Att 1- SOW 554-21-700P2 EHRM Infra Upgrades.pdf

554-21-700P2 - EHRM Infrastructure Upgrades ( Additional FCU’s) – Aurora CO

Scope of Work Contents

1.0 Project Overview

2.0 Applicable Criteria

3.0 Scope and Requirements

4.0 Project Phasing

Appendicies:

Appendix A – As-Built Drawings Appendix B – Drawings/Specs from Original Descoped project Appendix C - HEFP SEP Design Alerts Appendix D – Blank ICRA Form with potential mitigation

1.0 Project Overview:

The overall project requirement is the design and installation of sufficient cooling in five Telcom Rooms in Building A (Clinic Building South) at the RMRVAMC campus in Aurora, CO. These rooms were previously served by heat pump units that were scheduled to be replaced in a previous project but subsequently descoped. The higher-purpose objective of this project is to make these rooms fully compliant with the VA’s Electronic Healthcare Records Modernization (EHRM) Infrastructure requirements. The purpose of the work is to make the rooms HVAC complaint but includes all necessary ancillary work required to achieve this objective.

The Design-Build contractor shall provide all site investigations, design analysis, design, design specifications and drawings, construction documents, materials, labor, equipment, supervision, testing, shop and manufacturing drawings, submittals, submittal registry/index, and construction to perform the requirements of this project in accordance with this SOW. The General Contractor shall partner with the

Designer of Record (DOR) and other required design disciplines to perform the design and construction work required to provide all requirements stated herein. The contractor shall coordinate with

Government Representatives under the direction of the Contracting Officer and assigned representatives of the contract. The contractor shall perform a thorough inspection of the building against the requirements of this Request For Proposal (RFP) prior to submitting a proposal. The

Contractor shall be responsible for verifying conditions, quantities, loadings, and dimensions in this document and appendices in preparation of the proposal. Construction will commence under the direction of the Contracting Officer after the completed design is reviewed and approved, in writing, that the design has demonstrated compliance with the contract requirements.

Contract Duration

The contract duration for this project shall not exceed 245 calendar days from notice to proceed. The

VA understands that market conditions for equipment lead-time will influence this duration and may necessitate additional uncompensated time. Only a warranted VA Contracting Officer shall have authority to change the terms and conditions of a contract. These changes may involve the contract award amount, contract period of performance, issuance of stop work orders, and changes to the statement of work. PCAC shall designate a Contracting Officer’s Representative (COR) to monitor and manage the A-E’s performance under the design build project contract.

The principal elements of the project are:

1. Site investigations to determine or validate existing conditions.

2. Validating cooling requirements and specifying appropriate FCUs.

3. Determining installation requirements, including connections, deconfliction or rerouting of existing utilities or equipment.

4. Demo of existing heat pump units and/or other elements made obsolete by this project

5. Ensure appropriate connections, including valves, bypasses, shut-offs, controllers, etc. to existing building systems, including electrical, chilled water, building automation, etc.

6. Coordinating and executing work, particularly utility interruptions, in an occupied clinic building.

7. Complying with Infection Control Risk Assessment requirements, as determined by the facility’s Infection Prevention and Control staff.

2.0 Applicable Criteria

All design and construction work shall be in accordance with criteria contained in the most current federal, state, county, local codes, regulations, and government standards as of the date of issue of this contract unless otherwise noted. It is the expectation of the government that the contractor shall partner with a design firm and necessary consultants required at time of proposal preparation that understand the codes and requirements of the local area to include required coordination efforts, processes and costs, and special requirements to the agencies having jurisdiction over this project area.

The designer of record shall have a thorough understanding of the below government regulations: VA

Technical Information Library (VA TIL), ASTM’s, ANSI, IEEE, Technical Manuals, Design Manuals, and other associated documents and regulations and be able to partner with the contractor during the proposal preparation phase, design phase, and construction phase to assure the project is completed within these requirements. Contractor’s proposal, design, and construction efforts shall demonstrate this expectation has been met. If during the proposal phase the prime contractor and designer of record

(DOR) determine that there are listed requirements that do not apply and/or needlessly increase the project costs, the prime contractor shall issue Bidder Inquiry to the Government for review, consideration, and potential change through amendment before the contract is awarded.

The references listed below form a part of the standard required criteria by the government, but are not necessarily all inclusive or directly applicable to this task order. It is the responsibility of the contractor and designer of record to assure that all applicable criteria are considered in the proposal submitted to the government and incorporated into the approved design and construction work. All requirements of the TIL shall be complied with in the design and during construction. Design and construction work shall be in accordance with this criterion and shall be the basis of inspection and acceptance in the field by the Government. The Government will reference these requirements during design reviews and through the design process. Unless otherwise noted, the latest edition for all reference standards or criteria listed shall apply; current editions of codes and requirements in effect 30 days prior to date receipt of contractor’s proposal. Any associated amendments to these standards are applicable as well.

2.1 Reference Criteria:

The VA Technical Information Library (TIL) available at http://www.cfm.va.gov/til/index.asp is managed by the VA Office of Construction and Facility Management and is the master repository for all VA

Numbered Standards for Construction to include design and construction specifications, procedures, standard details, BIM/CAD standards, equipment guides, space planning and design guides. The documents of the TIL shall be the minimum design criteria for all VA projects performed in the construction of new facilities and the modernization, alteration, addition, or improvement of its real property. All design documents shall be developed in accordance with the following listed Department of Veterans Affairs References, with special emphasis on items listed below:

PG-18-1 Master Construction Specifications

PG-18-3 Design and Construction Procedures [Including but not limited to: Codes, Standards, and Executive Orders]

PG-18-4 Standard Details and CAD Standards

PG-18-10 Design Manuals (by discipline) [Including but not limited to: Guiding Principles checklists as indicated for Minor Projects in Sustainable Design Manual, Life

Cycle Cost Analysis]

PG-18-12 Design Guides (graphical, by function)

VA Standards Alert

Infrastructure Standards for Telecommunications Spaces and all standards, guides, and manuals incorporated by reference

HEFP SEP Design Alerts (attached as Appendix 3)

3.0 Scope and Requirements

3.1 This project shall be handled under the auspices of one prime contractor who shall be responsible for completing the entirety of this SOW. It is the general contractor’s option to subcontract portions of the construction as appropriate to appropriate subcontractors, having 5 years documented experience in their field, and who shall work directly for the prime contractor. The designer of record (DOR) shall be subcontracted directly by the prime contractor.

3.2 The contractor shall furnish all labor, materials, and equipment and perform all incidental work for the completion of this contract. All materials and/or equipment shall be installed in accordance with designer and manufacturer’s recommendations and accomplished by individuals skilled in this type of work using standard trade practices. The contractor shall comply with all local, state, and federal construction codes and all federal wage laws.

3.3

3.4 The government shall provide all available drawings and resources for the indicated areas and systems; however, the contractor shall be responsible for verification of all quantities, dimensions, and site conditions prior to negotiations/proposal preparation.

http://www.cfm.va.gov/til/index.asp http://www.cfm.va.gov/CFM/TIL/spec.asp http://www.cfm.va.gov/CFM/TIL/cPro.asp http://www.cfm.va.gov/CFM/TIL/sDetail.asp http://www.cfm.va.gov/cfm/til/dManual.asp http://www.cfm.va.gov/cfm/til/dGuide.asp https://www.cfm.va.gov/til/sAlert/sAlert017.pdf https://www.cfm.va.gov/til/sAlert/sAlert017.pdf

3.5 The project location is an active patient clinic and administrative building with work hours of approximately 7:00am to 4:00pm, Monday through Friday. Non-disruptive work may be conducted during these hours, but excessively loud or disruptive work, or work requiring any utility outages may be required to be performed outside of these hours. Contractors shall not schedule work on any Federal holidays without express coordination and approval of the COR.

Contract staff working at VA sites must successfully complete all VA required background checks

(National Agency Check) and be issued the appropriate level of PIV credential prior to beginning work at a VA facility. VA issued identification will be issued in accordance with HSPD-12, FIPS-201/2, and Eastern

Colorado Policy 07B-04. The COR will ensure contracted personnel are properly sponsored for badging and background investigation purposes. Expiration dates on PIV credentials will coincide with the end date of the contract. Contract personnel issued PIV credentials by VA will maintain possession of the badge in such fashion that unauthorized access or use by another is prevented. Contract personnel will wear the VA issued credential while on VA property. Contract personnel will surrender the VA issued credential VA law enforcement officials upon request. Contract personnel will return VA Issued identification to the VA badging office immediately at the end of VA assignment or termination of employment, whichever comes first.

Contract staff will abide by the Facility’s parking and traffic enforcement policy (07B-08) and are prohibited from parking in patient parking areas.

3.8 DESIGN

3.8.1 As-builts for the area and the drawings and specifications for the previous project are provided as

Appendices A-D. These documents are provided to the contractor as reference documents and to assist in better determination of existing conditions but may not be a completely accurate representation of the current built condition and should not be relied on as the sole basis for bid or design.

3.8.2 Design Schedule

Design Schedule (In Calendar Days)

Requirement Delivery Schedule

65% Design Submission 30 Days after contract NTP

65% Design Meeting and Review by Government 10 Days for Review and Comment

95% Design Submission 30 Days after approval of 65% Design

95% Design Meeting and Review by Government 10 Days for Review and Comment

100% Construction Documents Submission 15 Days after approval of 95% Design

100 % Construction Document Review by Government.

10 Days for Review and Verification of incorporation of comments/ closeout

Issued For Construction (IFC) Set Issue Date Not to Exceed:

110 Calendar Days after NTP

3.8.3 The A/E shall submit the following for each review package:

a. One E-size set of construction drawings for each required review.

b. Electronic files (word, pdf, dwg) for design analysis, specifications, drawings, and supporting documentation. All files will be indexed/bookmarked for ease of navigation.

c. Two E-size sets will be provided of IFC drawings.

d. As-built drawings to be provided in .dwg.

3.8.4 The A/E shall develop and provide for government review, a comprehensive submittal register.

The A/E will recommend, and VA will approve which submittals within the register will be provided for information vs. approval. The A/E will perform standard construction period services such as submittal and RFI review and response. Contractor and A/E shall maintain electronic record of submission and review all Submittals, RFIs, Bulletins, and other construction management documents and processes. VA review for RFIs shall be 5 days, and for submittals shall be 10 days.

3.8.5 Contractor shall consider the following in design (and construction):

a. All MEP considerations to provide the required cooling, including but not limited to: unit selection, sizing, locating, and mounting; chilled water connections and valves; unit controllers and building automation integration, including programming/graphics (JCI’s Metasys), electrical supply and connection locations.

b. Any/all relocation or rerouting of existing utilities or building systems necessary to accomplish the intended design.

c. Fire Alarm and Fire Sprinkler relocation / addition if /as necessary.

d. Maintenance of rated enclosures, as applicable, including dampers, penetrations, etc.

3.8.6 Formal Commissioning is not required, however all installed units will be tested, balanced, and operated both manually and via the building automation system to the satisfaction of the VA COR.

3.9 PROJECT MANAGMENT

3.9.1 Contractor shall assign and maintain sufficiently qualified personnel to execute the requirements of the project such as Project Manager, Superintendent, Foreman, QC inspector and Safety personnel.

The prime contractor shall be responsible to ensure all workers and subcontractors are adequately trained and qualified for classification of work they are performing. The general contractor is required to have a supervisor with OSHA 30 training on site at all times when work is occurring. All other workers must have OSHA 10. The contractor shall provide proof of training i.e. copies of OSHA cards, for all workers on site.

3.9.2 Contractor shall submit for approval and maintain overall project schedule, including cost-loading or schedule of values, as well as provide look-ahead schedules during construction. Contractor shall highlight and coordinate outages, disruptive or after-hours work in sufficient time as to allow for operational mitigation (typically 2 weeks). Contractor will host a regularly scheduled recurring project meeting at an interval discussed and approved with the COR and provide minutes.

3.9.3 Contractor shall maintain project management software (Procore, Submittal Exchange, etc.) or an electronic repository (organized sharepoint) accessible via the VA network for the coordination, distribution and archive of project documentation. Upon project completion, a complete electronic project archive will be provided to the VA.

3.10 CONSTRUCTION

3.10.1 The Contractor is responsible for protection of existing finishes, and VA property, furnishings, fixtures, and equipment (FF&E), located in the areas where demolition, construction, preventative maintenance, and repair work is being performed, as well as along paths of travel to and from these areas. Both exterior and interior finishes and property must be maintained. The Contractor is liable for any damage to VA property during the course of the contract. Any damage to existing finishes must be repaired by the Contractor to equal or greater quality than existing finishes. All tasks accomplished by the Contractor personnel will be performed to preclude damage or disfigurement of government-owned

FF&E and architectural or building structures. Contractor will report any damage or disfigurement to these items when caused by the Contractor’s personnel and will perform repairs or replace government-owned equipment, fixtures, furnishings, grounds and architectural or building structures to their previously existing condition.

3.10.2 Precaution shall be exercised at all times for the protection of all persons on the site and government property. These precautions shall include, but not be limited to, the installation of adequate safety guards and protective devices for all equipment and machinery, whether used in the performance of work or permanently installed as part of the work. Contractor shall comply with all applicable laws relating to safety precautions.

3.10.3 The Contractor shall immediately correct any fire and safety deficiencies caused by his/her personnel. If the Contractor fails or refused to correct deficiencies promptly, the CO may issue an order stopping all or any part of the work and hold the Contractor in default of the contract.

3.10.4 The Contractor shall comply with applicable Federal, State, and local safety and fire regulations and codes which are in effect at the beginning of the contract. The Contractor shall keep abreast of and comply with changes in these requirements and codes applicable to the contract. The requirements include but are not limited to, those found in Federal and State OSHA statutes and regulations, such as applicable provisions of Title 29, CFR Parts 1910 and 1926. Contractor is solely responsible for determining the legal requirements that apply to activities, and shall ensure safe and healthful working conditions for its employees

3.10.5 All materials and equipment will be removed from the facility or stored properly at the end of the workday and secured during the workday. Under no circumstances will the Contractor allow for any equipment to be left unattended for any length of time.

3.10.6 The Contractor shall request from the COR a permit for all live work, cutting, welding, soldering, and permit required confined space entry. All permits shall be prominently displayed during all construction. Allow 10 working days for approval.

3.10.7 The Contractor is responsible for daily cleanup of all areas affected by its work. Areas in use or affected shall be returned to condition in which they were turned over or initially found. VA

Housekeeping shall not be dispatched for cleaning associated with Contractor work.

3.10.8 The Contractor shall comply with an Infection Control Risk Assessment (ICRA) which will be developed with the COR and the Infection Control Practitioner. Work is expected to not exceed Level 3.

ICRA Form found at Appendix D. The Contractor shall comply with Interim Life Safety Measures (ISLM) which will be developed with the COR and the Safety Office. Multiple ICRA’s may be necessary to address specific risks at various stages of the project and must be approved prior to proceeding on each phase.

3.10.9 All work shall warranted for a minimum of one year from the date of project completion.

Contractor to provide documentation of additional manufacturer warranties as applicable within submittals.

4. Project Phasing

Overall project schedule shall include all design, construction and closeout activities. Contractor shall not proceed with materials procurement or construction until design is completed and accepted by the

VA. Construction schedule and phasing to be determined with the COR’s approval, based on work sequencing and timing, crew sizes, and operational impacts. Early approval of long-lead items may be coordinated with the COR, but otherwise equipment lead times may necessitate a delay between design completion and commencement of construction.