SOW_EMS REV 1 10.10.2025.pdf

Project Number: 640-24-115 Page 1

Site Prep for EMS Compactors

Project No. 640-24-115

Department of Veterans Affairs

Palo Alto Health Care System

Palo Alto, CA 94304

STATEMENT OF WORK

PROJECT TITLE: Site Prep for EMS Compactors

PROJECT NO: 640-24-115

PROJECT TYPE: NRM

DATE: January 10, 2025

EXECUTIVE SUMMARY

A. PROJECT DESCRIPTION: Provide comprehensive construction services to execute necessary modifications to the Building 100 Loading Dock area in preparation for the relocation of (1) existing trash compactor and installation of (2) new trash compactors and

(1) new cart wash station ordered by Environmental Management Service (EMS).

B. PROJECT LOCATION: Veterans Affairs Palo Alto Health Care System (VAPAHCS), Palo

Alto Division (PAD) at 3801 Miranda Avenue, Palo Alto, CA 94304.

C. PROJECT CONSTRAINTS: 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 performance in accordance with all laws, ordinances, building codes, rules, and regulations applicable to the work, including Department of Veterans Affairs (VA), Federal, State, County, City, Industry, design guides, codes, standards, regulations, and policies.

Contractor shall work with COR to minimize construction impact to daily operation of

VAPAHCS at PAD. The minimum project requirements are listed in this Statement of Work

(SOW). {Herein referred to as the “Project”).

D. PROJECT SCHEDULE: Period of performance for this project is 175 calendar days for construction after the issuance of Notice to Proceed (NTP).

Project Number: 640-24-115 Page 2

TABLE OF CONTENTS

1. PROJECT BACKGROUND

2. PROJECT PURPOSE AND DESCRIPTION

3. STATEMENT OF BID ITEMS

4. CONSTRUCTION SERVICES

5. SPECIFICATIONS AND DRAWINGS

6. COMPLIANCE WITH CODES AND STANDARDS

7. ADDITIONAL CONSIDERATIONS

8. COORDINATION AND EXECUTION

9. ABBREVIATIONS AND ACRONYMS

10. APPENDIX A. EXHIBITS

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 Statement of Work (SOW), as well as associated design documents, drawings, and specifications. These construction services shall be provided to the Veterans Affairs Palo Alto Healthcare System (VAPAHCS), located at 3801 Miranda Avenue, Palo Alto, California, all in accordance with this statement of objectives and applicable contract terms or conditions.

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1. PROJECT BACKGROUND

1.1. Currently, food and cardboard waste at VA Palo Alto are disposed in bins that do not have the mechanisms to compact the waste. EMS (Environmental Management

Service) will be ordering (2) new trash compactors and (1) new cart wash through the Equipment Committee. The objective of this project is to prepare the Building 100

Loading Dock area for the installation of the new Owner-furnished equipment that will facilitate waste management efficiency. Site preparation includes but is not limited to evaluation and repairs to the existing concrete slab, coordination for the relocation of (1) existing trash compactor, modifications to the existing guard rail system, stairs and platform, relocation of the fire hose connection, and supplying utility connections for the new equipment.

2. PROJECT PURPOSE AND DESCRIPTION

2.1. The intent is to select a qualified contractor to provide all labor, materials, tools, equipment, and comprehensive construction services to execute the necessary modifications to the loading dock area to accommodate the relocation of (1) existing trash compactor and installation of (2) new trash compactors and (1) new cart wash station.

3. STATEMENT OF BID ITEMS

3.1. Tasks 1, 2, and 3 and 4 require contractor to submit including, but not limited to, shop drawings, calculation, cutsheet, and product data for the COR to review and approve prior to commencing work.

A. When available, 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. 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 bring to the COR/PM’s attention of any as-built discrepancy that would impact the work and make corrections to the as-built drawings to facilitate the work. Contractor shall use the updated as-built drawings to produce the working shop drawings. Verification of as-built drawings and recording of current conditions must be done and the report must be present to the COR prior to commencing work.

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 following tasks.

Project Number: 640-24-115 Page 4

Task 1: Survey and repair concrete slab for equipment anchorage

Provide evaluation of the condition of the existing concrete slab at the footprint of the new equipment layout. Concrete shall meet the required thickness and sloping and possess the capacity to securely restrain the anchor bolts to prevent uplift and shifting of the equipment. Contractor to confirm extent of the repair work and submit a plan for COR approval.

• Reference Exhibit 02_Equipment Sheets for required thickness and sloping of concrete pad and Exhibit 03 for photos. Repair should yield and concrete pad void of defect at a minimum depth of 6” and area of approximately 625 square feet.

• Reference Exhibit 03_Concrete Repairs.

• Reference pages 1-3 in Exhibit 07_As-Builts for structural as-builts.

Contractor to provide repairs or modifications to concrete to prepare the site for equipment anchorage.

• Reference Specification Section 03 30 53 Cast in Place Concrete and 32 05 23

Cement and Concrete for Exterior Improvements.

• It is the responsibility of the Equipment Vendors to anchor the equipment.

• Contractor to coordinate with Compactor Management Company for relocation of the existing trash compactor and ramp for repairs and for the installation of the trash compactor at the new location.

• Contractor to coordinate with San-I-Pak for anchorage of the (2) new trash compactors and (1) cart wash.

• Contractor to construct temporary wood catwalk at loading dock height to existing compactor’s relocation area from loading dock which shall comply with operations accessibility and safety requirements, including slip resistance, guardrails, structural integrity. Contractor to construct catwalk with a minimum clear width of 4 feet. Reference Exhibit 09_Relocation

Template.

• Contractor to construct temporary wood catwalk at loading dock height along carboard waste bin relocation area from loading dock which shall comply with operations accessibility and safety requirements, including slip

Project Number: 640-24-115 Page 5 resistance, guardrails, and structural integrity. Contractor to construct catwalk with a minimum clear width of 4 feet. Reference Exhibit

09_Relocation Template.

• Assembly must be designed and constructed in modular sections to allow for quick disassembly, movement, and reinstallation at different phases of the project.

• Contractor to maintain walkway in safe condition throughout construction

(repairing warping, loose boards, or unsafe conditions immediately)

• Contractor shall sequence work and install walkways in a manner that minimizes obstruction of service routes, loading dock equipment, and delivery vehicle access.

• Contractor shall provide submittals of drawings/product data for catwalks.

• Contractor shall have VA coordination & approval where catwalks are installed for relocations.

• Catwalks should include standard 1 year workmanship/materials warranty.

Task 2: Guardrail modifications, platform removal, and bollard removal.

The new equipment layout will require modifications to the guardrail system and removal of the existing platform and bollards.

• Fall hazards exist when guardrails are removed. Contractor shall provide temporary guardrail during construction. Reference OSHA 1926.502(b)

Guardrail Systems Regulations. Contractor shall provide shop drawings for temporary guardrail system for VA approval.

Remove and dispose of the existing platform located between the existing trash compactor and cardboard waste bin as shown in Exhibit 04_Guardrail mods.

Modify the existing guardrail at the loading dock to accommodate the new location of the existing trash compactor and stairs as shown in Exhibit 04_Guardrail Mods.

Ensure existing layout penetrations have been filled after removal.

Demolition of the (2) existing bollards is required to accommodate new stair and existing trash compactor locations.

• Contractor shall provide shop drawings, welding procedures and certifications for the modifications.

• Reference Specification Sections 05 05 19 Post Installed Concrete Anchors and 05 50 00 Metal Fabrications.

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Remove existing guardrail at the loading dock at the footprint of the two new trash compactors and install a new removable guardrail system as shown in Exhibit

04_Guardrail mods.

• Contractor shall provide shop drawings for proposed system.

• Reference Specification sections 05 05 19 and 05 50 00.

Task 3: Reroute the existing fire department connection.

Relocation of the existing trash compactor will encroach into the 3’ clearance required to access the existing Fire Department Connection (FDC). The FDC will need to be relocated as this is a fire code violation. All new piping is to be tested and reported to meet specifications.

• FDC piping to be extended to new location shown in Exhibit 05_FDC. There is a check valve within the building. Piping and connection to be surface mounted and properly protected. Reference NFPA 14 for standpipe requirements.

• The existing stair will need to be relocated to clear space for the FDC pipe extension. Modify handrails as needed for new location. Coordinate modification of guardrail in Task 02 with new stair location. See Exhibit 05 for location and reference Specification Section 05 51 00 Metal Stairs.

• Remove existing bollards and provide new protective bollard and signage to identify areas of service for the FDC. Existing bollard to be removed by

Contractor.

• All modifications to the FDC are subject to review and approval from the

Safety Team and Authority Having Jurisdiction (AHJ): Provide shop drawings and product data for approval. The following requirements and standards must be strictly adhered to. It is the contractor’s responsibility to verify compliance with the VA standards and ensure that the most stringent requirements applicable to the work are met without exception.

i. Standpipe system shall be installed in accordance with International

Building Code (IBC) Section 905 Standpipe System and NFPA 14

Standard for the Installation of Standpipe and Hose Systems (see IBC

Section 905.3.1 through 905.3.8).

ii. Fire department connections for standpipe systems shall be in accordance with IBC Section 912.

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iii. Flexible couplings are required within 12 inches above and 24 inches below floor level in multi-story buildings [NFPA 13 2002-16 9.3.2.3(2), 2019 18.2.3] and when the building requires seismic protection (seismic design category C, D, E, or F).

iv. Isolation valves are required on all standpipes (including dry standpipes). [NFPA 14 2003 6.2.2, 2007-19 6.3.2]

v. Where pipe pass through platforms, foundations, walls, or floors, except where flexible couplings are located within 1-foot of each side of the penetration, the diameter of the hole or sleeve must be 2-inches larger for pipes 1 to 3-inches in diameter, or 4-inches larger than the pipe for pipe 4-inches or larger in diameter. [NFPA 13 2002-

16 9.3.4.2 and 9.3.4.3, 2019 18.4.2 and 18.4.3].

vi. For standpipes, a pressure gauge is required at the top of each standpipe. [NFPA 14 2003 5.6.1, 2007-19 5.5.1]. Size should not be smaller than ¼-inch (6 mm). [NFPA 14 2003 5.6.1, 2007-19 5.5.1].

vii. Riser clamps are required within 24-inches (610 mm) of the centerline of the riser, to support the riser horizontally. In multi-story buildings, riser supports are required at the lowest level, at each alternate level, above and below offsets, and at the top of the riser. [NFPA 13 2002 9.2.5.3.1, 2007-16 9.2.5.4.1, 2019 17.4.5.4.1]

Support above the lowest level to prevent movement upward when flexible fittings are used. [NFPA 13 2002 9.2.5.3.2, 2007-16 9.2.5.4.2, 2019 17.4.5.4.2].

viii. Standpipe hose connection to be located At 3-feet (0.9 m) to 5-feet

(1.5 m) above floor level. [NFPA 14 2003 7.3.1, 2007-19 7.3.1.1]

ix. Fire Department Connection sign to illustrate three things: system type (including if a standpipe is manual wet or dry), system demand pressure if greater than 150psi, and where FDCs service only a portion of the building or many buildings. NFPA 14 standard requires

FDC to be marked STANDPIPE with 1-inch letters on the plate or ring.

Task 4: Provide utility connections for equipment purchased by EMS & existing compactor.

Contractor shall provide and make final utility connections (electrical, water, steam, drain lines) to Owner-furnished equipment. Equipment vendors will provide a representative during the connection of the utilities. Contractor shall coordinate with

Project Number: 640-24-115 Page 8 the equipment vendor to support with equipment delivery and installation as needed and responsible to make all final utilities connections. All utility connections shall be tested in accordance with specifications before equipment connections. Equipment to be tested after final utilities connections to verify proper operation and connection.

A. Existing “Break Away compactor and container”

• Reuse existing electrical connection to power existing trash compactor at new location and during temporary relocation during construction.

• Contractor to verify if the existing power supply can be reused.

• Existing compactor to remain fully operational during construction activities.

B. Wastequip 265XP Precision Series: 20 Cubic Yard Self-Contained Compactor

• Size: 20 cubic yards

• Weight Range: 8,500 lbs. max

• Dimensions: Height 100” max, Length 188” max, Width 102” max

• Container Length: 122” max

• Purpose: To compact food compost

• Electrical requirement: 480V/3-phase/40A.

i. Contractor to provide properly sized breaker, conduit/wiring, and disconnect to the power distribution panel located in the walled off space adjacent to loading dock. Reference Exhibit 06_Utility

Connections and specification section 26 05 11 Requirements for

Electrical Installations.

C. Wastequip 265XP Precision Series: 35 Cu Yd. Self-Contained Compactor

• Size: 35 cubic yards

• Weight Range: 9450 lbs. – 10,000 lbs.

• Dimensions: Height 100” max, Length 278” max, Width 102” max

• Container Length: 209” max

• Purpose: To recycle cardboard and other recyclables

• Electrical requirement: 480V/3-phase/40A.

Project Number: 640-24-115 Page 9

i. Contractor shall provide properly sized breaker, conduit/wiring, and disconnect to the power distribution panel located in the walled off space adjacent to loading dock. Reference Exhibit 06 and specification section 26 05 11.

D. Cart wash station with steam machine

• Current Cart Wash Area Dimension: 20’ Length, 8’4” Width

• Steam machine Size: 31” Length, 26” Width, 45” Height

• Ramp Length: 6’

• Purpose: To clean carts

• Electrical requirement: 480V/3-phase/100A and 120V/1-phase/15A.

Contractor shall provide properly sized breaker, conduit/wiring, and disconnect to the power distribution panel located in the walled off space adjacent to loading dock, reference Exhibit 06_Utility Connections and specification section 26 05 11 Requirements for Electrical Installations.

• Drainage requirement: Condensate tank has a 2” flange.

i. Contractor shall provide drain line to the sanitary sewer. There is a floor drain with a 4” drainpipe located in the utility space behind the loading dock. The same line runs across the loading dock. Contractor to determine point of connection to sanitary sewer. Reference Exhibit

06.

ii. Reference specification sections 22 05 11 Common Work Results for

Plumbing and 22 13 00 Facility Sanitary and Vent Piping.

• Water: 1” water supply for steam machine.

i. Contractor shall provide connection to domestic cold water line located in the utility space behind the loading dock. Reference Exhibit

06_Utility Connections . Connection must be at a minimum of 30 PSI and a maximum of 60 PSI.

ii. Reference specification sections 22 05 11 Common Work Results for

Plumbing and 22 05 23 General Dury Valves for Plumbing Piping.

• Contractor shall trench and core as needed for new piping connections to existing utility lines.

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• Contractor shall patch back concrete at trench locations and provide firestopping at fire rated penetrations.

• Reference specification section 03 30 53 Cast In Place Concrete for concrete requirements.

• Reference specification 07 84 00 Firestopping for firestopping requirements.

The equipment details provided in the Exhibits are for reference. Contractor is responsible for verification of the product data and shop drawings from the vendor for accuracy.

Contractor is required to verify all the existing on site utility connections with the

VA COR and Engineering before proceeding.

4. CONSTRUCTION SERVICES

4.1 General

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

B. General Contractor shall conduct work in phases to minimize impacts to VA operation. Contractor to submit detail phasing plans for approval.

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

D. General Contractor shall maintain all Infection Control Risk Assessment (ICRA) construction perimeter for the safety of VA Staff, Patient, and visitors. See Infection Control Risk Assessment below for requirements.

E. General Contractor shall provide Accident Prevention Plan (APP) for Safety Officer approval as shown in VA Master Construction Specification Section 01 35 26 Safety Requirements. https://www.cfm.va.gov/til/spec.asp

F. General Contractor shall develop a plan detailing project specific fire-safety measure. NFPA has fire safety requirements in their codes and VA and OSHA regulations should be followed as well.

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.

https://www.cfm.va.gov/til/spec.asp

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H. General Contractor’s employees shall not enter the project site without appropriate badge obtained from VA police. Personal effects may also be subject to inspection when entering or leaving the project site.

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

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

K. Means of egress shall not be blocked.

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

M. Contractor shall provide and maintain fire extinguishers in construction areas and 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 with VA Technical Information Library (TIL) Specification Requirements.

https://www.cfm.va.gov/til/spec.asp

P. Existing fire protection must not be impaired. Any water sprinkler impairment and fire watch requirement shall be in accordance with NFPA 25. See Utility Shut down below for requirements.

Q. Perform hot work in accordance with NFPA 241 and NFPA 51B. Coordinate with COR for hot work permit.

R. Maintain all construction permit visible and updated as required by the VAPAHCS Safety Office and Infection Control Department

S. Prohibit smoking in VA Property.

T. Dispose of waste and debris from building daily.

U. Provide tuberculosis (TB) screening certification for all contract employees as shown in the VA master Construction Specification Section 01 35 26 Safety Requirements.

4.2 Scheduling, Phrasing, and Working Hours

A. The contractor shall be required to perform construction operations during time frames, referred to hours noted in Hours of Work. Hospital staff must be able to perform their duties with a minimum disruption throughout the entire demolition and construction process. Ultimately, the precise sequence will be determined after the contractor has been selected and consultation among the

Project Number: 640-24-115 Page 12 hospital staff, facilities personnel, contractor, and architect can be arranged. The scope of this project will be required to be done at specific times to avoid day-to-day facility operation disruption and may require to be split into sub-phases.

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 shall perform work from 8:00am – 4:30 pm Monday thru Friday. No work shall be performed during the U.S. Federal Holidays listed below:

Holiday Date

New Year’s Day January 1

Martin Luther King Jr. Day 3rd Monday in January

Washington’s Birthday 3rd Monday in February

Memorial Day Last Monday in May

Juneteenth National Independence Day

June 19

Independence Day July 4

Labor Day 1st Monday in September

Columbus Day 2nd Monday in October

Veterans Day November 11

Thanksgiving Day 4th Thursday in November

Christmas Day December 25

D. Special time arrangements can be made by contacting the COR. No work shall be performed before 7:00am due to local noise ordinance. Should emergency service be required during business hours, contract will coordinate with the COR. Contractor will abide by all station policies when on site.

4.3 Project Duration

A. Project construction must be completed in no more than 175 calendar days from

Notice to Proceed (NTP).

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B. Contractor shall submit a detailed Critical Path Method (CPM) construction schedule with estimated dates and itemized Schedule of Value (SOV) to CO for review and approval before NTP.

5. Task Calendar Days

Construction

NTP Construction 14

Submittals 14

Mobilization 14

Layout & Demolition 14

Shutdown Paperwork 14 Rerouting the existing fire department connection

Supply Water 3

Wastewater 4

Concrete 21 Electrical 3 Temp and New Guardrails 4 Vendor install and utility connections

Punch Walk and COO 14 Inspection 14 Close Out/As Built 14

Estimated Construction Time 175

4.4 Qualifications

A. The contractor shall be bonded and licensed.

B. 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.

4.5 Construction Period Submittals

A. Shop drawings and submittals – The contractor shall check government furnished and/or the Contractor construction contractor’s shop drawings, detail

Project Number: 640-24-115 Page 14 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.

B. Project record drawings – The contractor team shall 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.

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

4.6 Project Close-Out

A. 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.

5 SPECIFICATIONS AND DRAWINGS

5.1 Contractor is responsible to follow all the specification standards. The contractor may, at their own expense, create additional specifications and drawings for the purpose of performing the work described in the contract, using electronic files furnished by VAPAHCS.

5.2 The contractor shall be responsible to provide marked-up as-built drawings and deliver two (2) approved completed set of as-built drawings to the COR per spec section 01 00 00 paragraph 1.13 As-built Drawings.

6 COMPLIANCE WITH CODES AND STANDARDS

6.1 The contractor shall comply with all design drawings and specifications during the project, including applicable codes and standards described in the VA design guides, VA design manuals, and the VA’s standards for information technology. Applicable codes and standards are outlined in greater detail in project construction documents.

7 ADDITIONAL CONSIDERATIONS

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7.1 Restoration Plan: The contractor shall include a plan including, but not limited to, general requirements, restoration for any damages to existing walls, ceiling, equipment, wires, or utilities during construction.

7.2 Utility shutdowns: All shutdowns involving temporary impairment of utilities shall be requested in writing with approved Method of Procedure (MOP) to the COR/PM (25) working days in advance. The contractor shall include a detailed and accurate shutdown Method of Procedure (MOP) and facility impact report for review. 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:

7.1.1 Electrical systems shutdown including normal or emergency power.

7.1.2 Chilled water shutdowns: HVAC, chillers, and boiler/steam generation.

7.1.3 Fire suppression systems: Sprinkler shutdowns lasting over four (4) hours require notification and concurrence from the VISN Safety Office.

7.2 Infection Control Risk Assessment (ICRA): Contractor to provide and maintain a minimum of a Class III Infection Control precaution/procedure for the work duration as prescribed in the current VA Health Care System Memorandum w/7715(1) D.

7.2.1 Ensure exits provide an unobstructed egress. Buildings or areas under construction must always maintain escape routes for construction workers.

7.2.2 Request for hot work permit requires minimum of 48 hours in advance.

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

7.2.3 Ensuring that the equipment staging or lay down areas, if applicable, 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.

7.3 Security Considerations: At no time will the contractor 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).

7.4 Station Operations: The contractor shall perform all on-site visitation and work between the hours of 7:00 AM and 4:30 PM, Monday through Friday (Federal Holidays excluded), unless otherwise approved by the COR.

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7.5 For any activity that impacts to the facility operation including but not limited to noise, vibration, utilities impact, etc. contractor shall coordinate with COR to perform such activities afterhours or on the weekends.

7.6 Submittal Register Schedule: The submittal register included within the project specifications lists individual submittal sections with schedule and submittal descriptions. Submittal register shall be submitted prior to commencing construction work.

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

7.8 Ensuring that the equipment staging or laydown areas, if applicable, comply with

VAPAHCS safety requirements. Any staging or laydown areas and construction fencing must be coordinated between the general contractor and COR.

7.9 Contractor shall coordinate with the COR and comply with all VA and local public health mandates .

8 COORDINATION AND EXECUTION

8.1 User Groups: The contractor shall work with the below user groups responsible for managing this project. The contractor is advised that only the Contracting Officer (CO) has the authority to alter the contract once awarded, or to legally obligate the government pursuant to any changes in the scope of the project thereof.

8.1.1 Contracting Officer (CO): The CO will 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.

8.1.2 Contracting Officer’s Representative (COR): The COR will 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 (NTP) through completion of the work and acceptance, according to project scope of work and construction documents or specifications.

8.2 Construction Administration

8.2.1 Project Schedule: After contract award, the contractor shall provide to the

VA a detailed schedule of all project activities, including milestone dates

Project Number: 640-24-115 Page 17 and critical paths, as well as schedule update if project plans are modified.

Overall project schedule shall be broken to activities in which each activity shall have less than 20 workdays duration. Master schedule shall be updated and submitted monthly to the COR. Contractor shall provide

3-week look-ahead schedule weekly to the COR by Close of Business

(COB) on Monday. No work is allowed until master schedule is approved by the COR.

8.2.2 Schedule of Values (SOV): The contractor shall provide a schedule of values, along with the project schedule, which is aligned with the various activities of work. This SOV, if approved, may be used by the COR as the basis for evaluating reviewing progress performance and payments. SOV shall be broken into details to be aligned with overall project schedule.

SOV shall have 10% of overall project cost designated for punch walk and project close out.

8.2.3 Observation and Site Visits: The COR and/or designated representatives may require access in order to monitor, observe, and review all project aspects to ensure construction documents compliances and other regulatory requirements.

8.2.4 Project Meeting and Inspections: The contractor shall attend or provide a designated representative to coordinate field observation inspections for progress evaluations and reports, and other site visits as needed, including punch list, pre-final, and final inspections. Such inspections may occur on a monthly basis or more frequently as needed. The COR or other designated representative may inspect all aspects of the project 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 appliable safety, infection control, interim life safety, and COVID-19 requirements. Contractor shall attend weekly OAC meeting and is responsible for providing meeting minutes and agenda for each meeting.

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

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8.2.6 RFI and Change Orders: The contractor may submit requests for information (RFI) concerning the design or other aspects of the projects during construction. These RFIs shall be submitted in writing. RFI shall include, at a minimum, a description or background information for the issue in question, as well as a complete impact assessment for any recommended changes. The COR or designated representative will review, evaluate, and respond as required. Any proposed changes to the scope or deviations from the design documents may be submitted to the

COR for review and discussion, however any such change to the contract or project scope must first be approved by the CO in writing before implementation.

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9 ABBREVIATIONS AND ACRONYMS

AE Architectural & Engineering

ACC Ambulatory Care Center

ADA Americans with Disabilities Act

ADAAG Americans with Disabilities Act Accessibility Guidelines

APP Accident Prevention Plan

ASHRAE American Society of Heating, Refrigerating and Air-Conditioning Engineers

ASME American Society of Mechanical Engineers

ASTM American Society for Testing and Materials

BMP Best Management Practice

CA Commissioning Agent

CAD Computer-Aided Drafting

CBOC Community-Based Outpatient Clinics

CD Construction Documents

CFR Codes of Federal Regulations

CM Construction Manager

CO Contracting Officer

COB Close of Business

COR Contracting Officer’s Representative

CPM Critical Path Method

DB Design Build

DD Design Development

EMS Environmental Management Service

ESA Environmentally Sensitive Area

EST Estimate

ETS Emergency Temporary Standard

FT Feet

GC General Contractor

IBC International Building Code

ICRA Infection Control Risk Assessment

ILSM Interim Life Safety Measures

IN Inch(es)

MEP Mechanical, Electrical, Plumbing

MOP Method of Procedure

MSDS Material Safety Data Sheets

NEC National Electrical Code

NFPA National Fire Protection Association

NRM Non-Recurring Maintenance

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NTP Notice to Proceed

O&M Operations and maintenance documents

OAC Owner-Architect-Contractor

OSHA Occupational Safety and Health Administration

PAD Palo Alto Division

PCRA Pre-Construction Risk Assessment

PE Professional Engineer

PM Project Manager

PSRDM Physical Security and Resiliency Design Manual

PT/OT Physical Therapy/ Occupational Therapy

RFI Request for Information

RFP Request for Proposal

SD Schematic Development

SF Square Feet

SOV Schedule of Values

SOW Statement of Work

SSTV Security Surveillance Television

TAB Testing, adjusting, and balancing

TB Tuberculosis

TIL Technical Information Library

USACE U.S. Army Corp of Engineers

VA Veterans Affairs

VAAR Veterans Affairs Acquisition Regulation

VAPAHCS Veterans Affairs Palo Alto Health Care System

VHA Veterans Health Administration

Project Number: 640-24-115 Page 21

10. APPENDIX A. EXHIBITS

Exhibit 01_Specifications

Exhibit 02_Equipment Sheets

Exhibit 03_Concrete Repairs

Exhibit 04_Guardrail Modifications

Exhibit 05_FDC

Exhibit 06_Utility Connections

Exhibit 07_As-Builts

Exhibit 08_Concrete Post Barricades

Exhibit 09_Relocation Template

Exhibit 10_Basement Fire Sprinkler Plan

Exhibit 11_Fire Protection Detail

Exhibit 12_Basement Plumbing Plan

Exhibit 13_Water Sanitary Sewer & Storm Drain