663-CSI-021 SOW.pdf

STATEMENT OF WORK (SOW)

23 May 2024

VA Puget Sound HCS – Seattle Division Project Number: 663-CSI-021

1. Contract Title

Renovate Building 100, 2nd Floor for IR Lab Replacement

2. Background

The VA Puget Sound HCS – Seattle Division is remodeling approximately 762 square feet of existing space within the imaging department, room 2D-117 (B100, Radiology second floor). The existing Philips C-ARM machine will be replaced with an upgraded Siemens Healthineers Artis Q and the current special procedures room will be converted to a VHA Technical Information Library (TIL) compliant IR lab. The room consists of an equipment storage space, control room and IR lab. All work shall be performed per contract drawings and specifications.

3. Scope

Renovate approximately 762 sq feet of interior space that will be converted to a TIL compliant IR lab. The project will include architectural, structural, mechanical, and electrical revisions to upgrade the existing area for installation of the IR suite and Siemens Artis Q. All necessary utilities are in the building and must be extended and connected from surrounding areas within the building. Critical coordination and scheduling is required for supporting the installation of government purchased Siemens Artis Q. Successful integration with COR and equipment installer (Siemens Healthineers) is essential.

Renovation of the space in B100 Radiology IR lab will not include modifications to the walls.

Work includes the following but is not limited to: replacement of floor and ceiling finishes, ceiling systems, mechanical (HVAC), medical gas, lead shielding, asbestos abatement, electrical, telecommunications, nurse call, security, fire alarm, and fire protection sprinkler work. New finishes should match existing finishes and color schemes in the hallway and supporting spaces, unless otherwise noted. Any construction submittals for architectural features shall be reviewed by VA interior design. Refer to the drawings and specifications for details on the extent of construction.

4. Specific Tasks

The Seattle Veterans Affairs Medical Center is a Hospital First! This project will be accomplished within an existing facility with ongoing operations. Any and all construction activities shall be secondary to the mission of the Medical Center. This means: some activities shall only be performed outside of normal business hours; some activities may be curtailed if they interfere with normal activities, and may be delayed for other times or conditions. Other potential issues requiring control include, but are not limited to: noise pollution; noxious fumes; and vibrations. Restrictions on activities may be imposed even if they are below OSHA allowable limits. The CO or designated representative shall have the final authority over the needs of the Medical Center. Additionally, construction safety, infection control and site security shall be prime requirements of the Work, and as such any infraction may be considered a material breach of the Work and cause for termination for cause by the Government.

Unless otherwise specifically identified, the Contractor shall provide all tools, materials, equipment, labor and supervision of every kind necessary to provide complete and operational systems for the Medical Center meeting the intent of this Statement of Work, the Specifications, and Drawings. Space is limited at VAPSHCS Seattle / American Lake. Bid documents shall indicate that contractor will not be provided a lay down area. Contractor on-site office or on-site storage / office container shall not be allowed. Contractor to provide ‘just-in-time delivery and pickup’ and store materials at their warehouse. Onsite Contractor storage area will be limited to their construction site. In Seattle, office space will be provided as available in the triple wide trailer at the northeast corner of campus.

Any and all Work not specifically identified but necessary for a complete system shall be included as if specifically identified in the Contract Documents.

SITE WORK

None.

GOVERNMENT FURNISHED EQUIPMENT (GFE)

Government will procure a Siemens Artis Q ceiling interventional rad system and supporting equipment. Very close and frequent technical and scheduling coordination with COR and vendor equipment installation team is required for successful installation. Refer to the Drawings and Specifications for clarification of support required and those items the required to be in place for equipment installation.

TESTING

The Contractor shall be responsible for all testing and inspection services in connection with this project as stated in the Specifications. Testing and inspection services shall be done in the presence of the COR and include but are not limited to: HVAC test and balance, hydronic water quality, system pressure testing, medical gas system testing and certification, and structural/welding testing as per specification section 23 05 93. The Contractor shall provide both paper and electronic copies of all test reports to the COR.

DISPOSAL OF EQUIPMENT AND MATERIALS

The Contractor is responsible for the correct disposal of all materials associated with this project.

Details on documenting waste streams as well as a list of recycling/disposal facilities will be provided to the Contractor at the start of work.

COORDINATION OF WORK

If any questions or concerns arise, the Contractor is to coordinate with the COR for direction.

Any and all disruptions to the normal functions of the Seattle VAMC (road closures, utility connections, etc.) shall be brought to the attention of the COR at the earliest possible date. Refer to the Specifications for the acceptable time frames of notification.

5. Performance Monitoring

The Contractor is required to monitor all performance and certify the work was done in accordance with the contract. In addition, monitoring is done by the COR. To supplement contractors required safety program, at least weekly, the COR shall perform Safety and Interim Life Safety inspection and Environmental inspections. In addition the COR shall perform periodic inspections of the Work as further detailed per contract drawings and specifications. The Contractor is required to obtain the services of an independent testing and inspection company to perform additional inspections in accordance with the International Building Code 2018 ed, drawings and specifications.

Construction Progress Meetings:

1. The Contractor’s Project Manager and Site Superintendent shall provide weekly construction progress meetings with the COR for the entire period of performance.

a. The Contractor’s Construction Safety Officer is required to attend

b. Subcontractors are not required to attend. Subcontractors Project managers are required to attend.

c. Include minutes of the meeting and issue not later than three days after the meeting.

d. Construction progress meetings minutes shall contain: list of attendees, list any issues or concerns, indicate days remaining per the contract, detail any safety incidents, RFI log, Shop Drawing Log, detailed 2 week look ahead and shutdown schedule.

2. At 25%, 50%, 75% and 95%, coordinate with the COR for walk through inspection with the VA Shops. The Contractor shall have the Foreman from all trades attend. The VA Shops that will attend is the following: Electrical, Electronics, Mechanical, Operations, and Structural Maintenance Shops. The purpose of the meeting / walkthrough is the VA Shops Leads talk with the respective Contractor Trade Forman / Superintendent

Daily Report:

1. The Contractor shall provide a Daily Report. The Daily Report shall contain: list any issues or concerns, indicate days remaining per the contract, detail any safety incidents, detail daily construction safety inspections including items checked and corrective actions taken, and include relevant construction progress photo(s). Email the Daily Report to the COR no later than 9 am the next working day. Contractor is not required to submit a Daily Report for Saturdays, Sundays, or federal holidays where no work takes place.

6. Security Requirements

The Contractor shall only access Medical Center Buildings directly associated with the Work.

The Contractor shall not enter or attempt to enter any patient care area. Additionally, the Contractor shall provide construction site security as further identified in the Specification section 01 00 00 GENERAL REQUIREMENTS or on the Drawings. Security badge is required for the superintendent, project manager and any individuals that will be working 180 days or more on this project.

The C&A requirements do not apply. A security accreditation package is not required.

7. Government-Furnished Equipment (GFE)/Government-Furnished Information

(GFI)

The primary Government-Furnished Equipment is identified above. The Government shall not furnish any additional equipment or services to the Contractor not specifically stated in the Project Specifications.

Government-Furnished Information is in this Statement of Work as well as the equipment listing on the drawings; the Specifications for this project are identified in the specifications and the drawings for this project.

8. Other Pertinent Information or Special Considerations

There are no special considerations necessary to accomplish the Work.

a. Identification of Possible Follow-on Work

This is the first and only phase of construction in B100 Radiology second floor IR lab. No follow-on work is scheduled.

b. Identification of Potential Conflicts of Interest (COI)

There are no known Potential Conflicts of Interest.

c. Identification of Non-Disclosure Requirements

The Contractor shall not have access to sensitive and/or proprietary information.

d. Packaging, Packing and Shipping Instructions

All deliveries shall be specifically addressed to the Contractor and not the Medical Center. The Medical Center shall make best efforts to refuse delivery of Contractor goods or materials. Any materials inadvertently received by the Medical Center will be identified to the Contractor for immediate pick-up. The Medical Center takes no responsibility in the receipt of any goods or materials that are the Contractor’s. Additionally, the Contractor shall be responsible for receipt, offloading at the site and storage of all Government-Furnished Equipment.

e. Inspection and Acceptance Criteria

There are inspections performed per specifications that will be required. The IR lab equipment shall be inspected by the manufacturer and shall be onsite during installation. The COR is responsible to also sign off on any inspections performed.

9. Risk Control

The Contractor shall refer to specifications for guidelines on safety and risk control. Particular attention shall be paid to the VA Infection Control Risk Assessment (ICRA) policy: VHA Directive 7715 has changed the expectations of infection control methods from those previously utilized. The primary functional change to these standards is that for Class III and above, exhausting discharge air from temporary air return or negative pressurization systems into shared or recirculating HVAC systems, or other shared exhaust systems is prohibited. Additionally, any unfiltered air exhaust cannot be discharged within 25 feet of any building entrance or air intake.

A complete requirement sheet for different ICRA control levels will be provided during the bid process for Contractor to develop estimates and plans; Contractor will inform the station point of contact as soon as possible if this was not the case. The Contractor’s compliance plan will be evaluated during the initial pre-construction meetings to ensure compliance with these ICRA standards.

10. Place of Performance

Work shall be performed at the Seattle VA Medical Center, Seattle, WA, physical address 1660 S Columbian Way, Seattle, WA 98108. Building 100 is located in the main Seattle VA Medical Center Campus.

VA Puget Sound Health Care System Additional Requirements

1. Project number and the contract number in the subject line of all emails.

2. Contractor shall comply with the VAPSHCS Smoking Policy. No smoking allowed on VHA campuses.

3. Normal construction work hours are 5:00AM to 2:00PM Monday through Friday, unless other specified in the SOW.

a. Normal work hours can be modified only by written approval of the COR.

b. No work by the Contractor on Federal Holidays, and no work on the weekend when the Federal Holiday is on the respective Monday or Friday.

c. Work in stairs, or interior / exterior public areas shall be allowed between 6:00 PM through midnight, concluding by 6:00 AM on the following day.

d. Any work including, and not limited to: Noise, vibration, dust, odors, core drilling, hammer-drilling, saw-cutting, equipment moving in public corridors, soil compaction, or similar noise-producing activities shall be performed between 6:00 PM through midnight, concluding by 6 AM on the following day.

e. Crane lifts, any work that closes drive isles, closes building entries or closes public corridors shall be during low patient time and performed Sundays.

4. All building systems will be maintained in full operation at all times:

a. Request system shutdowns in writing not less than 21 calendar days in advance.

b. Shutdown work shall be during low patient demand times. Work requiring major utility shutdowns shall be completed after hours or during weekends.

5. Provide uniform heat detection in the area of work, connected to the existing supervised building master fire alarm system, for the duration of the work whenever the: Ceiling tiles are removed, or sprinkler system is disabled.

6. Fire-seal all penetrations through any wall or floor with UL Listed fire-rated materials or assemblies manufactured for the purpose.

7. Process for excavation is as follows:

a. Identify the areas where excavation is required, and mark for COR review

b. Contractor shall verify buried utilities with VA record documents and municipal record documents.

c. Contactor shall contact all utilities for locator services in the area of work.

d. There is existing non-utility owned buried services and the Contractor shall provide locator services such as ground-penetrating radar and radio frequency techniques.

e. Before excavation the contractor core paved areas to verify concrete/pavement depth.

Coordinate the location of the holes with the COR before drilling.

f. Hand dig all non-paved areas prior to excavation

8. Deliveries, Parking, Elevators:

a. Deliveries only at the M&O Loading Dock Building 1 or Building 100 main loading dock, and coordinated with the COR. At time of delivery: provide vehicle information to the VA Police and remove the vehicle as soon as delivery is complete.

Move materials in public corridors during low patient time and performed between 6 pm through midnight concluding by 6 AM on the following day.

b. No on-site parking or parking in the VA garage or VA parking lot. The existing VA parking is at capacity and reserved for patients and staff.

c. Contractor shall use Freight Elevators. Do not move materials and employees in passenger elevators unless written approval by COR.

9. Contractor shall provide construction dumpsters with a surrounding safety fence. Pavement to be protected from damage of loading and unloading the dumpster and dumpster weight.

Located on the M&O Loading Dock Building 1. Provide recycling and receipts from the salvage / deposal service in compliance with VA’s GEMS Policy.

10. No on-site office or on-site storage / office container shall be allowed. Provide ‘just-in-time delivery and pickup’. Coordinate with COR for staging within the area of work.

11. No music radios. Two-way communications radios are allowed where broadcast frequency is approved by COR.

12. All work in the crawl spaces shall be planned and carried out as OSHA Permit Required Confined Space.

13. Immediately stop work and notify the COR if asbestos is noticed or suspected in the area of work.

14. Before starting work the Contractor shall give 21 days’ notice to the COR so that security arrangements can be provided for the employees. This notice is separate from any notices required for utility shutdown described later in this section.

15. No photography of VA premises is allowed without written permission of the COR.

16. VA reserves the right to close down or shut down the project site, and ask Contractor’s employees to leave the premises in the event of an emergency, or operational requirement.

The Contractor may return to the site only with the written approval of the COR.

17. Compatible System procurements shall be as follows:

a. Locks and Keys: Door hardware shall be compatible with Best® 7-pin, F keyway, interchangeable core. Final pinout and keying is provided by the VA. Provide and turn over new blank cores to VA not less than 21 days in advance of construction completion. The final pinout and key blanks shall be provided by VA.

b. Building Automation: Components, programming and start up: native BACnet communications protocol for Building Automation and Control (BAC) connected to the existing Johnson Controls head end equipment

11. Period of Performance

The contract length shall be no longer than 250 calendar days from receipt of the Notice to Proceed. All materials shall be brought in and out of the construction zone after normal function medical facility hours. Work requiring major utility shutdowns shall be completed after hours or during weekends. Work shifts during operational hours should take place from 5AM-2PM.

12. Privacy Officer Language for Statement of Work (SOW)

a. Information made available to the contractor or subcontractor by VA for the performance or administration of this contract or information developed by the contractor/subcontractor in performance or administration of the contract shall be used only for those purposes and shall not be used in any other way without the prior written agreement of the VA. This clause expressly limits the contractor/subcontractor's rights to use data as described in Rights in Data- General, FAR 52.227-14(d) (1).

b. VA information should not be co-mingled, if possible, with any other data on the contractors/subcontractor’s information systems or media storage systems in order to ensure VA requirements related to data protection and media sanitization can be met. If co-mingling must be allowed to meet the requirements of the business need, the contractor must ensure that VA’s information is returned to the VA or destroyed in accordance with VA’s sanitization requirements. VA reserves the right to conduct on-site inspections of contractor and subcontractor IT resources to ensure data security controls, separation of data and job duties, and destruction/media sanitization procedures are in compliance with VA directive requirements.

c. Prior to termination or completion of this contract, contractor/subcontractor must not destroy information received from VA, or gathered/created by the contractor in the course of performing this contract without prior written approval by the VA. Any data destruction done on behalf of VA by a contractor/subcontractor must be done in accordance with National Archives and Records Administration (NARA) requirements as outlined in VA Directive 6300, Records and Information Management and its Handbook 6300.1 Records Management Procedures, applicable VA Records Control Schedules, and VA Handbook 6500.1, Electronic Media Sanitization. Self-certification by the contractor that the data destruction requirements above have been met must be sent to the VA Contracting Officer within 30 days of termination of the contract.

d. The contractor/subcontractor must receive, gather, store, back up, maintain, use, disclose and dispose of VA information only in compliance with the terms of the contract and applicable Federal and VA information confidentiality and security laws, regulations and policies. If Federal or VA information confidentiality and security laws, regulations and policies become applicable to the VA information or information systems after execution of the contract, or if NIST issues or updates applicable FIPS or Special Publications (SP) after execution of this contract, the parties agree to negotiate in good faith to implement the information confidentiality and security laws, regulations and policies in this contract.

1. The contractor/subcontractor shall not make copies of VA information except as authorized and necessary to perform the terms of the agreement or to preserve electronic information stored on contractor/subcontractor electronic storage media for restoration in case any electronic equipment or data used by the contractor/subcontractor needs to be restored to an operating state. If copies are made for restoration purposes, after the restoration is complete, the copies must be appropriately destroyed.

13. Privacy Officer Language for Statement of Work (SOW)

The following standard items relate to records generated in executing the contract and should be included in a typical Electronic Information Systems (EIS) procurement contract:

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.

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.

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.

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

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

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.

8. Contractor agrees to comply with Federal and Agency records management policies, including those policies associated with the safeguarding of records covered by the Privacy Act of 1974. These policies include the preservation of all records created or received regardless of format [paper, electronic, etc.] or mode of transmission [e- mail, fax, etc.] or state of completion [draft, final, etc.].

9. No disposition of documents will be allowed without the prior written consent of the Contracting Officer. The Agency and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation.

Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. Records may not be removed from the legal custody of the Agency or destroyed without regard to the provisions of the agency records schedules.

10. Contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under, or relating to, this contract. The Contractor (and any sub-contractor) is required to abide by Government and Agency guidance for protecting sensitive and proprietary information.

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