640-25-Lump Sum SOW.docx

Directors Quarters Telecommunications Infrastructure Installation Department of Veterans Affairs Palo Alto Health Care System Palo Alto, CA 94304

STATEMENT OF WORK

PROJECT TYPE: NRM

DATE: May 23, 2025

EXECUTIVE SUMMARY

A. PROJECT DESCRIPTION: This construction project will directionally bore no more than 200 linear feet and install underground conduit, coaxial cabling, weatherproof boxes, and all required services and materials to prepare the residence for future COMCAST internet.

B. PROJECT CONSTRAINTS: The contractor must follow interim life safety plan, infection control measures, and egress plans during construction. The contractor must coordinate all utility shutdowns and “hot work” with the Contracting Officer’s Representative (COR). The contractor shall follow all applicable federal and local jurisdictions laws, standards, and code requirements when conducting the work. Contractor shall work with COR to minimize construction impact on VAPAHCS daily operations at Menlo Park campus.

Table of Contents

Contractors shall refer to the solicitation documents for the minimal submission requirements and instructions pertaining to this project. The contractor shall provide services during construction as outlined in this statement of work, as well as associated design documents, drawings, and specifications. These construction services shall be provided to the Veterans Affairs Palo Alto Healthcare System (VAPAHCS), located at 611 Willow Road (Building 222) Menlo Park, CA 94025 all in accordance with this Statement Of Work (SOW) and applicable contract terms or conditions.

1. PROJECT BACKGROUND

611 Willow Road, Building 222, is located on the VA Menlo Park Campus and is the Director’s Quarters residence. This residence has no physical pathway to enable high speed internet connectivity.

2. PROJECT PURPOSE AND DESCRIPTION

The intent is to select a qualified contractor to provide all labor, materials, equipment, tools, and supervision required to provide full construction services to perform required activities for installation of high-speed internet infrastructure. All work shall be performed in compliance with federal, state, and local regulations, and in accordance with the project narrative and referenced standards.

3. STATEMENT OF BID ITEMS

1. Site and Utilities

a. Site Assessment & Preparation

i. Conduct a comprehensive site inspection to identify hazards, utilities, and environmental issues.

ii. Coordinate and execute shutdowns and rerouting for underground utilities as needed.

b. Utilities

i. Provide all turnkey telecommunication infrastructure construction services to enable high speed internet connectivity to Director’s Quarters.

ii. Directional Boring or trenching (whichever is most cost effective) of proposed pathway outlined in Attachments 1 and 2.

iii. Installation of all conduit, cabling, weatherproof boxes, and infrastructure required for future internet service provider connections to the residence from the point of connection.

iv. Coordination with COMCAST regarding the point of connection at the street and residence. Coordination will ensure compatibility of all contractor installed materials to ensure internet service provider seamless connection of service into the residence from their point of connection.

2. Pre-Construction Activities

a. Coordinate with COMCAST to confirm point of connections from the street and the residence.

b. Provide submittal to COR with COMCAST endorsed pathway from their service connection to Building 222 and a certification regarding compatibility of contractor provided materials with internet service provider requirements.

3. Obtain permitting, if required, with the City of Menlo Park which facilitates seamless and compatible integration with COMCAST point of connection.

4. Protection of Adjacent Structures

a. Protect adjacent building elevations, windows, and Heating, ventilation, and air conditioning (HVAC) systems with appropriate coverings and filtration.

b. Implement dust control measures (water misting, suppressants); no visible dust plumes allowed.

c. Clean and restore protected surfaces post-demolition, repairing any damage.

d. Protect existing trees, fire hydrants, and Building 222.

e. Apply rock and wood mulch for aesthetics and plant health.

f. Install drip irrigation for new plantings.

5. Demobilization

a. Systematically remove equipment, machinery, and temporary facilities.

b. Clean the site, remove debris, and reinforce safety measures.

c. Complete release of claims, obtain VA acceptance, and finalize invoicing.

All work must be in accordance with applicable codes, standards, and regulatory requirements, and in a manner that ensures safety, environmental protection, and minimal disruption to adjacent operations.

4. SPECIFICATIONS AND DRAWINGS

4.1 The contractor may, at their own expense, create additional drawings and specifications for the purpose performing the work described in the contract, using electronic files furnished by the government. All available record drawings will be provided upon request to the Contractor. They should not however, be considered “as-built”. These drawing files are provided without warranty or obligation to its accuracy or information contained in the files. All information in the files shall be independently verified by the user. Any user shall agree to indemnify and hold the VA harmless from all claims, damages, losses and expenses, including but not limited to, attorney fees arising out of the use of the drawing files.

4.2 As-built Drawings. The contractor shall be responsible to provide marked-up as built drawings and deliver two approved completed sets of as-built drawings to the Contracting Officer’s Representative as per paragraph 1.10 of spec section 01 00 00.

5. COMPLIANCE WITH CODES AND STANDARDS

5.1 The contractor shall comply with all design drawings and specifications during the project, including applicable codes and standards described in the VA’s design guides and design manuals, and the VA’s standards for information technology.

6. ADDITIONAL CONSIDERATIONS

6.1 Submittal Register Schedule: The submittal register included within the project specifications lists individual submittal sections with schedule and submittal descriptions. Submittal register shall be submitted prior commencing construction work.

6.2 Utility shutdowns. The contractor shall coordinate all utility shutdowns with the contracting officer’s representative. Major utility shutdown will require 45 days advance notice to coordinate with facility. Minor utility shutdown will require 15 days advance notice to coordinate with facility.

6.3 Interim Life Safety Measures (ILSM). Contractor shall coordinate with the contracting officer’s representative, VA Safety Officer, VA Infection Control firm, to comply with any Interim Life Safety Measures required during construction. Life Safety Measures will include the following, at a minimum;

6.3.1 Providing and maintaining compliant fire/smoke barriers and sprinklers or heat detectors as needed during construction.

6.3.2 Ensuring that the equipment staging or lay down areas, if applicable, comply with applicable VAPAHCS safety requirements. Any staging or lay down areas and construction fencing must be coordinated between the general contractor and contracting officer’s representative.

6.4 Infection Control Risk Assessment (ICRA) – Contractor to provide and maintain a minimum of a Class IV Infection Control precaution/procedure for the work duration as prescribed in the current VA Health Care System Memorandum SAFE-18-63.

6.5 Security Considerations. At no time will the vendor be in contact or have access to VA sensitive information. Certification and accreditation (C&A) requirements do not apply, and a Security Accreditation Package is not required. VA sensitive information procedures will be followed per VA Handbook 6500.6. The Contractor will adhere to VAAR 852.252-75, Security Requirements for Unclassified Information Technology Resources (Interim-October 2010).

6.6 Station Operations. The contractor shall generally perform all on-site visitation or work between the hours of 8:00 AM and 4:30 PM, Monday through Friday (Federal Holidays excluded), unless otherwise approved by the contracting officer’s representative. The contractor may be required to perform all or part of work elements involving significant noise or vibrations affecting nearby areas outside of these normal work hours, in order to avoid impacting daily operations.

6.7 For any activity that impacts the facility operation, contractor shall coordinate with the COR to perform such activities after hours or on the weekends.

6.8 Contractor shall coordinate with the COR and comply with all VA and local COVID-19 safety requirements.

7. COORDINATION AND EXECUTION

7.1 User Groups. The contractor will be required to work with the below user groups responsible for managing this project. The contractor is advised that only the contracting officer has authority to alter the contract once awarded, or to legally obligate the government pursuant to any changes in the scope of the project thereof.

7.1.1 Contracting Officer (CO): The CO shall be responsible for all contractual administration of this project. All transactions of a legal nature, including contractual agreements, amendments, change orders, etc. shall be approved and processed through the CO.

7.1.2 Contracting Officer’s Representative (COR): The COR shall be responsible for the construction management on behalf of the VA and will manage the project on a day-to-day basis to ensure that the project requirements are met from the notice to proceed through completion of the work and acceptance, according to project scope of work and construction documents or specifications.

7.2 Construction Administration

7.2.1 Project Schedule. After award of contract the contractor shall provide to the VA a detailed schedule of all project activities, including milestone dates and critical paths, as well as update such schedule if plans are modified during the project. Overall project schedule shall be broken to activities in which each activity shall have less than 20 workdays duration. Master schedule shall be updated and submitted monthly to the COR. Contractor shall also provide 3 weeks look ahead schedule weekly to the COR by close of business on Monday. No work is allowed until master schedule is approved by the COR.

7.2.2 Schedule of Values. The contractor shall provide a schedule of values, along with the project schedule, which is aligned with the various activities of work. This schedule of values, if approved, may be used by the contracting officer’s representative as a basis for evaluating reviewing progress performance and payments. Schedule of values shall be broken into details to be aligned with overall project schedule. Schedule of values shall have 10% of overall project cost designated for punch walk and project close out.

7.2.3 Observation and Site Visits. The contracting officer’s representative and/or designated representatives may require access in order to monitor, observe, and review all aspects of the project to ensure compliance with the construction documents and other regulatory requirements.

7.2.4 Project Meetings and Inspections. The contractor shall be required to attend or provide a designated representative for coordinated field observation inspections for progress evaluations and reports, and other site visits as needed, including punch list or pre-final and final inspections. Such inspections may occur on a monthly basis, or more frequently as needed. The contracting officer’s or other designated representatives may inspect all aspects of the project in order to complete written progress reports, including the performance of work activities in the project schedule or schedule of values, and verification of the contractor’s compliance with applicable safety, infection control, or interim life safety requirements. Contractor shall attend weekly owner, architect and contractor (OAC) meeting, and is responsible for providing meeting minutes and agenda for each meeting.

7.2.5 Submittals. The contractor will be responsible to furnish submittals in accordance with the design specifications and submittals register. The contractor shall submit shop drawings, schedules, manufacturer's literature and data, and certificates in electronic format. Physical samples shall be shipped directly to the Architectural & Engineering Firm (AE) for inspection, and one sample furnished to the contracting officer’s representative for approval. Further details are provided in the project specifications for shop drawings and submittals.

8. RFIs and Change Orders.

During construction the contractor may submit requests for additional information concerning the design or other aspects of the project; however, these must be submitted in writing. These must include, at a minimum, a description of or background information for the issue in question, as well as a complete impact assessment for any recommended changes. The contracting officer’s or designated AE representative will review, evaluate, and respond as required. Any proposed changes to the scope or deviations from the design documents may be submitted to the contracting officer’s representative for review and discussion, however any such changes to the contract or scope of the project must first be approved by the contracting officer in writing before implementation.

9. ATTACHMENTS

9.1 Attachment 1 – Proposed Conduit Path

9.2 Attachment 2 – 611 Willow Rd (Building 222) Site Plan

9.3 Attachment 3 – 611 Willow Rd Specifications dated May 23, 2025

10. ABBREVIATIONS AND ACRONYMS

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