Final SOW CAVHS Walk-in Cooler Freezer Replacements.docx

STATEMENT OF WORK FOR

Replacement of Three Walk-in Freezers and Five Walk-in Coolers – JLM Project Number 598-23-501

Engineering Planning and Design Office Central Arkansas Veterans Healthcare System VISN 16, Group 598 2200 Fort Roots Drive Building 1 North Little Rock, AR 72114

1.0 General Information

1.1 Title of Project: Replacement of three Walk-In Freezers and five Walk-in Coolers – JLM 598-23-501

1.2 Background: The Central Arkansas Veterans Healthcare System (CAVHS) has a requirement to obtain the services of a contractor to supply and replace the existing three (3) Walk-In freezers and five (5) Walk-in coolers. The units are located as follows: Food Service and Nutrition has five (5) units, two (2) walk-in cooler/freezer combo, and one (1) cooler; Canteen Service has two (2) units, one (1) walk-in cooler/freezer combo; The Mortuary has one (1) unit, a walk-in cooler.

1.3 Contractor shall complete the tasks identified in this Statement of Work (SOW) and attached plans. The work shall be done in accordance with the attached specifications and follow all VA guidelines. Contractor shall furnish all labor, materials, tools, equipment, and expertise to perform the work necessary.

1.4 Offices of Central Arkansas Veteran’s Healthcare System (CAVHS) Engineering Planning and Design Office will render certain technical services during the replacement of the equipment. Such services shall be considered as an advisory from the Government and shall not be construed as expressing or implying a contractual act of the Government without affirmations by Contracting Officer or his duly authorized representative.

1.5 VA Master Specifications

1.5.1 Section 01 00 00 GENERAL REQUIREMENTS

1.5.2 Section 01 33 23 SHOP DRAWINGS, PRODUCT DATA AND SAMPLES

1.5.3 Section 01 35 26 SAFETY REQUIREMENTS

1.5.4 Section 01 45 29 TESTING LABORATORY SERVICES

1.5.5 Section 01 74 19 CONSTRUCTION WASTE MANAGEMENT

1.5.6 Section 11 41 21 Walk-In Coolers and Freezers

1.5.7 Section 11 78 13 Mortuary Refrigerators

1.5.8 U.S. Department of Veterans Affairs HVAC design manual 2017 (pg. 6-184)

1.5.9 The General Contractor (GC) is responsible for ensuring that the specifications are tailored to the specific requirements of the project and are compatible with the current contract provision.

1.5.10 Government Furnished Information can be found on the VA’s Technical Information Library website (https://www.cfm.va.gov/TIL/) to be used for this project, as applicable. Sections named on (5.1.02.A) are within below VA standards.

1.5.11 PG-18-1 Master Construction Specifications and PG-18-3 Design and Construction Procedures

1.6 Period of Performance: The project start date shall be within 10 days after notice to proceed with work. The overall period of performance to include deliverables shall be a base period of 12 months, from September 30, 2023, through September 29, 2024. If for any reason a deliverable cannot be delivered as scheduled, the Contractor is required to submit a request for a time extension to the Contracting Officer and the COR. The request must include the reason(s) for the delay, the impact on the overall project, and the impact on the cost of the project. The Contracting Officer will consider each request based on its merits and if approved, issue a modification to the contract. The Contractor is required to proceed as originally scheduled until such modification is issued. The Contracting Officer is the only official authorized to make changes to the contract.

1.7 Place of Performance: Central Arkansas Veterans Healthcare System, located at 4300 West 7th Street, Little Rock, AR 72205.

1.8 Days and Hours of Operation: Services shall be performed during the VA normal business hours, 7:30 a.m. and 4:30 p.m., Monday through Friday, including weekends (if necessary). Any overtime and/or holiday pay that may be entitled to the Contractor’s employee(s) shall be the sole responsibility of the Contractor and shall not be billed to nor reimbursed by the Government. Changes to work hours must be approved by the project COR. Any scheduled work at the Government site shall not take place on Federal holidays. VA follows all Federal holidays that are set by law (USC Title 5 Section 6103).

The Government hereby provides notice, and the Contractor hereby acknowledges receipt that Government personnel observe the listed days as holidays:

2.0 Description of Work

2.1 The Contractor shall provide all management, supervision, qualified personnel, labor, transportation, tools, equipment, taxes, materials, licenses, permits, insurance, certifications, safety data sheets, clearance certifications, and services required to remove and replace the described walk-in coolers and walk-in freezers. The contractor shall accomplish all services to meet the requirements of this Statement of Work (SOW). Contractor shall comply with all State of Arkansas, federal, and local requirements to include but not limited to latest edition of Occupational Safety and Health Administration (OSHA), Arkansas Department of Health (AR DOH), and Environmental Protection Agency (EPA). All workmanship shall comply with all applicable codes, specifications, local ordinances, and be in general accordance with industry standards. The parts of the OSHA, AR DOH, and EPA are as follows but limited to.

2.1.1 OSHA 1926

2.1.1.1 Subpart C

2.1.1.2 Subpart D

2.1.1.3 Subpart E

2.1.1.4 Subpart G

2.1.1.5 Subpart H

2.1.1.6 Subpart I

2.1.1.7 Subpart L

2.1.1.8 Subpart M

2.1.1.9 Subpart N

2.1.1.10 Subpart

2.1.2 Arkansas Department of Health

2.1.2.1 Hospital and Related Institutions

2.1.2.2 Plumbing Code

2.1.2.3 Plumbing Governmental Maintenance

2.1.2.4 Plumbing Hospital Maintenance

2.1.2.5

2.1.3 Environmental Protection Agency

2.1.3.1 Title 40, Code of Federal Regulations (40 CFR)

2.2 Contractor is solely responsible for meeting any current or future requirements approvals or certifications as may be levied by applicable legal, regulatory, accrediting body, governing body, and/or local/state/federal requirements as required by law. Due to continuous regulatory changes in both federal and state laws, the contractor shall comply with new regulations within thirty (30) calendar days of notification.

2.3 The contractor’s performance of this contract shall NOT interfere with Patient Care of Hospital Operations.

2.4 The Contractor shall coordinate and perform all operations in a manner that will result in a professional and expeditiously completed project. The work shall be in strict accordance with prevailing industry standards and manufacturer’s instructions.

2.5 Life safety and infection control will be taken into account during all phases of construction.

2.6 The Contractor is responsible for verifying dimensions, existing materials, existing electrical loads, (British Thermal Unit) BTU requirements of each walk-in cooler and walk-in freezer, and other information presented in this document.

2.7 The work to be performed on this project will include work on an occupied campus. The Contractor shall coordinate the work of all activities whereby both the Government and the Contractor can continue operations with the least possible interference and inconvenience.

2.8 The work shall be executed in the best and most workable manner, by qualified, trained, and certified efficient, tradesmen skilled in their respective trades. Only certified journeymen in each respective trade, or apprentices under the direct supervision of certified journeymen, shall be permitted to install and/or supervise installation for this project. Individual trade work for this project shall be performed and quality maintained by the applicable trade only.

2.9 Any hazardous materials resulting from the removal of the equipment shall be properly disposed of in accordance with standard industrial practice and local, state, and federal standards.

2.10 The Contracting Officer’s Representative monitors all technical aspects of the contract and assists in contract administration. The COR is authorized to perform the following functions: assure that the Contractor performs the technical requirements of the contract; perform inspections necessary in connection with contract performance; maintain written and oral communications with the Contractor concerning technical aspects of the contract; issue written interpretations of technical requirements, including Government drawings, designs, specifications; monitor Contractor's performance and notifies both the Contracting Officer and Contractor of any deficiencies; coordinate availability of government furnished property, and provide site entry of Contractor personnel. The COR is not authorized to change any of the terms and conditions of the Contract.

2.11 All employees of general contractor and subcontractors shall comply with the VA security management program, be identified by through project and employer badges, and restricted from areas of unauthorized access.

2.12 General Contractor’s employees shall not enter the project site without appropriate badging/identification. They may also be subject to inspection of their personal effects when entering or leaving the project site.

2.13 Before starting work the General Contractor shall give two week’s notices to the Contracting Officer so that arrangements can be provided for the employees. This notice is separate from any notices required for utility shutdown described later in this section.

2.14 No photography of VA premises is allowed without written permission of the Contracting Officer. The Contractor and workforce personnel shall not post or discuss government facility activities on unauthorized public media.

2.15 VA reserves the right to close/shut down the project site and order General Contractor’s employees off the premises in the event of a national emergency. The General Contractor may return to the site only with the written approval of the Contracting Officer.

2.16 General Contractor’s employees are subject to rules of CAVHS Medical Center applicable to their conduct.

2.17 Execute work to interfere as little as possible with normal functioning of CAVHS Medical Center, including operations of utility services, fire protection systems and any existing equipment, and with work being done by others. Use of equipment and tools that transmit vibrations and noises through the building structure, are not permitted in buildings that are occupied, during construction, jointly by patients or medical personnel, and Contractor's personnel, except as permitted by COR where required.

2.18 Do not store materials and equipment in other than assigned areas. Scheduling of material deliveries is required. Due to space restrictions, material deliveries should not be more than what can be stored in the immediate work area while also accomplishing required work.

2.19 The Contractor shall maintain the work site in a neat, orderly, and safe condition at all times. The Contractor shall remove debris on a daily basis. The Contractor shall repair any damage to the existing grounds, facilities, or property incurred during the course of construction to its original pre-existing conditions. The Contractor shall remove all tools, supplies, equipment, and debris upon completion of the contract.

2.20 Site Survey. Contractor will make site visits as necessary to survey existing conditions. Make site visits as required to determine existing as-built conditions affecting this project. Prepare any measured drawings of existing systems required to ensure the accuracy of the design.

2.21 Information including drawings and other documentation provided to the general contractor is used as reference only. All additional references and specifications are available in VHA’s Technical Information Library at address http://www.cfm.va.gov.

2.22 The general contractor shall field verify all dimensions and submit shop drawings for approval by contracting officer. Coordinate site visits with the COR.

2.23 Final clean up and finishes. At the completion of the work, all fixtures, equipment, and materials shall be cleaned. The Contractor shall do a final cleaning to include disposal of debris resulting from the removal of the equipment as well as dispose of containers for the materials used during the performance of the work.

2.24 Warranty. Contractor shall warrant its work against faulty workmanship for a period of not less than one year from the date of Government acceptance of the work provided under this contract. Under this warranty, contractor shall be prepared to return to the work site within one working day after notification without charge to make any necessary repairs.

3.0 Scope of Work

3.1 Remove and replace 5 walk-in coolers and 3 walk-in freezers

3.1.1 The walk-in’s are located in GC-167(5), 1B161 (2), 2E109 (1).

3.1.2 Contractor to install and maintain Infection Control Risk Assessment (ICRA) barrier around the work area.

3.1.3 Uninstall and remove the existing Walk-In freezers and Walk-in coolers and all associated equipment and parts.

3.1.4 The new Walk-In Freezers and Walk-in Coolers shall match the existing units’ technical specifications, dimensions and performance data. Also, the new units shall include new features as indicated in the specifications. The contractor must visit and survey the site prior to ordering the new equipment.

3.1.5 Contractor shall install a complete system from electrical, plumbing, Refrigeration, structure, and controls. This will be a turnkey project.

3.1.6 Contractor shall provide a temporary walk-in cooler with a roll-up door to be parked at the loading dock. The temporary cooler must have a roll-up door and not a french door type door. The contractor shall be responsible to keep the temporary walk-in fueled while in use. All maintenance and repairs will be the contractor’s responsibility

3.1.7 Includes all manpower, materials, equipment, and general conditions to complete removal and replacement of walk-in coolers/freezers for Dietetics, Canteen, and Mortuary Cooler.

3.1.8 Includes all field surveys, dimensioning/measurement, shop drawings, submittal, and work plans for approval prior to procurement of new walk-in cooler/freezer units and equipment.

3.1.9 Includes all disassembly and removal of cooler/freezer boxes, doors, components, accessories, etc. in preparation for new units to be installed.

3.1.10 Includes all disassembly and removal of inbox refrigeration units, controls, lighting, etc.

3.1.11 Includes all procurement, preparation, and installation of new cooler/freezer boxes.

3.1.12 Includes all procurement, preparation, and installation of new inbox refrigeration unit assemblies and connections.

3.1.13 Includes all replacement of existing lighting, lighting controls, components, and accessories.

3.1.14 Includes all replacement of existing protection cages for protection around fan units.

3.1.15 Includes all removal and replacement of fire sprinkler heads for each unit.

3.1.16 Includes all removal and replacement of existing KE2 controllers, components, and accessories. All KE2 controllers that are removed will be delivered to the CAVHS AC shop.

3.1.17 Includes all refrigeration piping, fitting, piping supports, and final connection to existing connection.

3.1.18 Includes all minor modifications at entry doors and heat trace materials to prevent frost build-up.

3.1.19 Includes all final connection, testing, startup, and verification for each unit prior to sign-off and acceptance.

3.1.20 Attachments for the specification are included in this Statement of work. The contractor will have to verify all existing Walk-in units box sizes, voltages, freon, equipment, and controls against the specification before ordering the equipment.

3.1.21 The walk-in cooler/ freezer in the canteen 1B-161 has a concrete floor that overlays the original walk-in floor that will need to be removed. Contractor will need to go back to the original design for this walk-in with the new specification included. CAVHS will provide all necessary documents/drawings.

3.1.22 Contractor to clean up and remove any temporary fencing or materials.

4.0 Specific Requirements

4.1 All work is to be accomplished and reports submitted to the VA COR after the installation of each walk-in cooler/freezer replacement. The work schedule will be mutually agreed upon with the VA COR and the Contractor. A schedule of work will be provided by the Contractor to the VA COR prior to the start of work. Only one walk-in or combo walk-in cooler/walk-in freezer will be done at any given time. Once the contactors start on a walk-in they must finish it and the CAVHS must be able to use it before moving on to the next walk-in unit.

5.0 Contractor Qualifications

5.1 Firm must demonstrate proficiency in performing similar work by:

5.1.1 Minimum of five years’ experience.

5.1.2 Provide a listing of team members that will be assigned to this project with individual qualifications and responsibilities of team members.

6.0 Temporary Signs and Labels

6.1 This section specifies the control of environmental pollution and damage that the Contractor must consider for air, water, and land resources. It includes management of visual aesthetics, noise, solid waste, radiant energy, and radioactive materials, as well as other pollutants and resources encountered or generated by the Contractor.

6.2 Environmental pollution and damage are defined as the presence of chemical, physical, or biological elements or agents which:

6.2.1 Adversely affects human health or welfare,

6.2.2 Unfavorably alter ecological balances of importance to human life,

6.2.3 Effect other species of importance to humankind, or;

6.2.4 Degrade the utility of the environment for aesthetic, cultural, and historical purposes.

6.3 Handle and dispose of solid wastes in such a manner that will prevent contamination of the environment. Place solid wastes in containers that are emptied on a regular schedule. Transport all solid waste off Government property and dispose of waste in compliance with Federal, State, and local requirements.

6.4 Store chemical waste away from the work areas in corrosion resistant containers and dispose of waste in accordance with Federal, State, and local regulations.

6.5 Odors: Control odors of construction activities and prevent obnoxious odors from occurring.

6.6 Reduction of Noise: Minimize noise using every action possible. Perform noise-producing work in less sensitive hours of the day or week as directed by the COR. Use shields or other physical barriers to restrict noise transmission.

6.7 Control dust particles, aerosols, and gaseous by-products from all construction activities, processing, and preparation of materials.

6.8 Keep construction activities under surveillance, management, and control to minimize pollution of air resources. Burning is not permitted on the job site.

6.9 Do not allow wastewater directly derived from construction activities to enter water areas.

6.10 Final Clean up: On completion of project and after removal of all debris, rubbish, and temporary construction, Contractor shall leave the construction area in a clean condition satisfactory to the Resident Engineer. Cleaning shall include off the station disposal of all items and materials not required to be salvaged, as well as all debris and rubbish resulting from demolition and new work operations.

7.0 Construction Waste Management

7.1 Waste disposal in landfills shall be minimized to the greatest extent possible. Of the inevitable waste that is generated, as much of the waste material as economically feasible shall be salvaged, recycled, or reused.

7.2 Contractor shall use all reasonable means to divert construction and demolition waste from landfills and incinerators and facilitate their salvage and recycle.

7.3 Contractor shall provide all demolition, removal, and legal disposal of materials. Contractor shall ensure that facilities used for recycling, reuse and disposal shall be permitted for the intended use to the extent required by local, state, federal regulations.

7.4 Contractor shall maintain records to document the quantity of waste generated; the quantity of waste diverted through sale, reuse, or recycling; and the quantity of waste disposed by landfill or incineration.

7.5 Provide all necessary containers, bins, and storage areas to facilitate effective waste management.

7.6 Clearly identify containers, bins, and storage areas so that recyclable materials are separated from trash and can be transported to respective recycling facility for processing.

7.7 Hazardous wastes shall be separated, stored, disposed of according to local, state, federal regulations.

7.8 With each application for progress payment, submit a summary of construction and demolition debris diversion and disposal including beginning and ending dates of period covered.

7.9 Quantify all materials diverted from landfill disposal through salvage or recycling during the period with the receiving parties, dates removed, transportation costs, weight tickets, manifests, invoices. Include the net total costs or savings for each salvaged or recycled material.

7.10 Quantify all materials disposed of during the period with the receiving parties, dates removed, transportation costs, weight tickets, tipping fees, manifests, invoices. Include the net total costs for each disposal.

8.0 Demolition

8.1 Perform demolition in such manner as to eliminate hazards to persons and property; to minimize interference with use of adjacent areas, utilities and structures or interruption of use of such utilities; and to provide free passage to and from such adjacent areas of structures.

8.2 Provide safeguards, including warning signs, barricades, temporary fences, dust control, warning lights, and other similar items that are required for protection of all personnel during demolition and removal operations.

8.3 Prevent spread of flying particles and dust. Sprinkle rubbish and debris with water to keep dust to a minimum. Do not use water if it results in hazardous or objectionable condition such as, but not limited to flooding or pollution. Vacuum and dust the work area daily.

8.4 Wherever a cutting torch or other equipment that might cause a fire is used, provide, and maintain fire extinguishers nearby ready for immediate use. Instruct all possible users in use of fire extinguishers.

8.5 Before beginning any demolition work, the Contractor shall survey the site and examine the drawings and specifications to determine the extent of the work. The contractor shall take necessary precautions to avoid damages to existing items to remain in place, to be reused, or to remain the property of the Medical Center; any damaged items shall be repaired or replaced as approved by the COR.

8.6 The Contractor shall coordinate the work of this section with all other work and shall construct and maintain shoring, bracing, and supports as required. The Contractor shall ensure that structural elements are not overloaded and shall be responsible for increasing structural supports or adding new supports as may be required as a result of any cutting, removal, or demolition work performed under this contract.

8.7 Do not overload structural elements. Provide new supports and reinforcement for existing construction weakened by demolition or removal works. Repairs, reinforcement, or structural replacement must have Resident Engineer’s approval.

8.8 Debris, including brick, concrete, stone, metals, and similar materials shall become property of Contractor and shall be disposed of by him daily, off the Medical Center to avoid accumulation at the demolition area. Materials removed shall become property of contractor and shall be disposed of in compliance with applicable federal, state, or local permits, rules and/or regulations be hauled to VA specified disposal site.

8.9 Clean-up: On completion of work of this section and after removal of all debris, leave site in clean condition satisfactory to COR.

9.0 Security Requirements

9.1 General Contractor’s employees shall not enter the project site without appropriate badge. Contractor must obtain ID badges in accordance with Medical Center Memorandum M-1, Part VII, Change 25, Paragraph 8.07C. They may also be subject to inspection of their personal effects when entering or leaving the project site.

9.2 All contractor employees are required to be issued a security badge. The determining factor as to the type of badge issued us the contractors employee’s access requirements and the length of the contract period of performance. Contractor is required to follow the Security Requirements outlined.

10.0 Construction Security Requirements

10.1 Ensure work area is secured when not occupied.

11.0 Changes

11.1 The contractor is advised that only the Contracting Officer, acting within the scope of the contract has the authority to make changes which may affect the contract terms and conditions, quality, quantity, price, and/or delivery. It is highly encouraged and advised that the contractor contact the Contracting Officer for approval in the event there are changes prior to proceeding. No other individual has the authority to make binding changes and/or commitments.

11.2 If the contractor commits to such changes at the direction of any other person than the Contracting Officer, the changes shall be considered to have been made without proper authority and no adjustment shall be made in contract price to cover any increase in costs incurred as a result thereof.

12.0 Qualification of Contractors

12.1 Contractor shall be a firm that has the expertise & knowledge and is regularly engaged in this type of work. The contractor shall possess and provide all the necessary supervision, labor, materials, equipment, human capital, licenses, certifications, inventory, tools, and resources to successfully and skillfully execute this contract in accordance with the terms and conditions herein.

12.2 Contractors shall provide proof of qualifications, insurance, asbestos certification, OSHA certifications, and any other certifications as required by law.

13.0 Project Schedule

13.1 The Contractor shall develop a Critical Path Method (CPM) schedule which demonstrates fulfillment of the contract requirements and shall keep the Project Schedule up to date in accordance with the requirements of this section. The project schedule shall be used for scheduling, coordinating, and monitoring the work under this contract (including all activities of subcontractors, equipment vendors and suppliers).

13.2 Project Schedule Requirements

13.2.1 Show on the project schedule the sequence of work activities/events required for complete performance of all items of work. The Contractor shall show activities/events for the following:

13.2.2 Individual work items for completion including progress.

13.2.3 Contractor's time required for submittal of shop drawings, templates, fabrication, delivery, and similar pre-construction work.

13.2.4 The COR review and approval of shop drawings, equipment schedules, samples, template, or similar items.

13.2.5 Interruption of VA Facilities utilities, delivery of Government furnished equipment (as applicable), and rough-in drawings, project phasing and any other specification requirements.

13.2.6 Test and adjust various systems and pieces of equipment, maintenance and operation manuals, instructions, and preventive maintenance tasks.

13.2.7 VA inspection and acceptance activity/event with a minimum duration of five workdays at the end of each phase and immediately preceding any VA move activity/event required by the contract phasing for that phase.

13.2.8 Show not only the activities/events for actual construction work for each trade category of the project, but also trade relationships to indicate the movement of trades from one area, floor, or building, to another area, floor, or building, for the main trades who are performing major work under this contract.

13.2.9 Activities/events shall not consist of a duration longer than 20 workdays each or one reporting period, except as to non-construction activities/events (i.e., procurement of materials, delivery of equipment, concrete, and asphalt curing) and any other activities/events for which the COR may approve. The duration for VA approval of any required submittal, shop drawing, or other submittals will not be less than 14 workdays.

13.2.10 Describe work activities/events clearly, so the work is readily identifiable for assessment of completion. Activities/events labeled "start," "continue," or "completion," are not specific and will not be allowed. Lead and lag time activities will not be acceptable.

13.2.11 The schedule shall be generally numbered in such a way to reflect either discipline, phase, or location of the work.

13.3 The Contractor shall submit the following supporting data in addition to the project schedule:

13.3.1 The appropriate project calendar including working days and holidays, the planned number of shifts per day, and the number of hours per shift.

13.3.2 Failure of the Contractor to include this data may delay the review of the submittal until the Contracting Officer is in receipt of the missing data.

13.3.3 To the extent that the Project Schedule or any revised Project Schedule shows anything not jointly agreed upon, it shall not be deemed to have been approved by the COR. Failure to include any element of work required for the performance of this contract shall not excuse the Contractor from completing all work required within any applicable completion date of each phase regardless of the COR’s approval of the Project Schedule.

13.3.4 Submit to the VA an electronic file(s) containing one file of the data required to produce a schedule, reflecting all the activities/events of the complete project schedule being submitted.

13.4 All delays due to non-work activities/events such as WEATHER, STRIKES, and similar non-work activities/events shall be analyzed on a month-by-month basis.

14.0 Shop Drawings, Product Data, and Samples

14.1 VA approval of a submittal does not relieve the Contractor of the responsibility for any error that may exist. The Contractor is responsible for fully complying with all contract requirements and the satisfactory construction of all work, including the need to check, confirm, and coordinate the work of all subcontractors for the project. Non-compliant material incorporated in the work will be removed and replaced at the Contractor’s expense.

14.2 Submittal Scheduling

14.2.1 Submittals are to be scheduled, submitted, reviewed, and approved prior to the acquisition of the material or equipment.

14.2.2 Coordinate scheduling, sequencing, preparing, and processing of submittals with performance of work so that work will not be delayed by submittal processing. Allow time for potential resubmittal.

14.2.3 No delay costs or time extensions will be allowed for time lost in late submittals or resubmittals.

14.2.4 All submittals are required to be approved prior to the start of the specified work activity.

14.3 Submittal Preparation

14.3.1 Each submittal is to be complete and in sufficient detail to allow concise determination of compliance with the contract requirements.

14.3.2 Collect required data for each specific material, product, unit of work, or system into a single submittal. Prominently mark choices, options, and portions applicable to the submittal. Partial submittals will not be accepted for expedition of construction effort and will be returned without review if incomplete.

14.3.3 If available product data is incomplete, provide Contractor-prepared documentation to supplement product data to satisfy the submittal requirements.

14.3.4 All irrelevant or unnecessary data should be removed from the submittal to facilitate accuracy and timely processing. Submittals that contain excessive amounts of irrelevant or unnecessary data will be returned without review.

14.3.5 Provide a transmittal form for each submittal with the following information:

14.3.6 Project title, location, and number.

14.3.7 Construction contract number.

14.3.8 Date of the drawings and revisions.

14.3.9 Name, address, and telephone number of subcontractors, supplier, manufacturer, and any other subcontractor associated with the submittal.

14.3.10 List paragraph number of the specification section and sheet number of the contract drawings by which the submittal is required.

14.3.11 When a resubmission, add alphabetic suffix on submittal description. For example, submittal 18 would become 18A, to indicate resubmission.

14.3.12 Product identification and location in project.

14.4 The Contractor is responsible for reviewing and certifying that all submittals are in compliance with contract requirements before submitting for VA review. Proposed deviations from the contract requirements are to be clearly identified. All deviations submitted must include a side-by-side comparison of item being proposed against item specified. Failure to point out deviations will result in the VA requiring removal and replacement of such work at the Contractor's expense.

14.5 Submittals

- Surety Bond

- Site-Specific Accident Prevention Plan

- Activity Hazards Analysis

- Organization Plan and Key Personnel Information

- Construction Schedule

- Submittal Register

- List of Proposed Subcontractors

- Safety Data Sheets - Safety Data Sheets

- Phases of Tile Installation

- Egress route during the Construction

- Concrete Joint Repair

- Corridor: 4 each (3-ft x 3-ft) for proposed flooring types and colors.

- Concrete Joint repair

- Concrete Moisture Block

- Epoxy

- Binder

- Flooring

- 30-hrs OSHA Training

- Installation of Product

- This data shall be incorporated in an operations and maintenance manual.

- Record Drawings and as-built drawings.

- Submittal requirements necessary to properly close out a phase of construction on a multi-phase contract.

14.6 Submittal Format and Transmission

14.6.1 Provide submittals in electronic format, with the exception of material samples. Use PDF as the electronic format, unless otherwise specified or directed by the Contracting Officer.

14.6.2 Compile the electronic submittal file as a single, complete document. Name the electronic submittal file specifically according to its contents.

14.6.3 Electronic files must be of sufficient quality that all information is legible. Generate PDF files from original documents so that the text included in the PDF file is both searchable and can be copied. If documents are scanned, Optical Character Resolution (OCR) routines are required.

14.6.4 E-mail electronic submittal documents smaller than 5MB in size to e-mail addresses as directed by the Contracting Officer and the COR.

14.6.5 Provide electronic documents over 5MB through ARMDEC Safe Access File Exchange electronic file sharing system. There are no user accounts for SAFE - authentication is handled via email and CAC/PIV. The AMRDEC SAFE application can be accessed via https://safe.amrdec.army.mil/safe. There are two options to proceed from the SAFE homepage: Proceed as CAC User - Select this option if you have a valid US DoD-issued CAC/PIV. Proceed as Guest - Select this option if you do not have a CAC/PIV.

14.6.6 After the package has been uploaded (and verified, if proceeding as a guest), each recipient will receive a link to the package download page as well as a password. These passwords are unique for each recipient (not the package) and will be disabled once SAFE detects that the user successfully downloaded each file within the package.

14.6.7 Provide hard copies of submittals when requested by the Contracting Officer. Up to 3 additional hard copies of any submittal may be requested at the discretion of the Contracting Officer, at no additional cost to the VA.

14.7 Stamp, sign, and date each submittal transmittal form indicating action taken.

14.8 Stamp used by the Contractor on the submittal transmittal form to certify that the submittal meets contract requirements.

14.9 The Contractor shall track all submittals by maintaining a complete list, including completion of all data columns, including dates on which submittals are received and returned by the VA.

14.10 The Contractor shall update the submittal register as submittal actions occur and maintain the submittal register at the project site until final acceptance of all work by Contracting Officer.

14.11 The Contractor shall submit formal monthly updates to the submittal register in electronic format. Each monthly update shall document actual submission and approval dates for each submittal.

14.12 VA Review of Submittals

14.12.1 The VA will review all submittals for compliance with the technical requirements of the contract documents. The COR for this project will assist the VA in reviewing all submittals and determining contractual compliance. Review will be only for conformance with the applicable codes, standards, and contract requirements.

14.12.2 Period of review for submittals begins when the VA COR receives submittal from the Contractor.

14.12.3 Period of review for each resubmittal is the same as for initial submittal.

14.12.4 The VA will return submittals to the Contractor with the following notations:

14.12.5 "Approved": authorizes the Contractor to proceed with the work covered.

14.12.6 "Approved as noted": authorizes the Contractor to proceed with the work covered provided the Contractor incorporates the noted comments and makes the noted corrections.

14.12.7 "Disapproved, revise and resubmit": indicates noncompliance with the contract requirements or that submittal is incomplete. Resubmit with appropriate changes and corrections. No work shall proceed for this item until resubmittal is approved.

14.12.8 "Not reviewed": indicates submittal does not have evidence of being reviewed and approved by Contractor or is not complete. A submittal marked "not reviewed" will be returned with an explanation of the reason it is not reviewed. Resubmit submittals after taking appropriate action.

14.13 Approved Submittals

14.13.1 The VA approval of submittals is not to be construed as a complete check, and indicates only that the general method of construction, materials, detailing, and other information are satisfactory.

14.13.2 VA approval of a submittal does not relieve the Contractor of the responsibility for any error which may exist. The Contractor is responsible for fully complying with all contract requirements and the satisfactory construction of all work, including the need to check, confirm, and coordinate the work of all subcontractors for the project. Non-compliant material incorporated in the work will be removed and replaced at the Contractor’s expense.

14.13.3 After submittals have been approved, no resubmittal for the purpose of substituting materials or equipment will be considered unless accompanied by an explanation of why a substitution is necessary.

14.13.4 Retain a copy of all approved submittals at project site, including approved samples

15.0 Hours of Operations

15.1 Normal operational hours for the Little Rock Central Arkansas Veterans Healthcare System are Monday through Friday from 7:30am – 4:30pm. Use of overtime is not applicable.

15.2 The Contractor is responsible for conducting business during normal business hours to facilitate communication between the Government and the Contractor, Monday through Friday except Federal holidays or when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government directed facility closings.

15.3 If a holiday falls on a Sunday, the following Monday will be observed as the National Holiday. When a holiday falls on a Saturday, the preceding Friday is observed as a National Holiday by U.S. Government agencies. Also, included would be any day specifically declared by the President of the United States. Contractor is not required to provide any service(s) on nationally recognized U.S. Government holidays, nor shall the contractor be paid for these holidays.

15.4 The Contractor must always maintain an adequate workforce for the uninterrupted performance of all tasks defined within this solicitation when the Government facility is not closed for the above reasons. When hiring personnel, the Contractor shall keep in mind that the stability and continuity of the workforce are essential.

15.5 The healthcare systems operations are 24/7, 365 days a year, therefore on occasions; the Government may process orders for Veterans outside of normal business hours. The Contractor will be required to provide services under these circumstances.

16.0 Fire Safety

16.1 Establish and maintain a site-specific fire protection program in accordance with 29 CFR 1926.

16.2 Maintain free and unobstructed access to facility emergency services and for fire, police, and other emergency response forces in accordance with NFPA 241.

16.3 Do not block exiting for occupied buildings, including paths from exits to roads. Minimize disruptions and coordinate with COR.

16.4 Do not impair automatic sprinklers, smoke and heat detection, and fire alarm systems, except for portions immediately under construction, and temporarily for connections. Provide fire watch for impairments more than 4 hours in a 24-hour period.

16.5 Perform and safeguard hot work operations in accordance with NFPA 241 and NFPA

16.6 Coordinate with COR to obtain permits from fire department at least 8 hours in advance. Designate contractor's responsible project-site fire prevention program manager to permit hot work.

16.7 Prevent smoke detectors accidental operation. Remove temporary covers at end of work operations each day.

16.8 Smoking is prohibited in all VA facilities and on grounds.

17.0 Operations and Storage Areas

17.1 The Contractor shall confine all operations (including storage of materials) on Government premises to areas authorized or approved by the Contracting Officer. The Contractor shall hold and save the Government, its officers, and agents, free and harmless from liability of any nature occasioned by the Contractor's performance. Workmen are subject to rules of Medical Center as applicable to their conduct. Plan and execute the work with minimal impact to the normal functioning of Medical Center as a whole, including patient care, operations of utility services, fire protection systems and any existing equipment, and with work being done by others.

17.2 Provide unobstructed access to Medical Center areas required to remain in operation.

18.0 Phasing

18.1 The contractor will need to work with each service and schedule the down time of each walk-in unit.

18.2 No more than one walk-in down at a time unless it is a combo Walk-in cooler/ freezer

19.0 Information Systems Officer, Information Protection

19.1 The contractor will not have access to VA Desktop computers and nor will they have access to online resources belonging to the government while conducting services. If removal of equipment from the VA is required, any memory storage devices, such as hard drives, solid state drives and non-volatile memory units will remain in VA control and will not be removed from VA custody.

20.0 Privacy Officer

20.1 The contractor will not have access to protected Patient Health Information (PHI) and nor will they have the capability of accessing patient information during the services provided to the VA and if removal of equipment from the VA is required, any memory storage devices, such as hard drives, solid state drives and non-volatile memory units will remain in VA control and will not be removed from VA custody. All research data available for Contractor analyses is de- identified.

21.0 Records Management

21.1 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.

21.2 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.

21.3 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.

21.4 Central Arkansas Veterans 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 Central Arkansas Veterans 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 Central Arkansas Veterans Healthcare system. The agency must report promptly to NARA in accordance with 36 CFR 1230.

21.5 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 vehicle]. 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 Central Arkansas Veterans 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 vehicle]. Destruction of records is EXPRESSLY PROHIBITED unless in accordance with Paragraph (4).

21.6 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 Central Arkansas Veterans Healthcare system guidance for protecting sensitive, proprietary information, classified, and controlled unclassified information.

21.7 The Contractor shall only use Government IT equipment for purposes specifically tied to or authorized by the contract and in accordance with Central Arkansas Veterans Healthcare system policy.

21.8 The Contractor shall not create or maintain any records containing any non-public Central Arkansas Veterans Healthcare system information that are not specifically tied to or authorized by the contract.

21.9 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.

21.10 The Central Arkansas Veterans 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 Central Arkansas Veterans 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.

21.11 Training. All Contractor employees assigned to this contract who create, work with, or otherwise handle records are required to take Central Arkansas Veterans…