36C26119Q1077-001.pdf

Statement of Work VA Palo Alto Health Care System Construction Project: 640-426 Monterey VA-DOD HCC Procurement Request: Sound Masking System for Activation

1. Overview VA Palo Alto Health Care System (VAPAHCS) is operating a new 150,000 gross square foot Monterey Outpatient Clinic in Marina, CA. It is a fully integrated facility that serves Veterans, active duty military members, and their beneficiaries. The center will replace existing and outdated VA and DoD clinics to provide comprehensive healthcare services to patients in a modern space with improved efficiencies and expanded Veteran and family resources. The Outpatient Clinic is located 201 9th Street Marina, CA 93933 and business hours of operations are Monday through Friday 7:00AM – 6:00PM.

2. Objective To provide a complete IP based networked sound masking system for the Monterey Outpatient Clinic in conformance with plans and specifications. Reference schematic plans ‘Sound Masking Drawings 11082018’ to design 100% coverage per required zones.

The Monterey Outpatient Clinic contractor access work hours will be after hours only (6:00 pm - 6:00 am) Monday through Friday and (8:00 am – 4:00 pm) Saturday and Sunday.

Physical network cabling and equipment installation shall be limited to five-week timeline during afterhours operations.

Associated design confirmation, project management and installation services shall be provided by the awarded Contractor.

3. Contract Tasks/Requirements

a. Contractor shall be familiar with VAPAHCS campuses, regulations, security requirements, loading dock locations, and hours of operations.

b. Any contractor personnel, including permanent and temporary staff installers, shall be cleared ahead of installation start date through VA Palo Alto Police Department. Personnel shall wear contractor provided identification and VA visitor’s badge at all times while on VA property.

c. Contractor shall provide Proof of Insurance upon request of VA.

d. Contractor Storage Facility shall meet all building requirements including but not limited to sprinkler, secure, safe, environmental controls – not to void warranties. Contractor shall notify VA of specific location of all stored product.

e. Contractor shall have trained personnel in various sound masking systems.

f. Contractor’s sound masking system installation vendor shall provide product delivery and installation to the job site.

g. Contractor shall provide Project Manager/Lead Supervisor, Client

Representative, Installers, and Service Technicians as needed when providing service to the VA.

h. Contractor shall provide all necessary materials, equipment, labor, supervision, and Management to: (A) coordinate delivery: (B) load and unload; (C) place/install in designated rooms/locations; (D) assemble items as required; (E) secure as designated; and (F) properly dispose of all associated packing/crating materials off-site of VA premises.

i. Contractor shall participate in a walk-through of installation space with VA POC upon award for measurement/site verification and on-site orientation prior to order submittal to manufacturer.

j. Contractor shall verify project schedule with VA POC, prior to order submittal.

k. Contractor shall coordinate installation date with VA Point of Contact (POC) to occur at the convenience of the Government or no later than 30 days after notification of receipt of product. VA requires for physical installation period to be complete in five weeks. Physical installation must be conducted after-hours due to operating patient clinic environment.

l. Contractor shall obtain VA approval for any changes or corrections to the floor plan.

m. Contractor to provide separate line item bid for CAT-6 cabling scope of work.

3. Project Manager (PM)

a. The Project Manager shall represent the Contractor with whom the

Government has awarded the purchase order.

b. Contractor shall complete a pre-installation meeting with VA POC, at a minimum of (10) business days, prior to installation.

c. Contractor shall be available and on site to coordinate and oversee the delivery of product to project site.

d. Contractor shall complete a final walkthrough with VA POC confirming completion of all previously identified punch list items prior to final VA acceptance of project completion.

4. Design Services

a. The Designer shall represent the Contractor with whom the Government has awarded the purchase order.

b. Contractor shall provide Technical Design services in compliance with referenced code section 1.3 of Specification Section 27 51 19.

c. Contractor shall include recommended location placement plans, based on existing conditions, in accordance to local municipal codes.

d. Contractor shall provide detailed drawings showing all speaker controllers and speaker identifications for VA POC concurrence, prior to order submittal to manufacturer.

e. Contractor shall provide a printed report detailing system settings

f. Contractor shall provide all instruction and installation documents.

g. Contractor shall provide all close-out and warranty information.

h. Contractor shall provide As-Built plans, in electronic PDF and

AutoCAD2018/Revit 2019 format to VA POC.

i. Contractor shall provide final test report to document system performance, audio capabilities, and 100% coverage areas.

5. Protection of Property

a. Contractor shall protect all items from damage. Contractor shall take precaution against damage to the buildings, grounds and furnishings.

Contractor shall repair or replace any items related to buildings or grounds damaged accidentally, or on purpose due to actions by the Contractor, utilizing materials of the same quality, size, grade and color, to match existing work.

b. Contractor shall perform an inspection of the buildings and grounds with the VA POC prior to commencing work to ensure that the contractor shall be able to repair or replace any items, components, buildings or grounds damaged due to negligence and/or actions taken by the Contractor.

Concurrence of the VA POC is required before the Contractor may perform any significant repair work. In all cases, repairs shall utilize materials of the same quality, size, texture, grade and color to match adjacent existing work.

c. Contractor shall be responsible for security of the areas in which the work is being performed prior to completion. Contractor shall maintain accountability and control of any keys provided and shall return them to the POC upon completion of the work.

d. Contractor shall provide floor, door, and elevator wall protection while working in all VA facilities. All material handling equipment shall have rubber wheels. Public elevators shall have temporary padded wall protection when freight elevator is unavailable.

6. Delivery

a. Contractor shall contact the POC, when complete order has been received, to schedule installation.

b. Contractor shall deliver in manufacturer’s original unopened and undamaged packages with manufacturer’s labels legible and intact.

c. Inspect manufacturer’s packages upon receipt.

d. Contractor shall confirm the scheduled installation date no less than 15 working days prior to start of installation to ensure that all parts have been received and in good condition. VA POC will confirm that space will be made available at appointed installation start date. Installation shall not be scheduled until Contractor has confirmed the receipt of full order.

e. All staging of product shall be done off-site and delivered to the nearest building loading dock in appropriately sized trucks for that dock.

f. In the event there is a delay in delivery, Contractor shall notify the VA POC immediately.

g. Contractor shall notify the VA POC a minimum of 24 hours advance notice of the scheduled date and time of delivery.

h. Contractor shall ensure that the driver of the delivery vehicle has copies of the delivery order at time of delivery.

i. Contractor shall not attempt to deliver any items before the scheduled delivery date.

7. Receive and Unload

a. Contractor shall start staging and installing items in rooms, upon scheduled and coordinated delivery planning with POC. All products delivered each day shall be brought to the designated location and be contained within the confines of the location. All hallways must remain clear of product, supplies, and moving carts always.

b. If the Contractor is unable to complete the assembly and placement of all unloaded items before the end of the workday, the Contractor shall be responsible for moving these items to a secure location, until the next scheduled workday. Contractor shall be responsible for moving the items from the overnight storage site to its designated position in the building.

c. The Contractor shall verify and inspect all items both at time of receipt at off-site storage warehouse and upon arrival to the VA site. Any and all deficiencies (damage/overage/shortage) shall be brought to the attention of the POC.

d. Contractor shall store damaged items in the location designated by the POC.

Contractor shall maintain a complete file of all documents relating to each discrepancy and copies of all Discrepancy Reports shall be forwarded to the POC daily.

e. Contractor shall repair or coordinate for replacement of damaged, defective, or missing items.

8. Assembly, Installation, and Removal

a. Contractor shall uncrate all items received and perform all required assembly in accordance with the manufacturers’ system design for location of speaker controllers, speakers and wiring.

b. Contractor shall follow all applicable local codes.

c. Contractor shall place items in building(s) as identified in the contract and rooms in accordance with the design drawings or specifications by the POC.

d. All equipment and accessories must be level, plumb, square, and in proper alignment with adjoining architectural components.

e. If unforeseen scheduling is required by the VA, Contractor shall coordinate revised scheduled, to be approved by POC.

f. Contractor shall inspect components to ensure that they are clean, dust free, free of defects and that installation is complete and all items are ready for use. Floors shall be swept/vacuumed/wet mopped upon completion after each work night.

g. During installation in ceiling grid, Contractor shall return all ceiling tiles upon completion after each work day. Ceiling grid may not be exposed at any time during VA clinic operations. Ceiling grid must be cleaned from dust or finger prints.

h. Contractor shall adhere to manufacturer’s specifications and not use other manufacturer’s product to interlock with new or existing product potentially invalidating warranties.

i. Contractor shall do a final walkthrough with VA POC and provide a punch list before releasing crew.

j. Contractor Service Technician shall be available for possible service call backs for 30 days following installation.

k. Contractor shall record any necessary changes to the system design on the plan and include in as-built submittals.

9. Quality Control

a. Contractor shall be responsible for the removal and disposal of all trash/debris connected with uncrating and assembling equipment and other items installed under this contract. Final acceptance from the VA will not occur until all debris associated with the installation is removed from the VA site.

b. Recyclable products shall be disposed of in accordance with applicable statutes, at respective off-site locations.

c. Packing materials will not be stored in the buildings for any period exceeding 24 hours.

d. Contractor shall remove all personal trash (food wrappers, drink containers, etc.,) from the work site daily.

e. Conduct of contractor installation crew shall be courteous and respectful at all times. Be particularly mindful of our Veteran’s and their needs.

10. Excess Items

a. Once product is installed as shown on the approved layout, the contractor shall coordinate with the POC as to where any excess items are to be stored.

12. Contract Hours

a. The work hours will be after hours (6:00 pm - 6:00 am) Monday through

Friday and (8:00 am – 4:00 pm) Saturday and Sunday. The Government reserves the option to modify the normal work week, days and hours, as necessary to meet the mission of the VAPAHCS. Contractor shall be flexible if a change in work hours is necessary to complete the project to accomplish the mission of VAPAHCS and maintain clinic operations for Veterans.