P09 - 640-25-103_Improve_Security_System_at_MVW_SOW.docx

Improve Security System at Mountain View Project No. 640-25-103 Department of Veterans Affairs Palo Alto Health Care System Mountain View, CA 94043

EXECUTIVE SUMMARY

A. PROJECT DESCRIPTION: Provide comprehensive construction only services to remedy security deficiencies at VA Palo Alto Health Care System (VAPAHCS) Mountain View Center, including but not limited to physical access control system and intrusion detection system components as described in this Statement of Work (SOW).

B. PROJECT LOCATION:

VA Mountain View Center Building 801 at 1776 Old Middlefield Way, Mountain View, CA 94043.

C. PROJECT CONSTRAINTS: All relevant As-Built drawings shall be provided to assist the work. It is the responsibility for the Contractor to verify and bring any discrepancies to the attention of the COR for resolution of conflict for a smooth and expedited completion of the project. Contractor shall update existing drawings to produce the working shop drawings. The contractor shall follow interim life safety, infection control measures, code compliance, egress plans, and must coordinate all utility shutdowns with the contracting officer’s representative (COR) during period of performance. All work shall be done in accordance with all laws, ordinances, building codes, and rules and regulations that apply to the work, including but not limited to VA, Federal, State, County, City, Industry design guides, codes, standards, regulations, and policies, including but not limited to Physical Security and Resiliency Design Manual (EXHIBIT 2 PSRDM) and the Security System Application Matrix (EXHIBIT 3 PSRDM Appendix B). Contractor shall work with COR to minimize construction impact to daily operations of VAPAHCS Mountain View Center. The minimum project requirements are list in this Statement of Work (SOW). (Herein referred to as the “Project”).

TABLE OF CONTENTS

Contractors shall refer to the solicitation documents for the minimal submission requirements and instructions pertaining to this project. The contractor shall provide services during construction as outlined in this SOW, as well as associated contract documents, drawings, and specifications. These construction services shall be provided to the Veterans Affairs Palo Alto Healthcare System (VAPAHCS), located at 1776 Old Middlefield Way, Mountain View, California, all in accordance with this statement of objectives and applicable contract terms or conditions.

PROJECT BACKGROUND

At VAPAHCS Mountain View Center, security and access control deficiencies have been identified. Security deficiencies include, but are not limited to, unauthorized access control and insufficient intrusion alarm, door alarms, glass breakage detection, and motion detection. The objective of this project is to address these deficiencies and enhance the security capabilities at Mountain View Center.

PROJECT PURPOSE AND DESCRIPTION

Select a qualified contractor to provide all labor, materials, tools, equipment, and comprehensive construction services to correct the deficiencies and provide security improvements in VA Mountain View Center.

STATEMENT OF BID ITEMS

Tasks described below are construction services.

A. All relevant as built drawings will be provided to assist the work, these as built drawings are for reference only, and are known not to accurately reflect all existing conditions. VA COR/PM and Contractor shall visit the facility and ascertain the validity of As-built drawings before starting of any new work. Any new findings will be recorded and updated to help the Contractor as a point of reference. Contractor shall verify and field review as-built drawings provided by VA in preparation for new work. Contractor shall bring to the COR/PM’s attention of any as-built discrepancy would impact the work. and make correction to as-built drawings to facilitate the work. Contractor shall use the updated as-built drawings to produce the working shop drawings.

B. Basis of Project Scope: Provide all labor, shop drawings, submittals, engineering, materials, tools, equipment, transportation, supervision, temporary power, startup, training, project documentation, and warranty necessary to accomplish the follow tasks at VA Mountain View Center, Building 801, Floor 1 and 2.

I. Task 1: Physical Access Control System

a. System shall be of manufacturer, Sielox Pinnacle, and of same/compatible model, type, management, conformity, and fully integrable with the current PACS utilized by local Police Service to manage physical access for entirely of VAPAHCS facilities, to ensure system functionality and centralized, remote management of system.

b. Provide new installation of nine (9) Physical Access Control Systems (PACS) readers with dual authentication control [seven (7) on Floor 1 and two (2) on Floor 2], see additional PACS reader component details in items i – iii below. [Exhibit 1]

i. Assess existing PACS reader for Telecom Room (Room 237) and determine if replacement is necessary.

ii. Remove and replace the existing PIV card reader for the door at the Personnel Security Office (Room 150) door with one (1) PACS with dual authentication control.

iii. For the Personnel Security Office (Room 150) door, the PACS reader shall have the capability to be partitioned/segregated and managed separately from the general PACS for other areas of the building to meet a higher security requirement.

c. The PACS control panels shall be wall mounted unless noted otherwise.

d. Provide submittal for review and approval.

II. Task 2: Intrusion Detection System

a. Provide nine (10) door alarms for exterior doors. [Exhibit 1]

b. Provide one (1) door contact sensor for Personnel Security Office (Room 150). [Exhibit 1]

c. Provide one (1) motion intrusion sensor/alarm with camera capability. [Exhibit 1]

d. Provide applicable glass breakage detection sensors/alarms on Floor 1. [Exhibit 1]

3.2 Considerations:

a. Intrusion Detection Systems (IDS), CCTV (SSTV), and Door Control Systems are all subcategories of Electronic Security Systems (ESS) and should be connected to emergency power.

b. Refer to Exhibit 1 for door location.

c. Refer to VA Master Specifications Division 28 (specifically but not limited to 28-13-00, 28-13-16, 28-13-53, 28-16-00, 28-23-00). [EXHIBIT 7]

d. Refer to Exhibit 2 PSRDM (Chapter 10 for security, electrical, and UPS requirements).

e. Provide Level II ICRA control measure subject to infection control approval.

f. This is a localized intrusion detection system. The alarm shall alert the local Mountain View Police as primary immediate notification and VA Police Service as secondary immediate notification.

CONSTRUCTION SERVICES

General A. General Contractor shall provide all labor, materials, and equipment to successfully complete the scope of this project.

B. General Contractor will be responsible for project management, site supervision, and management of all subcontractors.

C. General Contractor shall Develop a plan detailing project specific Interim Life Safety Measure (ILSM) for all phases of constructions.

D. General Contractor will maintain all ICRA construction perimeter for the safety of VA Staff, Patient, and visitors.

E. General Contractor shall provide Accident Prevention Plan (APP) for Safety Officer approval as shown in VA Master Construction Specification Section 01 35 24 Safety Requirements.

F. General Contractor shall develop a plan detailing project specific fire-safety measure.

G. General Contractor shall have a Safety Manager and a Competent Person that can monitor safety conditions throughout the entire construction process and address the Safety Plan.

H. General Contractor shall maintain site and building access free and unobstructed to facility emergency service.

I. All temporary construction partitions must meet fire-safety requirements.

J. Temporary heating and electrical installations must comply with the current OSHA 1926, NFPA 241, and NFPA 70.

K. Means of egress shall not be blocked.

L. Egress routes for construction workers must be maintained free and unobstructed.

M. Contractor furnished fire extinguishers must be provided and maintained in construction areas and in temporary storage areas.

N. Flammable and combustible liquids must be stored, disposed, and used in accordance with current OSHA 1926, NFPA 241, and NFPA 30.

O. All hazardous materials shall be disposed of in accordance to VA TIL Specification Requirements.

P. Existing fire protection must not be impaired. Any water sprinkler impairment and fire watch requirement shall be in accordance to NFPA 25.

Q. Prevent accidental smoke detector operation.

R. Perform Hot Work in accordance with NFPA 241 and NFPA 51B.

S. Maintain all construction permits visible and updated as required by the VAPAHCS Safety Office and Infection Control Department T. Prohibit smoking in VA Property.

U. Dispose of waste and debris from building daily.

V. Follow all additional requirements as specified in the VAPAHCS.

Demolition A. Contractor will provide complete demolition details of this project to make way for new systems. This includes but not limited to selective or complete removal of walls, floors, ceilings, openings, as needed to facilitate the installation of work items.

B. Disruptions to the fire alarm and sprinkler systems shall be kept to a minimum or avoid. Delineate phasing of construction on ensure that installations of new systems are expediated, and existing systems are kept in service until the replacement system is operational. If fire protection systems are to be disrupted, see COR for shutdown and firewatch instruction.

C. Salvage and storage or architectural, interior, mechanical, electrical, and plumbing fixtures, equipment and/or accessories in good condition for reuse or as directed by COR/PM.

New Construction A. Contractor shall provide complete construction services as detailed in Section 3.

Scheduling, Phasing, and Working Hours B. All work in areas involved shall be scheduled with the COR. Work shall be scheduled for proper execution to completion of this contract.

C. Hours of Work: The contractor will perform work from 7:00am – 3:30 Monday thru Friday. No work shall be performed during U.S. Federal Holidays. Hours of work is subject to change as the COR/PM to coordinate working hour with impacted services.

Project Duration D. Project is construction only and must be complete in no more than 132 days from Notice to Proceed.

Construction

E. Contractor shall submit a detailed Critical Path Method (CPM) schedule for construction phase, including consideration for VA approval processes time requirements related to security and network components, with estimated dates and itemized schedule of value to the Contracting Officer for review and approval before Notice to Proceed. Tasks can be performed concurrently if facility impact are minimal. Work area shall not be closed off for extended amount of time.

Qualifications F. The Contractor shall be bonded and licensed in the state of California.

G. The Contractor and all contractor employees must have taken the OSHA Certified 10/30-hour construction safety course and show documented proof. The contractor shall designate a competent person in accordance with 29 CFR 1926.32. The Contractor shall instruct each of his employees in the recognition and avoidance of unsafe conditions and the regulations applicable to this work environment to control or eliminate any hazards to other exposure to illness or injury.

Construction Period Submittals H. Shop drawings and submittals – The contractor shall check government furnished and/or the Contractor construction contractor’s shop drawings, detail drawings, schedules, descriptive literatures, samples, and other submittals for conformity with the RFP Documents and construction documents. The Contractor shall recommend approval, disapproval, or other suitable deposition to the COR. The COR will have the final approval authority. The contractor shall evaluate the submittals with refence to any companion submittals that constitute a system. The Contractor shall notify the COR in writing of all deviations from the requirements of the RFP that was found in the submittals.

I. Project record drawings – The contractor team will maintain a set of construction drawings (field as-built drawings) to record actual construction changes during the construction process as required by this RFP specifications. The project record drawings will be available for review by the COR at all times.

J. Other submittal – The contractor team shall submit test results, certificates, manufacturer’s instructions, manufacturers field reports, etc. as require by the RFP specification, to the COR.

Project Close-Out K. The contractor shall comply with the requirements in FAR 4.804 Closeout of Contract Files, for submission of final RFP as built drawings, manuals, and other documents as noted. Required as-built drawings and specifications will be submitted in the same format required for the construction documents.

SPECIFICATIONS AND DRAWINGS

All available record drawings will be provided upon request to the Contractor. They should not however, be considered “as-built”. These drawing files are provided without warranty or obligation to its accuracy or information contained in the files. All information in the files shall be independently verified by the user. Any user shall agree to indemnify and hold the VA harmless from all claims, damages, losses and expenses, including but not limited to, attorney fees arising out of the use of the drawing files.

As-built Drawings. The contractor shall be responsible to provide marked-up as built drawings and deliver two approved completed sets of as-built drawings to the Contracting Officer’s Representative as per paragraph 1.13 of spec section 01 00 00.

COMPLIANCE WITH CODES AND STANDARDS

The Contractor shall be responsible for ensuring that the Project meets all current IBC, local, federal, NFPA, and VA codes, standards, regulations, Rules of the Station, and ADA requirements as pertained to this Project. These may include, but are not limited to, architectural, structural, mechanical, electrical, plumbing, fire, and life safety codes. The Contractor is required to follow the follow the most stringent and current rules, codes, standards, and regulations.

ADDITIONAL CONSIDERATIONS

Restoration Plan - Including but not be limited to, general requirements, restoration for any damages to existing walls, ceiling, equipment, wires, or utilities during construction.

Utility shutdowns – All shutdowns involving temporary impairment of utilities shall be requested in writing with approved Method of Procedure (MOP) to the COR/PM (30) working days in advance. The utility shutdown date is subject to VA Engineering availability. Major utility shutdown will require (45) days advance notice to coordinate with facility. The following list addresses the shutdown of service interruptions that shall require advanced notice. The shutdown date is subject to VA Engineering availability. The contractor shall coordinate all utility with the COR/PM.

C. Electrical systems shutdown including normal or emergency power.

D. Chill water shutdowns: HVAC, chillers, and boiler/steam generation.

E. Fire suppression systems: Sprinkler shutdowns lasting over four (4) hours require notification and concurrence from the VISN Safety Office Interim Life Safety Measures (ILSM) - Contractor shall coordinate with the contracting officer’s representative, VA Safety Officer, VA Infection Control firm, to comply with any Interim Life Safety Measures required during construction. Life Safety Measures will include the following, at a minimum.

Providing and maintaining compliant fire/smoke barriers and sprinklers or heat detectors as needed during construction.

Providing and maintaining compliant fire/smoke barriers and sprinklers or heat detectors as needed during construction.

Ensuring that any equipment staging or lay down areas, if applicable, are approved by VA and comply with applicable VAPAHCS safety requirements. Any staging or lay down areas and construction fencing must be coordinated between the general contractor and contracting officer’s representative.

Security Considerations - At no time will the vendor be in contact or have access to VA sensitive information. VA sensitive information procedures will be followed per VA Handbook 6500.6. The Contractor will adhere to VAAR 852.252-75, Security Requirements for Unclassified Information Technology Resources (Interim-October 2010).

Station Operations - The contractor shall generally perform all on-site visitation or work between the hours of 8:00 AM and 4:30 PM, Monday through Friday (Federal Holidays excluded), unless otherwise approved by the contracting officer’s representative. The contractor may be required to perform all or part of work elements involving significant noise or vibrations affecting nearby areas outside of these normal work hours, in order to avoid impacting daily operations.

For any activity that impacts to the facility operation, contractor shall perform such those activities after hours or on the weekends with prior VA approval.

COORDINATION AND EXECUTION

User Groups. The contractor will be required to work with the below user groups responsible for managing this project. The contractor is advised that only the contracting officer has authority to alter the contract once awarded, or to legally obligate the government pursuant to any changes in the scope of the project thereof.

F. Contracting Officer (CO): The CO shall be responsible for all contractual administration of this project. All transactions of a legal nature, including contractual agreements, amendments, change orders, etc. shall be approved and processed through the CO.

G. Contracting Officer’s Representative (COR): The COR shall be responsible for the construction management on behalf of the VA and will manage the project on a day-to-day basis to ensure that the project requirements are met from the notice to proceed through completion of the work and acceptance, according to project scope of work and construction documents or specifications.

H. Project Manager (PM): The Contracting Officer’s Representative responsible for administering contracts under the immediate direction of the Contracting Officer.

I. Contractor: Refers to the contractor under this contract or the DB team J. Competent Person: One who is capable of identifying existing and predictable hazards in the surroundings or working conditions which are unsanitary, hazardous, or dangerous to employees and who has authorization to take prompt corrective measures to eliminate them.

Construction Administration K. Project Schedule. After award of contract the contractor shall provide to the VA a detailed schedule of all project activities, including milestone dates and critical paths, as well as update such schedule if plans are modified during the project. Overall project schedule shall be broken to activities in which each activity shall have less than 21 workdays duration. Master schedule shall be updated and submitted monthly to the COR. Contractor shall also provide 3 weeks look ahead schedule weekly to the COR by COB on Monday. No work is allowed until master schedule is approved by the COR.

L. Schedule of Values. The contractor shall provide a schedule of values, along with the project schedule, which is aligned with the various activities of work. This schedule of values, if approved, may be used by the contracting officer’s representative as a basis for evaluating reviewing progress performance and payments. Schedule of values shall be broken into details to be aligned with overall project schedule. Schedule of values shall have 10% of overall project cost designated for punch walk and project close out.

M. Observation and Site Visits. The contracting officer’s representative and/or designated representatives may require access in order to monitor, observe, and review all aspects of the project to ensure compliance with the construction documents and other regulatory requirements.

N. Project Meetings and Inspections. The contractor shall be required to attend or provide a designated representative for coordinated field observation inspections for progress evaluations and reports, and other site visits as needed, including punch list or pre-final and final inspections. Such inspections may occur on a monthly basis, or more frequently as needed. The contracting officer’s or other designated representatives may inspect all aspects of the project in order to complete written progress reports, including the performance of work activities in the project schedule or schedule of values, and verification of the contractor’s compliance with applicable safety, infection control, or interim life safety requirements. Contractor shall attend weekly OAC meeting and is responsible for providing meeting minutes and agenda for each meeting.

O. Submittals. The contractor will be responsible to furnish submittals in accordance with the specifications and submittals register. The contractor shall submit shop drawings, schedules, manufacturer's literature and data, and certificates in electronic format. Physical samples shall be shipped directly to the AE for inspection, and one sample furnished to the contracting officer’s representative for approval. Further details are provided in the project specifications for shop drawings and submittals.

P. RFIs and Change Orders. During construction the contractor may submit requests for additional information concerning any aspects of the project; these must be submitted in writing. These must include, at a minimum, a description of or background information for the issue in question, as well as a complete impact assessment for any recommended changes. The contracting officer’s or designated AE representative will review, evaluate, and respond as required. Any proposed changes to the scope or deviations from the contract documents may be submitted to the contracting officer’s representative for review and discussion, however any such changes to the contract or scope of the project must first be approved by the contracting officer in writing before implementation.

ATTACHMENTS

Attachments indicated in Scope of Work: The following Attachments i.e., Exhibits, drawing and Specifications are part of the scope of work in addition to project specifications and drawings GC to use applicable spec sections provided with the scope.

A. Exhibits:

a) EXHIBIT 1 Mountain View Security System Component Locations

e) EXHIBIT 5 VA PAD ICRA

f) EXHABIT 6 As-Builts

g) EXHIBIT 7 Specifications

h) EXHIBIT 8 Rules of the Station

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ABBREVIATIONS AND ACRONYMS

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Project Number: 640-24-114 Page 1

Project Number: 640-24-114 Page 15