Attachment 1 - SOW Modernize Elevators Construction - Des Moines IA.pdf

636A6-22-500 Modernize Elevators Des Moines VA Central Iowa Health Care System

SCOPE OF WORK:

The purpose is to modernize the elevator components and controls for elevators known as: A- East (Passenger), A-West (Passenger), B-Passenger, B-Service, C-Passenger, D-Passenger, E- Passenger, and K-Freight to ensure they meet the present codes and directives for safety and operation. The modernization includes but is not limited to installing, new controls, motors, electric, emergency phones, plumbing, air conditioning, lighting, cables, data, fire alarms, fire suppression, and new interiors of the cars, etc. All work and things associated with this project will be performed in accordance with the design information, specifications and documents created during the design phase. These documents and prints will be provided by the VA during the solicitation.

Period of Performance is estimated to be 365 calendar days including material & equipment lead time. Schedule needs to be compressed and begin work as soon as possible to complete infrastructure work, inspections, certification for use, and place elevators back into service as promptly as possible to support operations and Patient care.

Elevator banks A and B have two elevators in each bank. Only one elevator of each bank can be shut down at a time. The other must be in operation at all times. Elevators A-East Passenger, B- Service, C-Passenger, E-Passenger and K-Freight will be the first elevators to be modernized.

Construction Prep work for the remaining elevators A-West, B Passenger and D passenger may occur as long as none of the remaining elevators are taken out of service or shutdown.

The hoist way entrance for each elevator car or bank of elevators must be identified and labeled with an alphabetical letter. This identification aids navigation and is crucial for emergency responders. The designated letter must be shown in all documents and prints.

An Infection Control Risk Assessment (ICRA) will be created by the VA infection control staff. It will be the sole responsibility of the contractor to comply with and provide all equipment, parts, materials, etc. to ensure compliance with the ICRA requirements. ICRA requirements can change throughout the project due issues that might arise. It is the responsibility of the contractor to inform the COR of these changes so a new ICRA can be issued.

All Prime contractor elevator employees must be trained/and experienced in elevator installation, construction, repair, maintenance and testing. This is needed to ensure the general contractor has the knowledge and can effectively provide quality control of the project. Sub-contractors must be able to show the same qualifications.

A Standard one-year contractor’s warranty is administered by this contract, unless otherwise specified, in accordance with the specifications. All parts and materials will be new and not remanufactured or used.

All machine/motor guarding must comply with OSHA standard 29 CFR 1910.219 Mechanical power-transmission apparatus.

Fall protection must be permanently installed in accordance with the latest elevator codes and OSHA requirements to include but not limited to installing guard rails, tie off points, safety nets, and toe boards.

Des Moines VA Central Iowa Health Care System

VA Maintenance shops or other VA staff will not perform any work other than minimal assistance in locating utilities/items/information directly related to the project.

LIN 0001: ITEM I BASE BID, GENERAL CONSTRUCTION:

Installation of new equipment or modernization of identified components for elevators and controls equipment. Work includes general demolition, construction, alterations, testing and installation related to all the elevator equipment associated with this project.

Location of Work:

3600 30th Street, Des Moines, Iowa 50310, Buildings 1, 1W and 2.

Definitions:

• ICRA- Infection Control Risk Assessment

• PCRA- Pre Construction Risk Assessment

• OSHA- Occupational Safety and Health Administration

• VA- Veterans Affairs

• NFPA- National Fire Protection Association

• VACIHCS- Veterans Affairs Central Iowa Health care System

• DOT- Department of Transportation

• EPA- Environmental Protection Agency

Regulations, Codes, Guidelines:

The Prime contractor shall comply with all applicable Federal, State and Local codes including but not limited to the latest edition of:

• ASME A17.1/CSA B44

• ASME A17.1 (The Americans with Disabilities ACT) (ADA)

• International Building Code (IBC)

• NFPA Fire and Safety

• NFPA 99

• NFPA 70, 70B, 70E

• National Electric Code (Article 620)

• Energy Policy Act 2005

• Energy Independence and Security Act 2007

• All State and Local Jurisdictions enforcing Federal Law 1.06

• International Building Code, all chapters

• OSHA Standards

• NFPA 101 Life Safety Standards

• VA Accessibility Standards

• Elevator load testing requirements

• OSHA 29 CFR 1910.219

• 40 CFR Part 279- Standards for the Management of Used Oil

• VA PG-18-10 - Elevator Design Manual

Des Moines VA Central Iowa Health Care System

A complete listing of all VA technical documents available for use can be found on the VA website at https://www.cfm.va.gov/contract/ae.asp

PG-18-10, Design Manuals for Various Trades:

https://www.cfm.va.gov/cfm/til/dManual.asp

PG-18-1, VA Master Construction Specifications; relevant sections include, but not limited to Division 1 General Requirement, Division 7 Thermal and Moisture Protection:

https://www.cfm.va.gov/til/spec.asp

The Prime Contractor Shall:

• Provide all supervision, site/area preparation, labor by trade, parts, materials, tools, and transportation needed to perform the work on this project.

• Provide a safety oversight team and perform duties in accordance with Specification 01 35 26 and ensure the requirements are strictly enforced.

• Must adhere to PCRA and ICRA requirements and provide and install items needed such as HEPA carts, plastic, tape, air scrubbers, barriers, false walls, etc. at no additional costs to the government.

• Take and provide pictures of existing work areas to show conditions of work areas before work began and for planning construction execution details. No pictures will be taken of VA patients, staff, or the public.

• Install temporary environmental controls prior to construction.

• Comply with hazardous materials, hazardous materials removal and disposal at no additional cost to the government.

• Comply with VA and OSHA requirements for lockout/tagout and blocking.

• Complete and submit a crane lift permit to the VA safety team for approval before any lifting devices or crane is used. (See attached)

• Off/On loading vehicles will be performed at the C-dock for the A and B elevators. Kitchen dock for the freight elevator and the east entrance to building 1 for the D and E elevators.

• Use existing penetrations through walls as much as possible to avoid needing to make new penetrations. Properly seal all penetrations in accordance with fire rating.

• Superintendent will meet with the COR each day to discuss the tasks for the day and discuss any current/existing issues.

• Will comply with all VA requirements for prevention of COVID, Influenza and other communicable illnesses/diseases.

https://www.cfm.va.gov/cfm/contract/ae/aep_toc.doc.

https://www.cfm.va.gov/cfm/til/dManual.asp https://www.cfm.va.gov/til/spec.asp

Des Moines VA Central Iowa Health Care System

• Provide all load testing and elevator inspection documentation to the COR upon completion of each elevator.

• Properly manage and dispose of all hydraulic oil in accordance with applicable Federal, State, and local environmental regulations. This includes, but is not limited to:

o Collect, store, and transport used hydraulic oil in clearly labeled, leak-proof containers that are compatible with the material and meet DOT and OSHA standards.

o Prevent spills and leaks during removal, handling, and transport. Spill kits and secondary containment must always be available during oil handling operations.

o Maintain documentation of all used oil disposal activities, including manifests, bills of lading, and certificates of disposal, and provide copies of all related documentation to the Contracting Officer’s Representative.

o Use only licensed and certified waste disposal contractors for the transport and disposal of used hydraulic oil.

o Report any spills or environmental incidents immediately to the COR and follow VA and EPA reporting protocols.

Safety:

• At all times patient, visitor and staff safety is at the highest level and the contractor will ensure their safety at all times.

• All electrical work will be performed with power deenergized and locked out/tagged out.

Electrical Testing shall be performed with the proper PPE/Arc Flash Gear and approval by the COR before starting any testing. NO LIVE ELECTRICAL WORK.

• Each elevator being worked on will have an authorized lockout/tagout device attached to all lockout points during performance of work from start to completion.

• Crane/Lifting permits issued by the VA are required and must be completed prior to any lifting.

• Fire alarm and fire sprinkler systems cannot be taken out of service without the advanced approval of the VA Fire safety staff.

Project Meeting Management:

• The Contractor shall take minutes of all project meetings. The format must be acceptable to the CO and COR. Minutes must include the meeting date and time; agenda; meeting location; list of participants with their affiliations, and telephone numbers; be fully descriptive of issues, problems and decisions made; and action items with names of responsible parties and deadlines.

• In addition, the minutes must include, as attachments, all exhibits and references distributed as handout materials, unless the materials are part of a formal submission.

• The Contractor shall provide, via email transmission, complete copies of all minutes to CO and all

Des Moines VA Central Iowa Health Care System attendees within 48 hours of the next meeting.

• All challenges to the minutes shall be reflected in a revised version prepared by the Contractor.

Copies of updated minutes shall be distributed to the CO and all attendees within 24 hours after a change notice.

Records Management Obligations:

• 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.

• 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:

Includes Department of Veteran Affairs records, but does not include personal materials, and applies to records created, received, or maintained by contractors pursuant to their government contract, which may include deliverables and documentation associated with deliverables.

Requirements:

• 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.

• 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.

• 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.

Des Moines VA Central Iowa Health Care System

• VACIHCS 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 VACIHCS 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 VACIHCS. The agency must report promptly to NARA in accordance with 36 CFR 1230.

• 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 VACIHCS 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).

• 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 VACIHCS guidance for protecting sensitive, proprietary information, classified, and controlled unclassified information.

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

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

• 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.

• The VACIHCS 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 VACIHCS 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.

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

General Requirements: Employees of the contractor and sub-contractors shall conduct themselves in a professional manner at all times 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.

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 cover the shoulders and upper arms at all times while in the medical center.

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.

The contractor will be responsible for all demolition, removal, and legal disposal of materials. Do not allow demolished material or trash to accumulate on-site. See Section 01 74 19 for details.

Contractor must provide four (4) hard copies and one (1) electronic copy of O&M manuals upon completion 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.

Period of performance to begin at time of Notice to Proceed (NTP). Within 5 days of NTP, the contractor will be required to attend a kickoff meeting. An ILSM (interim life safety plan) and ICRA (infectious control risk assessment) will be discussed at the kickoff meeting and the approved plans to be posted at the job site. In addition, the contractor shall provide lead times, schedules, and a construction phasing plan. 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.

Des Moines VA Central Iowa Health Care System

Contractors will be required to phase construction to limit impacts to the staff and veterans.

The contractor should perform most work during normal business hours (6:00am – 6:00pm CST).

After hours and weekends to be approved by 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.

Contractor to notify COR 14 calendar days prior to starting work in each specific area. See Section 01 00 00 for details.

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 is to be primarily during the normal business hours between 6AM and 6PM. Any work that is to be performed outside normal business 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.

Project Reporting:

The GC will provide Submittal Exchange or equivalent for the construction of this project.

1. The contractor shall provide a weekly report covering activities from the previous week. The weekly report for the previous week will be shared or emailed to the COR no later than 10AM of the following Monday. This will be a more detailed but brief report covering topics the contractor determines is pertinent to report.

The report will include at a minimum:

a. Any safety/environmental incidents that occurred during the week

b. Update of the construction schedule

i. A calendar schedule showing planned progress vs. actual progress at the end of the week

ii. Discussion of any deviation from the original schedule

iii. Discussion on remedies or planned actions to rectify any schedule deviations

iv. A forecast of any concerns or obstacles that may impact the schedule

c. Work plan for the current week

Commissioning:

The GC will provide a third-party Commissioning Agent for the duration of the project.

Des Moines VA Central Iowa Health Care System

Commissioning will include, but is not limited to:

(1) Review of Drawings and Specifications for project

(2) Provide review of questions and answers during solicitation

(3) Identify critical Commissioning activities and associated start up tasks.

(4) Provide Commissioning Duration schedule that includes:

(a) Description of Commissioning Activity.

(b) Prerequisite Construction task required to execute Cx activity.

(c) Elapsed time duration of each activity.

(d) Documentation associated with each task/document responsibility

(5) Identify commissioning agent attendance at construction progress meetings.

(6) Determine frequency of and schedule commissioning meetings with General

Contractor and installing contractors, AE, VA.

(7) Perform periodic visits during construction, 2/month at a minimum.

(8) Review RFIs, change directives, and change orders for potential impact on the commissioning process.

(9) Issue RFIs for clarification to the AE and the VA that would typically impact system/equipment operations, maintenance or functional testing.

(10) Review submittals and shop drawings.

(11) Verify that systems and equipment is properly installed and started up prior to functional testing.

(a) Prepare preliminary check list to describe the equipment installation requirements.

(12) Prepare a written Systems Functional Performance Test to include system/equipment performance test for the following.

(a) Heating Season Test

(b) Cooling Season Test

(13) Assist the VA to determine which equipment startups are to be witnessed by the Cx agent.

(14) Spot check completed checklists submitted by the General Contractor and the installing contractor.

b) Include Specification Sections:

(1) 01 91 00 General Commissioning Requirements

(2) Division 07 Thermal and Moisture Protection

(3) Division 23 Heating, Ventilating and Air Conditioning (HVAC)

(4) Division 26 Electrical

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 Scope of Work requirements will be discussed.

However, no questions will be answered during the pre-bid meeting. All questions must be officially submitted as an RFI through the Contracting Officer. 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.

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.

Security: Contractor(s) shall obtain badges prior to work and must be worn at all times while on VA premises. It is the General Contractor’s responsibility to obtain security badges from the COR for all employees, sub-contractors and visitors that will be on site. It is the General Contractor’s responsibility to account for and return all badges that have been issued. Any lost/misplaced/unreturned badges may result in a lost badge charge.

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. 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 for details.

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.