598-19-125 Relocate Medical Media SOW.docx

RELOCATE MEDICAL MEDIA

Project Number 598-19-125 Statement of Work

Engineering Planning and Design Office Central Arkansas Veterans Healthcare System 2200 Fort Roots Drive Building 1

North Little Rock, AR 72114

Relocate Medical Media Project No. 598-19-125

THE SCOPE OF WORK

1.1 These existing rooms are considered unfinished space. This area is to be used by the hospital’s Medical Media service and is designed to accommodate a photo/video function as well as heavy electrical load for equipment.

1.2 The area of work specific for this project is on the seventh floor of the E pod of JLM Memorial Veteran’s Hospital located at 4300 West 7th Street, Little Rock, AR 72205, and includes approximately 2763 sq ft of unfinished space currently used as storage. This will project will create a finished space to accommodate the relocation of Medical Media services in accordance with TIL guidelines [ref. chapter 248 in TIL guidelines]

1.3 Work Overview by Room

7E-111 Photo Room

• 7E-111 will be the PHOTO ROOM and will have approximately 753 SF of floor space and will be used as a still photography studio.

• The PHOTO ROOM will have direct access to the main corridor, as well as the adjacent video room (7E-112).

• The exterior wall of 7E-111 has a bank of storefront windows, which are being upgraded with new frames and glazing.

• A new suspended acoustic tile ceiling will be added to this room (currently open to structure above)

• This room will have new LVT flooring (ShawContract Terrain II 30 mil commercial tile is the Basis of Design; stagger installation).

7E-112 VIDEO ROOM

• 7E-112 will be the VIDEO ROOM, covering approximately 536 SF of floor space and will be used as a recording studio.

• 7E-112 VIDEO ROOM will not have direct access to the main corridor but will have direct access to the adjacent rooms 7E-111 PHOTO ROOM and 7E-114 COMMUNAL WORK AREA.

• The existing door from the corridor shall be removed and infilled to match existing adjacent materials, maintaining the fire-rated integrity of the wall.

• The exterior wall of 7E-111 has a bank of storefront windows, which are being upgraded with new frames and glazing.

• (2) new interior partitions will be constructed from floor to deck and shall have sound batts from floor to deck (for sound attenuation).

• A new suspended acoustic tile ceiling will be added to this room (currently open to structure above). The tiles will address acoustic absorption by meeting a minimum NRC rating of .70 (Rockfon Artic ceiling tile used as Basis of Design).

• This room will also have new LVT plank flooring. (ShawContract Terrain II 30 mil commercial tile used as the Basis of Design; stagger installation recommended).

• Room code MIST1 and XXYYC are used as the Basis of Design for this room.

7E-114 COMMUNAL WORK AREA

• 7E-114 will be a COMMUNAL WORK ROOM, with approximately 709 SF of floor space housing various pieces of equipment, including a large format printer, a heat laminator, a cold laminator, and a work station table.

• The COMMUNAL WORK ROOM will have direct access to the main corridor, as well as to 7E- 114A STORAGE and 7E-112 Video Room.

• The exterior wall of 7E-111 has a bank of storefront windows, which are being upgraded with new frames and glazing.

• A new suspended acoustic tile ceiling will be added to this room (currently open to structure above)

• Will have new LVT flooring (ShawContract Terrain II 30 mil commercial tile is the Basis of Design; stagger installation).

• This room will have a cased opening to allow passage into the adjacent work area to the north (not in the SOW of this project).

• Room codes MIPF1, MICL1, and XXYYC are used as the Basis of Design for this room.

7E-111B STAFF SUPPORT AREAS

• 7E-111B will be a combined TOILET/CHANGING ROOM and covers approximately 125 SF of floor space. This room will have a single bariatric floor-mounted toilet, a hand sink and vanity, and is accessible only from the PHOTO ROOM. Basis of design for this room is TNPG1 from Chp 248 of the TIL.

• This room will have a new suspended acoustic tile ceiling and new LVT flooring.

SUPPORT AREAS

• 7E-111A STORAGE will be located within the PHOTO ROOM and will have approximately 97 SF of floor space. Room code SRE01 is the Basis of Design for this storage room.

• This room will have a suspended acoustic tile ceiling system and new LVT flooring.

• 7E-114A STORAGE, located within the COMMUNAL WORK AREA, has approximately 89 SF of floor space.

• Room code SRE01 is used as Basis of Design for the ELECTRIC STORAGE ROOM.

• 7E-114A has a bank of storefront windows on the exterior wall, which will be upgraded with new frames and glazing.

• New suspended acoustic tile ceiling system will be installed and new flooring (LVT).

• 7E-118A SPRAY BOOTH will be located in an existing room within the “Art Work Area” and has approximately 73 SF of floor space.

• A dedicated exhaust will be installed for this room.

• Room code MIST1 is the Basis of Design for the SPRAY BOOTH room.

EXTERIOR WORK

• There are 6 exterior windows within the area of work that are in poor condition and will be replaced as part of this project. The new windows to match the CAVHS standard for replacement windows for JLM – Vitro Architectural Glass – Solarban 60 GraylitE II + Solarban 60 (3) Clear.

1.4 This project also will correct a portion of deficiencies as identified in the 2015 VISN 16 Facility Condition Assessment (FCA), Little Rock.

panes and failed window seals. Replace all. Floors G-3=916 2x4 windows; Floors 4-8=2060 2x4 windows.

23808 sf total.

rooms with T8 lamps and electronic ballasts or LED lighting.

General Contractor Services

1.5 Contractor shall provide all labor, materials, tools, equipment, storage, expertise, administration, supervision and transportation as necessary to perform all work in accordance with provided construction specifications, drawings, all documents attached to this contract, all terms and conditions of this contract, and this statement of work.

1.6 Existing area is currently unfinished space. It requires new finishes, HVAC, plumbing and electrical.

1.7 The Contractor is responsible for verifying dimensions, existing utilities and other information presented in this document. The Contractor’s price shall include all direct (Bare Cost) and indirect costs (Coefficient) including labor, materials, equipment, transportation, incidentals, and taxes.

1.8 Quality Control (QC). The contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The plan shall be submitted to the COR for review/acceptance prior to starting any work.

1.9 Quality Assurance (QA). The CAVHS Engineers will monitor and inspect the Contractor's performance under this contract using the quality assurance procedures in the Federal Acquisition Regulation (FAR) clause 52.246-12, “Inspection of Construction”.

1.10 The Contracting Officer’s Representative monitors all technical aspects of the contract and assists in contract administration. The COR is authorized to perform the following functions: assure that the Contractor performs the technical requirements of the contract; perform inspections necessary in connection with contract performance; maintain written and oral communications with the Contractor concerning technical aspects of the contract; issue written interpretations of technical requirements, including Government drawings, designs, specifications; monitor Contractor's performance and notifies both the Contracting Officer and Contractor of any deficiencies; coordinate availability of government furnished property, and provide site entry of Contractor personnel. The COR is not authorized to change any of the terms and conditions of the Contract.

1.11 All employees of general contractor and subcontractors shall comply with the VA security management program, be identified by through project and employer badges, and restricted from areas of unauthorized access.

1.12 General Contractor’s employees shall not enter the project site without appropriate badging/identification. They may also be subject to inspection of their personal effects when entering or leaving the project site.

1.13 Before starting work the General Contractor shall give one week’s notice to the Contracting Officer so that arrangements can be provided for the employees. This notice is separate from any notices required for utility shutdown described later in this section.

1.14 No photography of VA premises is allowed without written permission of the Contracting Officer. The Contractor and workforce personnel shall not post or discuss government facility activities on unauthorized public media.

1.15 VA reserves the right to close/shut down the project site and order General Contractor’s employees off the premises in the event of a national emergency. The General Contractor may return to the site only with the written approval of the Contracting Officer.

1.16 When materials are transported in prosecuting the work, vehicles shall not be loaded beyond the loading capacity recommended by the manufacturer of the vehicle or prescribed by any Federal, State, or local law or regulation. When it is necessary to cross curbs or sidewalks, the Contractor shall protect them from damage. The Contractor shall repair or pay for the repair of any damaged curbs, sidewalks, or roads.

1.17 General Contractor’s employees are subject to rules of CAVHS Medical Center applicable to their conduct.

1.18 Execute work to interfere as little as possible with normal functioning of CAVHS Medical Center, including operations of utility services, fire protection systems and any existing equipment, and with work being done by others. Use of equipment and tools that transmit vibrations and noises through the building structure, are not permitted in buildings that are occupied, during construction, jointly by patients or medical personnel, and Contractor's personnel, except as permitted by COR where required.

1.19 Do not store materials and equipment in other than assigned areas.

1.20 Scheduling of material deliveries is required. Due to space restrictions, material deliveries should not be more than what can be installed within five working days unless written authorization is given for additional storage in a designated area.

1.21 No utility service such as water, gas, steam, HVAC, sewers, electricity, or fire protection systems and communications systems may be interrupted without prior approval of the CAVHS Chief Engineer. If services must be interrupted to other services outside of the immediate work area of this scope, a minimum of 14 days written notice must be submitted for approval. This outage request must identify the affected buildings, areas, rooms, date, duration, outage description, and the procedure of the intended work.

1.22 The Contractor shall maintain the work site in a neat, orderly, and safe condition at all times. The Contractor shall remove debris on a daily basis. The Contractor shall repair any damage to the existing grounds, facilities, or property incurred during the course of construction to its original pre-existing conditions. The Contractor shall remove all tools, supplies, equipment, and debris upon completion of the contract.

1.23 The general contractor shall field verify all dimensions and submit shop drawings for approval by contracting officer. Coordinate site visits with the COR.

1.24 Final clean up and finishes. At the completion of the work, all fixtures, equipment, and materials shall be cleaned. The Contractor shall do a final cleaning to include disposal of debris resulting from construction as well as dispose of containers for the materials used during the performance of the work.

1.25 Warranty. Contractor shall warrant its work against faulty workmanship for a period of not less than one year from the date of Government acceptance of the work provided under this contract. Under this warranty, contractor shall be prepared to return to the work site within one working day after notification without charge to make any necessary repairs.

1.26 Prior to any mobilization and construction, the contractor shall request and have an approved Infection Control Construction Permit, Construction Safety Plan, and an Interim Life Safety Measures Certification from the VAMC. Also, project/construction schedule, schedule of values/prices and construction phases must be provided and approved by the Contracting Officer.

1.27 Contractor is responsible for maintaining a minimum of ICRA level 3 for all areas.

1.28 Contractor shall completely prepare site, prior to the installation of the equipment, and furnish labor, equipment and materials to perform work for this specific project as required by construction documents.

1.29 The entire project’s associated construction and temporary works shall conform to the latest VA specifications, VA Standards, energy conservation methods, EPA, OSHA, ICRA, NFPA, NEC, ASHRAE, LIFE SAFETY CODE, UBC, local, Federal and industry requirements and regulations.

1.30 Project Record Drawings: The Contractor will maintain a set of Record Drawings. The Contractor will maintain a set of construction documents (field as-built drawings) to record actual construction changes during the construction process. The project record drawings will be available for review by the VA Project Manager at all times.

1.31 After the award of contract, the Contractor shall prepare a detailed schedule (aka milestone chart) using “Microsoft Project” software. The schedule shall indicate detailed activities for the projected life of the project. The schedule shall consist of detailed activities and their restraining relationships. It will also detail manpower usage throughout the project. This schedule shall be updated every 2 weeks.

1.32 Submittals will be submitted and approved through an electronic submittal exchange service. This service to be provided at the contractor’s expense. The service must be accessible via the VA secured server, meet the VA security requirements and approved by the Information System Security Officer for CAVHS.

1.33 All Shop Drawings, Product Data and Samples shall be submitted and approved by the VA within thirty (30) calendar days after Notice to Proceed. The VA will provide the Contractor with written comments within 10 business days after receiving each submittal.

1.34 The Contractor shall submit a construction schedule within ten (10) calendar days after Notice to Proceed. The construction schedule shall be prepared in terms of calendar days (not working days). Once the construction schedule is submitted by the Contractor and approved by the CO, no delays in the schedule shall be tolerated without the CO’s approval.

1.35 A pre-construction meeting shall be held within ten (10) calendar days after award of Contract. During the construction, the Contractor shall attend all weekly construction progress meetings. The meeting schedule and place will be discussed in the pre-construction meeting.

1.36 The Contactor and subcontractors shall attend a Safety training provided by Central Arkansas Veterans Hospital before any work begins. This training includes Infection Control.

1.37 All Superintendent are required to have an OSHA 30 safety training certification. All employees working on site must have an OSHA 10. This training is not provided by the VA.

1. General Contract Requirement

1.1. VA’s Normal Working Hours are 7:00 am to 4:30 p.m., Monday through Friday. Contractor shall coordinate work with the COR in order to not disrupt the facility’s operations which may include work earlier or later in the day and on weekends or federal holidays at no additional cost to the VA. Noise disturbances and utility shutdowns/tie-ins shall be coordinated with the COR and not interfere with VA daily operations.

1.2. Pursuant to clause 52.236-8 Other Contracts incorporated by reference under section 4.33 52.252-2 Clauses Incorporated by Reference, Contractor shall fully cooperate with the other contractors and with Government employees and shall carefully adapt scheduling and performing the work under this contract to accommodate the additional work, heeding any direction that may be provided by the Contracting Officer. If required by the Contracting Officer, Contractor shall, at no additional cost to the VA, coordinate with other VA’s activities including but not limited to construction activities near the job site to ensure the construction work under this project will be in harmony with those activities. This coordination shall include but not limited to the careful scheduling of work commencement, equipment mobilization etc.

2. The following legal holidays are observed by this Government Agency:

and any day declared by the federal government as holiday.

3. Project Meetings

3.1. Each week the contractor shall hold a progress meeting to review progress to date and to resolve all questions for the upcoming week. The progress meeting shall include at a minimum, the Project Manager and the Superintendent representing the Contractor, the COR and the CO representing the Government. Technical supervisor (foreman), sub-contractors, suppliers, etc. shall attend when requested by the Contracting Officer. The meeting shall be same day, time, and place each week.

3.2. Meeting Minutes - The contractor shall take minutes of all meetings held relative to this project. The format must be acceptable to the Contracting Officer Representative (COR). Minutes must include the meeting date and time; agenda; meeting location; list of participants with their affiliations, and email addresses; be fully descriptive of issues, problems and decisions made; and action items with names of responsible parties and deadlines. In addition, the minutes must include, as attachments, all exhibits and references distributed as handout materials, unless the materials are part of a formal submission. The contractor shall provide, via e-mail, complete copies of all minutes to all attendees within 72 hours of the meeting. All challenges to the minutes will be reflected in a revised version prepared by the contractor and CO along with the contractor and COR shall sign/initial the minutes. In the event of any disputes or challenges that can’t be resolved, the Contracting Officer shall render a final decision. Copies of updated minutes shall be distributed to the all attendees within 48 hours after change notice.

4. Safety and Security

4.1. Contract workers under this project may require a VA issued identification card before work commences at the Houston VAMC. There is no charge for the badges; however, multiple trips to MEDVAMC facility maybe required.

4.2. Contract employees, including all subcontractor employees, must be TB tested if they will work within the VA Hospital Building 100. A letter from the prime contractor shall be submitted to the CO prior to work commencing that all staff members are TB negative.

4.3. All contract personnel are subject to inspection of personal effects when entering or leaving the project site.

4.4. Parking is rigidly controlled throughout the Medical Center. Contractor parking is only allowed in authorized areas. Contractor shall abide by all police requirements. Parking in designated patient parking areas is strictly prohibited. Parking for unloading equipment necessary to perform the work will be authorized in advance by the COR prior to starting the project.

4.5. Contractor shall abide by VA’s local policy for measures to prevent the spread of COVID as well as the attached VHA Directive. Policies may change during contract performance. COR and/or CO will provide updates as they are issued by the Facility Director. Contractor shall follow the CDC guidelines for COVID. The contractor shall provide the name and telephone number of any employee who tests positive that was on the VA campus. Contractor shall also identify the number of contractor and subcontractor employees who had contact with the positive COVID-19 person(s) and remove/replace the employee(s) for five days of when the positive employee(s) was last onsite.

5. Privacy and Information Security

5.1. Information Systems Officer, Information Protection:

5.1.1. The contractor will not have access to VA Desktop computers, nor will they have access to online resources belonging to the government while conducting services. If removal of equipment from the VA is required, any memory storage devices, such as hard drives, solid state drives and non-volatile memory units will remain in VA control and will not be removed from VA custody.

5.2. Privacy Officer:

5.2.1. The contractor will not have access to protected Patient Health Information (PHI) and nor will they have the capability of accessing patient information during the services provided to the VA and if removal of equipment from the VA is required, any memory storage devices, such as hard drives, solid state drives and non-volatile memory units will remain in VA control and will not be removed from VA custody. All research data available for Contractor analyses is de-identified.

5.3. Records Manager:

5.3.1. Citations to pertinent laws, codes and regulations such as 44 U.S.C chapters 21, 29, 31 and 33; Freedom of Information Act (5 U.S.C. 552); Privacy Act (5 U.S.C. 552a); 36 CFR Part 1222 and Part 1228.

5.3.2. Contractor shall treat all deliverables under the contract as the property of the U.S. Government for which the Government Agency shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest.

5.3.3. Contractor shall not create or maintain any records that are not specifically tied to or authorized by the contract using Government IT equipment and/or Government records.

5.3.4. 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 by the Freedom of Information Act.

5.3.5. Contractor shall not create or maintain any records containing any Government Agency records that are not specifically tied to or authorized by the contract.

5.3.6. The Government Agency owns the rights to all data/records produced as part of this contract.

5.3.7. The Government Agency owns the rights to all electronic information (electronic data, electronic information systems, electronic databases, etc.) and all supporting documentation created as part of this contract. Contractor must deliver sufficient technical documentation with all data deliverables to permit the agency to use the data.

--- End---image1.png image2.png