S02 RFQ Attachment SOW Final - 8 pages.pdf

Statement of Work Asbestos Abatement – Vinyl Flooring & Mastic

PN: 636A6-24-107

Requirement

The Central Iowa VA Health Care System (Des Moines VA Medical Center), located 3600 30th Street, Des Moines, Iowa 50310 has a service contract requirement for asbestos abatement of vinyl flooring and mastic in two (2) of the hospital’s laboratory rooms. Abatement includes the complete removal, cleaning, and disposal of the flooring and mastic. Furthermore, the requirement includes the removal of steel base cabinets and countertops in each lab room.

Finally, each of the lab rooms has a portion of the base cabinetry that is currently an operational sink for which the base cabinet and countertop must be retained and reinstalled after flooring and mastic is removed and cleaned. Key points to note are that both lab rooms must remain fully operational during the abatement process, and that because of this requirement, the project must be accomplished in three (3) distinct phases as described below. Safety of Veterans and hospital staff is paramount while conducting this project.

Period of Performance (PoP)

The anticipated 123-day Period of Performance (PoP) for this service contract is 3/14/2025 to 7/14/2025. This PoP will give the successful Contractor approximately 10 days to prepare and attend a post-award project kick-off meeting (see below). The PoP may change, shorter or longer, depending on 1) calibration progress by the lab; 2) installation of new flooring and furniture by VA employees (See Phasing Table RFQ Attachment); or other unanticipated reasons. The schedule can only be modified, in writing, by the Contracting Officer; hereinafter referred to as “CO.”

Contract Type

This project will be conducted as a Firm-Fixed Price (FFP) Service contract that is being set-aside as 100% set-aside for Service-Disabled Veteran Owned Small Businesses (SDVOSB).

Interested parties will be submitting non-negotiable offers (i.e., quotes). See the attached RFQ Attachment, VA Notice of Limitations on Subcontracting Certificate. The completed and signed certificate must be returned with your offer, or your offer will be rejected.

Solicitation Site Visit

Interested Contractors are strongly urged to attend the Site Visit, to inspect the site where services are to be performed, and to satisfy themselves regarding all general and local conditions that may affect the cost of contract performance (to the extent that the information is reasonably obtainable). In no event shall failure to inspect the site constitute grounds for a claim after contract award.

Date of Site Visit: 02/27/2025 (Thursday)

Time of Site Visit: 1:30 PM Central Time

Address of Site Visit: VA Central Iowa Health Care System, 3600 30th Street, Des Moines, Iowa 50310

Site Visit Starting Location: Meet at Building 2 (Revolving Door Entrance of Main Hospital).

Personnel form VA Engineering will meet Site Visit attendees inside of the revolving door entrance a few minutes prior to the scheduled start time. If you have questions about the Site Visit location, please see the Des Moines campus map in the attachments and/or call the Engineering Office at 515-699-5999, Extension 4537 (Office) or 641-903-3036 (Mobile).

Questions

No project-specific questions will be provided until after the Site Visit. Questions asked by any/all Contractors will be received, compiled and answered and sent out to all via a Solicitation Amendment. Questions regarding the solicitation shall be submitted to the Contract Specialist via email at john.breyer@va.gov PRIOR to 3:00 PM Central Time on 03/04/2025 (Tuesday).

Scope of Work

The Contractor shall provide all resources; including, but not limited to materials, tools, machinery, equipment (including trash dumpster), labor, supervision, expertise and travel necessary to accomplish asbestos abatement as described below. Work shall be performed in accordance with this SOW; Master Specifications (https://www.cfm.va.gov/til/spec.asp) (See Specifications RFQ Attachments); Drawings and Photos (See Drawings and Photos RFQ Attachments); NFPA Life Safety Code and OSHA Standards; VA Asbestos Abatement Design Manual: https://www.cfm.va.gov/til/dManual/dmASBhosp.pdf; and all Federal, State and local building codes.

Asbestos-containing vinyl flooring and mastic is to be removed from the Des Moines VA main hospital building, laboratory rooms 1210 and 1212. The laboratory is reconfiguring its layout in each room to accommodate new due-in lab equipment. As a part of this process, lab rooms 1210 and 1212’s vinyl flooring and mastic are to be completely removed, cleaned and disposed of properly. The total square footage of flooring between the two rooms is approximately 900 square feet. Additionally, approximately 50 linear feet of steel base cabinetry and countertop are also to be removed and disposed of properly. Each lab room has an operational sink. The sinks, sink base cabinets and countertops in each room are to be saved and reinstalled after the flooring and mastic are removed and cleaned (See Phasing Drawing RFQ Attachment and Lab Room Photos RFQ Attachment). This will require some basic carpentry and plumbing skills to separate base cabinets from one another and remove and reinstall plumbing lines, drains and faucets.

New flooring and furniture will be installed by VA personnel and is not a part of this contract.

Each room has an entry door into the common hallway as well as a passageway between rooms in the rear of each room. Again, Safety of Veterans and hospital staff is paramount.

No changes to the Scope of Work are authorized by any Person other than the CO. Any changes authorized by the CO will be conveyed to the Contractor, in writing, by the CO.

Trash Dumpster and Demo Route

The Contractor will provide a mobile roll-on/roll-off-type trash dumpster as a part of the project.

Dumpster will be placed in the loading dock area. Asbestos Containing Material (ACM) will be walked or hand-trucked to the dumpster using the route a shown on the drawing (See Demo Route Drawing RFQ Attachment). Dumpster may need to be moved and stored in alternate area of campus during times that is not in use for the project.

Competent Person (Project Superintendent) mailto:john.breyer@va.gov https://www.cfm.va.gov/til/spec.asp https://www.cfm.va.gov/til/dManual/dmASBhosp.pdf

Contractor will furnish a “Competent Person” to act as the Project Superintendent, as is required by regulation. Competent Person/Superintendent shall be physically located on the project at all times that work is being performed by the Prime or any Sub-Contractors. The Competent Person/ Superintendent must have the 30-Hour OSHA Construction Safety Course completed within the past 5 years. Prior to commencing work, the Competent Person/Superintendent shall provide a copy of 30-Hour OSHA card to the Contracting Officer’s Representative; hereinafter referred to as “COR.” All other workers on the site shall have at least the 10-Hour OSHA card and provide copies to the COR.

Prior to commencing work, the Contractor shall provide the CO and COR with the telephone number at which the Contractor his Competent Person/Project Superintendent may be contacted at any time during regular working hours and an emergency number which the Contractor or Competent Person/Project Superintendent may be contacted in situations requiring immediate attention. The Competent Person/Project Superintendent must be delegated in writing to act on the behalf of the principle/President/CEO of the company.

Contractor Badging Requirements

If not specifically escorted by Des Moines VAMC facility staff, Contractor personnel will be required to obtain a Non-PIV Flash Badge prior to gaining access to, and working on, the Des Moines VAMC campus grounds. Contractor personnel will be required to show two (2) forms of government-issued photo identification to obtain a flash badge. Contractor will coordinate with the COR for all badging and check-in requirements that are in effect at the time. COR contact information will be provided at time of award. These requirements should be started immediately after award, and prior to the start of the Period of Performance of the contract.

Prime Contractor or Sub-Contractor Employees

All work under this contract shall be performed in a skillful and workmanlike manner. The CO may require, in writing, the Contractor remove from the job site any employee the CO deems incompetent, careless, or otherwise objectionable.

Post Award Project Kick-Off Meeting & Required Deliverables

The Post Award Kick-off Meeting will cover, at a minimum, the following topics. These items will be discussed and coordinated between the Contractor, COR and Laboratory staff, prior to start of work.

• Pre-abatement activities (as applicable); including pre-abatement meeting(s), inspection(s), notifications, permits, submittal approvals, work-site preparations, signage, emergency procedures arrangements and Asbestos Abatement Plan (required prior to start of abatement work); discussion on required personnel background checks; and OSHA training cards.

• Removal; clean-up and disposal of ACMs waste; recordkeeping; security; air pressure consideration, monitoring, and reports; Infection Control Risk Assessment (ICRA) and inspections; and

• Cleaning and decontamination activities including final visual inspection, air monitoring and certification of decontamination.

Safety Meetings

• Preconstruction Safety Meetings: The Contractor and/or Competent Person/Superintendent will meet with the CO or COR prior to the start of any repair, alteration, or construction activities for the purpose of reviewing the Contractor’s safety and health programs and discussing implementation of all safety and health provisions pertinent to the work to be performed under the contract.

• Preconstruction Safety Meetings shall be coordinated between the Contractor and COR. The

Contractor shall be prepared to discuss, in detail, the measures it intends to take in order to control any unsafe or unhealthy conditions associated with the work to be performed under the contract.

• This meeting may be held in conjunction with the Post Award Project Kick-off Meeting if so directed by the CO or COR. The conduct of this meeting is not contingent upon a general preconstruction meeting. The level of detail for the safety meeting is dependent upon the nature of the work and the potential inherent hazards. The Contractor’s principal representative(s), the Competent Person/Superintendent, and his/her safety representative(s) shall attend this meeting.

• Contractor Responsibility. The Contractor shall assume full responsibility and liability for compliance with all applicable regulations pertaining to the health and safety of personnel during the execution of work and shall hold the Government harmless for any action on his part or that of his employees or Sub-Contractors, which results in illness, injury, or death.

• Contractors are required to report, timely, any accidents or injuries, through the COR, to the

CO.

• Inspection, Tests, and Reports. Any required inspections, tests or reports made by the Contractor, Sub-Contractors, specially trained technicians, equipment manufacturers or others will be furnished as required by applicable regulations and in accordance with the terms of the contract.

• Materials and Equipment. Special facilities, devices, equipment, clothing, and similar items used by the Contractor in the execution of work shall comply with the applicable regulations and the terms of the contract.

Project Phasing

Both lab rooms must need to remain fully operational during the project. In order to satisfy this requirement, the project will be conducted in three (3) distinct phases (See Phasing Table and Phasing Drawing RFQ Attachments). In general, each phase will require the Contractor to: 1) Mobilize; 2) Conduct a portion of the work; 3) Demobilize; and 4) Pause operations for up to six

(6) weeks while new flooring and furniture is installed by VA personnel. At the conclusion of the new flooring and furniture installation, The Phase 2 cycle begins and repeats. At the conclusion of the Phase 2 new flooring and furniture installation (again, up to 6 weeks), Phase 2 cycle begins and repeats. Finally, at the conclusion of the Phase 2 flooring and furniture installation, the Contractor will Mobilize a third and final time, complete remainder of work and demobilize.

Note that temporary walls/separation barriers, decontamination areas and exhaust ducting will need to be set up and taken down during each of the three (3) Phases. Flexibility is key and exact scheduling of the phases will depend on the lab’s testing and compliance requirements of the new due-in equipment and the time required for installation of new flooring and furniture by VA personnel. As discussed above, for planning purposes, estimate up to six (6) weeks between the end of one Phase and the start of the next Phase.

The work shall, in so far as practicable, will be done in definite sections or divisions, and confined to limited areas which shall be completed before work in other sections or divisions is begun.

Work will be performed in occupied areas. The Contractor shall take all precautions to ensure that no damage will result from his operations to private or public property. All damages shall be repaired or replaced by the Contractor at no cost to the Government.

Scheduling of Work

On a continuing basis, and before the start of each phase at a minimum, the Contractor’s Competent Person/Project Superintendent shall confer with the COR, as well as the building occupant, and agree on a sequence of procedures; means of access to premises and building;

space for storage of materials and equipment; delivery of materials and use of approaches; use of corridors, stairways, elevators, and similar means of communications; location of partitions, eating spaces, and restrooms for Contractor employees; and the like. Delivery of materials and equipment shall be coordinated with the COR and then also made with a minimum of interference to Government operations and personnel.

Normal Operating Hours

Normal work hours are 7:30A.M. to 4:30P.M. (CT) Monday through Friday, excluding Federal Holidays and weekends. Contractors must obtain written permission from the COR at least 4 working days prior to work on Saturdays, Sundays, or Federal holidays. There are three (3) federal holidays that occur during the anticipated PoP; including 1) Memorial Day (5/26); 2) Juneteenth (6/19); and Independence Day (7/4).

Invoices and Payments

See Section A.2 of the Solicitation/Contract document, Contract Administration Data, paragraphs 2, 3 and 4 for all information related to invoicing and payments.

COR Contact Information

COR contact information will be provided at time of award.

Information Security Officer Requirements

Security Incident Investigation. Contractors, Contractor personnel, Sub-Contractors and Sub- Contractor personnel shall be subject to the same Federal laws, regulations, standards, and VA Directives and Handbooks as VA and VA personnel regarding information and information system security. The VA COR shall coordinate with the Contractor to ensure such requirements are met. The Central Iowa VAHCS Information Security Officer, after reviewing the SOW for this project, requires the following:

The term “security incident” means an event that has, or could have, resulted in unauthorized access to, loss or damage to VA assets, or sensitive information, or an action that breaches VA security procedures. The Contractor/Sub-Contractor shall immediately notify the COR and simultaneously, the designated ISO and Privacy Officer for the contract of any known or suspected security/privacy incidents, or any unauthorized disclosure of sensitive information, including that contained in system(s) to which the Contractor/Sub-Contractor has access.

To the extent known by the Contractor/Sub-Contractor, the Contractor/Sub-Contractor’s notice to VA shall identify the information involved, the circumstances surrounding the incident (including to whom, how, when, and where the VA information or assets were placed at risk or compromised), and any other information that the Contractor/Sub-Contractor considers relevant.

With respect to unsecured protected health information, the business associate is deemed to have discovered a data breach when the business associate knew or should have known of a breach of such information. Upon discovery, the business associate must notify the covered entity of the breach. Notifications need to be made in accordance with the executed business associate agreement.

In instances of theft or break-in or other criminal activity, the Contractor/Sub-Contractor must concurrently report the incident to the appropriate law enforcement entity (or entities) of jurisdiction, including the VA OIG and Security and Law Enforcement. The Contractor, its employees, and its Sub-Contractors and their employees shall cooperate with VA and any law enforcement authority responsible for the investigation and prosecution of any possible criminal law violation(s) associated with any incident. The Contractor/Sub-Contractor shall cooperate with VA in any civil litigation to recover VA information, obtain monetary or other compensation from a third party for damages arising from any incident, or obtain injunctive relief against any third party arising from, or related to, the incident.

Liquidated Damages for Data Breach. Consistent with the requirements of 38 U.S.C. §5725, a contract may require access to sensitive Personal information. If so, the Contractor is liable to VA for liquidated damages in the event of a data breach or privacy incident involving any SPI the Contractor/Sub-Contractor processes or maintains under this contract. However, it is the policy of VA to forgo collection of liquidated damages in the event the Contractor provides payment of actual damages in an amount determined to be adequate by the agency.

The Contractor/Sub-Contractor shall provide notice to VA of a “security incident” as set forth in the Security Incident Investigation section above. Upon such notification, VA must secure from a non-Department entity or the VA Office of Inspector General an independent risk analysis of the data breach to determine the level of risk associated with the data breach for the potential misuse of any sensitive Personal information involved in the data breach. The term 'data breach' means the loss, theft, or other unauthorized access, or any access other than that incidental to the scope of employment, to data containing sensitive Personal information, in electronic or printed form, that results in the potential compromise of the confidentiality or integrity of the data.

Contractor shall fully cooperate with the entity performing the risk analysis. Failure to cooperate may be deemed a material breach and grounds for contract termination.

Each risk analysis shall address all relevant information concerning the data breach, including the following:

(1) Nature of the event (loss, theft, unauthorized access);

(2) Description of the event, including:

(a) date of occurrence;

(b) data elements involved, including any PII, such as full name, social security number, date of birth, home address, account number, disability code;

(3) Number of individuals affected or potentially affected;

(4) Names of individuals or groups affected or potentially affected;

(5) Ease of logical data access to the lost, stolen or improperly accessed data in light of the degree of protection for the data, e.g., unencrypted, plain text;

(6) Amount of time the data has been out of VA control;

(7) The likelihood that the sensitive Personal information will or has been compromised (made accessible to and usable by unauthorized Persons);

(8) Known misuses of data containing sensitive Personal information, if any;

(9) Assessment of the potential harm to the affected individuals;

(10) Data breach analysis as outlined in 6500.2 Handbook, Management of Security and Privacy Incidents, as appropriate; and

(11) Whether credit protection services may assist record subjects in avoiding or mitigating the results of identity theft based on the sensitive Personal information that may have been compromised.

Based on the determinations of the independent risk analysis, the Contractor shall be responsible for paying to the VA liquidated damages in the amount of $37.50 per affected individual to cover the cost of providing credit protection services to affected individuals consisting of the following:

(1) Notification;

(2) One year of credit monitoring services consisting of automatic daily monitoring of at least 3 relevant credit bureau reports;

(3) Data breach analysis;

(4) Fraud resolution services, including writing dispute letters, initiating fraud alerts and credit freezes, to assist affected individuals to bring matters to resolution;

(5) One year of identity theft insurance with $20,000.00 coverage at $0 deductible; and

(6) Necessary legal expenses the subjects may incur to repair falsified or damaged credit records, histories, or financial affairs.

The Central Iowa Health Care is a tobacco free facility.

Contractors must comply with VA and Federal requirements for COVID and all other infectious diseases that are applicable at time of work being performed on site.

All Contractor personnel performing work on the requirement must comply with VHA Directive 0710, VHA personnel Security and Suitability Program and are subject to finger printing and background checks.