S02 - ATTACHMENT 1 - STATEMENT OF WORK LIVERMORE CA.pdf

PAD EHRM- Site Preparations

Project No. 640A4-21-703

Department of Veterans Affairs

Palo Alto Health Care System

Livermore, CA 94550

STATEMENT OF WORK

PROJECT TITLE: LVD EHRM – Site Preparations

PROJECT NO: 640A4-21-703

PROJECT TYPE EHRM-NRM Project

DATE: July 7, 2021

EXECUTIVE SUMMARY

A. PROJECT DESCRIPTION: This project is to provide a comprehensive design build service to prepare site and utilities for EHRM command center, admin, and training trailers located at Livermore campus. This work includes complete design and construction services to provide power and telecommunication utilities to all EHRM training trailers indicated in the attached exhibit 1 along with any site preparations required including but not limited to grading, leveling, walkway, etc.

B. PROJECT LOCATION: Veterans Affairs Palo Alto Health Care System (VAPAHCS), Livermore Campus, 4951 Arroyo Rd, Livermore, CA 94550.

C. PROJECT CONSTRAINTS: The Contractor must follow interim life safety and infection control measures during construction, code compliance, and egress plans, and must coordinate all utility shutdowns with the contracting officer’s representative. The Contractor shall follow all applicable federal and local jurisdictions laws/standards/requirements when conduct the work.

STATEMENT OF WORK – CONSTRUCTION SERVICES FOR LVD TRAINING SITE – SITE

PREPS

Project Number 640A4-21-703 Page 2

Table of Contents

1. PROJECT BACKGROUND

2. STATEMENT OF BID ITEMS

3. DESIGN BUILD SCOPE OF WORK

4. COMPLIANCE WITH CODES AND STANDARDS

5. ADDITIONAL CONSIDERATIONS

6. COORDINATION AND EXECUTION

7. ABBREVIATIONS AND ACRONYMS

Contractors shall refer to the solicitation documents for the minimal submission requirements and instructions pertaining to this project. The Contractor shall provide services as outlined in this statement of work, as well as associated design documents, drawings, and specifications. These services shall be provided to the Veterans Affairs Palo Alto Healthcare System (VAPAHCS), located at 4951 Arroyo Rd, Livermore, CA 94550, all in accordance with this statement of objectives and applicable contract terms or conditions.

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1. PROJECT BACKGROUND

1.1 VAPAHCS is a major tertiary care referral center with three hospital-based divisions and a network of seven (7) community-based outpatient clinics (CBOCs) and Research and Administrative campuses. VAPAHCS provides primary, secondary, and tertiary care within a large geographical region encompassing a 10 county, 13,500 square mile catchment area. Approximately 272,000 veterans reside within VAPAHCS’ primary services area (PSA).

1.2 VA is transitioning to a new electronic health record (EHR) system — the software that stores health information and tracks all aspects of patient care — over a 10-year period scheduled to end in 2028. The new system connects VA medical facilities with the Department of Defense, the U.S. Coast Guard and participating community care providers, allowing clinicians to easily access a Veteran’s full medical history in one location.

2. STATEMENT OF BID ITEMS

2.1 Contractor shall provide a comprehensive service including utilities and site preparation to support the installation of EHRM supporting trailers. Utilities shall be thoroughly investigated and constructed to ensure long term durability and meet all applicable standards and codes. All work shall be done in accordance with, all laws, ordinances, building codes, rules and regulations applying to the work, including, but not limited to VA, Federal, State, County, City, Industry design guides, codes, standards, regulations and policies. Contractor shall work with COR to minimize construction impact to daily operation of VAPAHCS at Livermore Division while maintaining vehicular traffic circulation. Minimum project requirements are listed below.

2.1.1 Contractor shall perform a site visit before providing a proposal.

2.1.2 Contractor shall clearly separate design cost and construction cost in the proposal.

2.1.3 Clear and grub the area in the attached exhibit 1 to prepare for trailers landing site.

2.1.4 Construct 8 ft wide ADA compliance asphalt paths as shown in attached exhibit 1

2.1.5 Reconstruct any existing site features including but not limited to sidewalk, lighting, etc. to ensure proper egress from surrounding buildings.

2.1.6 All existing utilities shall be investigated thoroughly, protected, and adjusted to grade.

2.1.7 Any off-haul soil is to be treated as non-clean class 2 and require additional soil testing followed TCLP procedure.

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2.1.8 Contractor is responsible for all third-party testing and commissioning services for all utilities work performed in this contract including but not limited to coordination study, arch flash, etc.

2.1.9 Contractor shall perform power study for 30 days if required by the facility.

2.1.10 All work performed by the Contractor shall be in compliance with VA construction specifications.

2.1.11 Design provisions for normal power distribution for all EHRM trailers and portable toilets trailers located at locations shown in attached exhibit 1. Each EHRM trailer requires minimum 125A 120V/240V single phase for each single point of connection.

Coordinate to ensure power distribution is properly sized for all trailers. The electrical scope includes but is not limited to the following requirements.

A. Normal power will be connected 225A spare breakers in distribution panel served from pad mounted transformer T5 112.5KVA-(12KV-208/120V/3PH/4W).

B. Provide two new distribution panels capable of accepting 125A/2P breakers in NEMA 3R enclosure and Unistrut supports to server required number of trailers.

C. Provide other components as required to ensure the electrical system is fully functional to support the EHRM training trailers.

D. Provide branch circuit feeders from the panel to each trailer using either NM or NMC cable assemblies to each trailer.

E. Provide branch circuit feeders from the panels to each toilet trailers at the parking lot.

2.1.12 All underground conduits shall be 4” minimum schedule 80 PVC. Conductors to be sized per load and the current NEC 70 requirements. Provide detectable warning tape above buried duct bank at 12 inches from FG. Top of conduit to be 36” below grade minimum. Duct bank shall have a minimum of 3 inches of concrete cover on all sides.

Comply with VA TIL specifications for underground electrical work. Provide minimum of 1 spare conduit with installed pull string. All conductors to be copper.

A. Where applicable, contractor is allowed for direct burial with the approval from the COR.

2.1.13 Contractor is responsible for all commissioning services applicable to the electrical system.

2.1.14 Design provision for communication system. Provide conduits, innerduct, and 12 pairs single-mode OS2 fiber from patch panels in room 121 of building 88 to new OIT closets in EHRM trailers. If available, utilize existing conduits run. All fiber to be

Project Number 640A4-21-703 Page 5 landed, terminated, tested, and labeled following VA OIT Code of Practice. All underground work shall be done in accordance to VA construction specifications.

2.1.15 Contractor is responsible to help with trailers delivery and utilities connections upon the delivery of the trailers.

3. DESIGN BUILD SCOPE OF WORK

3.1 Period of performance for design and construction is 300 calendar days.

3.2 All construction activities must be finished prior to March 2024.

3.3 Design Service: Contractor shall comply with VA design guidelines including, but not limited to, electrical, plumbing, site improvement, and physical securities. Contractor shall address all items necessary for construction and operation of the completed facility. Contractor must provide design drawings and specifications for all design provisions indicated in section 2 above.

3.3.1 Contractor shall survey the site and meet with the facility prior commencing work.

3.3.2 Contractor shall provide a comprehensive design service to fulfill project requirements as shown in description of work.

3.3.3 Contractor shall revise applicable specifications available on TIL website to be used for this project.

3.3.4 Contractor shall follow the design schedule as outlined below:

A. Design Development (SD) Documents 35%:

i. Contractor shall submit SD documents within 21 calendar days after NTP.

ii. VA review completed no later than 21 calendar days after submission of SD documents.

iii. SD documents shall include, but not be limited to:

(a) Design narrative

(b) Topo plan

(c) Dimensioned site plan

(d) Utilities plan

(e) Grading plan

(f) Phasing plan (if applicable)

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(g) Cost Estimate

(h) Schedule Estimate

(i) Specifications

iv. SD documents shall be delivered as 2 half size sets and 1 full size set along with 2 specifications binders and electronically in PDF format.

v. Contractor shall attend in person design review with the VA to go over VA comments.

B. Design Development (DD) Documents 65%:

i. Contractor shall address and incorporate the VA comments in the 65% CD.

ii. Contractor shall submit a written response to VA comments no later than 7 calendar days after receiving the SD feedbacks from the VA.

iii. Contractor shall submit DD documents within 21 calendar days after the VA’s acceptance of SD.

iv. VA review completed no later than 21 calendar days after submission of DD documents.

v. DD documents shall follow the VA Program Guide PG 18-15 Volume C and include, but not be limited to:

(a) Design narrative

(b) Topo plan

(c) Dimensioned site plan

(d) Utilities plan

(e) Grading plan

(f) Phasing plan (if applicable)

(g) Details

(h) Cost Estimate

(i) Schedule Estimate

(j) Specifications

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vi. DD documents shall be delivered as 2 half size sets and 1 full size set along with 2 specifications binders and electronically in PDF format.

vii. Contractor shall attend in person design review with the VA to go over VA comments.

C. 95% Construction Documents (CD):

i. Contractor shall address and incorporate the VA comments in the 95% CD.

ii. Contractor shall submit a written response to VA comments no later than 7 calendar days after receiving the DD feedbacks from the VA.

iii. Contractor shall submit 95% CD within 21 calendar days after receiving DD feedbacks from the VA.

iv. VA review completed no later than 7 calendar days after submission of 95%

CD.

v. 95% CD shall follow the VA Program Guide PG 18-15 Volume C and include, but not be limited to:

(a) Design narrative

(b) Topo plan

(c) Dimensioned site plan

(d) Utilities plan

(e) Grading plan

(f) Phasing plan (if applicable)

(g) Details

(h) Cost Estimate

(i) Schedule Estimate

(j) Specifications

vi. 95% CD documents shall be delivered as 2 half size sets and 1 full size set along with 2 specifications binders and electronically in PDF format.

vii. Contractor shall attend in person design review with the VA to go over VA comments.

D. 100% Construction Documents:

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i. Contractor shall address and incorporate the VA comments in the 100% CD.

ii. Contractor shall submit a written response to VA comments no later than 7 calendar days after receiving the DD feedbacks from the VA.

iii. Contractor shall submit 100% CD within 7 calendar days after receiving 95% CD feedbacks from the VA.

iv. VA review completed no later than 7 calendar days after submission of 100%

CD.

Note: Contractor is required to revise the 100% CD until fully approved by the VA.

v. 100% CD shall follow the VA Program Guide PG 18-15 Volume C and include, but not be limited to:

(a) Design narrative

(b) Topo plan

(c) Dimensioned site plan

(d) Utilities plan

(e) Grading plan

(f) Phasing plan (if applicable)

(g) Details

(h) Cost Estimate

(i) Schedule Estimate

(j) Specifications

vi. 100% CD documents shall be delivered as 2 half size sets and 2 full size sets along with 2 specifications binders and 1 electronically in PDF format.

Note: 100% CD shall be stamped and signed by licensed engineers and architects in the State of California.

E. Contractor shall attend in person design review with the VA to go over VA comments.

3.4 As-Built Drawings: a. Contractor shall submit complete As-Built sets no later than 21 calendar days after construction completion.

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3.4.1 As-Built submission shall include 2 half size sets and 2 full size sets along with 2 specifications binders and electronically in CAD, PDF, and Word format.

3.5 Construction Service:

3.5.1 Contractor shall perform in a manner and time that least interrupt to the facility operation and patient/staff safety.

3.5.2 Contractor shall work after hours or on weekends for all utilities interruption activities including but not limited to electrical shutdown, road closures, etc.

3.5.3 Contractor shall coordinate with COR for any work that impacts the facility.

3.5.4 Contractor is responsible for assist with trailers delivery and set up to installation through final project completion.

3.5.5 Construction Administration Service:

A. Design team shall perform comprehensive construction administration service including but not limited to RFI response, submittal review, weekly meeting, punch walk, update as-built, etc.

4. COMPLIANCE WITH CODES AND STANDARDS

4.1 The Contractor shall comply with all design drawings and specifications during the project, including applicable codes and standards described in the VA’s Program Guide PG 18-3, design guides, design manuals, and the VA’s standards for information technology.

5. ADDITIONAL CONSIDERATIONS

5.1 Restoration Plan: Including, but not be limited to, general requirements, restoration for any damages to existing walls, ceiling, equipment, wires, or utilities during construction.

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

5.3 Utility shutdowns. The Contractor shall coordinate all utility with the contracting officer’s representative. Major utility shutdown will require 45 days advance notice to coordinate with facility.

5.4 Interim Life Safety Measures (ILSM). Contractor shall coordinate with the contracting officer’s representative, VA Safety Officer, VA Infection Control firm, to comply with any Interim Life Safety Measures required during construction.

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

5.4.2 Ensuring that the equipment staging or lay down areas, if applicable, comply with applicable VAPAHCS safety requirements. Any staging or lay down areas and construction fencing must be coordinated between the general Contractor and contracting officer’s representative.

5.5 Security Considerations. At no time will the vendor be in contact or have access to VA sensitive information. VA sensitive information procedures will be followed per VA Handbook 6500.6. The Contractor will adhere to VAAR 852.252-75, Security Requirements for Unclassified Information Technology Resources (Interim-October 2010).

5.6 Station Operations. The Contractor shall generally perform all on-site visitation or work between the hours of 8:30 AM and 4:30 PM, Monday through Friday (Federal Holidays excluded), unless otherwise approved by the contracting officer’s representative. The Contractor may be required to perform all or part of work elements involving significant noise or vibrations affecting nearby areas outside of these normal work hours, in order to avoid impacting daily operations.

5.7 For any activity that impacts to the facility operation, Contractor shall perform such those activities after hours or on the weekends.

5.8 Contractors shall comply with following as it pertains to COVID-19:

5.8.1 All CDC guidelines, OSHA requirements, and local county directives regarding COVID-19 precautions.

5.8.2 Mandatory Screening:

A. VAPAHCS Staff will screen all individuals entering VAPHCS campuses.

Contractors are required to answer the following questions when entering campus, failure to answer or an affirmative answer to any of these questions will result in denial of entry onto VAPAHCS:

i. Are you experiencing a fever, cough, or shortness of breath?

ii. Have you been exposed or in direct contact to anyone who has tested positive for COVID-19?

iii. Have you been diagnosed with COVID-19 in the last 14 days?

B. If permitted to enter VAPAHCS property, the individual will be provided a colored band to be worn in a visible location throughout the day. This band will identify the wearer as having been properly screened and is authorized access to the campus for the day. Color bands change daily.

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5.8.3 When entering buildings within VAPAHCS campuses, Contractors are required to hand sanitize at established stations.

5.8.4 All Contractors are required to wear a face covering. Face coverings are normally cloth and are not considered PPE. The face covering must cover the mouth and nose, fit snugly, allow for breathing without restriction, and laundered daily.

Individuals should be informed to be careful when removing their face covering and not touch their eyes, nose, and mouth when removing their face covering.

Individuals should wash their hands immediately after removing their face covering.

5.8.5 PHYSICAL DISTANCING

A. All workers must maintain minimum 6-foot (1.9 meters) separation from other workers in all work activities.

B. No groups or gatherings be larger than 10 people keeping a minimum of 6-foot separation at all times.

C. If workers must perform work with less than 6-foot (1.9 meter) distance between works, workers must wear “surgical” type masks (or equal) and appropriate gloves for the work being performed. This PPE requirement is additional to normal PPE required for work on site, or task-specific PPE.

6. COORDINATION AND EXECUTION.

6.1 User Groups. The Contractor will be required to work with the below user groups responsible for managing this project. The Contractor is advised that only the contracting officer has authority to alter the contract once awarded, or to legally obligate the government pursuant to any changes in the scope of the project thereof.

6.1.1 Contracting Officer (CO): The CO shall be responsible for all contractual administration of this project. All transactions of a legal nature, including contractual agreements, amendments, change orders, etc. shall be approved and processed through the CO.

6.1.2 Contracting Officer’s Representative (COR): The COR shall be responsible for the construction management on behalf of the VA and will manage the project on a day-to-day basis to ensure that the project requirements are met from the notice to proceed through completion of the work and acceptance, according to project scope of work and construction documents or specifications.

6.2 Construction Administration

6.2.1 Project Schedule. After award of contract the Contractor shall provide to the VA a detailed schedule of all project activities, including milestone dates and critical paths, as well as update such schedule if plans are modified during the project. Overall project schedule shall be broken to activities in which each activity shall have less

Project Number 640A4-21-703 Page 12 than 20 workdays duration. Master schedule shall be updated and submitted monthly to the COR. Contractor shall also provide 3 weeks look ahead schedule weekly to the COR by COB on Monday. No work is allowed until master schedule is approved by the

COR.

6.2.2 Schedule of Values. The Contractor shall provide a schedule of values, along with the project schedule, which is aligned with the various activities of work. This schedule of values, if approved, may be used by the contracting officer’s representative as a basis for evaluating reviewing progress performance and payments. Schedule of values shall be broken into details to be aligned with overall project schedule.

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

6.2.3 Observation and Site Visits. The contracting officer’s representative and/or designated representatives may require access in order to monitor, observe, and review all aspects of the project to ensure compliance with the construction documents and other regulatory requirements.

6.2.4 Project Meetings and Inspections. The Contractor shall be required to attend or provide a designated representative for coordinated field observation inspections for progress evaluations and reports, and other site visits as needed, including punch list or pre-final and final inspections. Such inspections may occur on a monthly basis, or more frequently as needed. The contracting officer’s or other designated representatives may inspect all aspects of the project in order to complete written progress reports, including the performance of work activities in the project schedule or schedule of values, and verification of the Contractor’s compliance with applicable safety, infection control, or interim life safety requirements. Contractor shall attend weekly OAC meeting and is responsible for providing meeting minutes and agenda for each meeting.

6.2.5 Submittals. The Contractor will be responsible to furnish submittals in accordance with the design specifications and submittals register. The Contractor shall submit shop drawings, schedules, manufacturer's literature and data, and certificates in electronic format. Physical samples shall be shipped directly to the AE for inspection, and one sample furnished to the contracting officer’s representative for approval.

Further details are provided in the project specifications for shop drawings and submittals.

6.2.6 RFIs and Change Orders. During construction the Contractor may submit requests for additional information concerning the design or other aspects of the project; however these must be submitted in writing. These must include, at a minimum, a description of or background information for the issue in question, as well as a complete impact assessment for any recommended changes. The contracting officer’s or designated AE representative will review, evaluate, and respond as required. Any proposed changes to the scope or deviations from the design documents may be submitted to the contracting officer’s representative for review and discussion, however any such

Project Number 640A4-21-703 Page 13 changes to the contract or scope of the project must first be approved by the contracting officer in writing before implementation.

7. ABBREVIATIONS AND ACRONYMS

AE Architectural & Engineering Firm ASHRAE American Society of Heating, Refrigerating and Air-Conditioning

Engineers ASME American Society of Mechanical Engineers ASTM American Society for Testing and Materials CA Commissioning Agent CD Construction Documents CM Construction Manager CO Contracting Officer COR Contracting Officer’s Representative DD Design Development GC General Contractor NEBB National Environmental Balancing Bureau NFPA National Fire Protection Association NTP Notice to Proceed O&M Operations and maintenance documents OSHA Occupational Safety and Health Administration SD Schematic Development SOW Scope of Work TAB Testing, adjusting, and balancing VA Veterans Affairs VAPAHCS Veterans Affairs Palo Alto Health Care System

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