Attachment 1-SOW - Abatement 6B-102 .docx

Abatement 6B-102 - 509-26-120 VA Augusta Health Care System Downtown Division

Statement of Work Asbestos abatement

1.1 Statement of bid Items(s)

A. Vendor shall furnish labor, materials, equipment, supervision and disposal services to abate asbestos containing materials from rooms in Building 801, 6th Floor (6B 102, 6B 103, 6B 104) & 5th Floor (5B 102 & 5B 103), demo of all other non-asbestos cabinets and casework. Includes approximately 1,095 square feet of asbestos containing floor tile (multiple layers) and mastic, counter tops, Exhaust Hoods, Sinks, and Wall mounted Beaker Drying Rack. Contractor shall provide all labor, transportation, and all other activities. Work activities will include but are not limited to installing VA-provided flooring materials and vinyl base in designated areas as specified by the VA, and prepare walls, doors, and door frames as needed, including cleaning, sanding, and repairing any holes or imperfections, apply primer where necessary to ensure proper paint adhesion and paint walls, doors, and door frames using VA-provided paint in accordance with VA specifications to approximately 1,095 square feet at the VA Augusta Healthcare System. Includes notifications to authorities and proper disposal of hazardous materials. Includes air monitoring and sampling to ensure safety of employees once abatement is completed.

B. Coordinate all work with the VA’s designated representative (e.g. Project Engineer, COR, Project Manager). Schedule and obtain approval for work that impacts utility services, access, clinical operations, or patient care areas. Submit a written work schedule for VA review and approval prior to commencement of work.

C. Contractor shall provide asbestos abatement plan for review by facility Industrial Hygienist (IH). The VA Industrial Hygienist (IH) is responsible for overseeing, coordinating, and verifying all aspects of air monitoring and sampling during asbestos abatement activities as delineated in Section 02 82 13.19. VA Industrial Hygienist (IH) roles will be but not limited to:

1. Review of Air Monitoring Plan:

· The IH reviews the project's air monitoring strategy to ensure that it meets VA and regulatory requirements, including sampling methods, frequency, and locations (such as background, perimeter, and clearance samples).

2. Review and Approve Submittals:

· Review contractor’s work plans, safety plans, and procedures related to asbestos abatement removal and disposal.

· Ensure submittals comply with VA requirements, OSHA standards, and local regulations.

3. Site Assessments

· Conduct initial site assessment to verify materials are asbestos-containing materials.

· Confirm that surveys or testing are performed as needed to verify absence of asbestos.

4. Oversight and Monitoring

· Monitor work procedures to ensure they comply with safety and environmental standards.

· Observe dust control and workplace cleanliness as asbestos containing materials are removed.

· Conduct air monitoring, if specified, for particulates or nuisance dust.

5. Worker and Environmental Protection

· Ensure appropriate personal protective equipment (PPE) is used.

· Develop recommendations for engineering controls and work practices to minimize exposure to dust or other potential hazards.

6. Documentation

· Document findings and observations during site visits.

· Prepare reports for VA on compliance with the specification throughout the removal process.

7. Regulatory Compliance

· Ensure contractors comply with EPA, OSHA, and VA requirements for asbestos-containing material removals.

· Confirm that proper waste management and disposal practices are followed.

8. Communication

· Serve as a technical consultant to VA project managers, contractors, and stakeholders. Address questions or concerns regarding health and safety during the asbestos-containing material removals.

D. All employees of vendor shall comply with VA security management program and obtain permission of the VA police, be identified by employer, and restricted from unauthorized access.

1.2 VA-PROVIDED FLOORING AND PAINT

A. Material Provision:

The VA will furnish all flooring and paint materials required for this project. The Contractor shall coordinate material delivery and inventory with the VA Project Manager or Contracting Officer’s Representative (COR).

B. Storage and Handling:

The Contractor is responsible for the proper handling and secure storage of VA-provided flooring and paint during the project. All materials shall be stored in areas designated by the VA, protected from damage, theft, contamination, or weather exposure.

C. Installation:

The Contractor shall provide all labor, tools, and equipment necessary for the installation of VA-provided flooring and application of VA-provided paint in accordance with the contract documents, manufacturer instructions, and VA standards.

D. Material Accountability:

The Contractor shall maintain an up-to-date inventory of VA-provided flooring and paint used and report discrepancies or damaged materials immediately to the VA COR. Any unused or excess materials must be returned to the VA at project completion or as directed.

E. Damage and Loss:

The Contractor shall be responsible for any loss or damage to VA-provided materials due to negligence or improper handling. The Contractor may be required to reimburse the VA for the cost of lost or damaged materials.

F. Submittals:

The Contractor shall submit documentation verifying installation of VA-provided flooring and paint, including daily usage logs and material reconciliation reports upon request.

1.3 security requirements

1.4 VA Utility Shutdown requirements

A. Notification and Request:

The Contractor shall not perform any shutdown, interruption, or alteration of VA facility utilities—including electrical, water, steam, gas, HVAC, medical gases, fire alarm and suppression, or communications—without advance written approval from the VA Contracting Officer’s Representative (COR). The Contractor must submit a detailed shutdown request at least 14 calendar days prior to the desired shutdown date. The request shall include:

1. Scope and purpose of shutdown,

2. Duration and exact timing,

3. Impacted systems and areas,

4. Work methods and safety controls,

5. Restoration plan.

B. Approval and Scheduling:

Utility shutdowns will only be approved after review by VA Facility Management, Engineering, Safety, and affected department stakeholders. Dates and times may be rescheduled as necessary to minimize impact on patients, staff, and facility operations. Approval will be documented by the VA COR in writing prior to any shutdown proceeding.

C. Contingency and Safety Measures:

The Contractor shall implement all necessary safety and interim protection measures as directed by the VA during shutdown periods, including fire watch, infection control, ILSM, and communication with affected parties.

D. Coordination During Shutdown:

The Contractor shall coordinate closely with VA staff before, during, and after shutdown activities. The Contractor shall provide real-time updates/notifications to the VA COR and immediately report any unexpected issues or delays.

E. Restoration and Verification:

The Contractor is responsible for restoring all affected utility systems to full operation at the conclusion of the shutdown, performing required inspections, testing, and documentation of system functionality. The Contractor shall not leave the site or consider work complete until utility systems are returned to normal and verified by the VA COR.

F. Unauthorized Shutdowns:

Any unapproved, unscheduled, or improperly executed shutdowns may result in stop-work orders, penalties, correction at the Contractor’s expense, or contract termination.

1.5 OPERATIONS AND STORAGE AREAS

A. The Vendor shall confine all operations (including storage of materials) on Government premises to areas authorized or approved by the Contracting Officer Representative (COR)and Contracting Officer (CO). The Vendor shall hold and save the Government, its officers and agents, free and harmless from liability of any nature occasioned by the Vendor's performance.

B. Laydown and Staging Areas:

The VA will designate specific laydown and staging areas for the Contractor’s use for material storage, equipment, trailers, and other job-related needs. The Contractor shall confine all activities, storage of materials, and equipment to these assigned areas. Use of additional or alternate areas is not permitted without prior VA approval. The Contractor is responsible for securing, maintaining, and restoring laydown and staging areas to their original condition at project completion, including removal of all materials, debris, and temporary structures.

C. Parking:

Contractor parking is limited to areas specifically designated by the VA. The Contractor shall submit a list of employees and vehicles requiring parking to the VA COR for prior approval. Parking is not permitted in areas reserved for patients, visitors, emergency vehicles, or VA staff unless explicitly authorized. The Contractor shall ensure all vehicles are properly identified with company name or contract information, and that parking does not interfere with VA operations, access, or safety.

D. Site Access and Modifications:

Any changes to dumpster locations, laydown areas, or parking arrangements require advance written approval by the VA COR. Failure to adhere to these requirements may result in removal of privileges, stop-work orders, or other contract actions.

1.6 INSTRUCTIONS

A. Vendor shall furnish reports of air quality and disposal certification as required.

1.7 WORK HOURS

A. Work can be done during normal working hours (8:00 AM-4:30PM), Monday—Friday, except federal holidays. Work outside of these hours, including weekends or Federal holidays, requires prior written approval from the Contracting Officer (CO) 72 hours in advance.

B. Submit requests for utility and service interruptions (e.g., electrical, water, HVAC, fire alarm) to the Contracting Officer Representative (COR) a minimum of fourteen (14) calendar days in advance. No service interruption will be permitted without express written approval from the VA.

C. Construction period of performance 20 calendar days from notice to proceed.

1.8 CONTRACTOR USE OF VA FACILITIES AND UTILITIES

A. Use of Service Elevators:

Contractor use of VA service elevators for transportation of personnel, tools, equipment, materials, and debris shall be coordinated in advance with the VA’s designated representative (e.g., Project Manager, COR, or Facility Manager). Service elevator use is contingent upon availability and may be restricted to certain hours to minimize impact on facility operations and patient services. The contractor shall protect elevator interiors, floors, and doors as instructed, and shall promptly clean and repair any damage caused by contractor operations. Patient elevators shall not be used at any time for construction-related activities or materials unless expressly authorized in writing by the VA.

B. Use of Restroom Facilities:

The contractor and all personnel may use only those restrooms designated by VA for contractor/staff use. The contractor shall maintain cleanliness and order, ensure restrooms are used respectfully, and shall not use patient or public restrooms C. Use of VA Electric Power:

The Contractor is permitted to utilize existing VA electrical power for operation of equipment, tools, and temporary facilities required for execution of the Work. The Contractor shall coordinate with the Contracting Officer’s Representative (COR) regarding power source locations and utilization requirements. All connections shall comply with applicable codes and VA safety standards. The Contractor is responsible for providing and maintaining all necessary extension cords, adaptors, and temporary wiring to ensure safe and proper operation of their equipment. The Contractor shall use VA power only for approved project-related activities and shall not disrupt normal VA operations. Any excessive or inappropriate use, or damage to VA electrical systems, will be the Contractor’s responsibility to correct at no additional cost to the VA.

1.9 SPECIALIZED KEY CONTROL

A. Key Control and Security:

The Contractor is responsible for the control of all keys, access cards, or electronic access devices issued by the VA for use during the performance of this contract. The Contractor shall not duplicate any keys or lend issued keys/devices to unauthorized persons. Keys and access devices shall be used only for work specifically authorized under this contract.

B. Authorized Users:

Only individuals explicitly designated in writing by the Contractor and approved by the VA’s Contracting Officer (CO) or designated COR may receive and use VA-issued keys or access devices.

C. Key Log and Return:

The Contractor shall maintain a key log (to be reviewed by the COR upon request), documenting the issuance and return of all keys/access devices to Contractor staff. All keys and access devices must be returned to the VA at project completion, upon contract expiration/termination, or upon request by the VA.

D. Lost, Stolen, or Unreturned Keys:

The Contractor shall immediately notify the VA Contracting Officer and VA Police of any lost, stolen, or unreturned keys or devices. The Contractor may be held responsible for all costs associated with rekeying and/or replacing locks or access devices due to loss, theft, or failure to return issued items.

E. Access Restrictions:

Access to sensitive or restricted areas (e.g., pharmacy, IT/data, medical records, and certain clinical spaces) must be specifically authorized in writing by the VA. The Contractor shall not enter such areas without VA escort or written permission.

F. Security Reviews:

All key control practices are subject to review and audit by the VA. The VA reserves the right to modify or revoke key/access privileges at any time for security or operational reasons.

1.10 SAFETY RISK ASSESSMENT (SRA) REQUIREMENTS:

A. SRA Tool Implementation:

The Contractor shall participate in and comply with all requirements of the VA Safety Risk Assessment (SRA) process for project planning and execution, as directed by the VA. The Contractor shall utilize the SRA tool provided by the VA (or pre-approved equivalent) to identify and mitigate hazards associated with project activities.

B. Pre-Construction SRA:

Prior to commencement of work, the Contractor shall attend and participate in a pre-construction SRA meeting with VA staff (including Safety, Infection Control, Engineering, and other stakeholders as required). The Contractor shall provide planning input and review the scope of work to assist in the identification of safety risks, impacts to facility operations, patient care, staff, and visitors.

The Contracting Officer’s Representative (COR) will complete the required Construction Safety Risk Assessment Form (e.g., Pre-Construction Risk Assessment (PCRA) and/or Interim Life Safety Measures (ILSM) form) with the assistance of the Contractor prior to the start of construction activities. The Contractor shall participate in the risk assessment process by providing timely and accurate information regarding all planned construction activities, sequences, methods, materials, schedules, and any potential hazards associated with the proposed work. The Contractor shall also participate in meetings, site walks, or other collaborative review sessions as needed to facilitate completion of the risk assessment. Work shall not commence until the COR has completed the risk assessment, obtained all necessary approvals, and communicated any required mitigation measures or controls to the Contractor. The Contractor shall adhere to all requirements and controls identified through the risk assessment process.

C. Hazard Mitigation and Compliance:

Based on the results of the SRA, the Contractor shall implement all required safety controls and barrier measures such as dust control, Interim Life Safety Measures (ILSM), infection control barriers, noise/vibration controls, etc., as documented in the approved SRA. The Contractor shall comply with all measures identified, maintain them throughout the project, and promptly correct any deficiencies.

D. Documentation and Updates:

The Contractor shall maintain a copy of the completed SRA on site and ensure that all onsite staff are familiar with its requirements. The Contractor shall participate in periodic SRA reassessments or updates as requested by the VA, especially when work conditions or scope changes.

E. Coordination and Reporting:

The Contractor shall coordinate with VA Safety, Infection Control, and/or the designated project representative for implementation of SRA controls and promptly report any safety incidents or risk issues that arise during the work.

1.11 INFECTION CONTROL RISK ASSESSMENT (ICRA), PRE-CONSTRUCTION RISK ASSESSMENT (PCRA), AND INTERIM LIFE SAFETY MEASURES (ILSM) DOCUMENTATION COMPLETION:

A. Participation and Completion Requirement:

The Contractor shall participate fully in the VA’s Infection Control Risk Assessment (ICRA), Pre-Construction Risk Assessment (PCRA), and Interim Life Safety Measures (ILSM) processes. The Contractor shall complete all required forms, checklists, and documentation for ICRA, PCRA, and ILSM as directed by the VA prior to commencement of work, and at intervals as required during the project.

B. Coordination and Submission:

The Contractor shall attend designated risk assessment meetings and work collaboratively with VA staff (including Infection Control, Safety, Engineering, and Life Safety) to identify and mitigate risks relating to construction activities. The completed ICRA, PCRA, and ILSM documentation—including initial assessments, ongoing reviews, updates, and corrective actions—shall be submitted to the VA Contracting Officer’s Representative (COR) or designated VA official for review and approval.

C. Implementation of Controls:

The Contractor shall adhere to all control measures and mitigation strategies identified in the finalized ICRA, PCRA, and ILSM documents, including installation of barriers, environmental controls, signage, and procedural changes required to protect patients, staff, and visitors throughout the duration of the project.

D. Documentation Maintenance:

The Contractor shall maintain up-to-date copies of all approved ICRA, PCRA, and ILSM documentation onsite and make them available to VA staff, accrediting agencies, or regulatory authorities upon request. Any changes in work scope or conditions must prompt immediately review and update of related documentation.

The following forms are attached to this Statement of Work (SOW) and are incorporated herein by reference. The Contractor is required to utilize these forms as directed in the execution of project requirements:

· Pre-Construction Risk Assessment (PCRA) Form (Attachment A)

· Infection Control Risk Assessment (ICRA) Form (Attachment B)

· Interim Life Safety Measures (ILSM) Checklist (Attachment C)

E. Notification and Corrective Action:

The Contractor shall immediately notify the VA COR of any breach, deficiency, or failure to comply with the measures outlined in the ICRA, PCRA, or ILSM. The Contractor is responsible for implementing corrective actions as directed by the VA and documenting such actions in the project records.

1.12 ENVIRONMENTAL REQUIREMENTS:

The Contractor and all of its subcontractors shall comply with all applicable Federal, State, and local environmental laws, regulations, Executive Orders, and VA policies as they apply to the performance of this contract. The Contractor shall specifically comply with the requirements of the VHA Directive 7707 (Environmental Compliance) and VA’s Green Environmental Management System (GEMS), as implemented at this facility. GEMS is the VA’s comprehensive environmental management framework designed to ensure achievement of environmental and sustainability goals, pollution prevention, and continual improvement.

The Contractor shall:

1. Support the VA’s GEMS program, including attending orientation or training sessions if required by the Contracting Officer (CO), Contracting Officer Representative (COR) or GEMS Coordinator.

2. Follow all facility recycling, pollution prevention, hazardous materials, and waste management policies and procedures.

3. Immediately report all spills, releases, or incidents of noncompliance to the Contracting Officer (CO), Contracting Officer Representative (COR)and the facility GEMS Coordinator.

4. Provide Material Safety Data Sheets (MSDS) for all hazardous materials brought on site and maintain them as required.

5. Coordinate disposal of any hazardous or regulated wastes with the VA’s Environmental Management Service (EMS) or GEMS Coordinator in accordance with all applicable regulations and facility policies.

6. Minimize waste and promote sustainable practices in line with VA sustainability goals and Executive Orders.

Noncompliance may result in work stoppage and/or removal from the site.

Contacts:

· VA GEMS Coordinator: [Scott Berry, GEMS Manager]

· VA Safety Office: [Scott.Berry@va.gov │ (706)733-0188 X27042]

1.13 HAZARDOUS WASTE ROUTING, LANDFILL APPROVAL, AND SPECIFIC REQUIREMENTS FOR ASBESTOS-CONTAINING WASTE The Contractor shall comply with all Federal, State, local, and VA requirements regarding hazardous and regulated wastes generated during all contract activities, including but not limited to asbestos-containing waste, lead, and other hazardous materials.

A. Waste Identification and Handling:

The Contractor is responsible for the proper identification, segregation, packaging, labeling, storage, transportation, and disposal of all hazardous and regulated wastes, including asbestos waste, in accordance with the Resource Conservation and Recovery Act (RCRA); Environmental Protection Agency (EPA); Occupational Safety and Health Administration (OSHA); Department of Transportation (DOT); and all applicable state and local statutes. All asbestos-containing materials (ACM) and asbestos-contaminated waste must be handled as regulated asbestos-containing waste.

B. Routing and VA Oversight:

Prior to removal or disposal from VA property, all hazardous and asbestos wastes must be routed through the VA’s Environmental Management Service and/or GEMS Coordinator. The Contractor shall not remove, transport, or dispose of any hazardous or asbestos-containing wastes from VA property without advance written approval and oversight by the Contracting Officer Representative (COR), Contracting Officer (CO)and the VA GEMS Coordinator.

C. Landfill/Disposal Facility Approval:

No hazardous or asbestos waste, nor any construction/demolition debris, shall be disposed of at any offsite landfill, transfer station, or treatment/disposal facility without prior written approval from the VA Contracting Officer and GEMS Coordinator. The Contractor shall submit a waste management and disposal plan which includes proposed facilities for asbestos waste disposal (including name, location, and permit numbers/certifications). All facilities used for asbestos waste must be legally permitted for asbestos disposal per EPA and state law.

D. Documentation and Manifests:

The Contractor shall maintain legible copies of all waste manifests, landfill receipts, chain-of-custody forms, and written VA approvals. All asbestos-containing waste must be documented on special waste manifests, and all chain-of-custody documentation must comply with EPA NESHAP and state requirements. These records must be provided to the VA upon request and retained for the period required by regulations.

E. Spill or Release Notification:

Any spill, release, or suspected incident involving hazardous or asbestos-containing waste must be reported immediately to the VA GEMS Coordinator, Contracting Officer Representative (COR) and Contracting Officer (CO).

F. Training and Licensing:

All personnel handling, packaging, transporting, or disposing of asbestos-containing materials must possess required asbestos certifications and follow all OSHA, EPA, and state licensing requirements.

1.14 Electronic Document Management System (EDMS)

The Contractor shall utilize the government-designated Electronic Document Management System (EDMS) for the duration of the project as the primary platform for the submission, review, distribution, and archival of all project-related documents. This includes, but is not limited to, submittals, shop drawings, Requests for Information (RFIs), schedules, meeting minutes, reports, correspondence, progress photos, and closeout documentation.

1.15 VA DIRECTIVE 1085 – SMOKE-FREE POLICY FOR VA HEALTH CARE FACILITIES

Tobacco-Free Facility Requirement (VA Directive 1085): Contractor, its employees, subcontractors, and agents shall comply with the Department of Veterans Affairs (VA)’s tobacco-free policy as outlined in VA Directive 1085. VA premises are 100% tobacco-free; the use of any tobacco products (including cigarettes, cigars, pipes, smokeless tobacco, and electronic nicotine delivery systems) is prohibited on VA property, including grounds and parking areas.

1.16 Warranty and Correction of Deficiencies

The Contractor shall provide a one (1) year warranty on all flooring and wall painting work. Upon notification by the VA of any deficiencies within the warranty period, the Contractor shall return to the site at no additional cost and promptly correct all identified issues to the satisfaction of the VA.