Attach A - 618-26-600_SOW-10292025.pdf

For Official Use Only PROJECT NO. 618-26-600

For Official Use Only

SCOPE OF WORK FOR DESIGN BUILD

“PHARMACY FLOORING REPAIR”

PROJECT NO. 618-26-600

MINNEAPOLIS VA MEDICAL CENTER

A. PART I GENERAL

A1. Definitions

a. The contractor as defined by the Department of Veterans Affairs (VA) is the procurement by the Government, under one contract, with one firm for construction services for a specific project.

b. Contracting Officer: The services to be performed under this contract are subject to general supervision, direction, control, and approval of the Contracting Officer.

c. Contracting Officer Representative, COR, or Project Manager: The Contracting Officer’s representative responsible for administering contracts under the immediate direction of the Contracting Officer.

d. The Construction Contract or contract: This term, as used herein, refers to the contract to perform.

e. Planning: The process of detailed planning and documentation conducted by the contractor to outline the specific steps, resources, timelines, and procedures necessary to complete the flooring repair project safely, effectively, and efficiently. Planning document and planning mean the same in this contract.

A2. Scope of Contract

a. The primary purpose of project 618-26-600 is the removal and replacement of flooring, according to VA design guides and regulations.

b. Provide all labor, materials, tools and equipment, and planning services necessary for construction of the project as defined in this

Scope of Work (SOW) document and described with more details in section

A3.

c. The contractor shall work with VA and be prepared for several working meetings with the VA to plan the project execution.

d. The contractor will provide planning documents and construction necessary to renovate or repair the inpatient pharmacy flooring located in the building 70 basement, as shown in the drawings. The contractor shall field verify all existing conditions.

e. The contractor must provide planning to ensure the work performed will meet relevant codes and VA design requirements.

f. The contractor shall provide demolition/installation and operating planning and instructions as appropriate.

g. The Contractor shall meet with VA staff to review the work performed and gather VA comments after each meeting.

h. The Contractor shall dispose of and remove all parts, flooring components replaced. VA will not retain any of the demolished or replaced items, and it shall not be “abandoned in place.”

i. The contractor shall clean up, return affected work areas to proper working conditions.

A3. Scope of Work

Construction Requirements: tasks are not in chronological order.

a. The contractor shall remove and replace the flooring in all affected spaces. The new flooring must be:

1. Installed per manufacturer's specifications,

2. Have a surface finish that allows for effective mopping and disinfection to prevent bacterial accumulation,

3. Comply with VA design guides, regulations and specifications for the inpatient pharmacy work area located in the building 70 basement, as shown in the drawings.

4. The contractor shall coordinate with the Pharmacy Point of Contact (POC) and the Contracting Officer's Representative (COR), or alternate COR, for the temporary relocation and removal of items and/or furniture from the affected flooring, to perform the work.

This coordination must ensure no interruption to pharmacy operations.

b. The contractor must perform flooring moisture testing, and provide the testing results report to the COR or alternate COR.

A4. General Requirements

a. Prime Contractor – The Prime Contractor shall be a Service-Disabled Veteran Owned Small Business.

b. Certified Competent Person (CP) or Superintendent- Prior to commencing work, general contractor shall provide proof that an OSHA certified

“Competent Person” (CP) or superintendent (29 CFR 1926.20(b)(2) will maintain a presence at the work site whenever the general or subcontractors are present. The OSHA certified CP shall have the 30-hour OSHA certified construction Safety course and/or other relevant competency training, as determined by VA.

c. OSHA 10 Certification - All employees of general contractors or subcontractors shall have the 10-hour OSHA certified construction

Safety course.

A5. Schedule

Contract award D

Kickoff meeting D+7

NTP / Badging process begins D+10

Submittals/Material and Equipment procurement and lead time

D+10

Construction mobilization D+87

Construction begins D+90

Construction completes D+132

A6. Cost Range

The anticipated cost range for this project is between $25,000 and

$100,000.

A7. Schedule Objectives

The anticipated completion of this project is 95 calendar days from the

Notice to Proceed (NTP). The time stated for completion includes final cleanup of the premises, as-builts and closeout documents.

A8. Contract Oversight

a. All contracts for this project shall be awarded by the Program

Contracting Activity Central NCO 23; 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.

b. NCO 23 shall designate a Contracting Officer’s Representative (COR) to monitor and manage the Contractor’s performance under this construction project contract. The COR shall be a representative of the Minneapolis

VA Health Care System, Facilities Engineering Section and have the technical knowledge required to monitor and oversee the project.

c. A COR from the Minneapolis VA Health Care System, Facilities Engineering Section for the construction shall also be designated for the renovation project contract to monitor and manage for the construction contractor’s performance under the construction project contract. This designation under the construction contract shall be considered equivalent to the industry standard of “Owner’s

Representative”. The contractor’s team ultimately shall be responsible for any errors and omissions with the design discovered during and after the construction phase.

A9. Reporting Requirements

The Contractor shall be required to report to the Minneapolis VA Health

Care System to obtain Contractor ID badge. The Badging process begins immediately after the notice to proceed (NTP).

a. Normal working hours for this contract will be from 7:00AM to 4:30PM, (local time) Monday through Friday, but willing to work at night if required by the COR, except for weekends and established Federal

Holidays.

b. Performing on-site work outside normal working hours will require approval from the Contracting Officer and the COR. Requests shall be submitted via email at least 72 business hours prior to the requested date and at no additional cost to the Government.

c. Report to VA Police Service (Building 68) after normal working hours.

This check-in is mandatory. Issued badges must be returned at the end of the project.

B. PART II – RESPONSIBILITIES

B1. VA Team

a. The VA team is comprised of Contracting and Facilities Engineering.

The Contracting Officer is the only team member with authority to make contracting decisions. The Contracting Officer’s Representative (COR) will be the delegated authority to make technical decisions on behalf of the Contracting Officer.

b. The VA will provide the contractor with the following documents:

1. Available as-builts and drawings. The AE shall visit the project site to field-verify the information shown on the as-builts.

2. Specification 010000, General Requirements.

3. Specification 013324, Electronic Submittal Procedures.

4. Submittal Log Template.

5. Minneapolis VA Design Standards

B2. The Contractor

a. The contractor includes all partners, consultants, and sub-contractors to the one firm. The contractor shall provide required construction documents, and construction contractor capabilities for construction of the project.

b. Substitutions of contractor Members must be notified to the COR.

c. The RFP documents are intended to define existing conditions, certain required items, and design parameters to be included in the project. It is the Contractor’s responsibility to complete the documents and construction in a manner consistent with the intent of the RFP documents within the required period (contract length). It shall be the responsibility of the contractor to verify all items provided by the VA for this solicitation. The VA will not be held responsible for differing site conditions that could have been verified by the contractor.

d. The Key Personnel assigned by the contractor for the performance of work on this contract shall be acceptable to VA in terms of personal and professional conduct and technical knowledge. Should the assignment to this contract of any person by the contractor be deemed to conflict with the interests of VA, or in the event performance is deemed to be unsatisfactory at any time during the life of the contract, the Contracting Officer may notify the contractor and request the person be removed from the assignment. The reason for removal will be documented and a request to receive key personnel replacement within three (3) business days of the notification will be made. Replacement of key personnel qualifications shall be equal to or greater than those of the key personnel being replaced. Employment and staffing difficulties will not be justification for failure to meet established schedules. The contractor is required to submit a resume with qualifications for the proposed replacement which shall be approved by the COR and CO prior to the replacement starting work.

C. PART III – Construction Requirements

C1. Design Services

a. General

1. The construction project shall follow applicable standards and codes described in VA Program and design guides and materials included or referenced in the solicitation.

2. Qualifications of Key Personnel: The contractor shall provide experienced personnel with preparing the Construction Documents and

Specifications for project 618-26-600 Pharmacy Flooring Repair. All aspects of the projects shall be completed under the direction of the experienced contractor personnel.

3. Infection Control and Life Safety Compliance – Infection Control

Risk Assessments (ICRA) and Interim Life Safety Measures (ILSM) will be provided by the Minneapolis VA Health Care System (MVAHCS) and posted at the construction site prior to the commencement of on-site work. The contractor shall be responsible for implementing all temporary construction controls, including but not limited to dust walls and safety barriers, in accordance with VA safety standards and the posted ICRA/ILSM requirements.

4. The contractor shall provide Submittal Exchange or an approved VA file sharing platform during the construction of this project. The

Contractor is expected to utilize this platform as the primary means of document review/transfer. The contractor will provide and maintain access to Submittal Exchange or approved VA file sharing platform throughout the duration of the project if requested by the COR.

5. The contractor shall complete a survey of the area affected by the construction of the flooring. The VA anticipates that 1-2 site visits will be required prior to the flooring construction of project

618-26-600.

6. Prepare and submit complete construction documents for review and approval by the VA in accordance with standard professional practice and prevailing codes. (See Part IV – Post Award Requirements section

D1 Construction Document Preparation)

7. Project specifications shall include specifications for all products, materials, equipment, methods, and systems needed for the flooring replacement and construction.

8. Attendance for scheduled construction meetings for the duration of the project is required. Provide 2- business days advance notice to

COR & CO when attendance is not possible.

9. Post award construction services include submittal reviews, construction meetings, inspections, and site visits.

10.Provide hourly costs for key personnel and the costs for inspections per discipline in the cost estimate

11. The Contractor must provide a coordination plan for flooring construction.

12. The contractor shall include all work necessary for completion of identified requirements.

13.Construction Planning - Shall include, but not be limited to, a coordinated set of the following:

i.Title Sheet, Index, Site location, Code Data, Infection Prevention

Protocols, and general notes or references applicable to the project.

ii.Demolition and installation of the pharmacy’s floor.

14. Construction Coordination and Cleanup – The contractor shall be responsible for the removal and proper disposal of all excess construction materials associated with this scope of work, beyond just flooring components. Additionally, the contractor must coordinate with the VA COR prior to performing any utility shutdowns, including but not limited to electrical systems, HVAC equipment, and steam distribution.

C2. Construction Services

a. General 1.The General Contractor will provide a renovated space as detailed by the drawings and specifications.

2. The General Contractor shall provide all labor, materials, and equipment to accomplish “Pharmacy Flooring Repair” project.

4. The General Contractor will be responsible for project management, site supervision, and management of all subcontractors if any.

9. Demolition includes, of but is not limited to, the removal and disposal of the flooring area to be replaced and other components as needed to meet contract requirements.

b. References The contractor shall incorporate, but not be limited to references for design, available at http://www.cfm.va.gov/til/spec.asp or from the COR, as applicable:

1. Design and Construction Procedures

2. Minneapolis VA Medical Center Design Standards and Specifications

3. VA Design Guides/Design Manuals

4. VA Master Specifications

5. International Building Codes, State and Federal Regulations, ASHRAE Standards

6. NFPA and Life Safety Code.

c. Government Provided Materials

1. The contractor shall visit the project site to field-verify the information shown on the as-builts. The VAMC does not guarantee the accuracy or completeness of the as-builts. The contractor shall promptly report any discrepancies to the VAMC Project Manager for clarification.

2. The VAMC Project Manager will provide specification section 01 00 00

General Conditions to the contractor. The contractor shall modify the specification section to meet project requirements.

3. The VAMC Project Manager shall provide the contractor with access to all available as-builts and utility locations including:

i.Minneapolis VA Medical Center Design Standards.

ii.Most recent remodeling project drawings.

d. Deliverables

1. Site visits, as necessary to complete the project. Describe the number of site visits needed in the cost proposal.

2. Cost estimates shall be broken out in materials cost and labor cost per square foot.

3. Specifications for materials and methods used shall be provided in

Microsoft Word, and hard copy format.

4. Contractor shall use the existing VA facilities drawings and certify the flooring repair to be executed to reflect contract documents.

D. PART IV – POST AWARD REQUIREMENTS

D1. Construction Document Preparation

a. Construction Process:

1. The contractor shall prepare and submit a complete construction plan for review and approval by the VA in accordance with the US

Department of Veterans Affairs RFP (VA RFP).

2. The construction documents may be divided into multiple review submission packages. The VA will review as many as six (6) package submissions (examples: demolition, cleaning, construction, final cleaning etc.) to facilitate the start and close of construction.

3. Upload PDF formatted versions of the review documents (construction and specifications) to VA specified electronic document management system.

b. Construction Review Meetings

1. A review meeting to resolve issues will be held if requested by the

COR. The meeting will include discussion of VA comments on functional relationships and technical peer review comments (by others).

2. The contractor shall attend meetings at the time and place requested by the Contracting Officer and COR. Minutes of the meetings shall be taken by the contractor and submitted to the Contracting Officer and

COR, as needed.

3. Coordination of any meeting requested by the COR will be the attended by the contractor Project Manager, as needed.

4. The contractor shall allow a minimum of 4 working days for each review cycle. A cycle includes:

i.The VA’s receipt of the construction progress review submission package.

ii.The review meeting.

iii.Contractors’ receipt of comments from the VA electronically.

c. Electronic Media

1. Construction progress review submission drawings and final construction documents submission drawings will be executed in pdf electronic format.

d. Approved Construction Documents

1. The final construction document submission package will be submitted by the contractor for approval by the VA after completion of the 100% of the project. The VA will have 10 days to take approval action.

2. The final construction documents submission package will include:

i.Electronic drawings formatted in PDF uploaded to the VA specified electronic document management system or as requested by the COR in writing.

3. The final construction documents submission package will incorporate all VA supplied comments and will comply with the VA RFP and SOW.

4. If the final construction documents submission package is not complete a post submittal may be required, the cost of which will be borne by the contractor.

5. The approved final construction documents shall include such details that the project was constructed according to the SOW and the contract.

e. Construction Drawing Preparation - Materials, equipment schedules and details may be indicated either on the drawings or in the construction planning document, at the option of the contractor. The construction documents shall include the following:

1. Drawings, including schedules, and details, as well as general notes and should specify areas where the work will be performed.

f. Construction Specifications - The contractor shall use all applicable VAMC master specifications. The VAMC master specifications may be downloaded from the site: MASTER CONSTRUCTION SPECIFICATIONS (PG-18-1)

- Office of Construction & Facilities Management (va.gov) Contact COR for access to specifications edited for Minneapolis site.

Project specifications shall include specifications for all products, materials, equipment, methods, in accordance with standard professional practice and the VA SOW. The specifications submitted for review shall include:

1. The name of the manufacturer, the product name, model number, or other equipment identification data as appropriate to clearly identify the product that will be used in the construction project.

2. Other data as appropriate to clearly identify the product that will be used in the construction of the project i.e., and samples as required by the VA RFP documents.

3. The required stamp and signature of the contractor CEO will be considered as certification of compliance with the SOW requirements.

g. Construction Requirements -Compliance with codes and standards

1. Project construction shall comply with applicable standards and codes described in VA Program Guides and design materials included or referenced in the solicitation materials.

2. The contractor shall provide prompt written notification to the

Contracting Officer concerning conflicts with, or recommended deviations from codes, laws, regulations, standards and opinions of review officials as described above. No work altering the scope of this contract shall be undertaken prior to receipt of written approval from the Contracting Officer.

h. Quality Assurance/Quality Control

1. To reduce design errors and omissions, the contractor shall develop and execute the project planning document and specifications through a rigorous, thorough review and coordination effort.

2. Within 15 days of receipt of Notice to Proceed, the contractor will submit a detailed QA/QC plan describing each QA/QC task that will be taken during the execution of this project and the name of the contractor member responsible for QA/QC.

D2. Construction Period Submittals

a. Construction Documents - The contractor shall distribute a total of 5 sets of the approved construction planning documents prepared by the contractor to the VAMC.

b. Other submittals - The contractor shall submit test results, certificates, manufacturer’s instructions, manufacturer’s field reports, etc. as required by the VA RFP specifications, to the COR.

c. Project record - The contractor will maintain a set of construction documents (field as-built drawings) to record actual construction changes during the construction process as required by the SOW specifications if any. At all times, the project record drawings will be available for review by the VA COR.

d. The contractor shall notify the VA CO in writing of any and all deviations from the requirements.

D3. Project Close-Out

The contractor shall comply with the requirements in FAR 4.804 Closeout of Contract Files, for submission of final SOW as-built drawings, manuals, and other documents as noted per FAR 4.804. The contractor shall prepare and submit final record drawings including all red lines incorporated. Required as-built drawings and specifications will be submitted in the same format required for the construction documents.

D4. Site Visits and Inspections

During the construction period the contractor shall make scheduled visits to the project site. The COR may also request visits for special purposes. Only the contractor personnel thoroughly familiar with the project may make these site visits. The contractor shall observe the construction and advise VA on any deviation, deficiency or solution to issues discussed. A site inspection report which includes the purpose of the inspection, items reviewed, deficiencies observed, recommendations and additional actions required, shall be furnished to the VA COR within 7 workdays following the site visit date.

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