Viera EHRM - 675-22-706A Construction SOW.pdf

CONSTRUCTION

EHRM Infrastructure Upgrades at Viera VA Clinic

Project No. 675-22-706A

Viera VA Clinic, 2900 Veterans Way, Viera FL 32940

I. DEFINITION AND ACRONYMS:

A. Construction: as defined by the Department of Veterans Affairs (DVA) Is the procurement by the Government, under one contract, with one firm for the construction services on a specific project.

B. Contracting Officer (CO): The services to be performed under this contract are subject to the general supervision, direction, control and approval of the Contracting Officer.

C. Project Manager (PM)/Contracting Officers Representative (COR): The Contracting

Officer's representative responsible for administering contracts under the immediate direction of the Contracting Officer.

D. Contractor: This term, as used herein, refers to the contractor under this contract.

E. Pre-Construction Risk Assessment (PRCA): Used to identify potential risks associated with the renovation, construction and some maintenance & repair activities and to develop risk mitigation strategies to minimize these risks. Prior to beginning work this assessment will be completed.

F. Interim Life Safety Measures (ILSM): Measures that are instituted to compensate for significant hazards posed by existing life safety (fire) code deficiencies or construction/renovation activities.

G. Florida Department of Environmental Protection (FDEP): Protects, conserves and manages Florida's natural resources and enforces the State's environmental laws.

II. SCOPE OF WORK:

A. Project Overview:

This project will upgrade the Viera VA Clinic to meet all requirements of the Electronic Heath

Records Modernization (EHRM). Project will perform construction and facility upgrades as indicated in the Design Documents and include new construction of two (2) new interior courtyard telecommunication rooms (TRs).

B. General Requirements:

Provide all labor, supervision, materials, licenses, tools and equipment as necessary to construct the project described in the Design Documents, and other special requirements as further defined by this solicitation. All offers are to provide construction services for this Project. The construction shall be in accordance with all VA TIL (Technical

Information Library), and OIT (Office of Information Technology) requirements, standards, specifications, and all other applicable codes and standards.

C. Special Requirements:

a) Badges: Facility Management Services (FMS) will issue identification badges to contractors, employees and subcontractors which must be worn at all times when on

VA property.

b) Contractor shall provide a list of all personnel who will participate on the project.

Personnel can be subjected to a background investigation prior to commencement of work. Contractor will be issued appropriate quantity of badges per provided list.

c) Contractor shall provide a limited number of personnel (if not currently authorized) to submit application to VA for unescorted access to Telecommunication Rooms

(TRs) and the Telephone Room at Viera VA Clinic, as needed, to complete construction. Personnel shall successfully complete required processes, training and fully comply with all requirements for unescorted access to TRs and Telephone

Room.

d) Contractor shall keep the construction and any other impacted area cleaned daily and haul away all construction debris. When removing construction debris from facility it must be in a covered cart when entering and exiting the building.

e) Access Control and Surveillance requirement shall be fully compatible and interoperable with existing and comply with the Orlando VA Physical Security

Technical Specifications.

f) All materials shall be tracked and logged to be reported back to the COR or GEMS coordinator for recycling tracking purposes. This shall be reported monthly.

g) Contractor shall provide written daily reports on all construction activity to the

COR.

h) Contractor shall receive and securely store all their equipment and material. Due to limited space available only a limited amount of construction material (2-3 days-work, or as agreed by contractor and COR) may be stored on-site at the approved lay-down area (s) at the Viera Clinic. Use of Viera VA Clinic Loading Dock is strictly prohibited unless prior approval received from project COR.

i) Contractor shall install visual and physical barriers around the construction area(s) of the interior courtyards, as required ,to permit sunlight into Clinic while obscuring work areas for direct view.

j) Contractors shall coordinate and phase work involving interior courtyard construction of Pharmacy windows with COR, VA Police and Pharmacy to ensure compliance with all operational and security requirements.

k) Contractor shall make every effort to minimize disruptions to Clinic activities during normal business hours.

III. SCHEDULING, PHASING, AND WORKING HOURS:

A. All work hours SHALL be coordinated with the project’s COR. All work SHALL be performed during WHEN hours (Weekends, Holidays, Evenings and Nights) outside

Normal Business Hours (7:00 am thru 5:00pm , Monday thru Friday) so as not to interfere with normal Clinic functions. Additionally, construction shall be performed (scheduled and phased) to ensure that exterior egress/ingress are completely operational by normal business hours the following business day.

B. Length of Project

1. Project’s construction phase MUST be completed in no more than 455 days from

Government acceptance of work and schedule.

2. Contractor shall submit a Critical Path Method (CPM) schedule for the Construction with estimated dates and itemized cost of work to the Contracting Officer for review and approval before Notice to proceed.

C. Utility shutdowns/Outages: All shutdowns involving temporary impairment of utilities shall be requested by the Contractor at least 14 calendar days in advance.

IV. PROJECT CLASSIFICATION:

A. Contractor shall secure area prior to commencement of work and follow the Orlando VA

Medical Center guidelines and policies for Pre-Construction Risk Assessment (PCRA) and

Interim Live Safety Measures (ILSM).

B. Risk Assessment: This project has been classified per the Construction Infection Control

Risk Assessment as a Type D, Medium Risk Group, Class IV (ISLM Level 1) project.

V. SAFETY REQUIREMENTS:

A. All Contractor's personal are required to have completed an OSHA-approved 10-hour construction worker course prior to working on the site. The On-site general superintendent/supervisor is required to have completed an OSHA-approved 30-hour construction course prior to working on the site. Every worker must provide the

Contracting Officer a copy of current certificates identifying successful completion of the training prior to executing work for the Veterans Administration. In addition, Contractor shall provide submittals for contract construction or renovation work which include the names, qualifications, and training dates for Contractor’s Competent Persons (CP), who has been designated to administer the site-specific safety program, as well as the CP for other activities as required by OSHA regulation 29 CFR 1926.32 (such as scaffolds, cranes, excavations, etc.). Contractor’s CP are required to implement and maintain effective safety programs that identify and control hazards that may cause injury or illness to VA patients, staff, visitors, and contractor employees. The VA CP does not take the place of

Contractor’s CP nor acts on their behalf. The VA CP determines if Contractor is meeting

VA standards and contractual requirements for safety and OSHA compliance. When these standards and contract requirements are not being met, the VA COR and/or CP will take immediate action to prevent injury, non-compliance, and/or property damage. The

Contractor shall submit an Activity Hazard Analysis, and an Accident Prevention Plan as per FAR 52.236-13 prior to commencement of site activities. The Government shall have

21 calendar days to review the AHA and APP.

B. Contractor shall submit documentation proof of OSHA construction safety course for all personnel.

VI. GOVERNMENT FURNISHED INFORMATION:

All available record drawings will be provided upon request to the Contractor. They should not however, be considered “as-built”. These drawing files are provided without warranty or obligation as to the accuracy or information contained in the files. All information in the files shall be independently verified by the user. Any user shall agree to indemnify and hold the

VA harmless from any and all claims, damages, losses, and expenses, including, but not limited to, attorney fees arising out of the use of the Computer Aided Design and Drafting (CADD) drawing files.

VII. RESOURCES:

A. Office of Construction & Facilities Management: http://www.cfm.va.gov/index.asp

1. VA Office of Health and Safety (OHS): http://www1.va.gov/vasafety/

2. VA Office of Information Technology (OIT).

3. Construction Infection Control Risk Assessment Memorandum

B. Other construction standards and publications that shall be applied to this work includes, but are not limited to:

1. National Fire Protection Association (NFPA) Codes & Standards - www.nfpa.org

2. OSHA Rules and Regulations

3. Life Safety Code (NFPA 101) latest edition.

C. Applicable sections of the VA Master Construction Specifications will be provided and prepared by the Architect/Engineer, including all the necessary adaptations.

VIII. SUBMITTALS

A. Contractor shall submit documentation proof of OSHA construction safety course.

B. General Contractor License and Insurance.

C. Submittal as per Construction Documents and Specifications.

D. Warranties.

IX. QUALITY ASSURANCE/QUALITY CONTROL:

A. The Construction Contractor shall develop and execute a QA/QC plan that demonstrates the project plans and specifications have gone through a rigorous, thorough review and coordination effort.

B. Within 2 weeks of receipt of Notice to Proceed, the Construction Contractor will submit a detailed QA/QC plan describing each QA/QC task that will be taken during the construction phase and the name of the Contractor’s team member responsible for

QA/QC.

C. Upon its completion each task shall be initialed and dated by the responsible Contractor’s team member.

RECORDS MANAGEMENT OBLIGATIONS

A. Applicability

This clause applies to all Contractors whose employees create, work with, or otherwise handle Federal records, as defined in Section B, regardless of the medium in which the record exists.

B. Definitions http://www.cfm.va.gov/index.asp http://www1.va.gov/vasafety/ http://www.nfpa.org/

“Federal record” as defined in 44 U.S.C. § 3301, includes all recorded information, regardless of form or characteristics, made or received by a Federal agency under Federal law or in connection with the transaction of public business and preserved or appropriate for preservation by that agency or its legitimate successor as evidence of the organization, functions, policies, decisions, procedures, operations, or other activities of the United States

Government or because of the informational value of data in them.

The term Federal record:

1. includes VHA records.

2. does not include personal materials.

3. applies to records created, received, or maintained by Contractors pursuant to their

VHA contract.

4. may include deliverables and documentation associated with deliverables.

C. Requirements

1. Contractor shall comply with all applicable records management laws and regulations, as well as National Archives and Records Administration (NARA) records policies, including but not limited to the Federal Records Act (44 U.S.C. chs. 21, 29, 31, 33), NARA regulations at 36 CFR Chapter XII Subchapter B, and those policies associated with the safeguarding of records covered by the Privacy Act of 1974 (5

U.S.C. 552a). These policies include the preservation of all records, regardless of form or characteristics, mode of transmission, or state of completion.

2. In accordance with 36 CFR 1222.32, all data created for Government use and delivered to, or falling under the legal control of, the Government are Federal records subject to the provisions of 44 U.S.C. chapters 21, 29, 31, and 33, the Freedom of Information Act

(FOIA) (5 U.S.C. 552), as amended, and the Privacy Act of 1974 (5 U.S.C. 552a), as amended and must be managed and scheduled for disposition only as permitted by statute or regulation.

3. In accordance with 36 CFR 1222.32, the Contractor shall maintain all records created for Government use or created in the course of performing the contract and/or delivered to, or under the legal control of the Government and must be managed in accordance with Federal law. Electronic records and associated metadata must be accompanied by sufficient technical documentation to permit understanding and use of the records and data.

4. VHA and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Records may not be removed from the legal custody of VHA or destroyed except in accordance with the provisions of the agency records schedules and with the written concurrence of the Head of the

Contracting Activity. Willful and unlawful destruction, damage, or alienation of

Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. In the event of any unlawful or accidental removal, defacing, alteration, or destruction of records, the Contractor must report to VHA. The agency must report promptly to NARA in accordance with 36 CFR 1230.

5. The Contractor shall immediately notify the appropriate Contracting Officer upon discovery of any inadvertent or unauthorized disclosures of information, data, documentary materials, records, or equipment. Disclosure of non-public information is limited to authorized personnel with a need-to-know as described in the [contract vehicle]. The Contractor shall ensure that the appropriate personnel, administrative, technical, and physical safeguards are established to ensure the security and confidentiality of this information, data, documentary material, records, and/or equipment is properly protected. The Contractor shall not remove material from

Government facilities or systems, or facilities or systems operated or maintained on the Government’s behalf, without the express written permission of the Head of the

Contracting Activity. When information, data, documentary material, records, and/or equipment is no longer required, it shall be returned to VHA control or the Contractor must hold it until otherwise directed. Items returned to the Government shall be hand-carried, mailed, emailed, or securely electronically transmitted to the

Contracting Officer or address prescribed in the [contract vehicle]. Destruction of records is EXPRESSLY PROHIBITED unless in accordance with Paragraph (4).

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

7. The Contractor shall only use Government IT equipment for purposes specifically tied to or authorized by the contract and in accordance with VHA policy.

8. The Contractor shall not create or maintain any records containing any non-public

VHA information that is not specifically tied to or authorized by the contract.

9. The Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected from public disclosure by an exemption to the Freedom of Information Act.

10. The VHA owns the rights to all data and records produced as part of this contract. All deliverables under the contract are the property of the U.S. Government for which VHA shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest. Any Contractor rights in the data or deliverables must be identified as required by FAR 52.227-11 through FAR 52.227-20.

11. Training. All Contractor employees assigned to this contract who create, work with or otherwise handle records are required to take VHA-provided records management training. The Contractor is responsible for confirming training has been completed according to agency policies, including initial training and any annual or refresher training.

** VHA training for contractors is available in Talent Management System (TMS):

Records Management for Records Officers and Liaisons, Item #3873736

D. Flow down of requirements to subcontractors

1. 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.

2. Violation by a subcontractor of any provision set forth in this clause will be attributed to the Contractor.