ATT 10 - SOW-EHRM-Big Spring.pdf

Statement of Work

EHRM INFRASTRUCTURE UPGRADES

519-21-900

1. PROJECT OVERVIEW

1.1 PURPOSE:

1.2 To facilitate upgrades that support the EHRM Program at the WTVAMC

2. SCOPE OF WORK

2.1 This project shall provide all professional services required to renovate the existing telephone room for server deployment; renovate IT closets as indicated to include room modifications; HVAC cooling and controls; patch panel upgrades; provide cabling upgrades to CAT 6A; provide additional power and data drops for end user deployment equipment; provide power upgrades to IT closets and Telephone Room on the WTVAHCS campus. The design shall result in a project that is in full compliance with the latest edition VA Design Standards and other VA Operations Manuals. See VHA Technical Information Library. https://www.cfm.va.gov/til/

A site visit is required prior to bidding.

All numbers are approximate. Contractor needs to verify all amounts. If there is a discrepancy in the amounts provided and or any condition affecting work shall be brought to the attention of the VA Representative before proceeding with the work.

The Contractor shall be responsible for obtaining and coordinating the services of any and all third-party Contractors performing other services on site and other entities as part of the contract to ensure the expected quality, timely delivery, and documented final product.

O&M Manuals, As-Built drawings in CAD and PDF, applicable permits, installation, testing, and commissioning are also required.

Normal hours of operation for VA sites are 8:00AM to 4:30 PM Monday through Friday except for Federal Holidays. If the Contractor desires to work on Saturday, Sunday, holidays, or outside the project site’s normal working hours the contractor must submit a written request for approval to the VA-COR at least five (5) working days prior to the proposed start of such work.

2.2 DESCRIPTION OF WORK

A. Existing Conditions

a. Before disabling any of the following systems, the contractor needs to coordinate with COR at least 3 working days in advance. Contractor shall be responsible for relocating and temporary installation of all utilities and controls, including, but not limited to, telephone, data, electrical, med/gas, emergency power, AV alarms, smoke detectors, sprinklers heads, speakers, nurse call, card readers, isolation monitor, phone booster, Wi-Fi boosters, pull stations, etc. It is the contractor’s responsibility to immediately repair any altered or damaged system at no additional cost to the government.

b. Contractor will coordinate work so that facilities operations and repairs are not interrupted.

c. Contractor shall be responsible for complying with all the construction documents and applicable

Department of Veterans Affairs Master Specifications as part of this project.

d. Contractor must also comply with all applicable city, county, state, and federal regulations / codes, and applicable OSHA standards project. Construction shall also comply with Infection Control Risk Assessment (ICRA), attached, and IC standards delineated in the specifications.

e. Contractor parking will be designated by the COR and VA Police.

f. Demolition and renovation shall take place with minimal disruption to workspaces, patient care, and providers.

g. Demolition debris shall be removed by the contractor. All demolition debris will be removed from the area in a covered container.

h. Any items damaged during removal is the contractor’s responsibility to replace with no additional cost to the government.

i. All work shall be in accordance with VA specifications. All costs shall be included in the base bid. All work shall be coordinated with the VA prior to any demolition work being performed.

B. Additional Requirements

a. Housekeeping - Accumulation of trash, paper, wood shavings, sawdust, excelsior, boxes, and other packing materials will be cleaned up as often as necessary and at the end of each workday.

b. False Alarms – Fire Department response fees for false alarms caused by the contractor will be paid by the contractor. To avoid this, dust covers for smoke detectors and alarms are required to be used while construction work is ongoing. These covers shall be removed at the end of the construction work shift to keep them operational.

c. Fire Watch - Provide fire watch for impairments more than 4 hours in a 24-hour period. Request interruptions in accordance with Article, OPERATIONS AND STORAGE AREAS, and coordinate with COR and facility safety officer. All existing or temporary fire protection systems (fire alarms, sprinklers) located in construction areas shall be tested as coordinated with the medical center. Parameters for the testing and results of any tests performed shall be recorded by the medical center and copies provided to the COR.

d. Smoking Tobacco/Vape use is strictly prohibited on VA property.

e. Security – Contractors will wear security badge in plain sight above the waist at all times.

Contractors found without a badge will be immediately removed from VA property by VA Police.

f. Parking – Contractor vehicles found parked in VA patient/employee parking lots will be issued a United States District Court Violation Notice and immediately removed and banned from VA property.

g. OSHA 10 & 30 -Hour Training Course – All construction workers are required to have the

OSHA 10-hour Construction Safety training certification. The construction safety manager and/or superintendent shall have the 30-hour Construction Safety course certification. Proof of certification shall be on site at all times.

h. Construction sign and copy of IC permit (attached) shall be posted in project site at all times. All IC and dust control measures shall be implemented at all times.

i. All fire and smoke wall penetrations shall be fireproofed according to corresponding wall rating.

These shall be through a sleeve and sealed with fire barrier compound to be approved by VA.

k. Work conducted will must have minimum impact on patient care and facility operations. All coordination for utilities shutdown shall be coordinated at least 72 hours prior to event with COR.

For major utility system shutdowns, coordination shall be done at least 2 weeks in advance.

2.3 OTHER DELIVERABLES

A. Period of Performance: 310 Calendar days after Notice to Proceed

B. Performance and Payment bonds: Due 10 Calendar days after Notice of Award

C. Contractor Quality Control Plan (CQCP): The contractor shall develop a quality control plan and shall furnish to VA for review no later than 30 calendar days after the receipt of notice to proceed. The plan shall identify personnel, procedures, control, instructions, tests, records, and forms to be used. VA will consider an interim plan for the first 45 calendar days of operation. Installation will be allowed to begin only after acceptance of the CQCP or acceptance of an interim plan applicable to the particular feature of the work to be started. Work outside of the features of the work included in an accepted interim plan will not be permitted to begin until acceptance of a CQCP or another interim plan containing the additional features of the work to be started. After acceptance of the CQCP, the Contractor shall notify the Contracting Officer Representative (COR) in writing of any proposed change. Proposed changes are subject to acceptance by the Contracting Officer. Please see Appendix H for additional details.

D. Safety Plan: Contractor shall develop and implement a Comprehensive safety plan to eliminate injuries occurring relative to providing the design and installation services for this project. Contractor shall furnish to VA for review no later than 15 calendar days after the receipt of notice to proceed. The plan shall also describe how final system installation will meet all applicable requirements of NFPA30 and NFPA30A. Construction/Renovation work will be allowed to begin only after VA’s acceptance of the Safety Plan. Contractor is responsible for providing enough lead time to allow for VA review of Safety Plan before acceptance. The Department of Labor OSHA requires that all Contractors involved in installation on VA owned or leased property comply with the Incorporation of General Industry Safety and Health Standards applicable to Installation Work and Technical Amendments, Final Rule 29 CFR Parts 1910 and 1926 as published in the Federal Register Volume 58, No. 124, June 30, 1993. In addition, any Contractor that performs construction type work on any VA project as defined by the Scope of the referenced regulation is required to; (1) Provide and maintain his own protective equipment and devices, etc.; and (2) Require all sub-contractors used on site to follow these same provisions in the regulation.

E. Operations and Maintenance Manuals (O&M): The Contractor shall provide three (3) complete sets of O&M manuals including a recommended spare parts list identifying components adequate for competitive supply procurement for operation and maintenance of the system. The O&M Manuals shall include maintenance and inspection for all equipment. A three-ring binder containing all of the O&M and electronic files on CD-ROM shall be provided within the binder.

F. Submittals CD: As part of the closeout documentation, the contractor shall provide the COR, 4 CDs containing all the approved submittals.

O. Warranty: The Warranty period shall start on the date of Substantial Completion.

2.4 ACCEPTANCE

A. For the purposes of Warranty and payment for the work performed at a location, government

“Acceptance” will be provided by the VA upon the completion of all of the following:

a. The Contractor has demonstrated/ verified that the implemented ECMs function as intended at commissioning. All punch list items identified during the commissioning have been resolved.

b. The Contractor has provided O&M manuals.

c. The Contractor has provided Record drawings to include a CD with all as builds CAD files, one full set, and one-half set.

2.5 CONFIDENTIALITY AND NONDISCLOSURE

A. The preliminary and final deliverables and all associated working papers, application source code, and other material deemed relevant by the VA which has been generated by the contractor in the performance of this Order are the exclusive property of the U.S. Government and shall be submitted to the VA-COR at the conclusion of the contract.

B. The Contracting Officer will be the sole authorized official to release verbally or in writing, any data, the draft deliverables, the final deliverables, or any other written or printed materials pertaining to this contract. No information shall be released by the contractor. Any request for information relating to this contract presented to the contractor shall be submitted to the CO for response.

C. Press releases, marketing material or any other printed or electronic documentation related to this project, shall not be publicized without the written approval of the CO.

D. To the extent that the work under this contract requires that the contractor be given access to proprietary business, technical or financial information belonging to the Government or other companies, the contractor shall treat such information as proprietary business sensitive and agrees not to appropriate such information to its own use or to disclose such information to third parties unless specifically authorized by the CO in writing. A mutually agreed to agreement for exchange of sensitive information or nondisclosure agreement may be required.

E. General Requirements for Privacy Information:

• Information Systems Officer, Information Protection: 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.

• Privacy Officer: The contractor will not have access to Patient Health Information (PHI) nor will they have the capability of accessing patient information during the services provided to the VA.

• Records Manager: There will be no federal records created, maintained, used, or dispositioned with this contract; regardless of format [paper, electronic, etc.] or mode of transmission [e-mail, fax, etc.].