568-24-106 Statement of Work - 6 pages.pdf

Statement of Work (SOW) for Upgrade Fire Alarm System VA Black Hills Heath Care System (VABHHCS), Fort Meade Campus

Solicitation#: 36C26326B0015 Project Number 568-24-106

Project Name. This construction project is titled “Upgrade Fire Alarm System (FM).” The Project Number (P/N) associated with this project is P/N 568-24-106. All correspondence related to this project must include this title and project number, and later the contract number as well. The location of project is the VA Black Hills Heath Care System (VABHHCS), Fort Meade Campus, located at 113 Comanche Road, Fort Meade, South Dakota.

General Project Description/Scope of Work. It should be noted that the existing fire alarm system is a Johnson Controls, Inc. (JCI) Simplex Fire Alarm system. All new system components and devices must be 100% compatible with the existing system (and specifically including fire alarm panels compatible with the JCI computer located in Building# T296, Fire Station). Construction activities will include, but are not limited to demolition, as required;

replacing/adding/installing computers, fire alarm panels, and various fire alarm devices;

electrical work, as required; pulling new fiber (Class X); updating graphical maps (at computer locations); repairing of finishes, painting, ceiling tiles, grass, etc., as required. The contractor will be required to provide all tools, materials, equipment, labor, and supervision necessary to complete the project in accordance with the Specifications, Drawings, and Scope of Work.

Per the contract drawings the existing system, must remain functional and online, until the new system has been tested, accepted and commissioned. Documentation and testing shall follow each building/element/phase as it is completed not as one submittal at the end of the project.

Normal construction methods should be assumed applicable for this project and used for bidding purposes.

Fort Meade is an operational Veterans Affairs (VA) hospital, and all construction work shall be planned and executed to have no impact on daily operations.

VA does not anticipate archeological or historic properties issues.

Turf Replacement. Where turf in the project area is damaged provide seed with the following mixture.

• 30% Baron Kentucky bluegrass,

• 30% Phenom Perennial Ryegrass,

• 20% NuBlue Plus Kentucky bluegrass and

• 20% Cindy Lou Creeping Red Fescue

Estimated Period of Performance (PoP) and Schedule. Per the SF-1442, after a Notice to Proceed (NTP) is issued by the Contracting Officer, the Contractor will have ten (10) calendar days in which to begin performance on the contract and a total of 730 calendar days to complete performance on the contract.

Preconstruction Period. A 90 calendar day preconstruction period will start with the following tasks to be completed:

• A Post Award meeting with the CO.

• Badging for PIV cards.

Upgrade Fire Alarm System

• Submission of OSHA certificates.

• A Pre-construction meeting with stakeholders.

• Phasing plan, schedule, and construction approach submitted.

• ICRA, PCRA and ILSM plans for each area reviewed and approved by all stakeholders to include the VA Fire department.

• RFI’s other than those resulting directly from demolition or construction.

• Submittals reviewed and approved for equipment, part, and materials.

• Procurement of materials.

• All other general specification submittals.

• The Contractor shall coordinate proposed staging and stockpiling areas with the

COR for approval.

• Required training.

Pre-Construction Conference. Before any work is started (other than beginning the process for background checks and badging – see below), a Pre-Construction Conference (aka: Post Award Coordination Meeting or Post Award Kick-Of Meeting) between the Contractor, Contracting Officer and Contracting Officer’s Representative (COR)/Project Engineer will be arranged. Such matters as work commencement, sequence of work, estimated time for accomplishment, subcontractor information, and the overall responsibilities of the Contractor, Contracting Officer and COR/Project Engineer in the fulfillment of all aspects of the contract will be discussed.

Initial Survey of Buildings. Contractor to complete an initial survey of buildings with COR per the general specs prior to starting work in each area. Damaged ceiling tiles with cracks and/or hole(s) greater than 1/8” will be assumed to be the contractor’s responsibility if no jointly agreed upon number of damaged tiles is recorded through a pre-survey.

Construction Period. To be determined based upon the approved schedule for construction. The estimated construction period is 595 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).

Shutdowns. During construction, Contractor shall complete a detailed analysis and provide plans for tying into any utility and/or service lines. Contractor shall provide written plans for VA approval and notify the VA at least 7 calendar days prior to utility disruptions.

EHRM Project. Contractor is advised there is an EHRM project that will be occurring simultaneously. Contractor to coordinate with the EHRM project for strobes in IT closets by ensuring at least 1 device of expansion in each panel. It is anticipated that each outbuilding will have at least one IT closet or cabinet.

Construction Closeout. The construction closeout duration is 45 calendar days following end of the construction period. Within this period the contractor shall provide the following:

• Punchlist Inspection and Approval by the COR and/or the CO.

• Correction of Punchlist items.

• Final test reports and testing compiled into one report.

• Final Approval and Beneficial Occupancy when applicable.

• Warranties documents and O&M Manuals.

• As-built drawings and record submittals.

• Staff training when applicable.

• Contractor Release of Claims.

• Existing Conditions Re-survey.

Warranties. In addition to manufacturer warranties, the Contractor will provide a 1-year warranty, from date of final acceptance, for all work done under the resulting contract.

Changes to the Statement of Work (SOW). Any changes to this Statement of Work (SOW) will only be authorized and approved by the express written approval of the Contracting Officer (CO). Any desired project changes must be requested, and approved by the CO only, and expressly in writing. Any costs incurred by the Contractor through the actions of parties other than the CO will be the responsibility of the Contractor.

VA Handbook 6500.6 Appendix C Training Requirements for Contractor and Sub- Contractor Personnel. In order to comply with various VA requirements, both the facility Information Security Officer and the Privacy Officer have added training requirement for Contractor employees or sub-contractor employees to this project. See Solicitation Attachment - VA Handbook 6500.6, Appendix C for all of the requirements pertaining to this project. The following training will be accomplished by Contractor employees and subcontractor employees.

TMS 20939 VA Privacy Training for Personnel without Access to VA Computer Systems or Direct Access to or the Use of VA Sensitive Information. Coordinate the Contracting Officers Representative (COR) for specific instructions. See Solicitation Attachment – TMS 20939 VA Privacy Training.

Infection Control Training. All contractors are required to watch an approximately 16 minute video regarding infection control. The COR will provide the video during the badging process.

Security & Badging Requirements.

1. All general contractor superintendents shall complete a TIER I background check regardless of time on site.

2. All contractors are required to designate their anticipated time on site in days and position in the paperwork. It is recommended that all contractor employees acquire a Tier I regardless of time on site as it is transferable to other VA contracts.

3. All contractors are required to submit OSHA 10 and 30-Hour certificates with their badging paperwork. See safety spec 01 35 26 for specific requirements.

4. At all times each sub-contractor or prime contractor crew shall be escorted by a contractor employee with a TIER I background check.

5. All lead sub-contractor employees shall be required to complete a TIER I background check.

6. General contractor employees and sub-contractors anticipated to be on site greater than 15 days and less than 180 in a calendar year’s period shall be required to complete a SAC background (fingerprints only) at a minimum. The

SAC check shall be recompleted every 120 days requiring steps 12i-xvi. to be redone.

7. General contractor employees and sub-contractors anticipated to be on site greater than 180 days in a calendar year’s period shall be required to complete a TIER I background check.

8. Interim badging is anticipated to take 30 days from completely and accurately filled out paperwork. Only contractors with favorable determinations will be allowed on site.

9. Final adjudication is anticipated to be 60-90 days from completely and accurately filled out paperwork. Contractors will be removed if determined unfavorable.

10. All contractors completing this process will need their OWN email and access to a computer. The Government will not supply either to contractors and the government will utilize this email to complete all training, communications, and paperwork. The government recommends that the contract employees fill out the forms by themselves as it reduces errors.

11. All badging forms will be provided at the start of the contract and resupplied for any administrative changes by VHA human resources.

12. The badging timeline is as follows:

a) Contractor completes OF306 TYPED and HAND SIGNED.

I. Addendums filled out ONLY IF questions 9-15 are YES.

b) Contractor completes background investigation request form TYPED.

c) Self-Certification Completes TYPED and HAND SIGNED.

d) COR receives and reviews paperwork (minimum 1 business day).

e) COR enters information and sponsors employee (minimum 1 business day).

f) Contractor receives email to schedule fingerprints (same day as sponsorship).

g) Contractor completes top part of form 2: Fingerprint form.

h) Contractor gets fingerprinted using required identification documents (REAL

ID compliant) and brings form 2 for record keeping.

i) Contractor gets form 2: Fingerprint form completed by VA staff.

j) Fingerprint transmittal (0-5 business days).

k) Email regarding E-app sent to contractor (TIER 1 only) to contractor. It must be completed within 7 days.

l) TMS trainings will come at same time as E-app to contractor’s email address

(SAC AND TIER 1). These trainings need to be completed within 5 days.

m) COR receives an email National Criminal History Check with an interim status of the contractor. Contractors that are unfavorable will be notified at this point.

n) COR completes final sponsorship steps (minimum 1 business day).

o) Contractor badge printed and delivered to Fort Meade VA (5-7 business days).

p) Contractor schedules with PIV badge office to pick up card at Fort Meade.

Employee Acceptance, Behavior & Complaints. The Government reserves the right to conduct background checks on all contract employees to vet, accept or reject any of the Contractor’s employees, at any time, and on an on-going basis. Contract employee behavior must always be professional and respectful. This is especially true in a hospital environment (indoors and out). Complaints concerning Contractor’s employees will be investigated, substantiated, and discussed between the Superintendent/Contractor, Contracting Officer’s Representative (COR), the VA Police, and the Contracting Officer (CO), as necessary.

Depending on the nature of the behavior or complaint, either the VA Police or the Contracting Officer (CO) may render a final decision on such matters.

Tobacco. Tobacco use of any kind is not permitted on the campus grounds of VA Black Hills Health Care System (BHHCS) by Veterans, family and visitors, volunteers, contractors and sub-contractors.

Parking. It is the responsibility of the Contractor’s personnel to park in the appropriate designated parking areas. The Contractor will be provided two (2) parking tags for parking. The facility will not validate or make reimbursement for parking violations of the Contractor’s personnel under any circumstance.

Working Days/Hours & Holidays.

• Routine Work Hours. The Contractor (and sub-contractors) will perform most if it not all work on this project during Routine Work Hours. Routine Work Hours are defined as Monday through Friday (except for Federal Holidays) between the hours 7:00 AM to 4:30

PM.

• Outside Routine Work Hours. The Contractor (and sub-contractors) will perform some work on this project during Outside Routine Work Hours. This will include overnight and weekend work. All work performed Outside Routine Work Hours will be coordinated with and approved by the Contracting Officer’s Representative (COR). Bidders should review the IFB Attachment named “568-24-106 Drawings – 99 pages” for specific Outside Routine Work Hours requirements.

• Federal holidays observed by the federal government can be located at https://www.opm.gov/policy-data-oversight/pay-leave/federal-holidays/.

• When a federal holiday falls on a Sunday, the following Monday will be observed as a legal holiday. When a holiday falls on a Saturday, the preceding Friday is observed as a legal holiday by federal government agencies, including the VA. Also included, would be any other day specifically declared by the President of the United States of America to be a National Holiday.

Project Progress and Coordination Meetings. Weekly progress meetings will be held between the Contractor, VA Engineering COR and the AE. The Contractor is to provide an agreed upon agenda and follow-on meeting minutes after these meetings.

Reporting Requirements. Unless otherwise directed by the Contracting Officer’s Representative (COR), the Contractor will provide the COR and the Contract Specialist/ Contracting Officer with a weekly written progress report. Reports are due prior to the start of the weekly progress meeting and will cover:

• Work performed and accomplished the preceding week.

• Work to be performed during the current week.

• Problems that arose the previous week and how the problems were resolved.

• Outstanding issues/problems and how they will be resolved.

Weekly reports will continue throughout the duration of the project.

https://www.opm.gov/policy-data-oversight/pay-leave/federal-holidays/

Submittals. The Contractor is to provide Submittal Exchange or an equivalent submittal management software for the duration of the project.

Signage. ICRA/PCRA as well as company doing work, and contact info for case of emergency, to be posted on all active construction sites. Where egress is compromised, appropriate signage to direct traffic must be put up.

Coordinating Instructions/Requirements.

• Any shutdown of utility services, if applicable, must be coordinated with the Contracting Officer’s Representative (COR) and proposed in writing a minimum of 7 to 15 calendar days in advance, as determined between the COR and the Contractor. No shut down of services can occur without the written approval of the COR.

• After installation, all doors are to be labeled with barcoded stickers. Coordinate with COR.

• All fire rated doors and hardware are to be properly labeled with labels intact and unobstructed. Work will be commissioned to ensure that code is met.

• The Contractor is responsible for removal of all debris. Follow all applicable codes for debris removal and disposal. Refuse dumpsters are provided by the facility due to space considerations. The Contractor is responsible to ensure that all waste is sorted into the correct dumpster by waste type.

• Any damage done to government property as a result of construction activity required for this project will be the responsibility of the Contractor.

NARA Language. All on-site Contractors need to be aware of the federal National Archives and Records Administration (NARA) requirements. The COR will ensure that the Contractor is made aware of the requirements during the Pre-construction Conference.

NARA requirements are included as an attachment to the Solicitation.

VA Fire Protection Design Manual. The successful Contractor, and is subcontractors and employees, must read and follow the requirements of the VA Fire Protection Design Manual, specifically, Section 1.4. Linked here: https://www.cfm.va.gov/til/dmanual/dmfire.pdf.

https://www.cfm.va.gov/til/dmanual/dmfire.pdf