Final PWS_636A-26-201.docx

Performance of Work Statement (Design-Build) Project: Patient Ceiling Lifts Procurement Project Number: 636A6-26-201 VA Central Iowa Health Care System (VACIHCS) 3600 30th St, Des Moines, IA, 50310

1. Background VACIHCS requires a Design-Build Contractor to procure, design, install, validate, and train for new patient ceiling lift systems across the Des Moines main campus. The procurement covers 194 actions consisting of 158 replacements, 21 additions, and 15 removals (no replacement), including designated bariatric capabilities. The DB Contractor shall deliver turnkey systems—installed, tested, certified, labeled, documented, and ready for immediate clinical use—with end‑user and maintenance training completed prior to beneficial use. The design shall incorporate best practices and methods and comply with Veteran Health Administration design guidelines.

Successful offeror will be an integrated Design-Build team including Licensed architects, engineers, and construction specialties to complete the scope of work. At minimum, the Design team will include experienced Architectural, Structural, Mechanical, Electrical, and Fire Protection design professionals. All architects and engineers must be professionally licensed in their field of practice. The Contractor shall provide evidence of past performance with four references including facility address, telephone number, email, contact name, demonstrating satisfactory service for similar installations.

NOTE:

This Performance of Work Statement (PWS) will refer to the collective Design-Build Team, which includes both Design and Construction, for performance requirements pertaining to the entire scope of work. Where applicable, Design Team or Construction Team may be used for specificity. All elements of design, construction, and post-construction are included in this PWS.

VA Design Guides, Specifications, and References (current versions).

A complete listing of all VA technical documents can be found on the VA website at https://www.cfm.va.gov/TIL/. These documents shall be referenced as a guide for the completion of this Design-Build project. Deviations from these guides must be submitted for review by the VA Office of Healthcare Engineering (OHE). At each submittal, address deviations from guidance with Contracting Officer Representative (COR)/Contracting Officer (CO) to coordinate OHE review process.

All document packages, including the final design/construction documents from a resultant contract will be subject to review and approval (by signature) of the COR and CO. All document packages, including the final design/construction documents moving forward for construction will be subjected to technical reviews, potentially including third party technical review and/or legal reviews. The Design Team is responsible for revising documents to incorporate comments provided by government reviews.

2. Scope Objectives and Technical Requirements

Design-Build Contractor (Design Team) shall provide stamped/sealed construction documents in accordance with requirements of Department of Veterans Affairs Program Guide PG-18-15 prior to the construction phase of this project.

Design Services includes site visit(s), field investigations, and user interviews to prepare complete construction drawings and specifications to meet the following 194 PWS Construction deliverables:

A. Replacement of 158 existing patient lift equipment, as identified in the attachment “Ceiling Lifts Replacements and Additions-CI,” ensuring all equipment meets the requirements outlined in Section 2.G (Salient Characteristic Requirements of New Patient Ceiling Lift Equipment) of this PWS. Installations shall be organized by the Contractor in accordance with all requirements of this PWS, referenced VA Design Guides and specifications, and applicable legal regulations. The Contractor shall deliver these replacements in a turnkey manner, including notification to the COR prior to construction activities, implementation of infectious control measures, demolition of existing equipment, construction waste management, structural evaluations, installation of structural supports where applicable, and installation of electrical to support the new equipment. Where patient rooms lack suitable electrical outlets for ceiling lifts, the Contractor shall obtain applicable utility outage permitting from the COR, and tie into the medical center’s electrical system to provide fully operational patient ceiling lifts. Turnkey delivery shall also include installation of the new equipment, ceiling tile and/or track replacement, gypsum board patchwork and painting, validation testing, preparation and completion of the “Installation or Relocation Checklist for Ceiling Mounted Patient Lifts” (attached), preparation and completion of “VHA Preventative/Corrective Maintenance Checklist – Ceiling-Mounted Patient Lifts,” end-user training, equipment vendor certification, and provision of warranty documentation upon VA acceptance. The final product shall consist of fully operational patient ceiling lift system, installed in accordance with VA requirements and including all necessary supports, finishes, and electrical connections. The Contractor shall have all installed equipment shall be validated, certified, and ready for immediate use by facility staff, with end-user training completed, and supporting structural and equipment calculations signed and stamped by a professional engineer.

B. Removal of 15 existing patient lift systems identified within the attachment “Ceiling Lifts Replacement and Additions-CI.” Removals shall be organized by the Contractor to meet all outlined requirements within this PWS and applicable legal regulations. Contractor removals shall include Contractor to COR notification prior to construction activities, implement infectious control measures, demolition of existing lift equipment, construction waste management, ceiling tile and/or track replacement, and gypsum board patchwork and painting. The final product shall consist of fully operational patient rooms, terminally cleaned post-construction activities with necessary equipment removed and finishes completed to regain clinical operational status.

C. Install 21 additional new patient ceiling lifts systems, as identified in the attachment “Ceiling Lifts Replacements and Additions-CI,” ensuring all equipment meets the requirements outlined in Section 2.G (Salient Characteristic Requirements of New Patient Ceiling Lift Equipment) of this PWS. Installations shall be organized by the Contractor in accordance with all requirements of this PWS, referenced VA Design Guides and specifications, and applicable legal regulations. The Contractor shall deliver these additions in a turnkey manner, including notification to the COR prior to construction activities, implementation of infectious control measures, demolition of existing equipment, construction waste management, structural evaluations, installation of structural supports where applicable, and installation of electrical to support the new equipment. Where patient rooms lack suitable electrical outlets for ceiling lifts, the Contractor shall obtain applicable utility outage permitting from the COR, and tie into the medical center’s electrical system to provide fully operational patient ceiling lifts. Turnkey delivery shall also include installation of the new equipment, ceiling tile and/or track replacement, gypsum board patchwork and painting, validation testing, preparation and completion of the attachment “Installation or Relocation Checklist for Ceiling Mounted Patient Lifts,” preparation and completion of “VHA Preventative/Corrective Maintenance Checklist-Ceiling-Mounted Patient Lifts,” end-user training, equipment vendor certification, and provision of warranty documentation upon VA acceptance. The final product shall consist of fully operational patient ceiling lift system, installed in accordance with VA requirements and including all necessary supports, finishes, and electrical connections. The Contractor shall have all installed equipment validated, certified, and ready for immediate use by facility staff, with end-user training completed, and supporting structural and equipment calculations signed and stamped by a professional engineer.

D. Contractor shall complete the following checklist with each patient ceiling lift installation or replacement: VHA Installation & Relocation Checklist – Ceiling-Mounted Patient Lifts https://www.publichealth.va.gov/docs/employeehealth/InstallationRelocation.pdf

E. Contractor shall complete the following checklist with each patient ceiling lift installation or replacement: VHA Preventive/Corrective Maintenance Checklist – Ceiling-Mounted Patient Lifts https://www.publichealth.va.gov/docs/employeehealth/PreventitiveMaintenance.pdf

F. Contractor shall complete work in compliance of VHA Directive 1611 (2023) – Safe Patient Handling and Mobility (SPHM) Program (Program planning, equipment, training, and compliance requirements) https://vaww.va.gov/vhapublications/publications.cfm?Pub=1

G. Salient Characteristic Requirements of New Patient Ceiling Lift Equipment

i. Load Capacity: Standard lifts: ≥ 500 pounds (motor & transfer gate). Bariatric lifts: ≥ 800 pounds (motor & transfer gate). Interlocking/transfer gate assemblies rated accordingly.

ii. Lift System and Profile: Motorized ceiling lift operation; low-profile design to maximize lifting height; Single-motor configuration for bariatric lifts; Floor lifting capability (lift from floor).

iii. Track and Rail Coverage: Full-room coverage via transverse rail plus two parallel ceiling-secured rails; Bariatric room tracks shall provide bathroom access including shower and over-toilet coverage in CLC bariatric rooms; non-powered automatic interlocking transition gate between room and bathroom.

iv. Transverse and Controls: Manual transverse option (standard and bariatric) allowing caregiver pull and both directions; Wired hand control with secure stow to prevent interference; Soft/slow start and stop; Lifting speed greater than or equal to 1.6 inches per second at maximum load.

v. Power and Charging: In-track continuous AC charging; no external charging station or additional power source required.

vi. Hanger Bars and Slings: Loop-style hanger bar compatible with loop-style slings; interchangeable hanger bars (2-point and 4-point).

vii. Safety, Measurement, and Emergency: Integrated patient scale that does not reduce lifting height; emergency pull-down accessible without tools/ladders; all installed patient ceiling lift motors shall be GFCI-protected.

viii. Cleaning and Documentation: No proprietary cleaning solution restrictions for lift components or straps; Provide service and parts manuals; Provide standard manufacturer warranty.

H. Electrical Requirements:

Estimate: Eight (8) new receptacles anticipated (see “Ceiling Lifts Replacements and Additions‑CI” comments). Outages: Provide ≥ 14 calendar days’ written notice to COR for any utility outage; outage memos signed by VA representatives may be required. Lock‑out/Tag‑out (LOTO): Apply LOTO to circuits/disconnects; working on live circuits is prohibited.

I. Physical Integration and Life Safety Requirements:

Do not relocate or interfere with sprinkler heads, lights, HVAC grilles, curtain tracks, IV tracks, televisions, permanent furniture, or other permanent structures. Deviations require CO/COR approval. Do not breach firewalls; any fire barrier penetration must be discussed with VA Safety and repaired immediately; Above Ceiling Permit is required before ceiling work; COR will inspect after ceiling work prior to continuing. Maintain ≥ 18-inch clearance below sprinkler heads; notify COR where infeasible due to existing conditions. No cutting indoors that produces fumes or sparks.

J. Infection Control (ICRA Requirements):

Implement ICRA Level II precautions for rooms and Level III for Radiology spaces; include HEPA filters, HVAC isolation, dust/sticky mats, negative air machines, venting to outside where necessary, and negative pressure gauges outside active construction rooms; If window removal is necessary for venting, re-caulk/glaze windows after ICRA compliance work; Thoroughly clean rooms prior to turnover; VA will inspect before moving to the next scheduled room.

K. Training, Manuals, and Warranty Requirements:

User Training: One session per shift (up to 2 shifts) per affected area, plus training for onsite trainers (up to 10 sessions) scheduled after installation and before use, coordinated with COR. Maintenance Training: Provide training for the HTM team on all new equipment as specified by the manufacturer. Manuals: Provide electronic user and repair manuals for each installed lift at no additional cost. Warranty: Provide manufacturer’s warranty on all parts and labor for at least one year after VA equipment acceptance, including travel and shipping costs for warranty service.

L. Deliveries and Storage Requirements:

Deliver/stage per COR coordination; removal all shipping debris; maintain protective coverings; Store products in dry, enclosed, climate-controlled facilities; VA does not provide storage; Government-requested delayed delivery up to 90 days after initial award delivery date shall be at no additional cost.

M. Safety Requirements:

All Contractor personnel must have OSHA 10-hour construction safety training. An OSHA Competent Person (CP) with OSHA 30-hour shall be present whenever general, or subcontractor work is performed.

N. Security/Access Requirements:

Contractors must be registered in appropriate vendor tracking systems and carry photo ID; all onsite personnel must wear visible names and company identification; when multiple personnel are onsite, designate a supervisor responsible for work.

O. Contractor Health Requirements:

Onsite Contractor and subcontractors shall comply with medical center health requirements including updated TB testing and influenza shot requirements.

P. Protect Government Property Requirement:

Protect buildings, grounds, furnishings, provide floor protection; material handling equipment shall have rubber wheels; repair/replace any Contractor-caused damage at the Contractor’s cost.

Q. VA Provided Construction Contractor Laydown Area:

The VA will provide the Contractor with a laydown space outside of the main hospital. It is the contractor’s reasonability to maintain a clean, free of debris space. Upon the issuance of the Construction Notice to Proceed, the contractor shall provide construction fencing that isolates and secures their respective laydown space. The VA will provide a laydown space that will allow for a contractor admin trailer, minimal equipment storage, and space for construction waste dumpster(s). Laydown space location and square footage will be communicated to the Contractor after acceptance of the DD-2 65% Submittal.

R. Additional Phased Construction Requirements:

Construction services shall be organized during the design period to encompass a phased plan that provides construction deliverables under this contract by progressing room by room. Contractor work can extend into two given departments at a time with the exception of the CLC and Cottage. The CLC must completed alone all at once. The Cottage is not occupied space for patient care and all rooms will be available to be worked simultaneously. Departments are defined as CLC (Community Living Center), Cottage, 3B, ED (Emergency Department), Radiology, Specialty Clinic, Dental, RT/Sleep Lab, Biomed (Health Technology Management), and PACU/Recovery respectively. Provide at least 45 days’ written notice to COR before initiating work in a department. Notify the COR upon completion of each room prior to moving to the next room. Information pertaining to room locations, existing lift identifiers, and lift specific comments are available in the attachment “Ceiling Lifts Replacements and Additions-CI.” Department specific phasing requirements are as follows: CLC: Complete two patient rooms per week; 3B: complete two rooms per week; Radiology: complete one patient room per week; Emergency Department: Complete one patient room per week.

S. Work Hours: 7:00 AM to 3:30 PM, Monday through Friday, excluding Federal Holidays.

T. Additional Information/General Requirements The Design Build Contractor(s) shall notify the COR or any deviations from this document, reference guides, manuals, or any other related documents used. Approval for deviations requires a review by the Office of Healthcare Engineering. Coordinate submission requirements for deviation request with CO/COR.

3. Design Services The Design Team shall produce Construction Documents, including drawings and specifications, in accordance with professional architectural/engineering practices and, where identified, VA criteria.

The Design Team shall provide any additional design criteria necessary for project development (supporting calculations, equipment guide list, Design and Construction Procedures, design manuals, signage, design, etc.) so that the Design Build Team can provide construction drawings and specifications.

During the design and construction of the project, the Design Team will be required to participate in construction inspection and assist in the review of:

i. Construction Document submittals including specifications and design calculations.

ii. Shop Drawings, Product Data, and Samples

iii. Test Results, Certifications, and Other Submittals

iv. Operation and Maintenance Manual, end-user training, project record documents, and warranties.

Utilize appropriate and/or edited section of the following VA documents:

i. VA Master Construction Specifications (PG-18-1);

ii. VA Design and Construction Procedures (PG-18-3);

iii. VA National CAD Standards Details (PG-18-4);

iv. VA Seismic Requirements (H-18-8);

v. VHA National CAD Standard Application Guide Provide design criteria from VA Design Manuals where appropriate and as determined during design, including but not limited to the following:

i. Architectural Design Manual;

ii. CPM Design Manual;

iii. Electrical Design Manual;

iv. Site Development Design Manual;

v. Structural Design Manual;

Design Deliverables: At each submission, the A/E shall date all material and present design on VA standard size drawings that are appropriately labeled, “SCHEMATIC SUBMISSION,” “DESIGN DEVELOPMENT SUBMISSION,” or “CONSTRUCTION DOCUMENT SUBMISSION,” in large block letters above or beside the VA standard drawings title block. In each submission, the A/E shall incorporate corrections, adjustments, and changes made by the VA at the previous review.

All submittals shall meet requirements listed in VA PG 18-15 and be submitted in the digital format requested unless otherwise noted.

A. SCHEMATIC DESIGN [SD-1] SUBMITTAL (35% Documents):

i. Draft narratives, analyses, studies, calculations, and data. Provide documents in Microsoft Word format.

ii. Schematic Design Development (SD) Drawings Submittal. Provide set in hardcopy and Adobe PDF format.

iii. Draft Project Specifications in Microsoft Word format. The VA provides the initial PG-18-1 VA Master Specifications as part of this contract. The Contractor’s Design Team is responsible for implementing and editing additional VA Master Specifications, as applicable to the project deliverable objectives outlined in this Performance of Work Statement, VA Directives, relevant legal regulations, and VA Design Guides (https://www.cfm.va.gov/TIL/). The VA reserves the right to request the inclusion of further PG 18-1 VA Master Specifications at no additional cost, should they be deemed required within the design documentation.

iv. Allow 21 calendar days for VA review.

B. DESIGN DEVELOPMENT [DD-1] Submittal (65% Documents):

i. Mark-Ups: Report of disposition of marked-up comments or drawings showing corrective action from prior submittal responding to comments.

ii. Draft narratives, analyses, studies, calculations, and data. Provide documents in Microsoft Word format.

iii. Design Development (DD) Drawings Submittal. Provide full-sized (Arch C) set in hardcopy and Adobe PDF format.

iv. Final Project Specifications in Microsoft Word format.

v. Allow 21 calendar days for VA review. Notice to Proceed (NTP) with Construction will occur upon acceptance of the 65% DD-1 Submittal.

C. Construction Documents Construction documents shall be updated and maintained throughout the construction to show the status of planned and installed elements of construction. Updated drawings shall be provided monthly in digital PDF format to the COR.

D. Post Construction Submittal/Record Drawings Obtain information in the form of marked-up prints, drawings, and other data certified by the construction contractor documenting changes made during the performance of work. Review of general accuracy of information submitted and certified by the Contractor. Prepare As-Built drawings and provide digital copies to the COR in .DWG and .PDF format. Provide manufacturer’s data and warranties for all installed equipment.

4. Construction Services Construction shall commence with VA issuance of a Notice to Procced upon acceptance of the 65% DD Submittal. Design Team Construction Period Services (CPS) shall be provided during the entire construction period of performance. Services to be performed under CPS include, but are not limited to the following:

A. Pre-Construction Meeting: The Design Build Team (design and construction) shall attend a pre-construction meeting prior to the start of work.

B. The Design Team shall review submittals, shop drawings, plans, or any other related documentation submitted by the Construction Team for compliance with the construction documents.

C. Weekly Progress Meetings: The Design Build Team Project Leader (designated by the prime Contractor) will attend and record minutes for all meetings related to this contract and other meetings as determined by the Contracting Officer Representative (COR).

D. Requests for Information (RFI) Submittals: RFIs shall be resolved by the Design Build Team and coordinated with the COR for final approval. The COR and CO will respond to requests for RFI approval according to the following categories:

i. Critical – 2 calendar days (Cost and Schedule delays)

ii. Urgent – 7 calendar days (Schedule delays)

iii. Normal – 14 calendar days E. The Design Build Team shall provide change order documents, change order cost estimates, contractor proposal evaluations, recommendations and assist the VA in final price determination.

F. The Design Team shall review and recommend approval of the O&M Manual(s).

G. The Design Team shall coordinate any required training with the General Contractor, manufacturers, etc to ensure VA personnel are knowledgeable on equipment or systems.

H. Post Construction Services (Record Drawings):

i. Obtain information in the form of as-build drawings, marked-up prints, and other data certified by the construction contractor documenting changes made during the construction period of performance. All information provided or gathered will be verified by the Design Team for accuracy and completeness. These drawings and information will then be incorporated into the construction drawings to produce project record drawings.

ii. Create electronic copies in AutoCAD format of all associated files with the project.

iii. Create as-build construction documents accordance with the VA national CAD Standards Application Guide. Provide all supplemental files, including fonts, plotter configurations, etc., that are required to open and plot drawings. Where drawings were created with an AutoCAD add-on program, save the files so that they can be used with AutoCAD only. Drawings shall be saved such that one file will produce one plot without manipulation of layers.

iv. Create electronic PDF files using the most recent version of Adobe Acrobat.

v. Deliver record drawings to the VA no later than 45 days following the project’s final beneficial occupancy/final acceptance of the site.

5. Period of Performance, Phasing Requirements, and Schedule

A. Design Phase: The contract Period of Performance for the design phase shall be 100 calendar days from the Notice to Proceed for Design. Period of Performance for total design and construction is 730 calendar days from Notice to Proceed for Design.

The proposed schedule for Design Build services is as shown below:

Notice to Proceed (Construction)

15 calendar days after acceptance of DD1 submittal. (115 days after Notice to Proceed for design)

Construction Completion

570 calendar days after Construction Notice to Proceed. (685 days after Notice to Proceed for design)

As-Built Documents

45 calendar days after Construction Completion (730 days after Notice to Proceed for Design)

6. Confidentiality and Nondisclosure: It is agreed that:

The preliminary and final deliverables, and all associated working papers, application source code, and other material deemed relevant by VA which have been generated by the contractor in the performance of this contract, are the exclusive property of the U.S. Government and shall be submitted to the CO at the conclusion of the contract. The CO will be the sole authorized official to release, verbally or in writing, any data, draft deliverables, final deliverables, or any other written or printed materials pertaining to this contract. No information shall be released by the contractor. Any request for information relating to this contract, presented to the contractor, shall be submitted to the CO for response. Press releases, marketing material, or any other printed or electronic documentation related to this project, shall not be publicized without the written approval of the CO. Upon request and if available, any existing campus plans, inspections, directives, etc. will be provided by the VA for use in completing the design. The VA does not guarantee the accuracy and completeness of any of the data provided and Design Team shall investigate and verify the accuracy of documents that impact the design in a manner that has a direct bearing on both the design and the cost of construction.

7. Meeting and Conferences:

The Design Team shall be responsible for attending and having appropriate representation for all design review meetings and conferences held with the VA during design services and construction period services. At a minimum, during design services, a kick-off meeting will be held virtually and a review session for each design development stage. Design Team is responsible for providing “action-taken” comments to design review comments provided by the VA. During CPS, at a minimum, weekly progress meetings will be held for discussion of the ongoing construction project, and the Design Team shall be prepared to provide guidance on construction documents, RFI’s, submittals, etc. The Design Team shall be responsible for recording and distributing all meeting minutes within two (2) calendar days of the meeting or conference. All documentation shall be in PDF format.

8. Flow Down of Contract Requirements to Subcontractors:

The Contractor shall incorporate the substance of this clause, its terms and requirements including this paragraph, in all subcontracts under this [contract vehicle], and require written subcontractor acknowledgment of same. Violation by a subcontractor of any provision set forth in this clause will be attributed to the Contractor.

The estimated magnitude of construction is between $2,000,000 and $5,000,000