Attachment 1 - SOW 618-26-702 DDPO MPLS.docx

Minneapolis VA Medical Center: Project 618-26-702 DDPO-2 Install

SCOPE OF WORK MEMORANDUM

Project General Data:

· Title: 618-26-702 Installation of DDPO2

· Rev: 1

· Location: Minneapolis VA Medical Center

· Project: 618-26-702

· Contracting Officer’s Representative (COR): Timothy Filzen

· Time Requirement: 95 days from Notice to Proceed (NTP)

· Bid Walk: The station is requesting onsite attendance during the “Bid Walk” due to the complexity of the package.

· Cost Range: The anticipated cost range for this project is between $250,000 and $500,000.

I. Background:

The intent of this project is to provide construction services for a Department of Veteran Affairs Electronic Health Records Modernization (EHRM) project initiative and a 2026 Current State Review (CSR) at the Minneapolis VA Medical Center, One Veterans Drive, Minneapolis, MN 55417-2309. The initiative is an implementation and the deployment of new Electronic Health Record (EHR) system across federal entities and install additional Data Drop and Power Outlets (DDPO’s) as identified during the CSR assessment.

II. Project Scope:

1. The construction contractor shall supply all equipment, labor, materials, and supervision to complete project upgrades which includes the installation of Data Drops and Power Outlets, mounting of Over-Current Elements (OCE’s), Tracking Boards and Wall mounts.

2. Conduct and incorporate pre-construction risk assessments (PCRA) and Infection Control Risk Assessments (ICRA) for air quality, infection control, noise, vibration, or any other hazards applicable to their work per Veterans Affairs (VA) Standard Environment of Care Standard (EC) 02 06 05. See ICRA Matrix of Precautions for Construction and Renovation. See Attachment 3 ICRA Assessments, Level 2 through 4 (three [3] total).

3. Power and transmission cable pulls will be installed in separate raceways/conduits/ and or separated, per manufacturer performance data information.

4. All data cabling to be Category CAT 6A.

5. Install quantity (QTY) (29) CAT 6A cable drops from new Telecommunication Rooms (TRs) to identified locations. See Building Plan Views for 618-26-702 for room and wall locations of installs.

· Telecommunication Cable pulls/drops not to exceed 300 feet for estimating purposes.

· QTY (1) cable drop location will require QTY (29) CAT 6A cables to be pulled.

· The QTY (29) cable drops installed within wall space to be protected in conduit requiring demolition of a wall section, repair and paint finishing.

· Furnish and install wall boxes and cover plates as needed for network connections or power installations.

· Follow current telecommunication or efficient routing paths above or below ceiling from Telecommunications Room (TR) patch panels to wall room outlets. All cables shall be in continuous lengths for origin to destination and secured to cable support structures per National Electric Code (NEC) requirements. (Any and all Cable splices will have to be approved by the COR)

· All new CAT 6A cable installations shall be tested and certified. Certification reports shall be submitted to the COR Bi-Weekly.

· All new cable pulls to be terminated at both ends. Termination locations in TR closets will be identified by site Subject Matter Experts (SME’s)

· Contractor to follow current VA Standards for cable, patch panel, and outlet labeling. All labels to be machine generated (not hand-written) using labeling software or machine.

6. Install QTY (50) duplex 120 Volts Alternating Current (VAC) emergency power sourced outlets.

· Contractor to consider emergency power installations not to exceed 250 feet.

· Contractor to conduct a load test in the nearest junction box to verify the suitability for both new and existing outlets.

· The combined loads in a circuit shall not exceed 80% of the circuit’s total load capacity.

· If extending from an existing junction box to surface mounted raceway, flexible conduit may be used if it does not exceed 6 feet in length.

7. Analog Phone List. Contractor to complete all work in accordance with:

· VA standards and Construction Specifications.

· NEC Standards

· Office of Electronic Health Record Modernization (OEHRM) Site Infrastructure, and End user Device (EUD) requirements (Latest Revision)

· Office of Information Technology (OIT) Design Guide, and design templates

· Infrastructure Standard for Telecommunication Spaces (ISTS) (Latest Version).

8. Replace any damaged ceiling tiles due to the course of work.

9. Touchup/repair/paint and damaged walls or ceilings due to new installation of wire and cable, conduit installations, etc.

10. Submittals.

· Contractor to submit Submittals in an electronic format and a hard copy format. Quantities and specifics are listed below. Portable Document Format (.pdf), Microsoft Office Suite formats (.doc, .xls, and .ppt), Microsoft Project (.mpp) and Autodesk (.dwg) are acceptable.

· Submittals shall be compliant with Section 508 of the Rehabilitation Act (29 U.S.C. '794 d); information on the requirements for accessible media can be found at http://www.section508.gov/.

· Basis of Design Documents (BD) and Schematic Design Documents (SD)

· Contractor will be supplied with QTY (1) set of electronic drawings to work from upon the NTP. Note: this may not be a complete set, but drawings pertinent to the identified area of work.

· Contractor will be supplied with QTY (1) full size set of drawings, paper bond to work from upon the NTP to work from. Note: this may not be a complete set, but drawings pertinent to the identified area of work.

· Construction Documents (CD)

· Contractor to submit QTY (1) electronic copy of marked-up drawings and QTY (1) electronic copy of revised drawings.

· Contractor to submit QTY (1) full sized copy of revised drawings, all paper bond.

· Contractor to submit QTY (1) letter size set of any specifications, investigative reports, calculations, cost estimates, all paper bond.

· Final Bid Documents (BID)

· QTY (1) electronic copy.

11. Submit a Quality Assurance/Quality Control Plan.

12. Contractor to strictly adhere to all VA Safety Requirements.

13. Contractor to perform documented pre-construction risk assessments (PCRA) and Infection Control Risk Assessments (ICRA) for air quality, infection control, noise, vibration, or any other hazards applicable to their work.

14. Contractor shall identify a single point of contact that will be responsible for reporting progress, conducting weekly progress meetings with updates, submitting Request for Information (RFI’s) timely, etc. to the COR.

15. Schedule:

1) This project shall be completed within Ninety-Five (95) calendar days once NTP is issued. Pre-construction (kick-off) Meeting is anticipated to be scheduled on the effective date identified in the NTP.

i. NTP = Notice to Proceed

ii. NTP + 5 = pre-construction kickoff meeting

iii. NTP + 10 days = pre-construction submittals

iv. NTP + 15 days = VA review of pre-construction submittals

v. NTP + 20 days = Transport and delivery of materials and construction kickoff meeting

vi. NTP + 75 days = Complete approximately 50% of the work

vii. NTP + 90 days = Complete approximately 100% of the work

viii. NTP + 95 days = Project Closeout

2) Work shall be completed during normal hours, 8:00 AM to 4:30 PM, Monday through Friday, excluding Federal Holidays. Work may also be performed after normal business hours and on weekends with prior coordination and approval of the COR. After-hours and weekend work is encouraged when necessary to minimize disruption to VA patient care and operations. Any deviation from the normal working hours must be clearly noted in the contractor’s bid and approved in advance by the COR.

3) Observed Federal Holidays:

i. New Year’s Day

ii. Birthday of Martin Luther King Jr.

iii. Washington’s Birthday

iv. Memorial Day

v. Juneteenth National Independence Day

vi. Independence Day

vii. Labor Day

viii. Columbus Day

ix. Veterans Day

x. Thanksgiving Day

xi. Christmas Day

III. Requirements (Records Management)

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.

1. 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.

1. 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.

1. Minneapolis VA 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 Minneapolis VA 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 Minneapolis VA. The agency must report promptly to NARA in accordance with 36 CFR 1230.

1. 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 the [contract vehicle]. 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 are 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 are no longer required, it shall be returned to the Minneapolis VA 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 vehicle]. Destruction of records is EXPRESSLY PROHIBITED unless in accordance with Paragraph (4).

1. 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 Minneapolis VA guidance for protecting sensitive, proprietary information, classified, and controlled unclassified information.

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

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

1. 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.

1. Minneapolis VA 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 Minneapolis VA 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.

1. Training. All Contractor employees assigned to this contract who create, work with, or otherwise handle records are required to take Minneapolis VA -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.

[Note: To the extent an agency requires contractors to complete records management training, the agency must provide the training to the contractor.] IV. Flow 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. General

a) Work done on-site at the Minneapolis VA Medical Center shall be coordinated with the Contracting Officer Representative (COR) appointed by the CO. Generally, work will be done during normal business hours (M-F 7:00 AM -4:30 PM), holidays excluded.

b) Refer to VA Guidebooks, and specifications for details of this project.

c) The contractor shall attend a project kickoff teleconference.

d) The Contractor shall provide weekly updates, to the COR of completion of work via team’s

e) Contractor shall prepare preconstruction deliverables such as Accident Prevention Plan, Activity Hazard Analyses, and Waste Management Plan, and provide worker training certificates and product data submittals for the materials to be used.

f) Contractors shall have proper barricade and signage to limit access to work zone(s).

g) The contractor will provide any disposal documentation.

h) The C&A requirements do not apply, and a Security Accreditation Package is not required.

i) The contractor ensures all VA non-public information is protected and will ensure to encrypt when transmitting via email and store information in a secure network.

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