Attachment 1 - 534-CSI-713 - SOW.docx

Angio-CT Suite Upgrades Project # 534-CSI-713

Statement of Work

109 Bee Street, Charleston, SC 29401-5799

Statement of Work

A. Scope

The contractor will provide all supervision, labor, equipment, and materials needed to complete work for project # 534-CSI-713, Angio-CT Suite Upgrades per the provided drawings, specifications, and this Statement of Work. The Angio CT Suite Upgrade at the Ralph H. Johnson Charleston VA Medical Center is a site preparation project that renovates a portion of the imaging suite to install new IR, CT, and IR/CT equipment. The project will replace 3 imaging machines and their supporting computers, controls, and associated equipment. Part of the renovation will create a new roof top equipment room to house the equipment for the CT, IR/CT and IR system components. The room will also house some relocated electrical equipment and new HVAC equipment. New holding bays will be created from captured space from an electrical room and alcove. Due to cutting of floor slab to install new hybrid equipment structural reinforcement will be made under the hybrid room on the first floor. New beams will be used to shore the floor where floor penetrations are being made.

Construction impact shall be minimized and mitigated in a way that limits disruption to the functioning of the Veterans Affairs Health Care System Ralph H. Johnson Main Facility (VAHCS).

Scheduling and coordination with the VAHCS will be critical and must be approved by Contracting Officer’s Representative (COR) prior to work.

1. Architectural

a. Walls, Doors, and Windows

New walls located around the imaging rooms will be made of 3 5/8” metal studs and 5/8” type “x” gypsum board that terminate at the deck above. These walls will be installed with shielding necessary to prevent radiation leakage into the surrounding spaces. Existing walls will be partially demolished to install new shielding. All gypsum board removed will be replaced with new 5/8” type “x” gypsum board. All shielding will be designed by a health physicist and documented on the architectural details. New walls installed in areas that are not adjacent to imaging equipment will be 3 5/8” metal studs and 5/8” type “x” gypsum board. These walls will also terminate at the deck above. Existing control room windows will remain and be certified to meet shielding requirements. New electrical and conduit runs will be installed in new and existing walls to meet the new equipment requirements.

The renovated area will receive all new doors and hardware including access control and operators. All new swing doors will be solid core wood doors with hardware to match the hospital standards. Doors leading into the imaging rooms will be shielded. Doors from the hallway or corridor into the imaging rooms will be on automatic operators. Push pads will be used to exit the imaging rooms and card readers will be used to enter the spaces. The door to the small prep room will be on an automatic operator with push pad access on both sides of the door. The new hallway entry door will be an aluminum automatic sliding door with card reader access from the corridor and push pad operators from the hallway. The door will use a trackless sill to prevent unnecessary bumps for the patients. Interior shielded view windows will remain.

The new equipment room will use 6” load bearing metal studs with 1/2” cement board interior sheathing for durability. The wall cavity will be filled with unfaced batt insulation. The interior sheathing will have a painted finish. The exterior of the penthouse will be a aluminum metal system. Large hurricane rated louvers will be installed in the exterior walls in the Mechanical Room. The louver finish will match the existing window frames of the tower. The entry door to the penthouse will be insulated hollow metal with an insulated frame. The access doors into the two equipment rooms and the mechanical room will be hollow metal. The equipment room doors and frames will not be insulated, but the door into the mechanical room will be. Doors will have a painted finish.

b. Ceilings and Floors

The renovation will receive new ceilings throughout. All new ceilings will use 2x2 acoustical ceiling tiles in a metal grid to match hospital standards. Ceilings in the imaging rooms will have shielding if required by the health physicist. Ceiling heights in the imaging rooms will be 9’-4” above the finish floor. Ceilings in the adjoining spaces will be 8’-0” above the finish floor. Ceiling installation will be coordinated with any equipment mounted to the ceiling. Ceilings will receive all new lights, diffusers, IT, fire alarm, and sprinkler equipment. All ceilings will be installed to meet seismic requirements. All ceiling mounted equipment will be anchored to meet seismic requirements.

The renovated area will receive all new floor finishes. Imaging treatment areas will receive resinous flooring and the corridors to receive a sheet vinyl product. This includes new wall base throughout the renovated spaces. The floors inside the imaging treatment rooms will be leveled to meet the required specifications from the equipment vendors. Where high spots exist, they will be ground down smooth to match the adjacent surfaces. Where low spots occur, they will be ground down ½” and infilled with a cementitious self-leveling compound. Existing anchors will be cut off and ground down flush to the adjacent floor surfaces. All floor mounted equipment will be anchored to the concrete subfloor in a manner to meet seismic requirements. Any in floor electrical ducts will be removed and infilled with concrete. To fit any new in floor electrical ducts, the floor will be saw cut to the necessary depth and partially removed.

The new penthouse will have a new light weight concrete floor held up with steel framing and supported by extensions to the existing columns below. This will allow the new floor to “float” above the existing roof deck and avoid any direct vibrational connections. It will also raise the penthouse floor surface to approximately 6’-0” above the exiting roof surface to reduce any chance of water getting into the new penthouse. The floor finishes will be sealed concrete.

A metal stair and guard rails will be added outside the penthouse to access the penthouse.

The new penthouse will not have a finished ceiling and will use chain or wire hung LED light fixtures. HVAC ducts and diffusers will also be wire hung. Fire alarm devices can be wall mounted and sprinkler lines will be hung from the structure above. The roof structure will consist of light gauge metal rafters with a mono-pitch slope. It will slope toward the existing roof with gutters and a down spout to control rain runoff. It will have a 1 ½” metal deck with 6” of polyisocyanurate insulation boards to meet energy code. A new roof membrane, matching the existing membrane type, will be fully adhered to the insulation, and installed to withstand hurricane level winds. The exterior walls will extend up to create a parapet on three sides, with the 4th side stopping at the roof surface to allow rainwater to run into the gutter. Metal drip edges and parapet caps will have a factory finish to match the tower windows.

c. Equipment

The project will install new hybrid IR/CT equipment, IR equipment, and a new CT machine. All new equipment will be installed by Imaging vendors and anchored to meet seismic requirements. To simplify construction, all ceilings in the imaging treatment rooms will be set at 9’-4” above the finish floor (minimum height required for the IR/CT equipment). A health physicist will review the vendor drawings, specifications, and cut sheets to determine the shielding requirements. Installation will not take place until the site is prepped and approved by the vendor. Only certified technicians will be permitted to install, adjust, or connect any imaging equipment. This includes any vendor subcontractors.

Where floor installed electrical raceways are required for the new imaging equipment, the floor will be cut and removed to the required depth. Walls will also be prepped for new electrical raceways. Power will be provided to meet all vendor requirements. HVAC will be routed and balanced to provide adequate heating and cooling to all spaces. Lighting will be installed and coordinated with diffusers and ceiling mounted equipment. Installation and orientation of the new imaging machines will make use of the existing control room windows. The windows will be evaluated to ensure proper shielding.

New equipment, which services the imaging machines, will be installed in two rooms in the new 2nd floor roof penthouse directly above. Cable routing will be done to minimize required lengths to the imaging machines. Installation will not take place until the site is prepped and approved by the vendor. Only certified technicians will be permitted to install, adjust, or connect any imaging equipment. This includes any vendor subcontractors.

2. Structural

The scope of this project includes an addition of a rooftop penthouse to support new rooftop equipment.

The new penthouse shall be constructed with structural steel framing with metal stud interior and exterior walls. To resist lateral loads from seismic and wind, the penthouse shall be designed as utilizing light framed wall construction with sheathing rated for shear resistance (R=6). All support points of the penthouse will be constructed above existing concrete walls or existing concrete building columns that will be verified for additional loading. New penthouse floor shall be non-composite concrete construction on structural steel framing.

3. Interior Design

Overall color scheme concept includes campus standard colors and materials that are reliable and durable.

Hybrid IR/CT Exam & IR Exam will have resinous quartz broadcast flooring with 4” integral base. Walls to be coated with epoxy paint in color Rhinestone by Sherwin Williams. Ceilings to be white healthcare cleanable acoustic ceiling tile with white metal grid.

IR & Hybrid IR/CT Diag Img Control Room will have resinous quartz broadcast flooring with 4” integral base. Walls to be coated with paint in color Blue Lace by Benjamin Moore. Ceilings to be white healthcare cleanable acoustic ceiling tile and white metal grid. All to be plastic laminate and solid surface countertops.

CT Exam will have welded resilient sheet flooring with 4” integral cove base. Walls to be coated with paint in color Rhinestone by Sherwin Williams. Ceilings to be white healthcare cleanable acoustic ceiling tile and white metal grid. Casework to be plastic laminate with solid surface countertops.

CT Diag Img Control Room will have welded resilient sheet flooring with 4” integral cove base. Walls to be coated with paint in color Blue Lace by Benjamin Moore. Ceilings to be white healthcare cleanable acoustic ceiling tile and grid. All casework to be plastic laminate and solid surface countertops.

Diag Img Corridor will have existing terrazzo flooring remain with the existing terrazzo base to remain with salvaged base installed along new walls. Southeast and northeast walls to be coated with paint to match existing corridor paint and will have new handrails, crash rails, and high impact wall protection with trim accessories installed to tie in with existing where there are new walls. Northwest and southwest walls to remain existing. Ceilings to remain existing.

Diag Img Pat Hall will have welded resilient sheet flooring with 6” integral cove base. Walls to be coated with epoxy paint. Ceilings to be white healthcare cleanable acoustic ceiling tile and grid. Solid surface wall cladding will be applied to wall behind new scrub sink and high impact rigid wall covering wainscot to be applied along all walls. New handrails and crash rails will be installed throughout.

Holding 1 & 2 will have welded resilient sheet flooring with 6” integral cove base. Walls to be coated with epoxy paint and 4’ high, high impact rigid wall covering wainscot. Ceilings to be white healthcare cleanable acoustic ceiling tile and grid.

IR, Hybrid, and CT Equipment Rooms will have static dissipative tile flooring with resilient cove base. Walls to be coated with paint. Ceilings to be exposed.

Mechanical, Vestibule, and Electrical Rooms will have sealed concrete flooring. Walls to be coated with paint. Ceilings to be exposed.

4. Fire Protection

All the renovated spaces will have the existing PVC sprinkler pipe demolished and replaced with new schedule 40 sprinkler pipe installed. No CPVC fire protection piping will be permitted.

New sprinkler heads shall be provided, and existing sprinkler heads shall not be reused. New sprinkler heads shall be Quick Response Sprinkler (QRS) and any existing standard response heads within the smoke zones being modified shall be replaced with QRS heads. All sprinkler heads shall be FM approved as QRS head.

The sprinkler system shall be hydraulically designed. Contractor shall perform flow test and use the test data for hydraulic calculation. A minimum 10% safety factor shall be assumed for both flow and pressure requirements.

The building has a mixed-use occupancy and equipment storage room provided within the renovated areas shall be considered as Ordinary Hazard Group-2.

Contractor shall be responsible for providing fire watch whenever the sprinkler system serving the area being renovated is deactivated. Contractor shall follow project phasing plan for renovating the sprinkler system. The Fire main and branch piping serving the penthouse shall be modified to meet the new AHU and ductwork layout.

A new sprinkler zone will be created for the penthouse with a new branch from the riser routed through the office area and up to the penthouse. The new zone valve will be in Stairwell 006 branching off the riser before the existing zone valve.

The sprinkler piping in the Patriot Store Storage room below will need to be temporarily removed to facilitate the installation of support beams for the Hybrid IR/CT equipment.

5. Plumbing

The plumbing scope for this project is to remove existing lavatories and install new ones along with a scrub sink, along with medical gas updates.

For medical gas, all the imaging rooms and the MRI suite are currently served by a single zone valve outside room D205. There will need to be a zone valve for each procedure rooms using anesthesia which is understood to be the Hybrid IR/CT Exam D205 and IR Exam D205C. There will be an additional zone valve serving the CT Exam D211, and another serving the Holding Bays, and Patient Prep. The one serving the Holding Bays will serve as the temporary zone valve during Phase 1 for the Phase 2 areas and will need to be installed prior to removal of the existing zone valve. The Hybrid IR/CT and the IR Exam rooms will have “tombstones” under the foot of the tables for med gas outlets and the CT Exam will have drops from the ceiling.

The MRI suite will have a separate zone valve added in the connecting corridor to plan north.

A new roof drain will be added outside the footprint of the new penthouse that will be routed back to the same riser as the existing roof drain. The old drain will remain for the chance of water getting under the penthouse floor, but that is expected to be minimal.

Water and sanitary lines above the ceiling of the Patriot Store Storage will need to be temporarily removed and/or relocated to facilitate the installation of support beams for the Hybrid IR/CT equipment above. There are several abandoned sanitary lines which will be removed.

6. Mechanical

The mechanical scope is to demolish the several existing AHUs serving the spaces and associated ductwork then replace with a single modular AHU in the added penthouse. There are currently four different AHU systems that serve the space in various capacities, along with a fan coil in D211, and two ductless mini-splits cooling the equipment room for D211.

This new AHU will serve the whole suite minus the equipment rooms which will have dedicated fan coil units for cooling and heating. Each space will have a dedicated terminal unit to maintain temperature and pressure control as required by the HVAC Design Manual. Use of Energy Recovery at the AHU is not required based on the outside air percentage.

Heating source for the AHU and terminal units will be heating hot water from the campus plant. The steam source for humidification will be an electric steam humidifier in the mechanical room.

Each terminal unit will be provided with reheat coils and independent controls to serve each thermal zone. The network of galvanized steel ductwork shall distribute air in various spaces via ceiling mounted diffusers which shall be connected to duct work. Return air from the spaces shall be via ceiling mounted return air/exhaust grilles connected to return air ductwork within the ceiling space.

Low level return/exhaust is required in the Hybrid IR/CT Exam room to meet OR ready procedure room requirements and possibly for the IR Exam room.

New Direct Digital Controls (DDC) shall be provided. The new controls shall be connected to existing Building Management System used in the campus. The new controls shall be compatible with existing controls system. Minimum air changes and outside air requirements shall be per VA design guide.

Hot, steam, and condensate piping shall be copper or steel as per the size required. All piping and duct work shall be insulated to meet minimum energy requirements.

The AHU shall be provided with fan array with multiple fans. The fans shall have redundancy built in, if any fan fails the remaining fans shall be capable of providing maximum airflow possible based on the AHU casing size. At the smaller size of this AHU, full redundancy is not possible, but a single fan can be capable of 75% of the maximum supply system airflow.

At only 6,000 CFM and the climate zone, energy recovery is not required by ASHRAE 90.1 and will not be included. The coils will be sized to handle operation at 100% OA during an epidemic mode per the latest design manual requirements.

Final data for the imaging equipment has been provided and the Hybrid and IR equipment room in the penthouse requires 7 tons of cooling. The CT equipment room will require 1.5 tons of cooling.

To keep the CT and IR rooms that are part of Phase 2 operational during Phase 1, the CT room will need a temporary AHU ducted to the existing roof penetrations because the AHU is in the way of the new penthouse. The mini-split condensing units that serve the equipment closet for the existing IR room will need to be temporarily relocated.

The steam source was decided to be an electric steam humidifier in the penthouse because of the minimal amount of steam required. VA staff did have comments about the need for humidifiers because they usually do not operate other humidifiers, but there was no direction to remove it.

The mechanical contractor is responsible for installing and connecting the Siemens process chiller on the roof outside the new penthouse.

Ducts in the Patriot Store Storage room will need to be temporarily removed and some will be rerouted to facilitate and avoid the installation of support beams for the Hybrid IR/CT equipment above. Temporary cooling will need to be provided for the Patriot Store during this process.

7. Electrical

Lightning protection will be added to the new roof area, to connect into the existing lightning protection system of the facility.

Power from an existing 800A panel will be distributed to the penthouse electrical room, to serve both the AHU and the imaging suites. This will be supplemented as needed by repurposing the existing power previously serving the imaging suites, which will be freed up during demolition.

During the site investigation, numerous code violations were noted in the electrical closet just adjacent to the work area as well as a second electrical room which serves one of the imaging machines. These electrical closets contain electrical panels, some of which serve the area of work. As this is outside the scope of the work currently, and not factored into the budget, it is not intended to correct the code deficiencies in the existing electrical rooms.

The sizing of conductors will be considered to limit the voltage drop for feeders to 2% or less, and to limit the voltage drop for branch circuits to 3% or less to ensure compliance with ASHRAE 90.1. Electrical distribution system panels servicing the building will be reviewed and evaluated for demand loading and service feeders/overcurrent protection verified. All feeders and branch circuit conductors will be copper.

Any new lighting will be provided utilizing (LED) type fixtures. Where safety permits, rooms will have occupancy sensors to further decrease power consumption in periods of low or no occupancy, where the lighting controls are being changed. Illumination Levels will meet the Illuminating Engineering Society (IES) Lighting Handbook, 10th Edition.

8. Low-Voltage Systems

a. Data Systems

The Data system shall consist of two types: hardwired data jacks, and hardwired wireless access points.

1. The standard data jacks shall be wired to the existing TR room with 4 PR UTP Category 6A cable and connected to 24 or 48 copper patch panels in the existing data rack currently connected to the hospital network.

2. Four (or as directed by the VA) Cat 6A cables shall be run from the existing TR room to each telecommunications outlet box and terminate on CAT 6A RJ45 jacks in the face plate for each location in each room.

3. Copper jacks shall be CAT 6A RJ 45 Type. (8 position, 8 contact, 8P8C)

4. Face plate shall be a six (6) or four (4) port unit as directed by the VA.

5. Data cable color shall be blue with blue jack.

6. Wireless access point cables shall be red with red jack.

7. Camera cables shall be yellow with yellow jack.

8. Cable TV cables shall be violet with violet jack.

9. Nurse Call cables shall be green.

10. Cover plates shall be Ivory in color.

11. Wiring shall be based on TIA 568-B.

12. Provide two data cables for each wireless access point and provide a surface mounted 2 port box above ceiling.

13. Data switches, wireless access points, routers and active equipment shall be provided by VA.

b. Public Address and Mass Notifications (PAMN)

The PAMN shall be extended from the existing paging system to the renovated area. Speakers shall be dual coil ceiling speakers in the corridors.

c. Nurse Call, Code Blue

The new Nurse Call and Code Blue systems shall match the existing Rauland Responder 5 system. These systems include:

1. Wiring from each nurse call device back to the existing nurse call control panel.

2. Each holding area shall have the following:

a. Patient Station with pillow speakers

b. Code Blue

c. Staff Terminal

d. Pillow speakers

e. Dome light

3. The Nurse Call station will have a speaker so the patient in the holding area can communicate to the Nurse Station.

4. The Code Blue will be located as requested by the nursing staff.

5. Nurse call cables shall be CAT 6A.

d. Telephone System

The Telephone Cabling system shall connect to the hospital Voice Over IP Telephone system. A telephone jack shall be provided in every room and space. One telephone Cat 6A cable shall be run from the new TR room to each telecom outlet in the room and terminate on CAT 6A RJ45 jack in the face plate. The Cat 6A cable shall be terminated on patch panels. IP Telephones shall be provided by VA.

e. Cable Tray/Raceways

1. If existing cable is going to be used, remove all existing unused cables before pulling any new cables.

2. Provide 1¼ -inch conduit, with plastic bushing, from each data outlet location to the horizontal distribution pathway.

3. Provide J-Hooks 5 feet on center for horizontal distribution pathway.

4. Each telecommunication outlet/box will be 4-11/16-inch square and 2 ½ inch deep, with 1 gang or 2- gang raised mud ring.

5. If existing conduit is going to be used, clean conduit, remove unused cables before new cable is pulled.\

f. Physical Access Control System (PACS)

The Physical Access Control System will match the existing C-Cure 9900 system. This system includes the following:

1. New PACS equipment will be housed in the new mechanical penthouse.

2. New door controllers will be provided to control the doors that will have PIV access.

3. Card readers with door switch, electric strike and request for exit will be provided for the PACS doors as directed by the VA.

4. The new system will be tied to the existing system thru the data networking.

5. The door controller will be installed in the new mechanical penthouse on ¾ “by 4’ by 8’ fire retardant/flame resistant plywood.

g. Fire Alarm System (FA)

The fire alarm system will match the existing Gamewell/FCI E-3 Series and will include the following:

1. Corridors will have strobe and speakers; strobe will be between 35- 75 candelas and speakers will be rated at ½ watt.

2. Wall mounted visual appliances will be mounted such the entire lens is not less than 80” and not greater than 96” above finished floor.

3. Visual notification appliances will be located not more than 15 feet from the end of corridor with a separation not greater than 100 feet between visual appliances.

4. Visible notification appliances will be provided in all public spaces such as corridors and public restrooms.

5. Visible notification appliances are not required in offices, janitor closets, utility shafts, crawl spaces, stairways, elevators and patient exam and treatment rooms.

6. Visible notification appliances will be provided in mechanical equipment rooms.

7. Duct smoke detectors will be provided for HVAC equipment with remote indicating lamps and a test key switch.

8. Smoke detector with relay modules will be provided for the smoke dampers.

9. Fire alarm raceways (conduit, boxes) will be factory painted RED.

10. All cabling will be run to existing Fire Alarm Control Panel.

B. General Requirements

Employees of the contractor and sub-contractors shall always conduct themselves in a professional manner while on medical center property. The contractor shall ensure all personnel working on this contract are aware of Medical Center rules pertaining to employee behavior and conduct.

Physical or verbal misconduct may be grounds for removing employees from Medical Center property, or grounds for arrest by the VA Police. Employees may be banned from Medical Center property as a result of inappropriate or illegal behavior. The contractor shall not be entitled to any compensation from the Government for any costs resulting from employee misconduct (including, but not limited to, delays in contract completion) and may be held liable for costs incurred by the Government as a result of employee misconduct.

Tobacco Use is 100% prohibited on all VA property. Smoking and vaping is strictly prohibited on the entire VAMC campus.

Contractor must provide four (4) hard copies and one (1) electronic copy of O&M manuals upon installation for each piece of equipment. See Section 01 00 00 for details.

The VA will not be responsible for storage of equipment, materials, or tools.

It is the contractor’s responsibility to properly assess the working conditions and include in the bid any specialty equipment, training, additional time, personnel, or safety equipment to perform the work safely and in compliance with all applicable local, State, and Federal regulations.

C. Hours of Work

Normal working hours are 0700 – 1700 Monday to Friday, except for federal holidays. Preparation and minimal project activity can be done during these hours. All work during normal hours shall be completed at the end of that working day. To reduce patient impact, some work will need to take place during afterhours (1700 – 0700) or during weekends. All work started shall be completed and the work area(s) ready for full operations no later than 0700 the following day, unless otherwise coordinated with the COR. All schedules and work hours shall be requested, coordinated, and approved through the COR.

The contractor can phase the work such that it is most efficient for their work schedule. The planned phasing and schedule will be provided to the Government as part of the bid package. Finalized phasing and schedule will be subject to Government approval and will be provided to the Government within 3 calendar days of kickoff meeting.

D. Phasing

The contractor shall perform the work in each phase in the documented Phasing Plans sequence. All work in each phase must be completed prior to VA staff and patient occupancy of a phase and the start of work in a subsequent phase unless noted otherwise. To maintain the function of the imaging suite, the project will be broken down into two phases:

1. Phase one will create the hybrid IR/CT room, holding bays, and relocate electrical equipment from the existing electrical room. It will also renovate the control room and create a new roof top penthouse to house the equipment serving the imagine suite and HVAC. A portion of the hallway will be renovated as part of this phase including the removal of the entry door to the imaging rooms, including new hallway finishes.

2. Phase two will renovate the new IR and CT rooms, the CT control room and create a crash cart alcove. The other half of the hallway will be renovated, and the new automatic sliding entry door will be installed. Because the new entry door installation would interfere with construction access to the imaging hall, that work will be done last on nights and weekends. Additional work in adjacent occupied spaces for HVAC, electrical, and IT systems will be done nights and weekends and contained by plastic ICRA sheet barriers.

Use of equipment and tools that transmit vibrations and noises through the building structure are not permitted in buildings that are occupied during construction jointly by patients or medical personnel, and Contractor's personnel, except as permitted by Resident Engineer/COR where required by limited working space.

E. Infection Control

The Angio CT Suite is located on the second floor of the hospital. The facility is a Healthcare Occupancy with Type I (332) construction per NFPA 101 and NFPA 220. The second floor is broken down into suites with the new IR and CT rooms within the Imaging Department suite. Paths of egress will be measured to the exits of the suite and to the closest stairs. Due to the nature of the project, existing egress paths will not be changed or disrupted as a result of the work performed. The existing occupancy is to stay the same and occupancy load is to stay the same. The existing exits are to remain the same and will not be modified by the project. Because the area being renovated is in a patient treatment area, the ICRA class is type III/IV.

Infection Control Requirements shall be followed in accordance with an Infection Control Risk Assessment (ICRA) Permit. It is expected that work inside the facility will require a Class IV permit.

Each phased area of work will be separated from occupied space by infection control barriers. These barriers are to be hard wall construction made for 3 5/8” metal studs and 5/8” type “x” gypsum board that terminate at the slab above. Most of the barriers will be one hour rated for areas of significant construction, however, in some areas where construction is minimal, plastic sheet barriers will be used to mitigate dust intrusion into the occupied spaces. These locations will be at electrical and OIT closets and on the first floor beneath the renovated space. The work on the first floor will be above ceiling for new waste line connections. Roof top work for the new mechanical/equipment room will not require ICRA barriers.

Low/No Volatile Organic Compounds (VOC) materials are to be utilized.

Dust, dirt, and debris shall be contained. All debris shall be moved in covered carts. The work areas and entry/exit points shall always be kept clean and no dust or debris shall be allowed to leave the work area. Utilize dust minimization procedures and equipment to reduce the generation of dust. Construct a plastic barrier prior to start of work to contain dust or utilize the cube method. Utilize Tyvek suits, shoe covers, and other measures to reduce dust entering occupied areas. All ICRA barriers and/or plan of execution shall be in-place and approved by an RHJ VAMC Infection Control representative and COR prior to start of work.

Measurements may be taken without an Infection Control Permit.

Employee clothing and shoes shall be cleaned of all dirt and debris before entering the medical center, and before leaving the work site. Employees shall wear closed toed shoes, long pants, and shirts that always cover the shoulders and upper arms while in the medical center.

F. Security

Badging must be secured prior to any contractor beginning work on the premises. The Contractor will determine the type of badge required for their contractor(s) based on the following criteria:

a) If contractor requires escorted access to RHJVAMC for more than 15 days and less than 180 days, they will require a Flash Badge. The escort can be anyone with a Non-PIV or PIV badge.

b) If contractor requires unescorted access to RHJVAMC for more than 15 days and less than 180 days, they will require a Non-Personal Identity Verification (PIV) Badge.

c) If contractor requires unescorted access to RHJVAMC for more than 180 days, they will require a PIV Badge.

Prior to receiving sponsorship for a badge, all contractors must complete Contractor Safety Training through the Safety Service. Training occurs every other Wednesday in the Engineering Conference Room (G206). Procedures for acquiring the appropriate identification badge for a contractor are identified below.

1) Visitor Badges will be issued by the Personal Identity Verification (PIV) Manager, Engineering Service, to the contractor at the time of use. Visitor Badges are valid only on the day of issue, and a new Visitor Badge must be issued for any subsequent visit.

2) Flash, Non-PIV, and PIV Badges will be issued by Police Service to the contractor. These badges will be issued following sponsorship and credentialing procedures detailed below:

a. The COR will initiate the process for Flash, Non-PIV, and PIV Badges by submitting a request to the PIV Manager to complete Form OMB No. 2900-0673, Request for Personal Identity Verification Card, for the contractor requiring a badge.

b. For Flash and Non-PIV Badges, the COR will ensure that the contractor is appropriately sponsored by the PIV Manager, who will sponsor the contractor by certifying the completed Form OMB No. 2900-0673 (in Section 3), establishing the need for a credential to be issued to the contractor.

c. For PIV Badges, the COR will serve as the sponsor by certifying the completed Form OMB No. 2900-0673 (in Section 3), establishing the need for a credential to be issued to the contractor.

d. The PIV Manager will request the following information from the contractor for completion of the Form OMB No. 2900-0673: Legal name, Date of birth, SSN, Job title, name of firm/company, sex, race, height, weight, eye color, hair color, place of birth, certificate of completion for RHJVAMC Contractor Safety Training (required to be completed annually) and Certificate of completion for the OSHA 10-hour Construction Safety Training or the OSHA 30-hour Construction Safety Training.

e. The PIV Manager will validate completed training and sponsor the contractor by submitting the completed form to the Police Service (PIV Office).

3) The COR will provide the contractor with instructions for completing their required background investigation, if applicable.

4) Once Police Service has received all required documentation, they will issue the appropriate badge to the contractor.

G. Safety

Prior to commencing work, general contractor shall provide proof that an OSHA certified “competent person” (CP) (29 CFR 1926.20(b)(2) will supervise all work under this contract and maintain a continual presence at the work site whenever the general or subcontractors are present. In accordance with FAR 52.236-6, at all times during performance of this contract and until the work is completed and accepted, the Contractor shall directly superintend the work or assign and have on the worksite a competent superintendent who is satisfactory to the Contracting Officer and has authority to act for the Contractor. Assigned CP shall have completed the OSHA 30-hour construction safety training within the past 5 years and all other construction workers shall have at least a 10-hour OSHA course. See section 01 35 26 for details.

H. Schedules

The Government requires a schedule be submitted within 8 calendar days of NTP. The schedule shall be submitted in PDF format using Microsoft Project or equivalent software. The schedule shall include detail sufficient to allow proper project tracking and will include demo, phases, and estimated times of utility outage. Work could be after normal business hours between 1700 and 0700. Any work that is to be performed outside those hours are to be clearly identified on the schedule and approved by the COR prior to commencement of work.

The schedule will be updated weekly by the contractor. A summary of progress and comments on any deviations from the schedule will be included in the weekly contractor report. Weekly schedule updates will be uploaded into the document sharing program.

I. Parking/Laydown Area

The Contractor shall make arrangements for parking. At no time shall vehicles be parked on roadways, patient parking areas, the loading dock, etc. Coordinate use of the loading dock for loading/unloading material with the COR. Materials shall not be deposited on the loading dock for any length of time.

There is no guarantee for laydown of material. The RHJ VAMC shall not provide an extensive area for storage of materials and laydown. Prior to installation, new doors are always to be stored in a climate-controlled area. If a laydown area is permitted, and the area is not climate-controlled, any stored doors must be installed by close of business the same day. Again, scheduling and coordination with the RHJ VAMC will be critical. Materials may be staged provided that the materials are secured and inaccessible by RHJ VAMC patients. Interim Life Safety Measure (ILSM) Permit may be required for staged materials due to increased combustible loading. It is the responsibility of the Contractor to ensure their materials remain secure.

J. Utility Shutdowns

If necessary, to interrupt utility services, the Contractor must coordinate and request a shutdown with the VA prior to shutting down or interrupting any utility system. The Contractor shall provide a minimum of 14 calendar days of notice for a utility shutdown. The Contractor shall make every effort possible to reduce the amount and duration of impacts of utility shutdowns. Requests to shutdown utilities are dependent upon the Medical Center’s ability to maintain normal operations. Should a request be denied due to clinical needs, the COR shall inform the contractor of alternate dates and times that meet the Medical Center’s needs. The Contractor shall submit to the COR a plan that identifies all utilities required to be shut down, a coordination/ work plan (including subcontractors), and provide documentation of all necessary pretests along with the submission of a shutdown request.

K. Site Investigation

All interested contractors will be invited to a pre-bid meeting. While not required, the contractor is strongly encouraged to attend the on-site pre-bid meeting. Access to the work areas and specific explanation of Statement of Work requirements will be discussed. However, no questions will be answered during the pre-bid meeting. All questions must be officially submitted through the Vendor Portal. No comments, actions, or discussion (verbal or otherwise) are to be considered direction or answers to any questions, nor will they be considered accurate or binding unless submitted and answered in writing through the Contracting Officer as an official RFI. Contractor walk-throughs outside of the pre-bid meeting will not be allowed.

L. Submittals

Shop Drawing/Product Data: Submit in accordance with Specification Section 01 33 23 Shop Drawings, Product Data, and Samples. Submit materials to be used in the project to the COR for approval prior to purchasing. VA review period is 15 working days for submittals and ten (10) working days for RFI’s.

M. Construction Drawings and Specifications

The contractor shall provide the Government with two (2) approved, completed sets of as-built/record drawings in the electronic version to the COR within 15 calendar days after each completed phase and after acceptance of the project by the COR. Any deviation from the original plan must be approved prior to change and must be included in the as built/record drawings. See Section 01 00 00 General Requirements for details.

N. Recycling Requirement

The Government requires all recyclable material be removed and recycled. The contractor is responsible for minimizing landfill waste. The contractor will provide a list to include weight of each type of material that is recycled. Removal of all recyclables and landfill waste is the responsibility of the contractor, see 01 74 19 Construction Waste Management.

O. Period of Performance

Period of Performance is 540 calendar days from Notice to Proceed, to include material lead time.

Each area of work shall be reconfirmed 30 days and 14 days prior to start. Contractor shall have an accepted schedule prior to start of work, but hospital operations shall take priority. Contractor may have to shift areas of work around to accommodate hospital operations.

Period of performance to begin at time of Notice to Proceed (NTP). The Contractor will be required to attend a kickoff meeting. An ILSM (Interim Life Safety Measure) and ICRA will be discussed at the kickoff meeting and the approved plans to be posted at the job site. In addition, the contractor is to submit a formal schedule within 3 calendar days of the kickoff meeting to be approved by COR. In the event the schedule is to be changed for any reason the contractor is responsible for notifying the contracting officer representative within 2 working days.

Records Management Obligations

A. Applicability

This clause applies to all Contractors whose employees create, work with, or otherwise handle Federal records, as defined in Section B, regardless of the medium in which the record exists.

B. Definitions

“Federal Record” as defined in 44 U.S.C. § 3301, includes all recorded information, regardless of form or characteristics, made or received by a Federal agency under Federal law or in connection with the transaction of public business and preserved or appropriate for preservation by that agency or its legitimate successor as evidence of the organization, functions, policies, decisions, procedures, operations, or other activities of the United States Government or because of the informational value of data in them.

The term Federal record:

1. includes Department of Veterans Affairs records.

2. does not include personal materials.

3. applies to records created, received, or maintained by Contractors pursuant to their Department of Veterans Affairs contract.

4. may include deliverables and documentation associated with deliverables.

C. Requirements

1. Contractor shall comply with all applicable records management laws and regulations, as well as National Archives and Records Administration (NARA) records policies, including but not limited to the Federal Records Act (44 U.S.C. chs. 21, 29, 31, 33), NARA regulations at 36 CFR Chapter XII Subchapter B, and those policies associated with the safeguarding of records covered by the Privacy Act of 1974 (5 U.S.C. 552a). These policies include the preservation of all records, regardless of form or characteristics, mode of transmission, or state of completion.

2. In accordance with 36 CFR 1222.32, all data created for Government use and delivered to, or falling under the legal control of, the Government are Federal records subject to the provisions of 44 U.S.C. chapters 21, 29, 31, and 33, the Freedom of Information Act (FOIA) (5 U.S.C. 552), as amended, and the Privacy Act of 1974 (5 U.S.C. 552a), as amended and must be managed and scheduled for disposition only as permitted by statute or regulation.

3. In accordance with 36 CFR 1222.32, Contractor shall maintain all records created for Government use or created in the course of performing the contract and/or delivered to, or under the legal control of the Government and must be managed in accordance with Federal law. Electronic records and associated metadata must be accompanied by sufficient technical documentation to permit understanding and use of the records and data.

4. RHJ HCS and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Records may not be removed from the legal custody of RHJ VAHCS or destroyed except for in accordance with the provisions of the agency records schedules and with the written concurrence of the Head of the Contracting Activity. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. In the event of any unlawful or accidental removal, defacing, alteration, or destruction of records, Contractor must report to RHJ VAHCS. The agency must report promptly to NARA in accordance with 36 CFR 1230.

5. The Contractor shall immediately notify the appropriate Contracting Officer upon discovery of any inadvertent or unauthorized disclosures of information, data, documentary materials, records or equipment. Disclosure of non-public information is limited to authorized personnel with a need-to-know as described in this SOW. The Contractor shall ensure that the appropriate personnel, administrative, technical, and physical safeguards are established to ensure the security and confidentiality of this information, data, documentary material, records and/or equipment is properly protected. The Contractor shall not remove material from Government facilities or systems, or facilities or systems operated or maintained on the Government’s behalf, without the express written permission of the Head of the Contracting Activity. When information, data, documentary material, records and/or equipment is no longer required, it shall be returned to RHJ VAHCS control or the Contractor must hold it until otherwise directed. Items returned to the Government shall be hand carried, mailed, emailed, or securely electronically transmitted to the Contracting Officer or address prescribed in the contract. Destruction of records is EXPRESSLY PROHIBITED unless in accordance with Paragraph (4).

6. The 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, contracts. The Contractor (and any sub-contractor) is required to abide by Government and RHJ VAHCS guidance for protecting sensitive, proprietary information, classified, and controlled unclassified information.

7. The Contractor shall only use Government IT equipment for purposes specifically tied to or authorized by the contract and in accordance with RHJ VAHCS policy.

8. The Contractor shall not create or maintain any records containing any non-public RHJ VAHCS information that are not specifically tied to or authorized by the contract.

9. The 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 from public disclosure by an exemption to the Freedom of Information Act.

10. The RHJ VAHCS owns the rights to all data and records produced as part of this contract. All deliverables under the contract are the property of the U.S. Government for which RHJ VAHCS shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest. Any Contractor rights in the data or deliverables must be identified as required by FAR 52.227-11 through FAR 52.227-20.

11. Training. All Contractor employees assigned to this contract who create, work with, or otherwise handle records are required to take RHJ VAHCS-provided records management training. The Contractor is responsible for confirming training has been completed according to agency policies, including initial training and any annual or refresher training.

D. Flowdown of requirements to Subcontractors

1. The Contractor shall incorporate the substance of this clause, its terms and requirements including this paragraph, in all subcontracts under this contract, and require written subcontractor acknowledgment of same.

2. Violation by a subcontractor of any provision set forth in this clause will be attributed to the Contractor.

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