Attachment 24 - SOW 578-21-703 EHRM Training and Admin Space Support - Phase 1 - Hines IL 2020-12-30.docx

Statement of Work

EHRM Training and Admin Space Support - Phase 1 - Hines, IL Project 578-21-703

12/30/2020

A) Mission.

Engineering Service’s mission is the total oversight and management of the environment of care, as it pertains to the physical infrastructure and base plant operations, at the Edward Hines VA Hospital. Engineering support is for customers that include, but are not limited to, patients, visitors, clinic staff and administrative employees.

B) Goals.

The goal of this project is to renovate the building enclosure of Building 20 and perform selective demolition of the interior in preparation for the renovation of the interior under a separate contract.

C) Current Conditions.

Edward Hines Jr. Veterans Affairs Hospital provides primary, extended, and specialty care services. Building 20 is a 2 story building that currently serve Grounds, Warehousing and Motor Pool functions. Building 20 was constructed in 1922 and is a cast-in-place concrete structure. The building is part of the Hines Historical District. The masonry and exposed concrete need to be stabilized and repaired. The roof requires replacement.

D) Justification.

Building 20 was constructed in the late 1920s. The building enclosure requires attention in order to prevent water intrusion and further deterioration. This project will seal up the building enclosure and preform selective interior demolition in order to prepare the building to serve as the Training location for the EHRM roll-out. This project will correct the following FCA deficiencies:

1) Record No. 42223 for Exterior Walls which was graded as a “D”.

E) Objectives.

The objectives of this project are to:

F) Acronyms and Definitions.

The following is a listing of acronyms and/or definitions to terms used in this document.

G) Requirements.

Where a conflict exists between the Statement of Work (SOW) requirements and the requirements of other associated contract documents, the SOW requirements shall prevail.

This SOW presumes the contractor will not need access to the Hines LAN or any VA Sensitive Information to execute the contract.

The awarded Contractor will adhere to all codes, standards, guidelines and design requirements found in the VA’s Technical Information Library (TIL) including but not limited to the following:

1) Pre-bid site visit:

a. A pre-construction site walk through is encouraged and should be coordinated by the CO. The intent of this walkthrough is to give the contractor access to the project site so that an accurate evaluation of the project requirements and site assessment can be made.

b. Contractor shall coordinate with the COR to schedule the site visit seven (7) calendar days prior to the requested date.

2) RFI Submittals:

a. The contractor shall submit any RFI’s resulting from the site visit within five (5) working days after the inspection to the CO.

b. Unless otherwise stated the contractor shall allow the COR and CO ten (10) working days to respond to an RFI.

3) Infection Control Barrier (ICB):

a. Temporary construction partitions shall be smoke-tight and built of noncombustible materials that will not contribute to the development or spread of fire.

b. Barriers shall not obstruct access to emergency services and for fire, police, and other emergency forces.

c. The Contractor shall provide and install a rigid infection control panel system manufactured by Edge Guard out of Bement, Illinois or an approved equal. http://www.edge-guard.com/home.html. Salient details of the infection control barrier are:

i. The ICB must be fire-resistant.

ii. The barrier must be water resistant; capable of being cleaned and sanitized.

iii. Installation of the barrier shall not:

1. Generate dust outside the barrier.

2. Generate excess noise outside the barrier.

3. Generates excess fumes outside the barrier.

iv. Demobilization of the barrier shall not:

1. Generate dust outside the barrier.

2. Generate excess noise outside the barrier.

3. Generates excess fumes outside the barrier.

4. Require floor, wall, or ceiling repairs upon removal.

v. The barrier should be environmentally responsible.

1. The materials should be reusable.

2. The materials should not contribute to unnecessary waste to our landfills.

d. Fire-resistant plastic sheeting may be used to supplement the rigid infection control panel system. COR approval is required.

i. The Contractor shall submit an RFI requesting approval during the bid period.

e. Wood studs, plywood, OSB, particle board, pressboard, or other flammable materials are not allowed at Hines.

f. Manometers shall be installed on the ICB adjacent to every entrance of the work zone to monitor negative pressure within the work zone. See Attachment 15.

g. All doors to rooms inside the work zone but directly impacted by the work shall have their doors shut and the perimeters taped to prevent the migration of dust and debris into these rooms.

h. Cover all sprinkler heads (daily), signs, data transmitters, and light fixtures. Cover the supply and return diffusers within the work zone to prevent the spread of dust and fumes to other areas outside the work zone.

i. Rigid infection control panel system and manometers are to be submitted and approved by the COR prior to installation.

j. The following is a manner acceptable to Hines Infection Control to maintain negative pressure inside an infection control barrier with no reasonable access to discharge air to the exterior.

i. Install a floor-to-ceiling infectious control barrier (ICB) meeting the fire-rating required.

ii. Cover all sprinkler heads (daily), signs, data transmitters, and light fixtures. Cover the supply and return diffusers within the work zone to prevent the spread of dust and fumes to other areas outside the work zone.

iii. Place the air scrubber inside the ICB with a HEPA filter. The air scrubber will draw air from inside the ICB.

iv. Place a flapper valve connection on the ICB near to the ceiling.

v. Route the filtered air from the scrubber via a collapsible duct to the flapper valve thus maintaining negative pressure inside the ICB.

vi. If the power should accidently get cutoff, the flapper valve will swing close thereby maintaining the integrity of the ICB.

4) The contractor shall post and maintain the final signed ICRA and ILSM (when issued) at the entrance to the jobsite for the duration of the project. The contractor will update the postings when new documents are issued.

5) Equipment Lead time:

a. Equipment lead times line shall be incorporated into the project schedule and used in conjunction with the baseline for the project start date.

6) EHVAH Permits:

a. Unless otherwise stated the contractor shall submit for all required VA permits (i.e. dig) fourteen (14) calendar days prior to the event based on the approved project schedule with the COR.

7) Project Pay Applications:

a. All submitted project pay applications require certified payroll and waste report documents to be current with each pay submission.

b. Certified payroll documents shall be submitted to the COR weekly.

c. Approval of all invoices will require documents to be current.

8) Work outside of normal business hours or weekends:

a. All work performed after hours or on weekends requires coordination with the COR and shall be requested fourteen (14) calendar days prior in writing or e-mail to the COR for approval.

b. No work shall take place without written or e-mail confirmation from the project COR.

9) Utility Shutdowns:

a. Contractor shall provide twenty-one (21) calendar days’ advance notice for any planned utility shutdowns to all allow the station to notify staff/visitors and prepare contingency plans if necessary.

b. Planned utility shutdowns should be indicated on the project schedule.

10) Submittals and Shop Drawings:

a. Unless otherwise stated the contractor shall provide shop drawings and equipment submittals for review and approval by the COR seven (7) calendar days prior to the start of construction.

b. No work shall be started prior to review and approval by the COR.

11) Certifications:

a. When applicable, the contractor shall provide certification for all personnel performing any welding and shall certify all welds prior to the start-up of any of the units.

b. These certifications shall be supplied to the COR and retained as a permanent record of the project folder.

c. Personnel certifications shall be provided to the COR prior to the start of construction.

d. All weld certifications shall be provided to the COR at the end of every work week when applicable.

12) OSHA Certification:

a. The contractor shall have an OSHA certified site superintendent on site whenever any work is being performed.

b. A copy of the OSHA certification shall be supplied to the COR prior to the start of any work and retained as part of the project folder.

13) Post-Award meeting:

a. The meeting shall be coordinated through the COR and CS/CO.

b. The meeting shall take place after the Notice to Proceed has been issued but prior to the start of demolition/construction.

c. The Contractor shall schedule and attend a “Page-Turn” meeting in which the COR will be in attendance. The goal of this meeting is to clarify any confusion the Contractor may have regarding the contract documents in advance of commencing construction activities, delivery of project submittals, submission of the project schedule, the coordination of project phasing, etc.

14) Mechanically attached or RhinoBond roofing systems will not be considered as an equal to fully adhered roofing systems.

H) Scope of Work.

The Scope of Work for this project includes all labor, management, and materials for the renovations of the building enclosure and perform selective demolition of the interior of Building 20. All measurements/dimensions are approximate. Contractor must verify all measurements/dimensions.

The Contractor shall inspect the area under contract prior to commencing work and identify any pre-existing damage and provide an Existing Site Conditions report with related photos to the Contracting Officer for review and approval.

Any deviation from this scope of work requires the express authorization of the Contracting Officer. The Contracting Officer Representative (COR) does not hold the authority to authorize changes to this scope of work.

1) Continued Use – The Medical Center maintains operations 24 hours a day, 7 days a week. Therefore, any interruption in service must be scheduled and coordinated with the COR to ensure that no lapses in operation occur. It is the Contractor’s responsibility to develop a work plan and schedule detailing, at a minimum, the procedures to be employed, the equipment and materials to be used, the interim life safety measure to be used during the work, and a schedule defining the duration of the work with milestone subtasks. The occupants and most of the stored material in Building 20 will remain during construction.

2) Phases – The project is to be completed in one singular, uninterrupted phase.

3) Asbestos – Asbestos for the building is provided. See Attachment 17. For the purposes of this project all floor tile and mastic shall be abated in rooms designated for selective demolition. All pipe insulation discovered during demolition shall be tagged as “presumed asbestos” and will be abated at a later date. Any other asbestos encountered during this project will be brought to the attention of the COR.

4) Construction Documents. The General Contractor shall be responsible for providing all elements described in the construction documents.

a. 578-21-703 Drawings. See Attachment 20.

b. 578-21-703 Specifications Book. See Attachment 21.

I) Constraints.

1) Work hours for EHVAH staff are from 7:30 am until 4:00 pm, Monday through Friday. The contractor may work nights and weekends to meet the schedule provided it is coordinated with the VA.

2) Photographs may be taken of the work performed at the jobsite. However, photographs containing patients and/or staff are a violation of the Patient Privacy and hospital policy. Both violations are subject to penalties and dismissal. Permission from the EHVAH Public Affairs Officer (PAO) is required and should be coordinated with the project COR.

3) Exploratory demolition is permitted but must be coordinated with the COR.

4) VHA Directive 1085 implements a smoke-free policy for patients, visitors, contractors, volunteers, and vendors at VA health care facilities.

5) All contractors visiting the jobsite will need to receive a temporary PIV (Flash) badge. The procedure to follow is:

a. Contractors must FIRST get their fingerprints done by Human Resources located in Building 17.

b. It takes between 3-5 days at least for fingerprints clear.

c. Once fingerprints have cleared the person requesting a badge can be sponsored.

d. The contractor must then complete a “Request for a PIV card” form. See Attachment 11 and then turn in to the Engineering Services.

e. The contractor can then be sponsored upon verification the fingerprints have been cleared.

f. Once contractor has been sponsored the COR, they can call PIV (708) 202-5170 to make arrangements for issuance of a PIV for badge.

J) Tasks and Responsibilities.

A pre-construction (kick-off) meeting between the Contracting Officer (CO) or Contracting Specialist (CS), the Contracting Officers Representative (COR), and key GC team members will be conducted to review project objectives, scope, deliverables, communication, site access, schedule, and responsibilities. During this meeting the Notice to Proceed (NTP) should be signed. After this meeting the awarded GC firm shall provide their services according to the approved project schedule.

1) Preconstruction Period: The Contractor shall provide the following:

a. Logistics Plan: A comprehensive narrative describing the chronological planned development of the project. The Logistics Plan includes an organizational chart, hourly rates, staging plan, description of means and methods, and hours of work.

b. Construction Security Plan: Defines both physical and administrative security.

c. Construction Phasing Plan: It is the CONTRACTOR'S responsibility to develop a work plan and schedule detailing, at a minimum, the procedures to be employed, the equipment and materials to be used, the interim life safety measure to be used during the work, and a schedule defining the duration of the work with milestone subtasks.

d. Submittal Registry: The Submittal Registry shall include a listing of all documentation required for pre-approved submissions including shop drawings, technical data, product performance information, calculations, and samples.

e. Accident Prevention Plan: The APP (aka Construction Safety & Health Plan) shall interface with the Contractor's overall safety and health program.

f. Activity Hazard Analyses: AHAs are also known as Job Hazard Analyses, Job Safety Analyses, and Activity Safety Analyses.

g. Construction Schedule: WBS schedule including start/end dates, duration and sequencing, preferably in MS Project or Primavera format (include floats).

h. Schedule of Values: A detailed Breakdown for Payment, including design stages, work performed and work invoiced per Progress Payment submission.

i. Existing Conditions Survey: Before any work is started, the Contractor shall make a thorough survey with the COR of the buildings or areas of buildings in which alterations occur and areas which are anticipated routes of access, and furnish a report, signed by both, to the Contracting Officer.

j. Infection Control Plan (ICP): Narrative description of the dust control and debris disposal process including disposal destination and methodology.

k. Quality Control Plan (QCP): Describes the methods by which the Contractor will ensure all work is being accomplished in accordance with specifications and this SOW.

l. Environmental Protection Plan: The Contractor shall meet with the COR to discuss the proposed Environmental Protection Plan and to develop mutual understanding relative to details of environmental protection.

m. Document Submissions. All documents included as Attachments to this SOW that are required to be filled out and signed or jointly signed by the Contractor.

n. Demolition Debris Management Plan.

o. Certificates, Licenses, and Training Documents.

p. Obtain PIV badges.

q. RFI’s: Other than those resulting directly from demolition or construction.

2) Construction Period: The Contractor shall provide the following during construction services:

a. Display the signed PCRA, ICRA, ILSM and Emergency Contact Information in a location coordinated with the COR.

b. Attending biweekly construction meetings which are facilitated by the COR.

c. Submit RFI’s during construction as necessary.

d. Issue biweekly field reports of construction progress to the COR.

e. Attend field inspections and punch list inspections as requested by the COR.

3) Construction Close-out Period:

a. The Contractor shall provide the following:

1. Inspection and Approval by the COR and/or the CO.

2. Final Approval and Beneficial Occupancy when applicable.

3. Warranties documents and O&M Manuals.

4. As-built drawings and record submittals.

5. Staff training when applicable.

6. Contractor Release of Claims.

7. All Waste Reports submitted per Safety and Health during Construction Activities.

8. Existing Conditions Re-survey.

b. The COR shall review the contractor close-out submissions for thoroughness and conformance with the contract document requirements. The COR shall also review field-marked as-built drawings for conformance with final installations.

c. The COR shall utilize these as-built drawings and specifications from the contractor and generate as recorded drawings and specifications.

K) Deliverables.

1) The contractor shall provide all submittals required by the Specifications Book.

L) Time Frames.

1) This project shall be completed within One Hundred Twenty (120) calendar days once NTP is issued.

a. Phasing – This project shall be executed in one phase based. Work shall be executed uninterrupted until complete.

b. Pre-construction (kick-off) Meeting is when the Notice to Proceed (NTP) is signed.

c. Pre-Construction Period duration is NTP + 30 calendar days. Within this period the contractor shall provide all materials included under Tasks and Responsibilities and the following:

1. Logistics Plan.

2. Construction Security Plan.

3. Construction Phasing Plan.

4. Submittal Registry.

5. Accident Prevention Plan.

6. Activity Hazard Analyses.

7. Construction Schedule.

8. Schedule of Values.

9. Existing Conditions Survey.

10. Infection Control Plan.

11. Quality Control Plan.

12. Environmental Protection Plan.

13. Document Submissions.

14. Demolition Debris Management Plan.

15. Certificates, Licenses, and Training Documents.

16. Obtain PIV badges.

d. Construction Period - To be determined based upon the approved schedule for construction. The estimated construction period is 75 calendar days with all product submittals to be delivered prior to the start of construction to the COR for review and approval. No demolition or construction shall be started without the review and approval from the COR for those items listed in the Pre-Construction Period unless authorized in writing by the COR or the CO.

e. Construction Closeout Period duration is NTP + 120 calendar days. The contractor shall submit within 15 calendar days from EHVAH acceptance of the completed punch list items and commissioning reports (if applicable). Within this period the contractor shall provide all materials included under Tasks and Responsibilities and the following:

1. Inspection and Approval by the COR and/or the CO.

2. Final Approval and Beneficial Occupancy when applicable.

3. Warranties documents and O&M Manuals.

4. As-built drawings and record submittals.

5. Staff training when applicable.

6. Contractor Release of Claims.

7. Waste Reports.

8. Existing Conditions Re-survey.

M) Performance Monitoring.

The Government will periodically evaluate the Contractor’s performance by appointing a representative(s) to monitor such performance and ensure services are received. The Government representative will evaluate the Contractor’s performance through intermittent on-site inspections of the Contractor's performance.

N) Other Pertinent Information or Special Considerations.

1) All Contractor personnel shall be certified by appropriate federal and state regulatory agencies to meet federal and local certification requirements as applicable. All licenses, permits and welding certifications shall be kept current throughout the period of performance of the contract. The Contractor shall provide the Government copies of such certificates.

2) Per VA Information Security Program policy – VA Directive and Handbook 6500 and 6500.6, Appendix A, contractor storage, generation, transmission or exchanging of VA sensitive information during this construction project is not acceptable.

3) All work shall be scheduled to meet requirements of EHVAH. All work shall be coordinated through the Contracting Officer. Local coordination shall be routed through the Contracting Officer’s Representative.

4) The contractor shall provide to the Contracting Officer record of work certifications for all trades relative to this contract 5 calendar days prior to beginning work. Certifications shall include welders, pipe installers, machine operators, etc.

5) Contractor is responsible for repairing any damages to existing utilities incurred during construction or demolition.

6) Utilities within the area and identified on existing drawings are not to be interpreted as the exact location, or as the only existing site conditions. Contractor shall verify all existing conditions and proceed with caution around any anticipated obstructions.

7) Where any work disturbs the grass areas, sod, walls, ceilings, floors, windows, entrances or building structures, etc. or where new and old work join, the Contractor shall restore, repair or refinish affected areas or surfaces to their original condition, or as existed before the commencement of this project. Upon completion of the contract, the Contractor shall deliver all work complete and undamaged. Any damage that may be caused by the Contractor or his work crews or subcontractors to any existing structure, grounds and utilities shall be repaired or replaced to their original condition.

8) Should a conflict exist between VA requirements and VA adopted nationally recognized codes and standards, the conflict shall be brought to the attention of the Contracting Officer. The resolution of the conflict shall be made by the authority having jurisdiction for VA to ensure system-wide consistency. All work conducted under this scope of work shall comply with the Department of Veterans Affairs Master Specifications and all applicable state and federal regulations and codes.

O) Risk Control.

1) Refer to the attached ICRA form.

P) Government Furnished Equipment (GFE)/Government Furnished Information (GFI).

1) GFE.

a. None.

2) GFI.

a. No additional information is intended to be supplied other than information that is requested by the Contractor.

Q) Point of Contact at the EHVAH.

1) John Robertson General Engineer Project Planning Section Engineering Service Edward Hines Jr. VA Hospital 5000 S. Fifth Avenue Building 2, Room 121 Hines, IL 60141 John.robertson9@va.gov Phone: 708-202-8387 ext. 22605 image1.jpeg