Attachment 01 - SOW (672-22-810).docx

PROVIDE HIGH LEVEL DISINFECTION ROOM FOR SPS

672-22-810

STATEMENT OF WORK

This Statement of Work is for the development of a complete design aimed to Provide a High-Level Disinfection Room for Sterilization Processing Service (SPS). Design shall conform to PG-18-12 Design Guide: 284 Logistic Service, 285 Sterile Processing Service, VA HVAC Design Manual, VA Plumbing Design Manual, VA Master Construction Specifications, ASHRAE, NFPA, NEC, among other applicable standards. A/E shall refer to the Technical Information Library (TIL) at Technical Information Library (TIL) - Office of Construction & Facilities Management (va.gov)

1) An existing room was identified for the proposed Provide a High-Level Disinfection Room for SPS. The selected A/E shall perform a thorough field assessment of the room to verify capacity of its electrical/mechanical utilities and shall make recommendations based on those findings. Architectural / MEP drawings of the existing area shall be provided to the selected A/E. Drawings accuracy shall be confirmed on the field assessment. A preliminary proposed room layout shall be provided to the selected A/E for reference.

2) Design shall include, among other design requirements, the relocation of three (3) existing Medivator (Advantage) equipment and the addition of one (1) new Medivator. Design shall also include four (4) new Scope Cabinets.

1. GENERAL DESIGN CONTRACT REQUIREMENTS

1.1 The A/E shall coordinate all activities with the VAMC; hold informal meetings (upon mutual consent of the VA and the A/E) at the VAMC to discuss the design and related issues. Continue to expand contacts by telephone, rough sketch studies and other means of communication with the purpose of finalizing a general design approach to be followed. A/E shall provide all meeting minutes.

1.2 Final approved Schematic documents shall be the basis for the development of the Construction Document phase. The VAMC must approve any changes from each set of documents before the A/E proceeds to the next design phase.

1.3 VA will review all submittals for functional and aesthetic relationships. However, no further functional decisions are anticipated after the Design Development phase.

1.4 Provide a design narrative/analysis with each submission stage and for each technical discipline (e.g. architectural, mechanical, etc.), which describes the intent of each discipline with schematic and/or design development submission.

1.5 A/E shall perform all necessary calculation on existing electrical utilities, mechanical systems and/or structural flooring frames to ensure that all new equipment and/or proposed systems to be installed perfectly matches and can be supported by the existing systems.

1.6 Provide computations and sizing calculations for electrical, mechanical (HVAC, plumbing) sanitary, structural, and fire protection designs as required. For computerized calculations, submit complete and clear documentation of computer programs, interpretation of input/output, and description of program procedures.

1.7 Provide individually packaged drawings and positive front reading bond copy for each submission to each unit specified in the “Distribution of A/E materials” section.

1.8 At each review stage the A/E shall provide construction estimates and shall perform a value engineering review.

1.9 Submit final drawings (Bid Documents) in Auto CAD format (CD media) at the VAMC. Submit instructions on the use of the disks along with a complete listing of all layers that are used and any other pertinent information needed but not limited to plotting configuration.

1.10 The final approved construction document submission shall bear the seal of the Registered Architect and Professional Engineer responsible for the final design. Professional Engineer/Architect shall be licensed in Puerto Rico.

1.11 Mechanical and electrical tie-ins shall be clearly shown on the construction documents. The A/E shall perform careful mechanical, electrical, structural, environmental, etc. analysis to avoid any possible change order during construction.

1.12 New systems are to comply with VA Standard No. 310-1, VA Plumbing/ HVAC Requirements, NFPA, OSHA, and JCAHO Requirements.

1.13 A/E shall provide all necessary flow and control diagrams. Diagrams shall be completed with legends and detail description of operations. Design drawings shall comply with the latest applicable building codes for seismic and wind forces.

1.14 A/E shall develop the Critical Path Method (CPM) for the subject construction documents

2. SELECTED A/E REQUIREMENTS

2.1 Site visits shall be limited to a maximum of four (6) and shall be strictly coordinated with the COR.

2.2 The A/E is required to perform all necessary inspection, survey and evaluation of the existing project site and related utilities, systems and distribution systems to produce a correct, complete and fully coordinated set of Construction Documents, Technical Specifications, Construction Phasing & Schedule, Environmental Documents and Construction Estimates.

2.3 Site survey work shall consist of existing drawing verification, comprehensive research, investigation, evaluation and study of the existing systems, equipment, structures and utilities.

2.4 Design drawings and specifications shall meet or exceed the requirements of this Statement.

2.5 The A/E is responsible for producing a complete set of drawings, design narrative analysis, calculations, sample boards, and specifications in accordance with professional industry standard practices and VA criteria. Each A/E discipline shall receive a copy of their respective VA design manuals, standard details, and construction standards.

2.6 A Certified Independent Fire Engineer Review shall be performed with this solicitation. Selected A/E shall be responsible to hire the necessary resources.

2.7 All calculations, criteria, design references, assumptions, and design values should be presented. All key design decisions shall be discussed. The design analysis should be complete and well organized so that non-technical personnel not familiar with the project can still follows the A/E’s thought process on a step-by-step basis.

2.8 Drawings shall be detailed and dimensioned. Work associated with all disciplines shall be fully coordinated. In addition, provide a detail statement of the impact of the proposed project to the existing electrical distribution system.

2.9 A/E shall conduct coordination meetings between A/E technical disciplines before submitting material for each VA review and provide minutes of the meetings to VAMC.

2.10 A/E shall provide a checklist of all submittals, certifications, tests, and inspections required per drawing and specification section. In addition, the A/E shall conduct interim fire protection installation inspections and witness final fire protection equipment testing.

2.11 Design phases for the A/E contract shall be 35%, 75% and 100%.

2.12 VA will provide architectural as-builts in DWG or PDF format as per A/E request but does not warrant the 100% accuracy of the same.

2.13 The A/E shall provide a competent design including a detailed cost estimate and a proposal for the construction phasing.

2.14 The A/E will certify compliance with all national codes used by the VA, and Federal Requirements and Regulations. VA design standard, VA master specifications, design manuals, and/or other publications should be obtained by the A/E at the following Internet addresses:

2.14.1 https://www.cfm.va.gov/til/

2.15 A/E design work shall be in accordance with the following:

2.15.1 Requirements summarized in this scope of work.

2.15.2 The A/E shall design for a total construction project budget between $250,000 and $500,000 and incorporate twenty percent (20%) bid-deduct alternates as part of the design. Period of performance shall be 180 calendar days.

2.15.3 Latest VA Standards, OSHA, EQB, NFPA, NEC, ASME, Federal and Industrial Requirements and Regulation.

2.16 A/E shall keep the Project Manager and Contracting Officer informed at all times of the status and progress of the design project.

2.17 The A/E shall prepare written minutes of each meeting with the Government concerning contractual and design matters. Copies of the minutes shall be furnished to the Contracting Officer within two calendar days of meeting. The A/E shall prepare written records of phone conversations addressing mayor design issues and furnish a copy to the Contracting Officer within five calendar days of contract.

2.18 Detailed specifications and /or notes, regarding the removal or removal or relocation of existing equipment and/or system shall be provided on drawings. Related equipment and or units to remain shall be evaluated by the A/E, such equipment schedules shall be provided on drawings. A/E shall note any existing items to re-used, cut, patched, or adapted. Demolition drawings and details shall be clearly shown.

2.19 Where Asbestos Abatement is required, show the location of the asbestos material on the architectural drawings. Asbestos specifications and asbestos removal drawings are to be prepared by the A/E, as part of this contract. A/E shall clearly advise the presence of asbestos material within the areas of his proposed renovations; also provide special notes and/or instructions (on the drawings) for the proper completion of the asbestos abatement work required.

3. SUBMISSION POLICY

3.1 There will be three (3) design submissions, 35%, 75% and 100%.

3.2 At each submission, all drawings and specifications shall be dated and properly labeled: "35% / 75%/ 100% DESIGN SUBMISSION", in large block letters above or beside the VA standard drawing title block. A/E shall incorporate the corrections, adjustments, and changes made by VA at previous reviews.

3.3 The A/E shall provide a verbal presentation of his work to the VA Staff during the review process of each submission.

4. DESIGN SUBMISSIONS

4.

4.1 FIRST SUBMISSION (35%) – 60 Calendar Days After Notice to Proceed

4.1.1 35% Design for this construction project is a means of identifying alternative approaches to correcting physical and functional deficiencies on the conceptual plan.

4.1.2 The development of this 35% Design is an interactive process between VAMC staff and the A/E in order to produce a narrative and graphical description of possible alternatives.

4.1.3 The 35% Design shall provide a well-organized narrative and design schematic alternative approaches with respect of functional operation, demolition, maintenance and construction cost.

4.1.4 The A/E shall submit two (2) hard copies and one (1) CD of electronic drawings (DWG & PDF) of the 35% Design submission for review and approval. The A/E shall submit a copy to the Life Safety/Fire Prevention Third Party Evaluator for their evaluation. The A/E shall provide a verbal presentation of his work to the VA Staff during the review process.

4.1.5 The 35% Design shall contain, but not limited to, the following:

4.1.5.1 Plot Plans showing:

4.1.5.1.1 Location of the existing and the alternative locations of the new facility and related equipment. Architectural and structural design approach.

4.1.5.1.2 Coordination drawings showing all units and systems to be upgraded replaced and/or added.

4.1.5.1.3 Electrical design approach in a narrative form.

4.1.5.1.4 Ventilation and A/C design approach in a narrative form.

4.1.5.1.5 New controls schematic design approach in a narrative form.

4.2 "DESIGN DEVELOPMENT" - SECOND SUBMISSION (75%) – 150 Calendar Days after Notice to Proceed

4.2.1 Submit Design Development plans in accordance with the applicable requirements of the design development submission and the review comments of the approved Schematic Design submission.

4.2.2 VA Master Specifications Sections may not cover some of the project elements. It is the responsibility of the A/E to develop the final specific requirements for each unit of work introduced into the project. New technical specifications developed by the A/E shall be in the same format as that used in VA Master Specifications.

4.2.3 Submit a Cost Estimate and Design Narrative.

4.2.4 The A/E shall submit two (2) hard copies and one CD of electronic drawings (DWG & PDF) and specifications of the completed Design Development (DD) submissions for review and approval.

4.3 FINAL SUBMISSION (100%) – 170 Calendar Days After Notice to Proceed

4.3.1 Final 100% design drawings incorporating all review comments from VA.

4.3.2 Two (2) sets of Half-Size drawings, two (2) sets of Full-Size drawings and two (2) sets of specifications shall be delivered. One (1) compact disc with the electronic drawings (DWG and PDF) and specifications shall be submitted.

4.3.3 Stamped Electrical / Mechanical / Structural calculations shall be provided.

4.3.4 Drawings and specifications shall be stamped by a Registered Engineer licensed in Puerto Rico.

5. Construction Period Services (CPS)

5.1 The A/E contractor shall distribute a total of 4 sets of the approved construction documents prepared by the A/E Team to the VA and RFP AE, as directed by the VA Project Manager.

5.2 The A/E shall submit test results, certificates, manufacturer’s instructions, manufacturer’s field reports, etc. as required by the VA RFP specifications, to the VA Project Manager.

5.3 A/E shall have ten (10) days for submittals evaluation and seven (7) days for Request for Information (RFI’s).

5.4 The A/E will maintain a set of construction documents (field as-built drawings) to record actual construction changes during the construction process as required by the RFP specifications. The project record drawings will be available for review by the VA Project Manager at all times.

5.5 Five (5) site visits shall be included during CPS.

5.6 The A/E shall check government furnished and/or the construction contractor's shop drawings, detail drawings, schedules, descriptive literature and samples, testing labor-laboratory reports, field test data and review the color, texture and suitability of materials for conformity with the RFP Documents and construction documents. The A/E shall recommend approval, disapproval, or other suitable disposition to the VA PM. The VA PM will have final approval authority. The A/E shall evaluate the submittals with reference to any companion submittals that constitute a system. When necessary, the A/E will request the Contractor to submit related components of a system before acting on a single component. Should this procedure be inappropriate, the A/E shall review all prior submittals for related components of the system before acting on a single component. The A/E may be required to hold joint reviews with the VA technical staff and /or the RFP AE on complicated system submittals. The A/E shall notify the VA Project Manager (PM) in writing of all deviations from the requirements of the construction documents that he has found in the submittals.

6. VHA SUPPLEMENTAL CONTRACT REQUIREMENTS FOR COMBATTING COVID-19

6.1 See Attachment 03 - VHA Supplemental Contract Requirements for Combatting COVID-19

7. WITH NO SENSITIVE DATA BUT REQUIRES TRAINING

VA INFORMATION AND INFORMATION SYSTEM SECURITY/PRIVACY LANGUAGE

VA INFORMATION CUSTODIAL LANGUAGE:

a. Contractors, contractor personnel, subcontractors, and subcontractor personnel shall be subject to the same Federal laws, regulations, standards, and VA Directives and Handbooks as VA and VA personnel regarding information and information system security.

b. If VA determines that the contractor has violated any of the information confidentiality, privacy, and security provisions of the contract, it shall be sufficient grounds for VA to withhold payment to the contractor or third party or terminate the contract for default or terminate for cause under Federal Acquisition Regulation (FAR) part 12.

c. A contractor/subcontractor shall request logical (technical) or physical access to VA information and VA information systems for their employees, subcontractors, and affiliates only to the extent necessary to perform the services specified in the contract, agreement, or task order.

d. All contractors, subcontractors, and third-party servicers and associates working with VA information are subject to the same investigative requirements as those of VA appointees or employees who have access to the same types of information. The level and process of background security investigations for contractors must be in accordance with VA Directive and Handbook 0710, Personnel Suitability and Security Program. The Office for Operations, Security, and Preparedness is responsible for these policies and procedures.

SECURITY INCIDENT INVESTIGATION:

a. The term “security incident” means an event that has, or could have, resulted in unauthorized access to, loss or damage to VA assets, or sensitive information, or an action that breaches VA security procedures. The contractor/subcontractor shall immediately notify the COR and simultaneously, the designated ISO and Privacy Officer for the contract of any known or suspected security/privacy incidents, or any unauthorized disclosure of sensitive information, including that contained in system(s) to which the contractor/subcontractor has access.

b. To the extent known by the contractor/subcontractor, the contractor/subcontractor’s notice to VA shall identify the information involved, the circumstances surrounding the incident (including to whom, how, when, and where the VA information or assets were placed at risk or compromised), and any other information that the contractor/subcontractor considers relevant.

c. With respect to unsecured protected health information, the business associate is deemed to have discovered a data breach when the business associate knew or should have known of a breach of such information. Upon discovery, the business associate must notify the covered entity of the breach. Notifications need to be made in accordance with the executed business associate agreement.

d. In instances of theft or break-in or other criminal activity, the contractor/subcontractor must concurrently report the incident to the appropriate law enforcement entity (or entities) of jurisdiction, including the VA OIG and Security and Law Enforcement. The contractor, its employees, and its subcontractors and their employees shall cooperate with VA and any law enforcement authority responsible for the investigation and prosecution of any possible criminal law violation(s) associated with any incident. The contractor/subcontractor shall cooperate with VA in any civil litigation to recover VA information, obtain monetary or other compensation from a third party for damages arising from any incident, or obtain injunctive relief against any third party arising from, or related to, the incident.

LIQUIDATED DAMAGES FOR DATA BREACH:

a. Consistent with the requirements of 38 U.S.C. §5725, a contract may require access to sensitive personal information. If so, the contractor is liable to VA for liquidated damages in the event of a data breach or privacy incident involving any SPI the contractor/subcontractor processes or maintains under this contract.

b. The contractor/subcontractor shall provide notice to VA of a “security incident” as set forth in the Security Incident Investigation section above. Upon such notification, VA must secure from a non-Department entity or the VA Office of Inspector General an independent risk analysis of the data breach to determine the level of risk associated with the data breach for the potential misuse of any sensitive personal information involved in the data breach. The term 'data breach' means the loss, theft, or other unauthorized access, or any access other than that incidental to the scope of employment, to data containing sensitive personal information, in electronic or printed form, that results in the potential compromise of the confidentiality or integrity of the data. Contractor shall fully cooperate with the entity performing the risk analysis. Failure to cooperate may be deemed a material breach and grounds for contract termination.

SECURITY CONTROLS COMPLIANCE TESTING:

a. On a periodic basis, VA, including the Office of Inspector General, reserves the right to evaluate any or all of the security controls and privacy practices implemented by the contractor under the clauses contained within the contract. With 10 working-days’ notice, at the request of the government, the contractor must fully cooperate and assist in a government-sponsored security controls assessment at each location wherein VA information is processed or stored, or information systems are developed, operated, maintained, or used on behalf of VA, including those initiated by the Office of Inspector General. The government may conduct a security control assessment on shorter notice (to include unannounced assessments) as determined by VA in the event of a security incident or at any other time.

TRAINING:

a. All contractor employees and subcontractor employees requiring access to VA information and VA information systems shall complete VA Privacy and Information Security Awareness and Rules of Behavior Training before being granted access to VA information and its systems.

(1) Sign and acknowledge (either manually or electronically) understanding of and responsibilities for compliance with the Rules of Behavior before being granted access to VA information and its systems.

b. The contractor shall provide to the contracting officer and/or the COR a copy of the training certificates and certification of signing the Rules of Behavior for each applicable employee within 1 week of the initiation of the contract and annually thereafter, as required.

c. Failure to complete the mandatory annual training and sign the Rules of Behavior annually, within the timeframe required, is grounds for suspension or termination of all physical or electronic access privileges and removal from work on the contract until such time as the training and documents are complete.

d. The Certification and Accreditation (C&A) requirements do not apply and a Security Accreditation Package is not required for this SOW.

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