies of such certificates.

2) Per VA Information Security Program policy – VA Directive and Handbook 6500 and 6500.6, Appendix A, contractor storage, generation, transmission or VA sensitive information during this construction project is not acceptable.

3) All work shall be scheduled to meet requirements of EHVAH. All work shall be coordinated through the Contracting Officer. Local coordination shall be routed through the Contracting Officer’s Representative.

4) The Contractor shall provide to the Contracting Officer record of work certifications for all trade’s relative to this contract 5 calendar days prior to beginning work. Certifications shall include welders, pipe installers, machine operators, etc.

5) The Contractor is responsible for repairing any damages to existing utilities incurred during construction or demolition.

6) Utilities within the area and identified on existing drawings are not to be interpreted as the exact location, or as the only existing site conditions. The Contractor shall verify all existing conditions and proceed with caution around any anticipated obstructions.

7) Where any work disturbs the grass areas, sod, walls, ceilings, floors, windows, entrances or building structures, etc. or where new and old work join, the Contractor shall restore, repair, or refinish affected areas or surfaces to their original condition, or as existed before the commencement of this project. Upon completion of the contract, the Contractor shall deliver all work complete and undamaged. Any damage that may be caused by the Contractor or his work crews or subcontractors to any existing structure, grounds and utilities shall be repaired or replaced to their original condition.

8) Should a conflict exist between VA requirements and VA adopted nationally recognized codes and standards, the conflict shall be brought to the attention of the Contracting Officer. The resolution of the conflict shall be made by the authority having jurisdiction for VA to ensure system-wide consistency. All work conducted under this scope of work shall comply with the Department of Veterans Affairs Master Specifications and all applicable state and federal regulations and codes.

O) Risk Control

1) Refer to the attached ICRA form.

P) Government Furnished Equipment (GFE)/Government Furnished Information (GFI)

1) GFE.

a. None – Contractor is to supply ALL necessary and required equipment.

2) GFI.

a. The COR may provide basis of design product manuals upon request.

Q) Point of Contact at the EHVAH

1) Amanda Logan Healthcare Engineer, Project Planning Section Engineering Service Edward Hines Jr. VA Hospital 5000 S. Fifth Avenue Building 2, Room 121 Hines, IL 60141 amanda.logan4@va.gov Phone: 708-397-1281

2) Richard Fraider Deputy Chief, Project Planning Section Edward Hines Jr. VA Hospital 5000 S. Fifth Avenue Building 2, Room 115 Hines, IL 60141 Richard.fraider@va.gov Phone: 708-202-8387 578-25-004 Repairs to the Fisher House

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