Updated SOW Enhance Electronic Security and Safety.pdf

CONSTRUCTION STATEMENT OF WORK

ENHANCE ELECTRONIC SECURITY AND SAFETY SYSTEMS

Project Number: 436-20-101 Project Title: Enhance Electronic Security and Safety Systems

I. Overview:

A. The Department of Veteran Affairs has a requirement to install an entirely new electronic security platform, to include public address, duress alarm, physical access control (PACS), security cameras, mass notification systems and all other systems dedicated by the drawings and specifications included in the contract documents. The new platform will assist VA in continuing to provide safe care for veterans, while also helping locate and respond to security concerns and emergencies more quickly and effectively.

B. This Scope of Work is for the performance of work associated with construction documents for the project designed by 436-20-101 Enhance Electronic Security and Safety Systems at the Montana Health Care System at Fort Harrison, located at 3687 Veterans Dr, Fort Harrison, MT 59636. See attachments:

Attachment 1:

• CON 436-20-101 Enhance Electronic Security and Safety Systems_ICRA

Attachment 2:

• CON 436-20-101 Enhance Electronic Security and Safety Systems_PCRA

Attachment 3:

• 436-20-101 (21.09) 100 PCT Drawings Combined

Attachment 4:

• 436-20-101 100% SPECS COMBINED

Attachment 5:

• Relocation of telecommunications closets map drawings, Vol I, parts 1-4

C. The contractor shall provide all services, materials, labor, supervision, safety, certification, and expertise for items described in the provided Construction Documents, drawings, narrative, and specifications. Work shall be phased in a manner that is not disruptive to Medical Center Operations, and the contractor will be responsible for submitting an extensively detailed construction schedule and phasing plan for review and approval, prior to the start of construction.

D. The scope of this project includes the following infrastructure improvements:

1. The architectural demolition of an existing space located within Building 154A into the new police dispatch center.

2. The reconfiguration, expansion, and renovation of an existing space located within Building 154A into the new police dispatch center.

3. Civil site work, as outlined in the drawings, and the restoration of site conditions.

4. The abatement of asbestos and lead based paint, including the preparation of an abatement plan in accordance with the requirements of the Montana Department of Environmental Quality. This will only be required if asbestos and/or lead based paint is discovered.

5. Public Address (PA) System: Enhance public address by replacing the existing analog system with individually addressable speakers tied to the Voice over Internet Protocol (VoIP) system. VoIP overhead paging system shall be designed to accommodate All Call, Zone Call, and White Noise functionalities as well as departmental or location specific announcements. Group programming shall be included and is provided in the construction documents to be programmed prior to VA acceptance of system. Site investigation is necessary to define existing locations and cable runs. System shall have the capability of future addition of intercom equipment and voice to text as needed. System software shall be network based or be capable of running on multiple workstations. All hardware shall utilize emergency battery backup power. A study is required to ensure auditory appropriateness in all areas of the campus, including new construction that has not initially had public address installed. This item is in buildings 141, 154A, 154B (Madison), 169, 154, 170, 171, 16, 20 and site.

6. Duress Alarm System: Per Section 10.7 of the Physical Security & Resiliency Design Manual, VA Directive 0730-4, and the contract documents, a proper duress alarm system shall be installed and be capable of hosting several systems of a non-proprietary nature. Consideration should be given to alternate capabilities. Duress is required in all locations accessible to the public, such as reception desks, all examination rooms and other spaces where a patient is alone with a staff member for care. The pharmacy also requires duress as well as the boiler plant and all IT closets in order to be compatible with future Cerner upgrades. Contractor to perform investigative measures to fully determine these locations. Coordinate with the COR. This item is in buildings 141, 154A, 154B (Madison), 169, 154, 170, 171, 16, 20 and site.

7. Security Camera Systems: Enhance physical security on campus installing new camera infrastructure per the contract drawings and specifications. The existing camera infrastructure is in disarray, and many are inoperable. Placements for the new infrastructure are primarily in corridors, lobby areas, and other spaces that are required to be under video surveillance, per the Physical Security and Resiliency Design Manual (PSRDM). Existing camera infrastructure is wired to many different IT closets throughout campus. An existing rack contains a single camera server, currently running exterior cameras along with a few analog elevator cameras. This current system does not have the capability to support new cameras brought online. Due to this, expansion of existing head end infrastructure to accommodate both the existing and new cameras is also a requirement. A single point of use shall be utilized by on-site law enforcement through 24/7 video monitoring services (dispatch center). The ability of the system to be accessed by other departments (inpatient mental health) is a requirement of the new system. Site investigation is necessary to define existing conditions; contractor to verify hardware, software applications, and IT systems capacities. Network video recorders, provided by the vendor, are required. The network video recorders must be capable of recording and storing the last 30 days’ worth of video. All hardware shall have emergency battery backup power.

Video monitoring shall be required in all IT closets to meet compatibility. This item is in buildings 141, 154A, 154B (Madison), 169, 154, 170, 171, 16, 20 and site.

8. Exterior Warning/Mass Notification System: An Exterior Warning Mass Notification System with a modern PA system is required that will allow for proper notifications throughout the campus. There is currently no existing system of this nature on campus. The new system shall have the ability to be used as a campus wide, building specific or individual exterior area notification or paging system as required. The system shall have the ability to be easily expanded, reconfigured and have the capability to be divided into sub-zones and subsections of the sub-zones. The existing network of cables on site, such as fiber optic, etc., shall be utilized to connect the new system. Additional cabling is anticipated for this aspect of the project. Site investigation shall be performed to assess the quantity of additional wire runs to complete the system installation.

This item is in buildings 141, 154A, 154B (Madison), 169, 154, 170, 171, 16, 20 and site.

9. Physical Access Control System: Expand existing Federal Information Processing Standard (FIPS) 201 compliant Personnel Access Control System (PACS). System shall be USAccess, or VA approved equivalent product, capable of hosting several systems of a non-proprietary nature that can be upgraded for future compatibility. USAccess Program under GSA HSPD-12 Managed Service Office (MSO) established the USAccess program as an efficient way to issue common HSPD-12 approved credentials to their employees and Contractors. Total installation to capture existing areas that currently have no PACS readers installed will include up to 50 locations. This line item is priced per one location or one (1) each (ea) (statement of work amended as per solicitation amendment P0002). This item is in buildings 141, 154A, 154B (Madison), 169, 154, 170, 171, 16, 20 and site.

10. Firestopping and fire caulking for all wall and floor penetrations within the project scope (to be billed on the appropriate line item).

11. The project buildings include Buildings 141, 154A, 154B (Madison), 169, 154, 170, 171, 16, 20 and site.

E. The contractor shall, with no exception, understand, and incorporate the guidance contained on the VA Technical Reference Model website at this location:

https://www.oit.va.gov/services/TRM/ToolListSummaryPage.aspx?lob=2%5e

This website serves as the technology standard list of vetted systems for selection and approval by the VA prior to procurement and installation of a particular software system. Additionally, the newest version of the Physical Security and Resiliency Design Manual (PSRDM) will be adhered to during all aspects of construction.

II. Execution https://www.oit.va.gov/services/TRM/ToolListSummaryPage.aspx?lob=2%5e

The Contractor will perform all work and provide the labor, materials, and equipment needed to meet this Statement of Work and the following Construction Documents. The government shall not loan or provide any labor or equipment. The government is not responsible for costs incurred due to mismanagement of labor or lack of proper equipment.

III. Quality of Work

A. The contractor shall provide new work related to new construction and renovation. The contractor shall validate all field conditions. The contractor is responsible for site dewatering where required. The contractor shall provide all labor and equipment to fulfill construction document deliverables and commissioning of systems related to disciples of work; demolition, abatement, civil, structural, architectural, fire protection, plumbing, mechanical, electrical, and information technology. The contractor shall provide opportunities for inspection of each discipline.

B. The contractor shall provide the Montana VA Healthcare System with the proper skilled labor, equipment, materials, supplies, and supervision for performance of all work indicated or referenced within this Statement of Work and by the corresponding Construction Documents (plans, specifications, VA TIL publications and other provided documents) for a 100% functional and certified product upon completion.

1. The Site Safety and Health Officer, QA/QC manager, and Superintendent shall have a minimum 5 years’ experience in Healthcare System installations.

2. The Site Superintendent and QA/QC manager shall be dedicated to this project alone, and not share duties of concurrent or future projects.

3. These incumbents shall have OSHA 30 Hour Certification, minimum. All other incumbents shall have OSHA 10 Hour Certification.

C. The contractor is required to demolish/remove abandoned infrastructure (empty conduits, abandoned piping, etc.) as necessary to facilitate the work. No infrastructure shall be abandoned in place. Work that is installed without proper coordination of existing utilities or poor workmanship will be rejected and reinstalled at no additional cost to the Government.

D. All new work shall be neat, co-located, and organized. Coordinate with maintenance accesses, existing systems, and new work. All work shall be parallel and perpendicular to building components and structures.

E. The contractor shall provide administrative requirements including insurance, bonding, Infection Control Risk Assessment permit, Pre-construction Risk Assessment permit, all required safety documentation, participate in construction progress meetings, submittals, close-out documentation, warranty, as-built drawings, and all other documentation specified.

F. The result and deliverable of this project is a fully functional, compliant, VA security system with new infrastructure.

IV. Code Compliance

A. All NEC/NFPA and other applicable healthcare facility codes referred to in specification or VHA Publications such as VHA Directive 1028 and Electrical Design Manual are applicable to this project and will be strictly enforced. Seismic requirements published on the VA Technical Information Library (TIL) are applicable. Any deviations or work that is non-conformant to standards, regulations, or specification shall be removed and corrected at no cost to the Government. The VA adopts the most current versions of the NFPA and other applicable publications.

B. Installation of electrical systems shall be performed by licensed or journeymen electrician; provide documentation via submittal. Installation of communications systems shall meet all requirements VHA Publications related to infrastructure upgrades. The contractor shall coordinate with VA with all aspects to revised Physical Security and Resiliency Design Manual (PSRDM) program requirements. These requirements may be revised and modified in the construction phase with evolving requirements and constraints applicable to a 100% fully functioning VA Security System. The contractor shall adopt new publications with specific work results from VHA publications with regard to Physical Security and Resiliency Design Manual (PSRDM). All current VHA Directives, Specifications, Guidebooks, and other TIL references are applicable at the time of bid.

(https://www.cfm.va.gov/til/) (https://www.va.gov/vhapublications/)

V. General Conditions

A. Existing Conditions – The Contractor is expected to be familiar with the existing conditions and the work to be performed. The Contractor shall verify all areas requiring work as stated in the Overview portion of this Statement of Work prior to the commencement of work.

B. Location of Work – All work associated with this project will be completed at the Fort

Harrison Campus of the Montana VA Health Care System, located at 3687 Veterans Drive, Fort Harrison, MT 59636.

C. Pre-Bid Walkthrough – A pre-bid walkthrough will be held on site and scheduled by the

Contracting Officer. Questions may not be asked on site or directed to individuals. All questions shall be in writing and submitted to the Contracting Officer by the specified deadline. An attempt to provide responses for questions that do not make the deadline will be made, but there is no guarantee that they will be answered.

D. Period of Performance – This contract is expected to start upon Notice to Proceed

(NTP) and be completed within 360 calendar days of issuance. It is expected that the contractor will work on administrative submittals and long lead time items during the first part of the NTP. No work, including administrative, will begin prior to the NTP.

E. Phasing of Work to Limit Operational Impacts

1. The contractor shall reduce facility impact and plan accordingly.

https://www.cfm.va.gov/til/ https://www.va.gov/vhapublications/

2. The contractor shall work and coordinate with the VA to schedule “cut over” times for new utilities and infrastructure.

3. The contractor shall give 30 calendar days of notice for interruption of any service/utility.

4. The contractor shall phase, and plan work accordingly, including but not limited to performing work outside of normal operating hours, weekends, holidays, and shift work. Normal working hours for this contract will be considered 7:00AM to 5:00PM (local time) Monday through Friday except for weekends and established Federal Holidays.

The following Federal legal holidays are observed by this facility:

New Year’s Day January 1 Martin Luther King’s Birthday Third Monday in January President’s Day Third Monday in February Memorial Day Last Monday in May Juneteenth June 19 Independence Day July 4 Labor Day First Monday in September Columbus Day Second Monday in November Veteran’s Day November 11 Thanksgiving Day Fourth Thursday in November Christmas Day December 25

5. The contractor shall phase work appropriately so that medical center operations and network utilities are not impacted adversely and are operational throughout the construction sequence. Any construction impacts that will include excessive noises or smells in clinical areas will need to be performed after hours or on weekends.

F. Construction Schedule

1. The Contractor shall provide to the VA an extensively detailed Gantt Chart construction schedule indicating workflow and impact in a “three-week look ahead” format which shows this week, next week, and the following week. Work progress shall be discussed weekly at construction progress meetings. This schedule must be updated every week, prior to the construction progress meeting.

2. Any impacts to VA operations must clearly be identified on the construction schedule.

3. The Contractor shall attend weekly meetings. The Contractor shall provide a meeting agenda prior to each meeting. The contractor shall provide meeting minutes to the VA within one week of the meeting occurrence. The contractor shall provide a three week look ahead schedule prior to each meeting.

4. Working Hours – The Contractor shall discuss work hours with the Contracting Officer’s Representative prior to the commencement of work. To avoid operation impact, much of this work will be required to be performed after hours. The Contractor and Contracting Officer’s Representative will agree on the hours of operations for each portion of work. The Contractor is responsible for notifying the VA of the time, location, and work to be performed during off-hour engagement. Any construction impacts that will include excessive noises or smells in clinical areas will need to be performed after hours or on weekends.

G. Daily Work Reports

1. The Contractor shall complete and submit Daily Work Reports to the VA. The daily reports shall be completed on forms prepared by the Contractor, acceptable to the COR, and shall be submitted to the COR at the conclusion of each workday.

2. Daily reports should include photographs of existing conditions, work in progress, and the finished conditions.

H. Hazardous Materials and Recycling

1. The contractor shall remove all hazardous materials as necessary to fulfill the demolition and construction requirements of this project. The contractor shall prepare an abatement plan in accordance with the requirements of the Montana Department of Environmental Quality.

2. All recyclable materials shall be recycled at appropriate facilities. Invoices or receipts related to the recycling of construction waste shall be sent to the Contracting Officer’s Representative. Demolition management plans for recycled items shall be submitted to the COR. Items with scrap and other valued items shall have scrap tickets submitted to the COR. The Government has first right of refusal on all items. The contractor is responsible to move retained items into storage on site and protect during demolition and transportation.

I. Request for Information

1. Any deviations in required work items from the Construction Documents and this

SOW shall come in the form of an RFI through an electronic submittal software.

The contractor must use a construction management software that is accessible by VA personnel using the VA network. The A/E shall provide the first response and the VA shall provide the Final Response. The Contracting Officer is the only entity that can approve changes that impact the Scope of Work and Contract Cost. Any contractual changes will come in writing from the CO.

2. The contractor shall maintain an RFI Log throughout the duration of the project and update it weekly to reflect the most current RFIs being tracked.

J. Submittals, Inspection, and Acceptance

1. The contractor will not be able to mobilize onsite until all critical submittals have been approved by the VA COR.

2. The contractor shall use an electronic submittal tracking system for management of submittal status.

3. Within one week of NTP, the contractor shall provide to the VA a complete electronic submittal register for review and acceptance. All submittals for each item must be approved prior to purchase and/or installation per the specifications. The contractor shall be required for all tracking and updating of the submittal register throughout the life of the project.

4. The contractor must provide the updated submittal register prior to the weekly construction progress meeting, and with all progress payment requests.

a. The submittal register must include, but is not limited to, the following:

• Project Safety Plan

• OSHA Certifications

• Letter of Superintendence

• Quality Assurance/Quality Control (QAQC) Plan

• Demolition Debris Management Plan

• Asbestos and Lead Based Paint Abatement Plan, per Montana DEQ requirements (if applicable)

• Environmental Protection Plan

• Infection Control Plan

• Project Schedule

• Coordination planning before each “feature/division” of work

b. All Submittals/Samples required by Project Specifications and Project

Drawings including but not limited to:

• Description of each product

• Submittal Drawings and/or Manufacturer’s literature/data as required by the specifications

• Samples as required by the specifications

• Test reports as required by the specifications

• Material Certificates of compliance

• Buy American Act Compliance

• Contractor certification

• Recycled Content of sustainable materials specified

• Installer qualifications

• Warranties

• Operations and Maintenance Manuals

• Training Documentation

5. Additional submittals may be required at the request of the Contracting Officer or COR. A comparison of products for QA/QC may be requested by the COR and

CO.

6. The A/E and COR will approve/disapprove Contractor submittals. Any submittal that is disapproved shall be addressed by the Contractor in a timely manner. If more time is needed to address disapproved submittals, the Contractor may ask, in writing, for additional time from the COR. The VA has a pre-determined number of working days to review submittals once the A/E has provided comment. Information regarding number of days for the submittal process can be found in the project specifications.

7. The COR will accomplish inspection and acceptance of the work on behalf of the

Contracting Officer. Any work that is to be enclosed (earth, concrete, etc.) shall be inspected by the COR prior to covering. All work must be accepted by the COR on behalf of the Contracting Officer. Any work that is found to be unacceptable by the COR shall be removed and replaced at no cost to the Government. All workmanship/quality of work is subject to acceptance.

K. Safety / Security

1. The Contractor is wholly responsible for work site safety.

2. The Contractor shall implement a safety program that protects the lives and health of personnel inside and immediately surrounding the work area, prevents damage to property, and avoids normal work or patient flow interruptions. To accomplish this end, the Contractor shall provide an OSHA certified Competent Person to be onsite at all times while work is being performed, erect appropriate safety barricades, signs, signal lights, etc. as well as comply with the requirements of all Federal, State, and Local safety laws, rules, and regulations.

3. The Contractor must submit copies of certifications for safety training of the

Competent Person stationed onsite to the COR before work begins.

L. Parking – Due to limited parking, campus size, and multiple ongoing construction projects, the contractor shall limit the number of contractor vehicles on site to an appropriate level. Coordinate with the COR for proper parking if standard lot spaces are not being used.

M. Interim Life Safety Measures During Construction

1. The contractor shall provide all required Interim Life Safety Measures (ILSM), as necessary, to provide temporary compensation for hazards when NFPA 101 Life Safety Code deficiencies cannot be immediately corrected, or during periods of construction and maintenance activities. The contractor shall coordinate with the VA Safety Department for all ILSM related work.

2. The contractor must comply with the requirements of NFPA 241 Standard for Safeguarding Construction, Alteration, and Demolition Operations. These may include fire watch, signage for alternate exits, temporary fire alarm and detection systems, additional firefighting equipment, temporary construction partitions that are smoke tight, and additional training.

3. The contractor shall notify the VA of any required Hot Work at least two weeks in advance.

N. Relocation of Equipment and Furniture as Necessary to Complete the Work – The Contractor is required to relocate furniture and workstations as necessary to complete the work. The Contractor can move furniture and equipment within a space for construction purposes, but if furniture will be removed from the space and OIT equipment will need to be unplugged and moved, coordination with the Strategic Planner and OIT, respectively, will be paramount and a two (2) week notice will need to be provided.

O. Infection Control Risk Assessment (ICRA) & Pre-Construction Risk Assessment

(PCRA)

1. The Infection Control and Pre-Construction Risk procedures for this project are required with no exceptions. The contractor must adhere to the ICRA and PRCA classifications assigned throughout the medical center.

2. The contractor must adhere to the mitigation requirements of the associated ICRA and PRCA classifications. The contractor shall identify their mitigation procedures as part of their daily reporting.

3. The VA will perform regular walkthroughs and audits of the contractor’s compliance with the requirements. Stated ICRA and PRCA classifications are per the direction of the VA COR and are non-negotiable.

P. Test and Performance – The Contractor shall notify the Contracting Officer’s

Representative two (2) weeks in advance of any performance, inspection, or acceptance tests that are to be conducted. The tests shall be performed in the presence of the Contracting Officer’s Representative. If a VA representative is not present during the time of any performance, inspection, or testing, the procedure may be required to be performed again, at no cost to the Government.

Q. Liability of Contractor

1. Any damage to government property caused by the Contractor shall be repaired or replaced by the Contractor at no cost to the government.

2. The Contractor shall not disconnect any service or utilities without prior approval of the COR. No less than a 30 day notice shall be given to the COR if interruption is needed. The government will not be held liable for any costs incurred due to time constraints needed for service or utility interruptions.

R. Certification and Accreditation – **The Certification and Accreditation (C&A) does not apply, a Security Accreditation Package is not required**

In accordance with the Contract Security Checklist required by VA Directives 6500 and

6500.6. Contractor owned laptop computers or remote connections from a contractor system to a VA internal trusted (i.e., non-public) network will not be required or involved in this project. As a result, C&A (Certification and Accreditation) requirements do not apply, and a Security Accreditation Package is not required.

S. Site Cleanup and Restoration

1. The Contractor shall remove waste generated from the worksite on a scheduled basis. Waste shall be deposited in an appropriate dumpster provided by the Contractor, located in an area approved by the COR and removed from the grounds weekly or when full. The Contractor is responsible for the procurement of waste services, and no government leased, or owned dumpster shall be used to dispose of construction waste.

2. Damage of interior and exterior items such as lawns, walls, ceiling tile, and any other Government owned equipment shall be repaired/replaced at no cost to the Government.

3. Upon completion of work, the Contractor is responsible for any punch list items accrued during the final walkthrough by the Contracting Officer’s Representative.

This contract will not be fulfilled until all items are addressed in a timely manner, inspected by the Contracting Officer’s Representative, and have written approval.

T. Training

1. The contractor shall provide training, as required by specification, to VA maintenance and operation staff.

2. The contractor shall provide a preventative maintenance document to the VA that indicates manufacturer recommendations for all items within the scope of work.

3. The contractor shall perform all system commissioning and acceptance, prior to any training.

4. Certification of components and functional testing shall be completed thoroughly and witnessed by the COR.

U. Spare Parts – The contractor shall supply one additional set of all preventative maintenance items such as lubricants, fuses, filters, valves, and other required spare parts to the VA Facilities Department.

V. Closeout

1. The contractor shall provide a two week notice to the COR for the onsite Final

Walkthrough and Punch List for Acceptance as well as other planned milestones.

2. The contractor shall provide a 1-year warranty on all items within the Scope of this Project, subject to latent defects, per 52.246-21 Warranty of Construction.

W. Redline

1. During the construction period, the contractor shall maintain a set of redline prints of the Construction Documents and Shop Drawings for project record document purposes. The contractor shall track the redlines as the construction progresses.

The Project Manager will certify that these documents are up to date when the contractor submits a pay application.

2. The closeout procedure cannot commence until the redlines have been submitted to the VA for approval.

X. Progress Payments – In order to invoice requests to be approved for payment, the following must be up to date and provided:

• Certification that says Redlines for the work has been completed

• Submittal Log

• RFI Log

• Change Order Log

• Critical Path Method Schedule

Y. Attachments

Attachment 1:

• CON 436-20-101 Enhance Electronic Security and Safety Systems_ICRA

Attachment 2:

• CON 436-20-101 Enhance Electronic Security and Safety Systems_PCRA

Attachment 3:

• 436-20-101 (21.09) 100 PCT Drawings Combined

Attachment 4:

• 436-20-101 100% SPECS COMBINED

Attachment 5:

• Relocation of telecommunications closets map drawings, Vol I, parts 1-4

CONSTRUCTION STATEMENT OF WORK