Attachment 1 SOW - Bldg 115 Fire Repairs.pdf

STATEMENT OF WORK (SOW)

Project No. 671A4-22-109 Renovate Building 115

VA Medical Center, Kerrville TX

4-28-2025

1. Project Title: Renovate Building 115

2. Scope of Work:

SOW General Requirements

This project includes the features of work outlined in this Statement of Work (SOW). Some of the work will be performed by in-house VA workforce or by VA services contracts. These features of work will be identified by the statement “Performed by Others, the VA” throughout the SOW. When the statement is placed with the text of a bulleted item, “performed by others…” pertains only to the bulleted item. When the statement is placed with the text of a numbered section, “performed by others…” pertains to the entire numbered section including the bulleted items contained within the numbered section.

Photos are provided at the end of this SOW to assist with the understanding of the existing conditions. However, contractors are encouraged to visit the project site to survey conditions prior to submitting their proposals. A pre-bid site visit will be scheduled.

NOTE: A full set of drawings and specifications were developed for the full replacement of

Building 115. The drawings will be provided with the solicitation for reference use only, as the layout, configuration, and placement of the new building closely resembles that of the existing building to be renovated. All renovation work shall be performed in accordance with the quality and standards described in the specifications. This project is NOT a full building replacement project. The SOW for this project is restricted to the renovation work described below, which includes but is not limited to selective demolition, repairs, replacement, new equipment, debris removal, minimal site utilities work, extensive cleanup, and ancillary worked required to complete the project.

The contractor shall provide all labor, materials, supplies, transportation, tools, equipment, supervision, and construction services necessary to complete project number 671A4-22-109, “Renovate Building 115” in accordance with this SOW.

The contractor’s work and responsibility shall include all planning, scheduling, programming, administration, and management necessary to provide all construction and related services as required to complete the project. The contractor shall perform the work in strict accordance with the contract and all applicable Federal, State, and local laws, regulations, codes, and directives.

The contractor shall insure that all work provided meets or exceeds the SOW and referenced requirements found in the specifications and the solicitation (see NOTE above).

All costs shall be included in the base bid including all incidental work. Materials associated with the demolition, installation, and construction in the exterior and interior of the building and the surrounding site shall be included in the base bid.

The contractor shall be responsible for complying with this SOW and applicable Department of

Veterans Affairs Specifications as part of this project. Contractor shall perform all work in accordance with the latest Uniform Building Code (UBC), National Electrical Code (NEC), National Fire Protection Associate (NFPA) standard, Uniform Federal Accessibility Standard

(UFAS), VA Standards (PG-18, PG-18-1, and PG- 18-3), and local facility requirements.

In the event there is a conflict between any standards/codes, specification, construction documents, and/or the SOW, the VA is the deciding authority and will determine which clause or provision will apply.

All Work shall take place with minimal disruption to adjacent workspaces and all work shall be coordinated with the VA Contracting Officer’s Representative (COR) prior to any work being performed. The contractor shall coordinate with the VA COR at least 14 calendar days in advance before disabling any utilities. It is the contractor’s responsibility to immediately repair any utility or system he/she accidentally disconnects or disrupts to its original state at no additional cost to the government.

All damage to Government property by the contractor or any third-party contractors/entities performing other services on site as part of the contract shall be repaired and/or replaced by the prime contractor to its original installation and finish at no additional cost to the government.

The Contractor shall exercise extreme care to avoid damaging Government property including but not limited to buildings, equipment, underground utilities, pavement, road surfaces, parking areas, trees, shrubs, or turf and will provide all necessary equipment and materials to protect personnel, furnishings, equipment, piping, grounds, and buildings from damage and or injury at no additional cost to the government.

The contractor shall restore all disturbed grounds, laydown area, walkways, and paved areas and road surfaces to their original installation and finish at no additional cost to the government.

SOW Technical Requirements

2.1. Remove and dispose of free-standing and anchored items inside the building and around the outside perimeter of the building that remain after the VA performs salvage activities in

Item 2.2. See photos.

• The VA will remove all salvageable items prior to the contractor removing the remaining items for disposal. “Performed by Others, the VA”

• Non-salvageable items for removal and disposal may include anchored or free-standing shelving, anchored or free-standing cabinets and tool bins, anchored or free-standing work benches, anchored or free-standing shop tools and equipment (compressors, grinders, lathes, saws, etc.), pallets and other dunnage, wall or floor mounted racks, hooks, or shelving, mounting / anchoring hardware, light fixtures, j-boxes, receptacle boxes, emergency exit signage, fire alarm and pull station boxes, and stored equipment and materials of any kind.

• See also, Item 2.5 “Completely demolish and dispose of the existing containment room, sink, emergency shower, and HVAC equipment and ductwork...”.

2.2. Remove and relocate salvageable items that are stored around the outside perimeter of the building and inside the building. See Photos. “Performed by Others, the VA”

2.3. Remove and dispose of existing and no longer in use: mechanical, plumbing, gas, and stormwater items that are attached to, pass through, or are adjacent to the exterior of the building. See Photos.

• Most of the items are located at the East and West ends of the building.

• Many of the items are no longer in use. The VA will determine the final disposition of any items to be turned over to the VA.

• See also, Item 2.17 “Reroute the existing natural gas piping that passes through existing

Building 115…”.

2.4. Remove electrical conduits, wires, panels, transformers, and other electrical power distribution items except j-boxes and mounting hardware that are installed inside the building and on the building exterior. See Photos. “Performed by Others, the VA”

2.5. Completely demolish and dispose of the existing containment room, sink, emergency shower, and HVAC equipment and ductwork located in the 20 ft x 31 ft (approx.) interior general storage space at the East end of the building.

2.6. After the interior of the building has been emptied of its contents, pressure wash the concrete floor slab, mezzanine stairs and floor grating, horizontal exterior wall framing members (girts), and structural columns. Collect and dispose of bulk debris dislodged by the pressure washing activity.

• NOTE: Pressure washing may require two (2) or more mobilizations:

• Mobilization No. 1 – Pressure wash the interior to the greatest extent possible as described above.

• Mobilization No. 2 and additional mobilizations (final-clean mobilizations) – These mobilizations may be required after the removal of the exterior metal siding and roofing panels to clear away hidden or lodged debris exposed by panel removal. The intent is to ensure debris is cleared from surfaces that may prevent the proper installation of new panels on the existing building frame and slab.

• In the 20 ft x 31 ft (approx.) interior general storage space at the East end of the building there was no fire damage. In this area only the concrete floor slab needs to be pressure washed.

2.7. Replace the fire rated (FR) gypsum wall sheathing (2 layers of 5/8” Type-X gyp board) at the West face (side that faces the main building interior) of the existing fire wall that separates the main building from the 20 ft x 30 ft storage space located at the East end of the building.

• It is expected that the fire wall framing is undamaged and shall remain in-place.

• Carefully remove and disposed of the existing two layers of 5/8” Type-X gyp board and replaced with two layers of new 5/8” Type-X gyp board.

o Include tape and float (smooth finish) all joints and seams.

o Include fire caulk all edges abutting the slab and structural framing, and any through-wall penetrations.

o Include prime and paint finishes on new gyp board (1 coat of primer, 2 coats of paint finish). The paint finish shall have the ability to be “wiped-clean” with a damp cloth, i.e. no flat finishes.

2.8. Replace prefinished metal siding and roofing panels on the entire building including, ridge cap and vent system, translucent roof panels, and translucent clerestory daylighting siding panels. Replace gutters and downspouts. Replace insulation as described below.

• Remove and dispose of existing siding and roofing panels including all trim, accessories, ridge cap & vent assembly, non-reusable components of the ridge opener mechanism, hardware, gutters, and downspouts.

• Remove and dispose of existing building insulation and wire retention fabric (poultry netting), including at the section of roof that extends beyond the exterior wall at the West end of the building (the breezeway).

o NOTE: The roof insulation above the 20 ft. x 30 ft storage area appears to be salvageable and shall be left in place. Protect the insulation and poultry netting in this area from being damaged while performing the work of this project.

• Provide and install new prefinished metal and translucent wall and roof panels.

Translucent roof panels shall be sized and located per the existing locations. Translucent wall panels (8 each) shall be 2 ft x 16 ft (approx.) placed at window type “A” locations shown on the new building drawings. Provide new prefinished metal gutters, downspouts, coping, caps, covers, facias, ridge vent system, door trim and trim around other openings, and all other trim and accessories, etc. The thickness (gage) of all metal and translucent panels shall be determined by a qualified metal building materials provider and shall be based on the spans established by the existing structural frame layout. Metal panels shall have a minimum thickness of 26 ga. and translucent panels shall have a minimum thickness property of 8 oz/sq ft.

• Assess and repair the existing ridge vent opener system or replace it with a completely new system.

• Replace two (2) damaged roof purlins. The two purlins are located at the roof ridge near the middle of the building. See photos. If other damaged structural building components are discovered at any time before or after contract award, bring this to the attention of the

COR.

• Remove and replace damaged vinyl-faced fiberglass blanket insulation and galvanized wire mesh retention fabric under the roof panels in the main building area. Use vinyl faced R-30 fiberglass blanket insulation with galvanized wire mesh retention fabric at the roof. See building replacement drawings for approximate building dimensions. Field verify dimensions prior to submitting bid. The roof of the existing building was insulated with a vinyl faced fiberglass blanket insulation held in place with galvanized steel wire poultry netting. The exterior walls were not insulated and shall not be insulated for this project unless alternate pricing is selected by the VA (see next bullet item).

• The contractor shall provide alternate pricing for:

➢ Insulating the exterior walls with vinyl faced fiberglass blanket, R-20 thickness include the 20’ x 31’ (approx..) storage area.

2.9. Replace the three (3) existing 10’ x 10’ roll-up garage doors in the main building area and provide electric door openers.

• Provide and install pushbutton controls for electric door openers on the inside of the building.

• Provide and install chain and pully equipment for manual operation.

2.10. Repaint damaged finishes and new work requiring paint finishes excluding the fire separation wall (contractor performed item). “Performed by Others, the VA”

• Repaint existing hinged metal doors. Include surface prep per paint manufacturer’s recommendations.

2.11. Provide and install an epoxy floor coating on the concrete floor in both interior areas of the building.

• The concrete floor in the main area is approximately 30’ W x 58’ L and in the smaller storage area the concrete floor is approximately 20’ W x 30’ L.

2.12. Remove and replace damaged electrical power distribution systems. “Performed by

Others, the VA”.

• Remove and dispose of all electrical power components on the interior and exterior of the building back to the power feed lines to the building. Include removal and disposal of power feed lines to the building if necessary (if damage assessment dictates).

• Provide and install all new electrical power distribution systems on the interior and exterior of the building. Include new power feed to the building if damage assessment dictates OR if new power requirements dictate.

2.13. Provide and install new lighting systems. “Performed by Others, the VA” with the exception of Contractor demolition tasks referenced below.

• Contractor shall remove and dispose of all lighting and non-reusable mounting hardware and boxes on the interior and exterior of the building as described in other sections of this

SOW.

o There are 36 existing 4 ft light fixtures with two bulbs each.

• Provide and install all new lighting and mounting hardware on the interior and exterior of the building.

o New lighting shall be LED type, spaced appropriately for the fixture’s light output

(lumens). The new fixtures don’t necessarily need to follow the existing fixture count and layout.

• Provide battery powered emergency lights wired to a battery charger.

• Provide lighted exit signs at the hinged entry doors. These shall be hardwired to line voltage and connected to battery backup power.

2.14. Verify if there is a security system in the building. Decide if a new security system is desired. “Performed by Others, the VA”

• Remove and dispose of the existing security system if there is one.

• Provide and install a new security system in the building.

2.15. Replace damaged telecom, data, and other low-voltage systems. “Performed by Others, the VA”

• Remove and dispose of telecom, data, and other low-voltage systems in the building.

• Provide and install new telecom, data, and other low-voltage systems in the building.

2.16. Install a new domestic water feed from outside the building to the new fire sprinkler system. Contractor to submit pre-bid RFI to confirm status of this requirements as it will likely be performed by the VA’s Fire Protection service contractor.

• Remove and dispose of any part of the existing interior plumbing system not planned for reuse. (This will be a Contractor performed task).

• Provide and install new plumbing for the new fire sprinkler system. “Performed by

Others, the VA”

• Perform all site/civil work necessary to rework/reroute the existing water line and install the new water line to the fire sprinkler system: excavation, trenching, pipe jacking, micro tunneling, etc. “Performed by Others, the VA”

• Repave all paved surfaces and re-pour all concrete slabs that are removed to facilitate the installation. “Performed by Others, the VA”

2.17. Reroute the existing natural gas piping that passes through existing Building 115 and feeds into adjacent Building 46.

• Remove and dispose of other existing gas piping in the building, if any, unless it is servicing fixtures or equipment to remain or to be installed in the future. Currently no future gas fixtures are being planned.

• Provide and install new underground gas piping to Building 46. Include site/civil work:

excavation, trenching, pipe jacking, micro tunneling, concrete slab coring, etc. necessary to install the underground pipe.

• Repave all paved surfaces and re-pour all concrete slabs that are removed or disturbed to facilitate the gas pipe installation.

2.18. Replace damaged fire protection systems (fire alarm, fire detection, fire suppression).

“Performed by Others, the VA”

• Remove and dispose of the existing fire protection systems in the building. There is no existing fire suppression (sprinkler) system.

• Provide and install new fire protection systems in the building.

• Provide fire extinguishers with cabinets and signage.

• Install new fire alarm and fire detection systems. Include demolition of existing systems.

• A VA service contractor will perform the fire suppression (fire sprinkler) work. There is no existing sprinkler system to demolish.

2.19. Replace damaged doors and other building fenestrations.

• Roll up garage doors are covered in Section 2.9.

• Ridge vent is covered in Section 2.8.

• Repainting of exterior hinged doors is covered in Section 2.10 “Performed by Others, the VA”.

2.20. Protect newly paved surfaces surrounding Building 115 that the contractor will be operating on to perform the work of this contract. Restore exterior site conditions to their current or better conditions disturbed and damaged during performance of this work.

• It is expected that the asphalt pavement around Building 115 and other nearby buildings will be newly replaced before a NTP is issued for this project. NOTE: The existing pavement may still be in-place at the time of the pre-bid site meeting.

• The Contractor shall plan for temporary protections of newly paved surfaces and shall be held responsible for repair and replacement of damages caused by their contraction activities.

2.21. Restore site conditions in laydown area(s) utilized by the contractor during performance of this work.

2.22. Careful demolition and removal methods are required to maintain the integrity of undamaged materials and to ensure their reuse in the final assemblies.

2.23. Dispose of all demolition materials and construction waste off-site at a licensed disposal / recycling site.

2.24. Provide General Conditions items necessary to perform the work, including but not limited to mobilization and demobilization activities, management, labor, materials, equipment, plant, access for performing the work (scaffolding, man lifts, ladders, etc.), services, toilet facilities, disposal, storage, temporary protection, etc. Maintain such provisions throughout the performance of the contract to facilitate completion of the work.

2.25. The contractor shall be required to obtain a VA Government badge for all work requiring more than 1 day to perform and to attend the VA Infection Control Training Class which takes about 30 minutes. The contractor shall include this in their proposal for this project.

2.26. The contractor shall be restricted to accessing the medical center through the back entrance gate only, located several hundred feet East of Building 115. This is to avoid conflict with an ongoing repaving project and to limit or avoid damage to newly paved surfaces.

• The contractor shall provide a person to stand guard at the back entrance gate to check that all vehicles entering are associated with the project (excluding VA employees). All other vehicles shall be turned away. The person shall be present at all times during the workday while work is being performed.

3. Background:

• Building 115 is located at the Kerrville VA Medical Center, 3600 Memorial Blvd., Kerrville, TX, 78028, The building and its contents were extensively damaged and destroyed by a fire.

• The VA seeks a general contractor to provide renovation services to restore the building for reuse by the VA.

➢ Some items in the SOW may be performed in-house by VA personnel or by VA service contracts. Those items are identified by “Performed by Others, the VA”

➢ The contractor may include any “performed by others” items in their proposals, however those items shall be itemized as “alternate” bid items with separate pricing for each item and shall not be added to their Base Bid price.

➢ The contractor is required to coordinate their work with work performed by VA personnel and VA service contractors (worked performed by others).

➢ The Contractor shall submit for VA approval a critical path method (CPM) schedule that includes tasks performed by others in addition to the contractor’s tasks.

o Before commencement of work, the contractor shall confer with the VA

COR and agree on a sequence of procedures; means of access to premises and building; space for storage of materials and equipment; delivery of materials and use of approaches; use of corridors, stairways, elevators, and similar means of communications; location of partitions, eating spaces, and restrooms for the contractor employees; and the like. Delivery of materials and equipment shall be made with a minimum of interference to

Government operations and personnel.

• A formal design will not be included with this project. As referenced in the NOTE in

Section 2 of this SOW, drawings and specifications for a previously planned but inactivated whole-building replacement of building 115 are included as a reference for general building dimensions (plans) and for requirements related to quality and performance standards (specs). The contractor shall field verify all dimensions and shall not rely on the drawings for actual measurements or material quantities. The contractor shall comply with the quality and performance standards in this SOW and in the specifications.

• Contractors are required to attend the pre-bid site meeting AND to conduct site investigations to familiarize themselves with site conditions, take field dimensions, and gather information necessary to complete an accurate proposal.

• Contractors are required to submit DETAILED itemized proposals describing the products, materials, and services they will provide.

• All questions shall be submitted as formal requests for information (RFI) via email to the

VA Contract Specialist (CS) identified in the solicitation.

4. Performance Period:

The total period of performance (PoP) is 300 calendar days, beginning on the contract award date and ending on the substantial completion date. After contract award the Contracting Officer (CO) will send a Security and Badging NTP to the contractor to proceed with security and badging, for which the contractor will be allowed 60 calendar days to complete. A Construction NTP will be issued after the contractor has completed the security and badging process and has completed the preconstruction submittal requirements described in the following two paragraphs. See Section

5. Security for security and badging requirements.

The contractor is required to submit Preconstruction Submittals within 30 calendar days after the contract award date. After pre-con submittals are delivered to the VA, an additional 30 calendar days will be allowed for: A) the VA to review and return comments AND

B) the contractor to make acceptable corrections and resubmit to the VA. Completion of this process within 60 calendar days of the contract award date is required before the CO will issue the Construction NTP. The remaining 240-calendar days in the PoP will be allowed for construction. The contractor shall notify the VA Contracting Officer’s Representative (COR) at least 7 calendar days prior to starting work. The contractor shall schedule/coordinate all work with the COR.

Pre-con submittals include Certificates of insurance; surety bonds; site-specific safety plan;

construction CPM progress schedule; schedule of values; submittal register; list of proposed subcontractors; Contractor Quality Control Plan (CQC Plan). Preconstruction submittals are required within 30 calendar days of contract award.

5. Security:

All contractor personnel are required to complete background security investigations and badging through the VA. This process is expected to take up to 60 calendar days and is included in the PoP.

6. Qualifications:

General contractors shall be licensed to perform commercial general building construction in the state of Texas. All specialty subcontractors shall be certified to install the types of systems for which they are certified.

7. Information Systems Officer, Information Protection:

The contractor will not have access to VA Desktop computers, nor will they have access to online resources belonging to the government while conducting services. If removal of equipment from the VA is required, any memory storage devices, such as hard drives, solid state drives and non-volatile memory units will remain in VA control and will not be removed from

VA custody.

8. Privacy Officer:

The contractor will not have access to Patient Health Information (PHI) nor will they have the capability of accessing patient information during the services provided to the VA and if removal of equipment from the VA is required, any memory storage devices, such as hard drives, solid state drives and non-volatile memory units will remain in VA control and will not be removed from VA custody. All research data available for Contractor analyses is de-identified.

9. Safety Requirements:

In the performance of this contract, the contractor shall take such safety precautions as the

Contracting Officer may determine to be reasonably necessary to protect the lives and health of the occupants of the building and the personnel performing the work. The Contracting Officer shall notify the contractor of any safety issues and the action necessary to correct these issues.

Such notice, when served to the contractor or his representative at the work site shall be deemed sufficient for the corrective actions to be taken. If the contractor fails or refuses to comply promptly, the Contracting Officer may issue an order stopping all or part of the work and hold the contractor in default.

10. Records Officer:

There will be no federal records created, maintained, used or dispositioned with this contract;

regardless of format [paper, electronic, etc.] or mode of transmission [e-mail, fax, etc.].

11. Invoices and Payment

A. Payment to be made monthly, in arrears, following satisfactory performance by contractor’s personnel and upon receipt of a properly prepared invoice.

B. The contractor shall be required to invoice through the Tungsten System at http://www.tungsten-network.com/us/en/veterans-affairs/. Additional information regarding Tungsten shall be provided upon award.

C. The contractor shall have current registration in the System for Award Management

(SAM) for this solicitation; URL: www.sam.gov.

D. The invoice MUST be itemized to include the following information. Any information listed below, and not provided on an invoice, will render that invoice incomplete and the invoice will be returned for immediate correction.

• Time period being invoiced for.

• Description of services performed.

• Unit cost billed.

• Extended amount due.

• Invoice number and date.

• Contract and obligation numbers.

12. Hours of Work:

Normal hours of operation for The Kerrville VA Medical Center are 7:00AM to 4:00

PM Monday through Friday except for Federal Holidays. All work (workdays) shall be concluded by 4:30pm, to include any key turn-in. Permission to work outside these hours is not guaranteed. If the contractor desires to work on Saturday, Sunday, holidays, or outside the project site’s normal working hours the contractor shall submit a written request for approval to the COR at least five (5) calendar days prior to the proposed start of such work so that the availability of security arrangements for the employees can be determined. This notice is separate from any notices required for utility shutdown described elsewhere in this SOW.

When a holiday falls on a Sunday, the following Monday shall be observed as a legal holiday.

When a holiday falls on a Saturday, the preceding Friday is observed as a legal holiday by U.S.

Government agencies. Also, included, would be any other day specifically declared by the

President of the United States of America to be a National Holiday. Federal holidays include:

New Year's Day January 1st

Martin Luther King's Birthday Third Monday in January

Washington’s Birthday Third Monday in February

Memorial Day Last Monday in May

Independence Day July 4th

Labor Day First Monday in September

Columbus Day Second Monday in October

Veterans Day November 11th

Thanksgiving Day Fourth Thursday in November

Christmas December 25th http://www.tungsten-network.com/us/en/veterans-affairs/ http://www.sam.gov/

Juneteenth National Independence Day June 19th

In addition to the days designated as holidays, the Government observes the following days:

• Any other day designated by Federal Statute

• Any other day designated by Executive Order

• Any other day designated by the President’s Proclamation

It is understood and agreed between the Government and the contractor that observance of such days by Government personnel shall not otherwise be a reason for an additional period of performance, or entitlement of compensation. In the event the contractor's personnel work during the holiday, they may be reimbursed by the contractor, however, no form of holiday or other premium compensation will be reimbursed either as a direct or indirect cost, other than their normal compensation for the time worked.

13. Schedule of Work:

Work shall start within 14 calendar days after receiving a notice to proceed (NTP).

The contractor shall notify the Contracting Officer’s Representative (COR), at least 7 calendar days prior to starting work. The contractor shall schedule/coordinate all work with COR.

All work shall be constructed and phased to limit disruptions to the existing medical center. The contractor is to provide a plan that minimizes impact to the medical center prior to commencement of work.

The contractor shall schedule all work with the COR including construction access and storage.

The construction schedule procedure shall be approved by the COR prior to the start of construction.

➢ The contractor shall submit for VA approval a critical path method (CPM) schedule that includes tasks performed by others in addition to the contractor’s tasks.

o Before commencement of work, the contractor shall confer with the VA

COR and agree on a sequence of procedures; means of access to premises and building; space for storage of materials and equipment; delivery of materials and use of approaches; use of corridors, stairways, elevators, and similar means of communications; location of partitions, eating spaces, and restrooms for the contractor employees; and the like. Delivery of materials and equipment shall be made with a minimum of interference to

Government operations and personnel.

The contractor shall provide a three-week forecast of work scheduled to be accomplished. The report is to be delivered in writing on every other Monday (bi-weekly) no later than 9:00 A.M. Central Time to the VA COR.

The VA reserves the right to close/shut down the project site and order the contractor’s employees off the premises in the event of a national emergency. The General Contractor may return to the site only with the written approval of the Contracting Officer.

14. Workmanship

All work under this contract shall conform to the following:

All construction and installation work shall comply with VA specifications for material and workmanship.

The contractor, at no additional cost to the Government, shall correct all work not meeting specifications at no additional cost to the government.

The contractor, contractor employees and any subcontractors shall possess necessary skills, experience and education required to perform all duties for the duration of this contract.

All work shall be performed by persons fully qualified and competent in the trade/work they perform. The government reserves the right to request training certificates and credentials from the contractor at any time during this contract through written request by the Contracting Officer

Representative (COR).

15. Daily Progress Reports

The Contractor shall provide a detailed daily (digitally produced or scanned) field report of work accomplished from the previous calendar day no later than 9:00 A.M., the next day, Central Time to COR.

16. Disposal

Disposal of materials removed under this contract at an approved disposal site in accordance with all local, state, and federal laws, regulations, and guidelines are the Contractor’s sole responsibility. The contractor shall adhere to all OSHA requirements concerning removal, transporting, and disposal of the material. Demolition debris shall be recycled to the best ability of the contractor. Reports of weight and deposition of all waste are to accompany the monthly progress payments (C&D Waste Form attached in Appendix).

17. Cleanup

Accumulation of trash, paper, shavings and cuttings, boxes and packaging materials, waste from installed materials, etc. will be cleaned up at the end of each workday as a minimum frequency and more often as necessary to maintain a safe orderly jobsite and to keep debris from blowing away from the immediate work area.

18. Temporary Facilities

Temporary electrical power and water may be provided by the Government at no cost to the contractor from existing utilities and sources located at the building site. The characteristics and source locations shall be verified by the contractor during a site visit. The contractor shall provide ample temporary storage for materials requiring shelter from the weather, and for security and safety protection. Storage laydown locations shall be in the areas of the facility designated by the Contracting Officer’s Representative. The laydown area will be marked out by the COR on site. Size and location will be determined by the VA.

19. Quality Assurance

The Contracting Officer reserves the right to conduct any inspections or perform any tests deemed necessary at any time during the execution of the contract to determine conformance with the requirements of all applicable specifications.

20. Utility Shutdowns

All utilities required for the continuous operation of all existing facilities shall be maintained in continuous service except as required for any new system connections. All utility shutdowns shall be coordinated with the COR by providing a written notice 14 calendar days in advance.

21. Change Management

The Contracting Officer is the only person authorized to approve changes or modify any of the requirements under this contract. The Contractor shall communicate with the Contracting Officer on all matters pertaining to contract administration. Only the Contracting Officer is authorized to make commitments or issue changes that will affect price, quantity, or quality of performance of this contract. In the event the Contractor effects any such change at the direction of any person other than the Contracting Officer, the change shall be considered to have been made without authority and no adjustment shall be made in the contract price to cover any increase in costs incurred as a result thereof. All changes to the contract shall be issued via written correspondence from the Contracting Officer to the Contractor.

22. Deliverables

1) PERFORMANCE AND PAYMENT BONDS: Due 10 Calendar days after Notice of

Award

A. PROOF OF INSURANCE: Due 10 Calendar days after Notice of Award

B. CONTRACTOR QUALITY CONTROL PLAN (CQCP): The contractor shall develop a quality control plan and shall furnish to the VA for review no later than 14 calendar days after the receipt of notice to proceed (Security and Badging NTP). The plan shall identify personnel, procedures, control, instructions, tests, records, and forms to be used. VA will consider an interim plan for the first 30 calendar days of construction operations on site. Work shall be allowed to begin only after acceptance of the CQCP or acceptance of an interim plan applicable to the feature of the work to be started. Work outside of the features of the work included in an accepted interim plan will not be permitted to begin until acceptance of a CQCP or another interim plan containing the additional features of the work to be started. After acceptance of the CQCP, the contractor shall notify the Contracting Officer Representative (COR) in writing of any proposed change. Proposed changes are subject to acceptance by the Contracting

Officer. Contractor shall provide a copy of all Testing (e.g., test and balance, soil reports, concrete testing, geotechnical reports) and commissioning reports to the COR. The list is not an all-exclusive list.

C. SAFETY PLAN: The security plan defines both physical and administrative security procedures that will remain effective for the entire duration of the project.

Contractor shall develop and implement a comprehensive safety plan to eliminate injuries occurring relative to providing the design and installation services for this project.

Contractor shall furnish to VA for review no later than 14 calendar days after the receipt of notice to proceed (Security and Badging NTP). The plan shall also describe how final system installation will meet all applicable requirements of NFPA30 and NFPA30A.

Construction/Renovation work will be allowed to begin only after VA’s acceptance of the

Safety Plan and a Construction NTP has been issued by the Contracting Officer. The contractor is responsible for delivering their Safety Plan with other required pre-construction submittals per the delivery requirements outlined in Section 4 Performance

Period of this SOW to allow for VA review of Safety Plan before acceptance. The

Department of Labor OSHA requires that all Contractors involved in installation on VA owned or leased property comply with the Incorporation of General Industry Safety and

Health Standards applicable to Installation Work and Technical Amendments, Final Rule

29 CFR Parts 1910 and 1926 as published in the Federal Register Volume 58, No. 124, June 30, 1993. In addition, any Contractor that performs construction type work on any

VA project as defined by the scope of the referenced regulation is required to; (1) Provide and maintain his/her own protective equipment and devices, etc.; and (2) Require all sub-contractors used on site to follow these same provisions in the regulation. If for any reason any deliverable cannot be delivered within the scheduled time frame, the contractor is required to explain why in writing to the CO (and COR), including a firm commitment of when the work shall be completed. This notice to the CO shall cite the reasons for the delay, and the impact on the overall operation and reliability of the elevators. The CO shall then review the facts and issue a response, in accordance with applicable regulations.

D. OPERATIONS AND MAINTENANCE MANUALS (O&M):

The Contractor shall provide one (1) complete sets of O&M manuals including a recommended spare parts list identifying components adequate for competitive supply procurement for operation and maintenance of the system. The O&M Manuals shall include maintenance and inspection for all equipment. A three-ring binder (D-ring; spine-labeled) containing all the O&M and electronic files on CD-ROM shall be provided within the binder.

E. SUBMITTALS:

Each submittal shall be made to the VA COR and/or VA Resident Engineer for coordination with the VA Medical Center.

Construction Drawings (FOR DESIGN / SHOP DRAWINGS BY CONTRACTOR):

The construction drawings shall include a coordinated set of: (1) Full Sets, (2) Half Sets, and (1) Digitally Compressed Zip Folder of all drawings and specifications. Details for

Construction Drawings can be obtained in the Design and Construction Procedures (PG

18-3), Topic 2 – Drawings.

Construction Period Submittals:

The Contractor shall prepare and submit shop drawings, product data, and samples during construction as required by the VA RFP documents. product data and samples shall be approved by the COR.

Other Submittals:

The Contractor shall submit test results, certificates, manufacturer’s instructions, manufacturers field reports, etc. as required by the VA RFP specifications; and

Project Record Drawings:

The Contractor shall 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 shall be available for review by the

COR/VA Resident Engineer at all times.

Final As-Builts will be submitted to the VA for approval. As part of the closeout documentation, the contractor shall provide the COR, (2) CDs containing all the approved submittals and all testing/commissioning reports.

7) DRAWINGS:

Contractor shall provide As-Built drawings in both CAD and PDF formats.

Final Construction Drawing and As-built drawings shall be submitted on AutoCAD format v19 and above referenced submittals. For reference and guidance see VA CAD

Deliverables Guidelines latest edition.

Project Record Drawings: The construction team shall maintain a set of construction documents (field as-built drawings) to record actual construction changes during the construction process as required by the specifications. The project record drawings shall be always available for review by the VA COR and/or VA Resident Engineer.

The Contractor shall comply with the requirements in the “General Conditions”, 01001, and “General Requirements”, 01010, in the Master Specifications for submission of final

RFP as- built drawings, shop drawings, manuals, and other documents as noted

(Reference Paragraph-8: General Requirements).

The Contractor will provide Record Drawings to include a CD with all as-built CAD files, two full set, two half set and one Mylar full set.

8) OPERATIONS AND MAINTENANCE TRAINING:

The Contractor shall provide on-site O&M training for the location which will consist of two (2) formal on-site training sessions during a 30-calendar day period to including but not limited to system operation, corrective and preventive maintenance, and inspections.

The Contractor shall notify these training session dates to the COR at the Construction

Kickoff Meeting.

The Contractor shall provide training manuals that include the hands-on exercises, O&M data and troubleshooting guides necessary for personnel to assume full O&M responsibility for the system after completion of the training.

The contractor shall provide a written training syllabus for the topics and detailed training content for review and approval by the COR at least 30 days prior to the scheduled training.

The contractor will coordinate with the COR the scheduling of any training classes in advance. The COR may require the classes to be provided on non-consecutive days at the convenience of the VA Staff.

The Contractor shall video tape this training for official use and forward CD (4 copies) including those training videos.

9) CONFIDENTIALITY AND NONDISCLOSURE:

The preliminary and final deliverables and all associated working papers, application source code, and other material deemed relevant by the VA which has been generated by the contractor in the performance of this Order are the exclusive property of the U.S.

Government and shall be submitted to the VA COR at the conclusion of the contract.

The Contracting Officer shall be the sole authorized official to release verbally or in writing, any data, the draft deliverables, the final deliverables, or any other written or printed materials pertaining to this contract. No information shall be released by the

Contractor. Any request for information relating to this contract presented to the

Contractor shall be submitted to the CO for response.

Press releases, marketing material or any other printed or electronic documentation related to this project, shall not be publicized without the written approval of the CO. To the extent that the work under this contract requires that the contractor be given access to proprietary business, technical or financial information belonging to the Government or other companies, the contractor shall treat such information as proprietary business sensitive and agrees not to appropriate such information to its own use or to disclose such information to third parties unless specifically authorized by the CO in writing. A mutually agreed to agreement for exchange of sensitive information or nondisclosure agreement may be required.

10) GENERAL REQUIREMENTS FOR PRIVACY INFORMATION:

Information Systems Officer, Information Protection:

The contractor will not have access to VA information system, computers, networks nor will they have access to online resources and information belonging to the government while in the performance of the services described in the Statement of Work.

Privacy Officer:

The contractor will not have access to Patient Health Information (PHI), nor will they have the capability of accessing patient information during the services provided to the VA.

Records Manager:

There will be no federal records created, maintained, used, or dispositioned with this contract; regardless of format [paper, electronic, etc.] or mode of transmission [e-mail, fax, etc.].

23) Warranty

1) Contractor shall warranty work to be free of defects and workmanship for a period a minimum of 1 year (365 calendar days), unless specified otherwise in the specs, from both the manufacturer and installer including parts and labor to include normal, premium or holidays hours. The Warranty period shall start on the date of acceptance by the VA.

All warranties will be transferred to the VA.

The Contractor shall guarantee that all work done under this contract will be free from faulty materials or workmanship and hereby agrees to repair or replace without cost to the owner VA MEDICAL CENTER and to his satisfaction all defects or imperfection appearing in said work within a period of one year after the date of final acceptance by the owner of all work done under this contract.

2) ACCEPTANCE: For the purposes of Warranty and payment for the work performed at a location, government “Acceptance” will be provided by the VA upon the completion of all the following:

a. The Contractor has demonstrated/ verified that the implemented ECMs function as intended at commissioning or final acceptance inspection.

b. All punch list items identified during the commissioning or pre-final inspection have been resolved before the final acceptance inspection.

c. The Contractor has provided O&M manuals and has conducted training for the VA staff.

24) Additional Requirements

A. SECURITY

General Contractor’s employees shall not enter the project site without appropriate badge. They may also be subject to inspection of their personal effects when entering or leaving the project site.

The General Contractor is responsible for assuring that all Subcontractors working on the project and their employees also comply with these regulations.

All contractor personnel shall report initially to the Police Service at the Facility and sign in prior to performing work and before receiving I.D. badges. Contractors shall sign-in at the 2nd floor of

Building 29 (the VA Engineering Offices) before work and sign-out after completion of work each day. All non-VA personnel will need to fill out a Personnel Security Adjudication Center

(PSAC) form before getting fingerprints done. Fingerprints are required of all government contracted personnel. Fingerprints can also be obtained at Audie Murphy VA Medical Center in

San Antonio, TX from 8:00am – 5:00pm or any other major VA medical facility. All non-VA personnel shall wear security badge in plain sight above the waist during the entire time he/she is on Government property. I.D. badges shall have an identification picture and shall state the name of the individual and the company he/she represents. The Contractor is to coordinate with the

COR to obtain the I.D. badge from the Police Service. The Contractor is to provide a list of all contractor personnel who shall be performing service on this project.

Contractors found on Government property without an I.D. badge will be immediately removed from VA property by VA Police. Point of contact (POC) for forms and processing will be the

COR or COR alternate.

B. PHOTOGRAPHY

Photography on VA property is only allowed with written permission of the Contracting Officer.

If photography is authorized, under no circumstances are VA patients, Visitors or staff permitted to be in any images taken.

C. PARKING

Contractor parking/staging areas will only be allowed on the VA campus in areas approved by the COR. It is the sole responsibility of the Contractor’s personnel to park only in designated parking areas.

The VA will not waive or make reimbursement for parking violations of the Contractor’s personnel under any circumstances. Contractor vehicles found parked in VA parking lots will be issued a United States District Court Violation Notice and immediately removed and banned from VA property.

D. VACCINATIONS

Contractor is responsible for ensuring that contracted construction worker(s) have been determined to be at risk-free for transmission of TB based upon the TB pre- construction risk assessment. The contractor shall provide written certification, within 24 hours upon request, to the Infection Control (IC) that all contract employees assigned to the work site have had a pre-placement tuberculin screening within 90 days prior to assignment to the work site and been found to be free of active TB. A seasonal flu shot vaccination is also required by contractors and sub-contractors before construction begins. Refer to the COR for this requirement.

E. OSHA TRAINING

All construction workers are required to have the OSHA 10-hour Construction Safety training certification. The construction safety manager and/or superintendent shall have the 30-hour

Construction Safety course certification. Proof of certification shall be on site at all…