578-24-007 Construction SOW.pdf

Template Version 1 1

Statement of Work

Modernize Elevator in Building 200 Project 578-24-007

March 15, 2024

Attachments:

1. Hines VA Campus Site Plan

2. Contractor Parking

3. Contractor Badging - Fingerprint Request Form

4. Emergency Contact List

5. No Smoking Policy 10-1-19

6. Hines VA Masking and Visitation Policy

7. Safety and Health during Construction Activities

A. Pre-construction/Safety Risk Assessment (PCRA) B. National Environmental Protection Act Assessment (NEPA) C. Construction Safety Checklist D. GEMS Awareness Competent Person Training E. Construction Project Waste Minimization Report F. Hines VAH Contractor Safety Disciplinary Procedure G. Hines VAH COR Letter of Concern for Safety Non-Compliance H. OSHA Required Competent Person Inspections I. Crane Operation & Minimum Criteria Inspection Checklist J. Hines VA Hospital Planned Critical Lift Plan & Crane Permit

8. Pre-Construction Checklist

9. 578-24-007 Pre-Construction Risk Assessment (PCRA)

10. 578-24-007 Interim Life Safety Measures (ILSM)

11. 578-24-007 Infection Control Risk Assessment (ICRA)

12. Infection Control Barrier Sample

13. Cutting Welding and Other Hot Work

14. OIT Horizontal Cable Requirements

15. 578-24-007 Specification Book

16. Building 200 Location and Floor Plan

17. Representative Photos of Elevator Equipment

18. 2022 Elevator Conditions Report

References:

1. VA’s Technical Information Library (TIL)

2. Master Construction Specifications (PG-18-1)

3. Standard Details (PG-18-4)

4. Environmental Planning Guidance (PG-18-17)

5. 2013 Historic Preservation Plan for the EHVAH

6. 2020 Statement of Conditions Survey for the EHVAH

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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, clinical staff, and administrative employees.

B) Goals

There are eight (8) traction elevators in Building 200. Of those, five (5) are assigned as passenger (P) elevators. The remaining three (3) are service (S) elevators.

The goal of this project is to modernize one passenger elevator (P2) in Building 200 bringing it closer to compliance and a more reliable operating condition. A secondary goal is to recover and inventory all removed, but usable parts for future repairs to the other seven traction elevators in Building 200.

C) Current Conditions

All traction elevators in Building 200 are unreliable. They receive regular maintenance, but it is not uncommon for one or two of the elevators to be placed “out of service” due to some mechanical or programming failure. The elevators are typically out of service for an extended time while parts are ordered. Components for these elevators are hard to obtain as fewer manufacturers are making parts for these elevators due to their age. Often, the maintenance contractor searches for used parts from decommissioned elevators.

The consequences are emergency extractions as elevators get stuck between floors, a backup in vertical transportation as fewer elevators are available to transport a large volume of personnel, and an unhappy patient, staff, and visitor population. See Attachment 18.

D) Justification

Elevator P2 in Building 200 is beyond its useful life. It is failing faster than it can be repaired, resulting in excessive wait times for patients and staff. Repairs are becoming increasingly more difficult to perform due to a diminishing inventory of available parts, further extending downtime.

This project is necessary to correct the following FCA deficiencies:

1) FCA Record Number 42303 is graded as “D” – P1-P5: Equipment is in poor condition nearing end of useful life. Gearless Montgomery passenger elevators, modernized in 2006. Motor generator drive. Mac door equipment with T.L. Jones door reversal. 16 stop, 4,000 lbs. 600 fpm. Controllers MCE system- Digital 12 Pulse SCR drives are all working. Recommended brakes be reconditioned and adjusted.

Recommend a modernization to these units in the near future as they are in constant demand and are wearing fast.

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E) Objectives

The objectives of this project are:

1) Submit, obtain approval, order, and obtain all parts, components, and programming needed for the modernization of elevator P2.

2) Execute an efficient schedule to limit the overall down time of the elevator.

3) Once all modernization parts are received, place the elevator “out of service”.

4) Maintain safety and secure all elevator lobby and elevator shaft doors.

5) Remove and replace all parts, components, and programming as stated in this Scope of Work.

6) Test and confirm elevator and programming are functioning to manufacturers’ approved standards.

7) Return the elevator “to service”.

8) Inventory usable parts for future repairs according to this Scope of Work.

9) Turn over useable parts to the COR or a designee. All unused parts or parts rejected by the COR, or a designee shall be disposed of properly.

10) Hines VA is an active medical campus. The contractor must not interfere with patient care or VA staff unless given permission in writing from the COR/CO. Therefore, the contractor shall plan their work in a manner least likely to interfere with the daily operations of Building 200.

F) Acronyms and Definitions

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

ABAAS Architectural Barriers Act Accessibility Standards A/E Architect and Engineer (firm) AHU Air Handling Unit BAS Building Automation System CCE Construction Cost Estimate CCD Contract Completion Date CLIN Contract Line-Item Number CO Contracting Officer COR Contracting Officers Representative as delegated by the CO CS Contracting Specialist assigned by the CO EHRM Electronic Healthcare Records Management EHVAH Edward Hines Veterans Affairs Hospital FCA Facilities Condition Assessment GC General Contractor (firm) GLAC Great Lakes Acquisition Center HEFP Healthcare Environment and Facilities Program HVAC Heating/Ventilation/Air Conditioning IDIQ Indefinite Delivery Indefinite Quantity LF Linear or Lineal Feet

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MATOC Multiple Award Task Order Contracting MEP Mechanical/Electrical/Plumbing NTP Notice to Proceed OIT Office of Information & Technology PCAC VHA Program Contracting Activity Central PDT Project Delivery Team – Typically CO/CS, COR, and EHVAH staff PIV Personal Identity Verification POP Period of Performance QCM Quality Control Manager RFI Request for Information SF Square Feet TAB Testing and Balancing TIL Technical Information Library TR Telecom Room VA Department of Veteran Affairs VA-SEPS VA Space and Equipment Planning Systems WAP Wireless Access Point

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-bid 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. The Contractor shall coordinate with the CO to schedule the site visit seven

(7) calendar days prior to the requested date.

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

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.

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3) Infection Control Barrier (ICB):

a. Elevators share the same fire enclosed shaft. The contractor shall take the necessary measures to prevent cross-contamination of adjacent elevators and leakage into elevator lobbies. Any work generating excessive odors, fumes, dust, noise, vibration, etc. shall be performed off-hours and coordinated with the COR. For the purposes of this contract, it will be the COR’s determination of what is “excessive”. If the COR determines there is cross-contamination or receives complaints of excessive odors, fumes, dust, noise, vibration, etc., the COR may request the contractor stop work to remedy the conditions.

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

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

d. 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.

e. 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.

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

g. 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 12.

http://www.edge-guard.com/home.html

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h. 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.

i. 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.

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

k. 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 PCRA, ICRA, ILSM and

Emergency Contact Information (when issued) at the entrance to the ICB for the duration of the project. See Attachment 12. The Contractor will update the postings when new documents are issued.

5) Equipment Lead time:

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

b. The contractor shall make an informed bid submission by working with suppliers and considering all potential long-lead items involved with the project reasonably known or considered to impact the start, performance, and completion of the project.

c. For delays in the equipment delivery not caused by the government, the contractor shall bear the cost of all additional expenses caused by the delay including: temporary materials, equipment, labor, and services for the time period between the end of the period of performance and the final installation of the contract’s specified materials and equipment.

6) EHVAH Permits:

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

7) Project Pay Applications:

a. Pay applications shall be initiated by the contractor in the form of a draft

“pencil draw” submission to the COR.

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i. Prior to submission the contractor will review the amounts, date of the application, the application number, and the purchase order (PO) for the project are correct.

ii. The COR may question the pencil draw and request revisions.

iii. Upon approval by the COR, the application will be reviewed by the CO.

iv. Upon approval by the CO, the application will be submitted into the electronic Invoice Payment Processing System (IPPS). Approval within IPPS can take days or sometime weeks to be processed.

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

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

ii. Waste reports shall be submitted even when no waste has been produced.

The contractor shall validate this by submitting a quantity of zero on the waste report.

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

c. With each invoice submission an updated, full schedule shall be submitted noting any changes in non-critical and critical paths, modifications approved, delays by the government, delays by the contractor, issuance dates for Letters of Concern and Letters of Cure, and other elements that impact the project completion date.

i. Submission of a 3-week look ahead schedule will not be accepted.

8) Work outside of normal business hours or weekends:

a. Where work is required that will impact other elevators, the contractor shall schedule the work as off-hours.

b. 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.

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

9) Utility Shutdowns:

a. When possible, utility shutdowns shall occur off-hours.

b. The 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.

c. Failure to submit the shutdown requests in a timely manner is not justification for a claim of delay on the part of the government.

d. 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 certifications for all personnel performing any welding and shall certify all welds prior to the start-up of any of the units.

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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. 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.

H) Scope of Work

The Scope of Work for this project includes all labor, management, and materials for modernization of elevator P2 in Building 200. All measurements/dimensions are approximate.

The 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 adjacent elevators will continue serving patients during the construction period and will continue to be serviced as normal. Clinical areas, adjacent to the work area, will continue serving patients during the construction period.

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

3) All finishes and finish materials will require the approval of the Hines Interior

Designer.

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4) Delegated design – There are no formal design drawings associated with this project.

Since the contractor is modernizing the elevator by replacing existing parts, components, and software with new ones, the design is being delegated where the contractor assumes responsibility for the whole modernization design. The delegated design is communicated from the contractor and its design professionals to the COR through shop drawings, manufacturer’s data, and samples.

5) Submittals and Procurement.

a. All eight (8) existing traction elevators use MCE-compatible manufactured parts, components, and software. All future parts, components, and software shall be MCE-compatible to maintain consistency with the existing elevators.

i. While the use of performance specifications is preferred to encourage offerors to propose innovative solutions, the use of brand name or equal purchase descriptions are allowed under FAR 11.104 Use of brand name or equal purchase descriptions.

ii. Specification section 14 21 10 calls for MCE products.

iii. Wherever MCE products are listed in the specification section 14 21 10, the salient physical, functional, or performance characteristics that "equal" products must meet are provided.

b. Provide a complete submittal registry to the COR for his/her approval.

to be provided by the contractor as part of this contract. Submit to the COR for approval.

c. Provide all submittals to the COR in a logical grouping of related items and prioritize long-lead items.

d. Revise submittals as requested and resubmit to the COR for review.

e. Upon approval, order all parts, components, and software.

f. Store material on-station (as approved by the COR) or off-station if on-station storage cannot be found. The security of the stored material either on-station or off-station is the responsibility of the contractor.

6) Demolition.

a. To minimize the downtime of the P2 elevator, do not start the demolition process until all parts, components, and software are ordered and in the possession of the contractor.

b. Place signage on the elevator doors and all elevator lobbies notifying patients, visitors, and staff the elevator is “Out of Service for Repairs”.

c. Provide temporary infection control enclosure during demolition per specifications.

d. Maintain staff, patient, and visitor access to the building during demolition per specifications.

e. Exercise required precautions to maintain a safe work environment.

f. Protect and maintain the integrity of the elevator shaft and all adjacent parts, components, equipment, and wiring to remain.

g. Below is a partial list of parts, components, software, to be removed. For a more comprehensive list refer to the Specifications Book.

i. Traveling Cables

ii. Controller cabinet

iii. Microprocessor Control System

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iv. Traction Hoist Machine

v. Deflector Sheave

vi. Hoist Ropes

vii. Governor Rope

viii. Speed Governor

ix. Ascending Car Overspeed Protection Device

x. Normal and Final Terminal Stopping Devices

xi. Crosshead and Controller Data Plates

xii. Cartop Operating Device

xiii. Leveling Device

xiv. Emergency Stop Switches

xv. Main Car Operating Panel

xvi. Auxiliary Car Operating Panel

xvii. Car Position Indicator

xviii. Audio Voice System

xix. Auto Dial Telephone System

xx. Corridor Arrival Lantern/Position Indicator

xxi. Hoist way Access Switches

xxii. Hoist Way Entrance Door Hardware

xxiii. Car Entrance Door

xxiv. Car and Counterweight Guides

xxv. Power Door Operator

h. Schedule the removal of the existing controller and monitor systems on a weekend to avoid impacting the connection to the other grouped elevators.

Coordinate the scheduling of the removal of these elements with the COR.

i. All debris (garbage and trash) needs to be covered at all times while it is in transit through hospital hallways to and from the dumpster. Dumpster needs to be covered at all times and emptied as needed. It is the Contractor’s responsibility to keep the area surrounding your dumpster clean at all times.

j. Inventory usable parts for future repairs.

i. Provide a catalog of the parts removed from the elevator. Include in the catalog the part description, whether it can be reused or should be disposed, the condition of the part, and manufacturer’s information.

ii. Turn over useable parts to the COR or a designee.

iii. All unused parts or parts rejected by the COR, or a designee shall be disposed of properly.

k. Dispose of all demolition material and debris in accordance with Federal, State, and local environmental requirements.

7) Installation.

a. Continue to provide temporary infection control enclosure during construction per specifications.

b. Maintain staff, patient, and visitor access to the building during construction per specifications.

c. Exercise required precautions to maintain a safe work environment.

d. Protect and maintain the integrity of the elevator shaft and all adjacent parts, components, equipment, and wiring remaining following demolition.

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e. Below is a partial list of parts, components, software, to be installed. For a more comprehensive list refer to the Specifications Book.

i. Traveling Cables

ii. Controller cabinet

iii. Microprocessor Control System

iv. Traction Hoist Machine

v. Deflector Sheave

vi. Hoist Ropes

vii. Governor Rope

viii. Speed Governor

ix. Ascending Car Overspeed Protection Device

x. Normal and Final Terminal Stopping Devices

xi. Crosshead and Controller Data Plates

xii. Cartop Operating Device

xiii. Leveling Device

xiv. Emergency Stop Switches

xv. Main Car Operating Panel

xvi. Auxiliary Car Operating Panel

xvii. Car Position Indicator

xviii. Audio Voice System

xix. Auto Dial Telephone System

xx. Corridor Arrival Lantern/Position Indicator

xxi. Hoist way Access Switches

xxii. Hoist Way Entrance Door Hardware

xxiii. Car Entrance Door

xxiv. Car and Counterweight Guides

xxv. Power Door Operator

f. Schedule the installation of the new controller and monitor systems on a weekend to avoid impacting the connection to the other grouped elevators.

Coordinate the scheduling of the installation of these elements with the COR.

g. All debris (garbage and trash) needs to be covered at all times while it is in transit through hospital hallways to and from the dumpster. Dumpster needs to be covered at all times and emptied as needed. It is the Contractor’s responsibility to keep the area surrounding your dumpster clean at all times.

h. Dispose of all construction material and debris in accordance with Federal, State, and local environmental requirements.

i. The contractor shall perform reviews, checks, and testing prior to requesting substantial completion. Data from the reviews, checks, and testing shall be included with the request for substantial completion along with the contractor’s punch list.

j. The COR is designated with the authority for approval of the work performed.

i. Final acceptance will include reviews, checks, and testing by internal staff and external consultants and contractors on behalf of the government. The warranty period shall commence upon the date of final acceptance.

k. Remove signage on the elevator doors and all elevator lobbies notifying patients, visitors, and staff the elevator is being returned to service.

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l. Return elevator P2 to service.

I) Notification to Offerers.

1) Below is a list of itemized bid alternates. Please provide separate pricing for the following alternates:

a. Alternate 1 – Refer to specification section 14 21 10, subsection 2.15.

i. Rather than provide new, reuse existing DC Gearless Machine and restore to like new condition.

J) Constraints

1) Work hours for EHVAH staff are from 6:00 am until 3:30 pm, Monday through

Friday.

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

4) Maximizing Use of American-Made Goods, Products, and Materials

a. The Buy American Act required the United States government to prefer U.S.-made products in its purchases.

b. It is the policy of the United States to buy American and to maximize, consistent with law, the use of goods, products, and materials produced in the United States.

c. Material purchases should adhere to this policy to the greatest extent possible.

5) The contractor badging process is a required security procedure of all VA stations. It is the responsibility of the general or prime contractors to notify their subcontractors of this requirement. All contracted workers visiting the jobsite will need to receive a contractor’s Flash badge. This is to be done before any construction or demolition work is started on the project. Failure to obtain and display the proper badge could result in the worker being removed from the station by Hines Police.

The procedure to follow is:

a. The A/E shall have 2 weeks’ notice from award to Notice to Proceed (NTP) to on-board team members with the necessary badging.

b. The Contractor shall fill out Contractor Badging Form – See Attachment 3.

c. Two (2) forms are personal identification are needed. Valid (unexpired) forms of ID include:

1. Current Driver’s License.

2. An original social security card (not laminated). Substitutes may include:

i. Current Passport

ii. Original birth certificate (not a copy)

Additional forms of identification can be found on Page 2 of the Contractor Badging Form – See Attachment 3.

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d. The Contractor shall coordinate with COR and bring the completed Contractor Badging Form to Mikel Jones (Bldg. 2, Rm 119) to coordinate for fingerprints (Phone: 708 202-8387, ext. 21322; Email: mikel.jones@va.gov).

e. Once the form is approved by Mikel Jones, contractors shall take a copy of the form to Human Resources located in Building 17 for fingerprinting. The hours for fingerprinting are 8:00 AM to 3:00 PM. The other copy will stay with Hines Engineering.

f. Upon a favorable fingerprint adjudication, the contractor will schedule an appointment with HR to receive a Flash badge. The link to schedule this appointment will be provided by Mikel Jones upon notification of successful fingerprint adjudication.

K) 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).

mailto:mikel.jones@va.gov

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

1. The Schedule of Value is a representative breakdown of the contractors firm, fixed-price bid. Each portion of the Schedule of Values represents the amount the government paid to the contractor for that portion of the work.

2. Because the contractor’s bid was fixed, so too is the Schedule of Values.

It is not fluid and does not change after submission and approval. The Schedule of Values can only be modified through a bi-lateral agreement between the government and the contractor.

3. The government will utilize the Schedule of Values as a basis of negotiations for contract modifications. This is especially true when a credit is due to the government for all or measurable parts of certain portions of the firm, fixed-price contract.

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 Flash badges.

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

2) Construction Period: Along coordinating the construction of the project, 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. Submit RFI’s during demolition and construction as necessary.

c. Attending and run biweekly construction meetings.

1. Take notes and attendance, produce, and distribute minutes. Note – Failure to produce fair, unbiased meeting minutes will result in CO disciplinary action.

2. Track and RFI’s, submittals, and modifications through various logs.

3. Request permits and shutdowns.

4. Request inspections, reviews, and punch list.

5. Address any obstacles and work to coordinate resolutions.

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d. Attend site visits, 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’s 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.

L) Deliverables

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

2) All materials staged and documentation provided to the COR prior to start of demolition.

3) All safety devices and plans in place and approved by the COR prior to demolition.

4) Demolition items catalogued and staged or disposed of.

5) New items installed.

6) Elevator running and tested.

7) Elevator back in service.

8) Warranty and service period.

M) Time Frames

1) This project shall be completed within Three Hundred (300) calendar days once NTP is issued.

a. Phasing – This project shall be executed in one single, uninterrupted phase.

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

c. Pre-Construction Period duration is NTP + 120 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.

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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 150 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 + 300 calendar days. The Contractor shall submit within 30 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.

N) 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.

O) 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

Template Version 1 17 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 trade’s relative to this contract 5 calendar days prior to beginning work.

Certifications shall include welders, pipe installers, machine operators, etc.

5) The 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. The 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.

P) Risk Control

1) Refer to the attached ICRA form.

Q) 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.

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R) Point of Contact at the EHVAH

1) Keith Schmidt Project Manager Engineering Service Edward Hines Jr. VA Hospital 5000 S. Fifth Avenue Building 2, Room B032 Hines, IL 60141 keith.schmidt@va.gov Phone: 708-202-8387 ext. 21320 mailto:keith.schmidt@va.gov