P01 - SOW.docx

Corporal Michael J. Crescenz VA Medical Center 3900 Woodland Avenue Philadelphia, PA 19104 Date: December 31, 2025

642-22-700 EHRM Infrastructure Upgrades - Philadelphia Construction Statement of Work Prepared by: Sarina Naphtali Healthcare Engineer 1.

Background Information Infrastructure upgrades are required at the Philadelphia VAMC campus to support the new Electronic Health Records Modernization (EHRM) system.

Location of Work Corporal Michael J. Crescenz VA Medical Center (CMCVAMC) 3900 Woodland Avenue, Philadelphia, PA 19104 Buildings 1, 2, 3, 21, and 30 Scope of Work The awarded Contractor shall complete all construction work detailed by the 100% bid design drawings, specifications, and project manual included in this solicitation, prepared by the A/E Health Facilities Solutions. Campus buildings impacted by the upgrades include Buildings 1, 2, 3, 21, and 30. Upgrades in these buildings shall include existing rooms and telecommunication closets and include relocation, reconfiguration, expansion, and renovation involving new walls, doors and finishes, etc. throughout each space. Construction work shall also comply with VA “Infrastructure Standard for Telecommunications Spaces (ISTS) V4.0, June 1, 2023. Bid work shall include General Construction (and associated trades), Structural, Mechanical and HVAC, Plumbing and Fire Protection, Electric, and Information Technology, Civil. The VA Physical Security Design and Resiliency Manual (PDRSM) requirements shall be incorporated into the construction of the project.

The project work areas will be occupied by staff or patients during construction. Work shall not be allowed between the hours of 5am – 5pm ET. All materials and equipment must be moved to the work areas after staff/patients have vacated after 5pm each day. All materials and equipment must be removed from the work areas, dust and debris cleared, and work completed or returned to typical conditions prior to 5am each day. Project phasing shall be required as not all work areas will be available for construction concurrently. In summation, available work hours are from 5pm – 5am ET.

Site visit prior to bid shall be required to ensure contractor has an understanding of existing conditions.

Period of Performance All work shall be completed according to the schedule outlined in the design and project manual upon the issuance of the Notice to Proceed (NTP), within 730 calendar days.

VA Contracting Officer (CO) and Contracting Officer’s Representative (COR) must be notified at minimum three (3) days prior to any potential adjustments to the Period of Performance.

Working Hours Unless otherwise approved by VA COR, all work shall be performed during the hours of 5:00pm to 5:00am on Monday through Friday as to not impact hospital operations. If the Contractor desires to work outside of these hours, prior approval is required from VA CO and COR. Requests to modify these working hours shall be submitted in writing to CO and COR at least seven (7) days in advance to ensure patient care is uninterrupted and COR coverage of work is available. Approval for change in work hours is not guaranteed. Weekend access must be coordinated with the COR at least seven (7) days in advance and will be available through the Bravo (B) Gate Entrance on Woodland Ave.

Safety and Security Contractor personnel that will be performing work at the CMCVAMC will be required to obtain a PIV badge. Contractor will coordinate issuance of PIV badges with the COR and CMCVAMC Police. The PIV badge must be always displayed by Contractor personnel while at the facility.

Personal Protective Equipment (PPE): Contractor must wear appropriate PPE per OSHA and/or VA standards and regulations, whichever is more stringent.

The Contractor shall adhere to all OSHA, EPA, NFPA Life Safety Codes, and all other regulatory requirements applicable to the duties of the Contract.

In performance of this Contract, the Contractor shall follow CMCVAMC Safety policies and standards for safe work practices and take such safety precautions as the Safety Officer or designee may determine to be reasonably necessary to protect the lives and health of occupants of the building.

Contractor is responsible for the supervision of all the employees while on Government property. The Contractor is responsible to identify, provide, and maintain all PPE required to perform the duties outlined in the Contract. In addition, the Contractor is responsible for identifying and providing all applicable safety programs (i.e., lock-out/tag-out, confined space entry, universal precautions, etc.) required while performing the work. The Contractor is responsible for providing its employees appropriate training on safety programs and the proper use of PPE. Documentation shall be maintained by the Contractor and will be shared to VA COR.

The Contractor must coordinate with VA Safety personnel and COR to obtain permitting (hot work, confined space, etc.) prior to executing the duties in the Contract.

The Contractor shall coordinate access to all work areas with the CMCVAMC FMS staff. The Contractor shall not interfere with patients or employees without prior notification to and approval from the CMCVAMC. The Contractor shall ensure that, under no circumstances, any of its employees shall enter an area not authorized for access by the CMCVAMC. The Contactor shall immediately notify the COR and/or FMS Chief Engineer if any system is inoperable or hazardous via telephone and email.

Contractor Parking and Storage Contractor storage and parking are very limited and the CMCVAMC may not be able to accommodate requests for parking and/or storage.

Large dumpsters will not be permitted on site. Tommy Carts or equivalent will be used and will be coordinated with VA COR. Label Tommy Cart or equivalent with Company Name, Address, & Primary Contact Information.

Infection Control Risk Assessment (ICRA) and Worksite Cleanliness Infection Control Risk Assessment (ICRA) protection is required in and around the worksite. All ICRA protection is determined by the project design and project manual.

No construction work will be allowed to commence until ICRA barriers and equipment have been erected, inspected, and accepted by VA Infection Control Specialist and Project COR. In addition, the Contractor must obtain all applicable ICRA permits prior to commencement of work. The permits must be prominently displayed near the work site.

VA COR will inspect worksite daily to ensure VA ICRA policy compliance and work quality assurance. VA Infection Control Specialist will inspect worksite on a weekly basis to ensure VA ICRA policy compliance.

If there any discrepancies or concerns prior to or during construction, Contractor must report information to VA COR and VA Infection Control Specialist for review and action.

VA Infection Control Specialist has the final determination on ICRA protection; Contractor must abide by determination.

The Contractor is responsible for daily worksite cleanliness from initiation of work until completion of work. The Contractor shall not leave any tools, ladders, parts and/or supplies unattended in the public area at any time. After work is complete, the worksite must be thoroughly cleaned and returned to an acceptable level of cleanliness, as determined by the CMCVAMC.

Utility Shutdowns and Lock-Out/Tag-Out (LOTO) The Contractor shall submit a request to interrupt any CMCVAMC utility services to VA COR, in writing, at least 15 business days in advance of the proposed interruption. The request will be made on the CMCVAMC FMS Utility Shutdown Request Form and must indicate the reason, date, exact time of, and approximate duration of such interruption. The Contractor shall work with VA COR and FMS staff to determine all operational impacts from a shutdown and mitigating efforts to limit impacts. Utility shutdowns may be required to be performed after hours and on weekends as to limit impacts on hospital services and patient care. VA COR and CMCVAMC FMS will notify Contractor the minimum number of locks and tags required for the utility shutdown through writing and the Utility Shutdown Request Form. The Contractor must provide at minimum all applicable colored locks and tags and must install locks/tags adjoining VA-supplied locks/tags to ensure no release of electrical or other sources of stored and hazardous energy.

CFR 1910.147 App A – Typical Minimal Lockout Procedures shall be used for all Lock-Out/Tag-Out requirements (https://www.osha.gov/laws-regs/regulations/standardnumber/1910/1910.147AppA).

Environmental The Contractor when generating and disposing of waste under this Contract of any kind to include hazardous waste, non-RCRA waste or non-hazardous waste, used oil, municipal waste, universal waste and or to include all waste defined under the EPA and or Department of Environmental Protection (DEP) must follow all EPA, DOT, DEP and local regulations, laws, statues, and ordinances. The Contractor is responsible for the disposal all waste generated at the Michael J. Crescenz VA Medical Center. This is to include coordination, communication, preparation, packaging, research, characterizing, sampling, organizing, manifest signing, scheduling and the full oversight and operations of the generation and disposal process of the waste from cradle to grave. The Contractor will communicate with the GEMS coordinator and keep them informed during all stages of the waste disposal process. The Contractor when generating a waste as defined above in Section 1 must collect the waste in DOT approved containers rated for the solid, liquid or gas. The Contractor will provide all labor, equipment, and materials to collect all waste generated. The Contractor to include all employees and all sub-Contractors hired in support of the project that will handle, transport, and prepare any waste generated must be certified in RCRA, DOT and HAZWOPER requirements. The certifications must be provided to the COR and GEMS prior to start of work.

The Contractor and their sub-Contractors when transporting waste on a public road and or highway as defined by the Department of Transportation (DOT) must generate a hazardous waste manifest and or non-hazardous waste manifest accurate to the generator EPA ID number, name, address, transporter EPA ID number, transporter company name, designated facility name and site address, designated facility EPA ID number, U.S DOT description, number of containers, type, total quantity, waste codes, special handling instructions and additional information, generator signature and transporter signature. The manifest will only be signed by the GEMS Coordinator or the Contracting Officer Representative (COR) prior to the transporter leaving the facility. The Contractor will not utilize Michael J. Crescenz Veterans Affairs Medical Center dumpsters, trash receptacles, containers of any kind, and or leave hazardous waste, non-hazardous waste, used oil, recycled materials, municipal waste and or any forms of waste or trash abandoned anywhere on site during and after completion of work. The Contractor will provide secondary spill containment for all liquids generated and or brought on site to include: hazardous materials, hazardous waste, used oil, non-hazardous waste or non-RCRA waste, all industrial processed waters, oily waters, waters, and or any form of liquids hazardous or non-hazardous must be stage on secondary spill containment outside of the hospital on VA property that have the potential to spill or will spill into the environment; and also inside of the hospital that will or have the potential to spill into drains that will enter the publicly owned treatment works (POTW) or the environment. The secondary spill containment must be large enough to containment 110% of the largest container staged in the containment.

The Contractor will follow all environmental requirements in accordance with federal, state, local, EPA, DOT, DEP, and VA guidelines, codes, laws, regulations statues and ordinances. Any spills and or damages caused by the Contractor to the facility to include and encompass all VA property inside and outside the hospital. This will also specifically include but not limited to walls, ceilings, surfaces, floors, equipment, medical equipment, furniture, utility lines, pipes, drains, sewage systems, electrical systems, etc. shall be repaired to match existing conditions. Contractor shall be responsible to make these repairs at their own expense. The Contractor will if any environmental liability is incurred by the Contractor onto Michael J. Crescenz Veterans Affairs Medical Center due to non-compliance to the environmental requirements set forth in accordance with federal, state, local, EPA, DOT, DEP, and VA guidelines, codes, laws, regulations statues and ordinances. Contractor shall be responsible to pay all fines, penalties, and violations with no statute of limitations.

Allowances To account for additional WAOs since the initial A/E site survey, an allowance of 15% WAO overage is to be included as a separate line item in the bid.

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