SOW - Replace Roofing on B647 KEE 2_3_26.docx

VA Medical Center Mather 10535 Hospital Way 612A4-26-008 Mather, CA 95665

ARCHITECT-ENGINEER DESIGN SCOPE OF WORK

Replace Roofing System on B647

PROJECT NO: 612A4-25-018

PROJECT NAME: Replacement of B647 Roofing System

ESTIMATED CONSTRUCTION COST: $ 1,178,278.50

1. GENERAL INTENT:

The existing asphalt roofing is at the end of its service life and needs to be completely removed and replaced with a new roofing system.

The Contractor shall furnish labor and materials needed to perform all demolition, renovation, installation and finishes required by this scope located at Mather Building 647 of the VA Northern California Health Care System in accordance with this design scope of work.

This project is to take no longer than 150 calendar days.

2. STATEMENT OF WORK:

A. Contractor shall furnish all labor, material, equipment, and supervision for the selective demolition, installation of roofing of Bldg. 647, and/or other corrections noted for the locations described therein.

B. Contractor shall ensure all services are performed by fully qualified/ certified and trained personnel of the manufacturer of the product(s). Individuals completing the work shall possess the necessary skills and experience with the devices/ hardware/ controls to perform the work as described in this SOW (statement of work).

C. The contractor is responsible for managing a schedule of installation that eliminates the risk for damage due to weather; the contractor will need to provide protection to the building if weather were to become a factor. All odor producing work to be done after regular business hours.

D. Contractor shall provide design layout showing all equipment located on the roof and all drainage location. It is the contractor's responsibility to field verify all equipment locations and create a design layout of the roof system.

E. Contractor shall provide new roofing system equivalent to the Ketone Ethylene Ester interpolymer (KEE) roofing system as described in TABLE 1. Contractor shall provide a new roofing system to replace the existing asphalt roofing system of approximately 8,500 square feet including the existing rolled up roofing to the parapet roof caps and a small 1st floor roof area. All devices and equipment in TABLE 1 are to be considered the ‘base standard of product quality’. Contractor will have the option to substitute items and this shall be clearly detailed in the contractor’s proposal in addition to a fume/odor control plan which shall be provided to the contracting officer representative (COR) prior to construction. Contractor shall provide all demo including; Removing all debris and preparing roof for complete and total roof replacement and including cleaning / prepping entire roof surface. Repair and re-roof around all roof drains without deviating from original sloping to allow runoff to travel toward the roof drains (10 total).

F. In addition to adhering to part 1.19 of section 01 35 26 of the VANCHCS Master Specification, the contractor shall provide crane lift plan to include: a description of the job followed by load charts or crane profile, applicable rigging diagram, signals and/or communication to be used, rigger designation, wind and environmental factors, diagram of crane set up and swing area, notable hazards and precautions, access requirements, crane and operator certifications, and appropriate permit(s) and operations required by the local agencies including the Federal Aviation Administration (FAA).

G. Roof Demolition: Contractor shall provide and demolish roofing to requirements outlined below using a phasing or sectioning approach to include an exposure allowance of no more than 14 days in total:

1. Work vehicles shall be staged in approved gravel lot or furthest employee parking lot from work location.

2. Repair damaged mechanical curbs which contain metal caps where necessary for installation of new roofing, whereas a mechanical cap consists of at least four corners.

3. At least one dumpster shall be staged near work area, as approved by the COR.

H. The contractor shall provide a 3rd party roofing inspector with at least 5 years of experience to perform inspections with manufacturers representative prior to, during and after installation of new roof or as required for manufacturers roof warranty.

I. Installation requirements: Contractor shall provide and install roofing to requirements outlined below:

1. Install a fiber type water proofing vapor barrier equal to or better than GCP’s Tri-flex ®15 Synthetic Underlayment to the concrete deck.

2. Install insulation (Expanded polystyrene or equal) over entire roof and secure.

3. Install roof membrane (submittal approved) 60mil or better.

4. Use reinforced roof membrane of polyester knit fabric with thermoplastic coating similar to Tremco’s TremPly Kee system, white in color.

5. The reinforced roof membrane of polyester knit fabric with thermoplastic shall be at least and mostly mechanically attached to said roofing. Finish edges of laps with sealants as specified.

6. The contractor shall replace 10 roof drains including the pee traps (connect to existing drainpipe. Replace pipe boots, conduit boots, provide new strainers and clamp rings.

7. Cut-out and seal all roof drains and vent penetrations.

8. Install galvanized coned metal over roof membrane terminations on piping.

9. Replace all piping supports on the roof with rubber base Uni-Strut fasteners.

10. Install new stainless-steel flashings, coping, column caps and metal wall panel covers.

11. Install worker access 3 feet wide walkways in total length up to 250 linear feet to all serviceable roof equipment continuously from room access point. Walkways shall be in accordance with “flexible walkways” in attachment 075416. Additionally, walkways shall be mostly yellow in color.

12. Ensure no screws or plates are exposed.

13. The contractor shall also include an all new roof ladder for building 645 from the 1st floor roof to the second floor roof.

14. If the above outline may void the warranty, notify COR with possible alternate installation methods.

15. The contractor shall remove all debris and clean-up site and request final inspection from

COR as the project is not considered complete until COR approves completion.

16. Follow all warranty information as outlined in attachment 07 54 16 for manufacturer’s warranty with an exception that the manufacturer shall warranty their KEE roofing system for a minimum of 30 years. In addition, the warranty shall be submitted to the engineering department, as directed by the COR.

17. Deliverable required is a roofing manufacturer 30-year warranty certificate.

18. Maintenance instructions shall be submitted by the contractor in physical and digital formats and these instructions shall include a complete list of maintenance methods that would void such warranty.

J. Tables.

TABLE 1. Physical Properties of Ethylene Interpolymer Kee Roofing.

Breaking Strength (MD/XMd) D 751 proc. B

- strip (lbf/in) 520/406

VA Medical Center Mather 10535 Hospital Way 612A4-26-008 Mather, CA 95665

Retention of Properties after heat Aging Practice D 3045 - 1750f/56 days

Breaking Strength min ASTM D 751 proc.

B (lbf/in)

The above paragraphs constitute a basic outline of the work to be accomplished and in no way comprise all the details for the design of this project. The contractor shall initiate detailed inspection of the project site to determine the needs and conditions for the design of this project. Copies of Mather VA Facility of the VA Northern California Health Care System record drawings will be made available to the highest rated A/E firm; the A/E will verify the validity of the record drawings prior to the start of design work and conduct site investigations as necessary throughout the design.

Contracting firm; the contractor will site verify the validity of the record drawings prior to the start of design work and conduct site investigations as necessary throughout the design.

The contractor shall be solely responsible for the management, including all associated labor, equipment, materials, mailing costs, and inspection, to meet the requirements of the design project. The contractor shall further provide meeting minutes for all meetings held under this design project.

The contractors’ firms’ representatives working at Mather VA Facility of the VA Northern California Health Care System campus must have the following additional requirements before starting site investigations on campus:

1. Negative TB Test, within the past calendar year

2. Annual influenza shot is required for all staff performing work on a VA Medical Center campus If at any time an employee of the contracting firm becomes ill, they should not remain or report to work at Mather VA Facility of the VA Northern California Health Care System.

3. DESIGN INDEPENDENCE, FURNITURE AND EQUIPMENT: Designs for construction must produce a “complete and usable” facility or improvement when constructed. VA policy (VHA Office of Capital Assets Management, Engineering and Support memo Updated Construction Guidance and Expectations dated Sep 12, 2016) requires the contractor to certify that their design (including all bid alternates/bid deducts) is independent of any future construction project. In addition, the contractor must certify that it has produced a design that does not include furniture and equipment that will be procured separately. Equipment that can be part of the design shall be included as items to meet code requirements for building occupancy, items covered in the VA’s Master Construction Specifications (PG-18-1) Divisions 1 through 10, 13 through 26 or 28 through 48, non-IT equipment items covered by Division 27 and items covered by Division Numbers 12 31 00, 12 32 00, 12 34 00 and 12 36 00.

4. DESIGN CRITERIA: The VA Technical Information Library (TIL) available at http://www.cfm.va.gov/til/index.asp is managed by the VA Office of Construction and Facility Management and is the master repository for all VA Numbered Standards for Construction to include design and construction specifications, procedures, standard details, BIM/CAD standards, equipment guides, space planning and design guides. The documents of the TIL shall be the minimum design criteria for all VA projects performed in the construction of new facilities and the modernization, alteration, addition, or improvement of its real property. All design documents shall be developed in accordance with the VA TIL, including (but not limited to) the following listed Department of Veterans Affairs References:

OIT Infrastructure Standard for Telecommunications Spaces v3.0 (21 August 2020)

Where conflicts exist between VA adopted codes and standards and the documents on the TIL, the contractor shall bring this to the attention of the VA. The resolution of the conflict shall be made by the authority having jurisdiction for VA to ensure consistency department wide.

5. ENVIRONMENTAL PROTECTION: The contractor shall provide a full report of the area of the project with all materials suspected or identified to need testing for HAZMAT including lead and asbestos lab testing.

6. SUBMITTAL REQUIREMENTS: Design submittals shall follow the requirements of Program Guide, PG-18-15, Volume C - A/E Submission Instructions for Minor and NRM Construction Program dated November 2008. This document is included as SOW Attachment 04. Submittal documents shall be prominently marked “For Official Use Only (FOUO)” if they contain qualifying data as defined in VHA Memorandum 2019-11-13 Sensitive Infrastructure Data Classification – For Official Use Only (FOUO). This memo is included as SOW Attachment 02.

The contractor shall deliver design submittal documents that follow the iterative phase breakdown for design work in PG-18-15 and as additionally specified below. Specific requirements for each discipline/work product listed under each phase can be found in PG-18-15; it is expected for the phase of design that each of the checked items in the CD columns will be completed for the submittal. The contractor shall attend a review meeting following each design submittal as indicated under the Project Schedule section of this Scope of Work. Each new submittal will incorporate all VA comments from the previous submittal.

· Construction Documents (CD Check set) – 100%

· Final Bid Documents (Bid)

7. DRAWING FORMAT:

All drawings shall adhere to VA project software requirements for Computer Aided Design (CAD) available at http://www.cfm.va.gov/til/projReq.asp.

8. SUBMITTAL FORMATS: Submittals shall be submitted in electronic format and hard copy formats as listed below. Portable Document Format (.pdf), Microsoft Office Suite formats (.doc, .xls, and .ppt), and AutoCAD (.dwg) files are acceptable. Submittals shall additionally be compliant with Section 508 of the Rehabilitation Act (29 U.S.C. '794 d); information on the requirements for accessible media can be found at http://www.section508.gov/. The contractor shall be responsible for providing:

Meeting/Conference Minutes Meeting minutes for all formal meetings and conferences held with the VA; including weekly construction meetings. Meeting minutes shall be submitted within seven (7) calendar days of the meeting or conference. All documents in any of the electronic formats listed above.

Minimum meeting minutes requirements

· Project name, number, meeting host, Meeting Name

· Date, Time, meeting ID, call in number, Duration, and consecutive number of total related meetings

· Participant list (Name, Title, Phone number (office and Mobile), Email, Attended Meeting (yes/no Check box)

· Meeting purpose, Roll call, and Additional Items

· Agenda items (Decisions, action items, and fixes or next steps)

· Next meeting date and time

· Detailed attachment list

Quality Assurance/Quality Control (QA/QC) Plan

· All documents in electronic format.

Construction Documents (CD)

· All documents in electronic format.

· Memo annotating what was not upgraded and corresponding justifications.

· One (1) full size paper bond sets of drawings - 1 to VA

· Two (2) half-size paper bond sets of drawings – 2 to VA

Record Drawings Record drawings shall be delivered to the VA within 30 calendar days after VA acceptance of the construction project in AutoCAD (.dwg) format.

Third-Party Commissioning The contractor shall provide Commissioning and Commissioning Agent services and deliverables in accordance with the reference document, OCFM Whole Building Commissioning Process Manual located on the TIL (https://www.cfm.va.gov/til/Cx-RCx/CxManual.PDF). See “Commissioning Agent Tasks” in each section of the reference document. The Commissioning Agent shall be involved in all phases of the project, including both design and construction. It is anticipated that the Commissioning Agent will participate in the following: design reviews, owner’s requirements updates, design phase commissioning planning (facilitate), commissioning specification reviews (facilitate), construction project meetings, construction observation visits, equipment startup and testing, and project commissioning (facilitate in coordination with General Contractor). The commissioning process shall be adapted to the size and complexity of the project. Deliverables shall be as described in the reference document. Additionally, the contractor shall develop the commissioning plan, pre-functional checklists, systems functional performance test checklists, integrated system test checklists, and edited master specification templates to serve as a starting point for the commissioning process on all projects based on the following Systems to be Commissioned.

· HVAC (VA Master Specification Section 23 08 00): Direct Digital Control System, HVAC Air Handling System, HVAC Ventilation/Exhaust Systems, Decentralized Unitary HVAC Systems, Humidity Control Systems

· Electrical (VA Master Specification Section 26 08 00): Grounding and Bonding Systems, Electric Power Monitoring Systems, Low-Voltage Distribution System, Emergency Power Generation Systems

· Communications (VA Master Specification Section 27 08 00): Grounding and Bonding Systems, Structured Cabling System

· Electronic Safety and Security (VA Master Specification Section 28 08 00): Grounding and Bonding, Physical Access Control Systems, Access Control Systems, Security Access Detection Systems, Video Surveillance System

9. CONTRACT OVERSIGHT: PCAC shall designate a Contracting Officer’s Representative (COR) to monitor and manage the contractors performance under the design project contract. The COR shall be a representative of the Mather VA Facility of the VA Northern California Health Care System Engineering Service Project Section and have the technical knowledge required to monitor and oversee the project.

A COR from the Mather VA Facility of the VA Northern California Health Care System Engineering Service Project Section shall be designated for the construction project contract to monitor and manage the construction contractor’s performance under the construction project contract. This designation under the construction contract shall be considered equivalent to the industry standard of “Owner’s Representative” and does not supersede or eliminate the contractors responsibility for Part Two Services/Construction Period Services. The contractor ultimately shall be responsible for any errors and omissions with the design discovered during and after the construction phase.

10. REPORTING REQUIREMENTS:

N/A

11. SECURITY REQUIREMENTS:

The contractor is responsible for assuring that all employees and consultant employees working on the project comply with these regulations.

1. Employees shall not be on site without an appropriate badge. Employees are responsible for reporting to VA Police with acceptable photo ID to obtain a badge. VA approved badge shall be worn with the identification facing forward and visible above the waist. The employees may also be subject to inspection of their personal effects when entering or leaving the facility.

2. No photography or video recording of VA premises is allowed without prior authorization.

3. VA issued keys are to remain on VA property. Keys that are checked out from the Engineering Office shall be returned each day.

4. Before starting any work, the contractor shall submit an electronic security memorandum describing the approach to following goals and maintaining confidentiality of “sensitive information”.

5. The contractor is responsible for safekeeping of all drawings, project manual and other project information. This information shall be shared only with those with a specific need to accomplish the project.

6. All paper waste or electronic media such as CD’s and diskettes shall be shredded and destroyed in a manner acceptable to the VA.

7. VA Information Custodial Language

a. The Authorization requirements do not apply, and that a Security Accreditation Package is not required.

b. The following standard items relate to records generated in executing this contract:

i. Citations to pertinent laws, codes, and regulations such as 44 U.S.C. Chapter 21, 29, 31 and 33; Freedom of Information Act (5 U.S.C. 552); Privacy Act (5 U.S.C. 552a); 36 CFR Part 1222 and Part 1228.

ii. Contractor shall treat all deliverables under the contract as the property of the U.S. Government for which the Government Agency shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest.

iii. Contractor shall not create or maintain any records that are not specifically tied to or authorized by the contract using Government ‘IT’ equipment and/or Government records.

iv. Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected by the Freedom of Information Act.

v. Contractor shall not create or maintain any records containing any Government Agency records that are not specifically tied to or authorized by the contract.

vi. The Government Agency owns the rights to all data/records produced as part of this contract.

vii. The Government Agency owns the rights to all electronic information (electronic data, electronic information systems, electronic databases, etc.) and all supporting documentation created as part of this contract. Contractor must deliver sufficient technical documentation with all data deliverables to permit the agency to use the data.

viii. Contractor agrees to comply with Federal and Agency records management policies, including those policies associated with the safeguarding of records covered by the Privacy Act of 1974. These policies include the preservation of all records created or received regardless of format [paper, electronic, etc.] or mode of transmission [e-mail, fax, etc.] or state of completion [draft, final, etc.].

ix. No disposition of documents will be allowed without the prior written consent of the Contracting Officer. The Agency and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. Records may not be removed from the legal custody of the Agency or destroyed without regard to the provisions of the agency records schedules.

x. Contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under or relating to this contract. The Contractor (and any sub-contractor) is required to abide by Government and Agency guidance for protecting sensitive and proprietary information.

c. Prior to termination or completion of this contract, contractor/subcontractor must not destroy information received from VA, or gathered/created by the contractor in the course of performing this contract without prior written approval by the VA. Any data destruction done on behalf of VA by a contractor/subcontractor must be done in accordance with National Archives and Records Administration (NARA) requirements as outlined in VA Directive 6300, Records and Information Management and its Handbook 6300.1 Records Management Procedures, applicable VA Records Control Schedules, and VA Handbook 6500.1, Electronic Media Sanitization. Self-certification by the contractor that the data destruction requirements above have been met must be sent to the VA Contracting Officer within 30 days of termination of the contract.

d. The contractor/subcontractor must receive, gather, store, back up, maintain, use, disclose and dispose of VA information only in compliance with the terms of the contract and applicable Federal and VA information confidentiality and security laws, regulations, and policies. If Federal or VA information confidentiality and security laws, regulations and policies become applicable to the VA information or information systems after execution of the contract, or if NIST issues or updates applicable FIPS or Special Publications (SP) after execution of this contract, the parties agree to negotiate in good faith to implement the information confidentiality and security laws, regulations and policies in this contract.

e. The contractor/subcontractor shall not make copies of VA information except as authorized and necessary to perform the terms of the agreement or to preserve electronic information stored on contractor/subcontractor electronic storage media for restoration in case any electronic equipment or data used by the contractor/subcontractor needs to be restored to an operating state. If copies are made for restoration purposes, after the restoration is complete, the copies must be appropriately destroyed.

f. If VA determines that the contractor has violated any of the information confidentiality, privacy, and security provisions of the contract, it shall be sufficient grounds for VA to withhold payment to the contractor or third party or terminate the contract for default or terminate for cause under Federal Acquisition Regulation (FAR) part 12.

g. If a VHA contract is terminated for cause, the associated BAA must also be terminated, and appropriate actions taken in accordance with VHA Handbook 1600.01, Business Associate Agreements. Absent an agreement to use or disclose protected health information, there is no business associate relationship.

h. The contractor/subcontractor must store, transport, or transmit VA sensitive information in an encrypted form, using VA-approved encryption tools that are, at a minimum, FIPS 140-2 validated.

i. The contractor/subcontractor’s firewall and Web services security controls, if applicable, shall meet or exceed VA’s minimum requirements. VA Configuration Guidelines are available upon request.

j. Except for uses and disclosures of VA information authorized by this contract for performance of the contract, the contractor/subcontractor may use and disclose VA information only in two other situations: (i) in response to a qualifying order of a court of competent jurisdiction, or (ii) with VA’s prior written approval. The contractor/subcontractor must refer all requests for, demands for production of, or inquiries about, VA information and information systems to the VA contracting officer for response.

k. Notwithstanding the provision above, the contractor/subcontractor shall not release VA records protected by Title 38 U.S.C. 5705, confidentiality of medical quality assurance records and/or Title 38 U.S.C. 7332, confidentiality of certain health records pertaining to drug addiction, sickle cell anemia, alcoholism or alcohol abuse, or infection with human immunodeficiency virus. If the contractor/subcontractor is in receipt of a court order or other requests for the above-mentioned information, that contractor/subcontractor shall immediately refer such court orders or other requests to the VA contracting officer for response.

l. For service that involves storage, generating, transmitting, or exchanging of VA sensitive information but does not require C&A or an MOU-ISA for system interconnection, the contractor/subcontractor must complete a Contractor Security Control Assessment (CSCA) on a yearly basis and provide it to the COTR.

End of SOW