Scope of Work_Revised 1-6-2025 AMENDMENT 0005.pdf

SCOPE OF WORK

Project No. 586-26-102

Roofing for Warehouse & Mental Health Modular

May 2024

Department of Veterans Affairs

G. V. (Sonny) Montgomery VA Medical Center

Jackson, MS

Revised 1/6/2025

Date: May 13, 2024

Table of Contents

I. Scope of Work

II. Project Schedule

III. Asbestos Statement

IV. Record Retention Clause

I. Scope of Work

General The Contractor will be required to furnish all necessary labor, equipment, tools, and materials for all work listed in this Scope of Work.

Where incidental work is required to accomplish work as described in this scope of work, said incidental work is implied and shall be included as part of the bid. Prior to any work commencing in an area, the Contractor shall notify the COR of his intention to work in the desired area and shall schedule a walkthrough with the COR to determine and document existing conditions. After the work is completed, the existing work areas shall be returned to their original state before final approval will be issued. After the completion of the project, contractor shall completely remove all debris and clean all surfaces in the work area. The Contractor shall submit a CD with copies of all operating and service manuals, material cut sheets including all material warranties for each device/material installed or incorporated as part of the project. The Contractor shall receive all deliveries of materials, equipment, tools, or other goods off station, and transport them to the job site. The Jackson VA shall not accept deliveries for project purposes. The Contractor shall prepare and submit an excel spreadsheet listing all submittals required. The worksheet shall be submitted by the Contractor and reviewed and re-submitted as necessary for approval. The Contractor shall not proceed with any on-site work until the completion of the submittal process, or receipt of approval to proceed from the CO and COR without completion of the submittal process. Not less than 14 calendar days shall be planned for COR review of each submittal. Re-submittals shall be provided as required by the COR, and shall be treated as a new, separate submittal. Any non-lead time materials will only be paid for when installed. Any items identified as punch list items will be repaired or replaced prior to project closeout. Special care shall be taken to secure tools and project equipment during execution of the project as this is an active medical facility with admitted patients and long-term care patients in the community living center.

Work cleanliness must be adhered to throughout the project. Sounds and vibrations must be kept to a minimum to avoid patient disruption. The COR reserves the right to stop work if sound and vibrations are impacting patient living. Irregular work hours may be required to minimize impact to Veterans and employees. The Contractor shall warranty all work included for 1 year from the date of final acceptance. Warranty shall include all labor, parts, and materials necessary to ensure a complete and continual functionality of the work. This is in addition to the roofing 30-year warranty.

Before submitting a bid, each bidder shall make all investigations and examinations necessary to ascertain the existing site conditions and requirements affecting the full performance of the contract and to verify any representations made by the VA upon which the bidder will rely. If the bidder receives an award because of its bid submission, failure to have made such investigations and examinations will in no way relieve the bidder from its obligation to comply in every detail with all provisions and requirements of the contract documents, nor will a plea of ignorance of such conditions and requirements be accepted as a basis for any claim whatsoever by the Contractor for additional compensation. All Contractors shall be required to complete an onsite review of the project site and conditions. The onsite visit shall be scheduled by the COR and documented with the COR prior to the bid submission date. The Contractor’s onsite visit is required to be eligible to submit a valid bid.

All offerors on the services included in this scope of work shall submit with their bid a schedule of values for each item of work which shall be inclusive of all labor, materials, supplies, management including overhead and profit.

The successful offeror shall submit shop drawings, technical data for the roofing material, insulation, adhesive, flashing material, OSHA edge setback markings, any required equipment support rubber pans, proposed completion schedule, and name with contact information for the onsite superintendent (full time – Required during any ongoing work).

SPECIFICATIONS:

The Contractor shall provide the following:

a. Labor and materials to install all components and materials.

b. Work shall be scheduled with facilities management to minimize impact on the facility.

After hours and weekend work may be required.

c. Have a valid hot work permit posted prior to doing welding, cutting, bracing, soldering, and grinding.

d. Have full and functional fire extinguishers available at the work area at all times.

e. Clean the work area before leaving the premises.

POINT OF CONTACT:

The Contractor shall provide a point of contact for the administration of the project (Project Manager) including the following.

Name:

Title:

Telephone Number:

Email:

QUALITY ASSURANCE:

The Contractor must be certified and licensed to perform the necessary work.

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SAFETY REQUIREMENTS:

The contractor shall perform work in accordance with existing relevant, accredited standards and codes to minimize the possibility of injury to personnel, or damage to Government property and equipment. Every effort shall be made to safeguard human life and property.

INSURANCE/PERFORMANCE REQUIREMENTS:

The parties agree that the Contractor’s personnel working on this purchase order shall not be considered VA employees for any purpose and shall be considered employees of the contractor. The Contractor shall be responsible for providing at a minimum:

i. Workers Compensation.

ii. Contractors/Professional liability insurance.

iv. Income tax withholding.

v. Social Security payments.

EDUCATION/TRAINING:

The Contractor shall provide the following certification/documentation to the Contracting Officer Representative:

a. Foreman: thirty (30) hours of OSHA training in Construction Safety and current TB test results.

b. Personnel: ten (10) hours OSHA training in Construction Safety and current TB test results.

c. Hold a hot work permit.

CHANGES:

The Contractor that is awarded this contract, is advised that only the Contracting Officer, acting within the scope of the contract has the authority to make changes which affect the contract in terms of quality, quantity, price, or delivery.

In the event the Contractor effects any such change at the direction of any person other than the Contracting Officer, the change shall be considered to have been made without authority and no adjustment shall be made in the contract price to cover any increases.

REPORTING:

For services to be performed during normal working hours, the contractor shall report upon arrival to the facility and shall check in with the COR or shops foreman before performing any work and before proceeding to the job site. This check in is mandatory.

Weekly reports to be provided to the COR and all daily reports due at completion of the project.

Warranty letter due at the completion of the project.

WARRANTY:

Contractor shall provide a one (1) year total warranty for all equipment/services and labor covered in this project. This shall be in addition to the manufactures warranty as required in this scope of work.

CONFORMANCE STANDARDS:

All work shall be performed, and equipment shall function in conformance with all VA safety standards, VA Master Construction Specification (TIL), manufacturer’s/industry standards, the latest published edition of NFPA-99, FDA, OSHA, JC, and all other applicable national standards.

SMOKING POLICY:

Smoking is not permitted within or around the VA.

BADGES AND PARKING:

All personnel are required to wear Vendor ID Badges noting all personnel’s personal name, and photo. For inside the hospital work only.

It is the responsibility of the Contractor’s personnel to park in the appropriate designated parking areas. Parking information is available from the individual VA Healthcare System Police Station. VA shall not validate or make reimbursement for parking violations of personnel under any circumstance.

HOURS/NATIONAL HOLIDAYS:

The Contractor shall perform the services as specified herein Monday through Friday except for National Holidays or approved exceptions. The contractor is expected to phase the project in such a manner as to impact the VA minimally. A proposed phasing plan will need to be submitted to the CO/COR for review and approval before work can proceed. Phases may have to be smaller or performed after hours. The hospital is open 24/7, and proper traffic control and coordination will be needed to complete this project.

Maintenance of traffic shall be included in the bid.

ROOFING

Contractor shall furnish all labor, tools, material, and supervision for the replacement of the roof systems labeled in Figure 1 as Warehouse and Mental Health. The figure 1 has a vicinity map and figure 2 a larger scale drawing showing the two roof sections. A description and scope for each roof section is described below.

Figure 1

Figure Number 1

Figure Number 2

Warehouse Roof Remove and properly dispose all existing membrane and insulation down to the lightweight concrete deck. Replace any damaged LWC.

• All lightening arrest components shall be removed and reinstalled or replaced if damaged.

• Contractor to remove and replace all flashing around this roof section to include a minimum 8” vertical exterior flashing. This includes all wall flashing

• Adhere ¼” per ft slope, tapered insulation system and 1/2" coverboard (min 1.5” combined thickness at roof drains) down to concrete deck with adhesive.

• Install an 80 mil(minimum) TPO roof system over the new insulation and coverboard per manufacturers specifications and details.

• Contractor shall replace all pipe/conduit supports and any other roof mounted equipment supports with new rubber type foot pads placed on a properly sized piece of the TPO roofing membrane.

• Replace any rotten wood blocking around perimeter of building and equipment curbs.

• Flash all penetrations and walls per manufacturers specs and details.

• Install new shop fabricated metal guard around perimeter of building

• Install new roof drains.(or new drain inserts)

• Paint yellow safety perimeter lines

• Install new walk pads around HVAC curbs

• Complete any other work as required for the manufacturer to Issue a manufacturer’s

30-year warranty at completion.

Mental Health Modular Roof

• Install new 80 mil(minimim) or equivalent TPO roof system (with full 30-year warranty) Over the existing membrane roofing system. (Or remove the existing roofing system should manufacturer require for the 30 year warranty and/or the structural engineer require for structural integrity.) This includes the entire roof including curbs, perimeter parapets and internal curbs.

• Contractor to place tapered insulation and cover board with crickets as necessary to accomplish a minimum ¼ inch per foot slope to the roof drains to provide positive drainage of the new roofing system.

• Contractor shall replace all pipe/conduit supports and any other roof mounted equipment supports with new rubber type foot pads placed on a properly sized piece of the TPO roofing membrane.

• Flash all penetrations and walls per manufacturers specs and details.

• Install new shop fabricated metal guard around perimeter of building

• Install new roof drains

• Paint yellow setback line per OSHA code

• Contractor to remove and replace all flashing around this roof section to include a minimum 8” vertical exterior flashing and the coping around the perimeter.

• Install new walk pads around HVAC units

• Complete any other work as required for the manufacturer to Issue a manufacturer’s 30-year warranty at completion.

• Contractor shall complete a structural evaluation of the Modular Building roof to determine if it is adequate to install the proposed new roofing (over the existing roof).

This shall be completed by a licensed Structural engineer, and submitted to the VA prior to initiation of any work on the Mental Health Modular Building.

General All existing conditions of each roof section shall be field verified prior to submitting bid for accuracy. Questions will be accepted through the Contracting Officer for clarification by VA.

Copies will be made available for any references throughout specifications upon request.

The roof replacements in all areas shall consist of, but not be limited to, complete demolition of the existing roofing system to bare structure, removal of all abandoned curbs, pipe-stands, equipment pads, etc.; sealing of existing abandoned roof penetrations, surface preparation, replacement of flashings and all other roof-related elements, installation of new roof per specifications, reinstallation of lightning protection, installation of new walkway pads, new perimeter warning line per OSHA guidelines and final cleanup.

Estimated Quantity Roof Section Warehouse Area (SF) 19,000 Flashing (LF) 575

Roof Section Mental Health modular Area (SF) 7,000 Flashing (LF) 240

II. Project Schedule The allowed duration for this project is 150 days from issued Notice to Proceed. Normal business hours of the medical center are Monday through Friday, 7:00am – 4:30pm.

Weekend work may be allowed at discretion of VA. Contractor to submit, minimum 3-day, advanced written request for weekend work for review by Contracting Officer Representative

(COR).

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III

IV

ASBESTOS WARNING STATEMENT FOR CONSTRUCTION CONTRACTS IN ALL AREAS

EXCEPT THE I BUILDING, WAREHOUSE, CLINICAL ADDITION,

M SECTION (RADIATION THERAPY), AND OUTBUILDING STRUCTURES (Roads and Grounds, Mental Health Modular, Connex, Decon Building, Storage Sheds)

Due to the age of the facility, Contractor shall be aware of the potential for the existence of asbestos containing materials. The facility has an asbestos assessment prepared to EPA AHERA Standards. The Assessment can be reviewed during normal business hours by contacting the Facility Safety Section at ext. 51528 or 51329.

However, the Assessment does not look behind walls, above plaster or suspended ceilings, or underneath presently exposed roofing. Contractor will use caution when working in areas built prior to 1981 especially when breaching walls, hard ceilings, or sealed chases which are not surveyed during an AHERA Assessment

Should the Contractor encounter asbestos materials, the Contractor shall notify the facility Safety Section BEFORE proceeding. Asbestos related work EXCEPT removal identified in the initial project documents will be handled as a change order(s) to the existing contract or separate contract and the cost of such work is NOT to be included in the initial contract bid price.

Disturbance or removal any suspected asbestos containing material shall be in accordance with OSHA, EPA, and Mississippi Department of Environmental Quality protocols and done by properly qualified persons

Any release of asbestos shall cause contractor to immediately stop work and contact the Facility Management Office at ext. 51329 or 51528 during normal business hours or the Boiler Plant at ext. 51537 after hours.

Records Management Clause

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

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

3. In accordance with 36 CFR 1222.32, Contractor shall maintain all records created for Government use or created while performing the contract and/or delivered to, or under the legal control of the Government and must be managed in accordance with Federal law.

Electronic records and associated metadata must be accompanied by sufficient technical documentation to permit understanding and use of the records and data.

4. G.V. Sonny Montgomery VAMC (GVSMVAMC) 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 [Agency] 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 [Agency]. The agency must report promptly to NARA in accordance with 36 CFR 1230.

5. The Contractor shall immediately notify the appropriate Contracting Officer upon discovery of any inadvertent or unauthorized disclosures of information, data, documentary materials, records, or equipment. Disclosure of non-public information is limited to authorized personnel with a need-to-know as described in the [contract 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. Contractor personnel shall sign VA Form 10-0708 “Employee Clearance from Indebtedness” before resigning or termination from Contractor working for GVSMVAMC and Facility Records Officer must sign form. A copy of completed signed VA Form 10-0708 (Contractor personnel and Facility Records Officer signatures) shall be place in each competency folder. When information, data, documentary material, records and/or equipment is no longer required, it shall be returned to [Agency] 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).

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 [Agency] guidance for protecting sensitive, proprietary information, classified, and controlled unclassified information.

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

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

9. The Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected from public disclosure by an exemption to the Freedom of Information Act.

10. The GVSMVAMC 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 GVSMVAC shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest. Any Contractor rights in the data or deliverables must be identified as required by FAR 52.227-11 through FAR 52.227-20.

11. Training. All Contractor employees assigned to this contract who create, work with, or otherwise handle records are required to take [Agency]-provided records management training.

The Contractor is responsible for confirming training has been completed according to agency policies, including initial training and any annual or refresher training. TMS (Talent Management System) course VA 4192704: “Records Management for Everyone” [Note: To the extent an agency requires contractors to complete records management training, the agency must provide the training to the contractor.]

12. Flow-down of requirements to subcontractors:

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

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

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