Attachment 1 Statement of Work Renovate Basement Mechanical Rm Bldg 11.pdf

Renovate Basement Mechanical Room Bldg. 11 Kerrville VA Medical Center

Project #: 671A4-22-106

1. PROJECT OVERVIEW

The Kerrville VA Medical Center currently has a requirement for the demolition, disposal, and renovation of the Basement Mechanical Room of Bldg. 11.

2. LOCATION

All Work must occur at the following location: U.S. Department of Veterans Affairs, Kerrville VA Medical Center campus, 3600 Memorial Blvd Kerrville, TX 78028

3. PERIOD OF PERFORMANCE

Period of performance is for 130 calendar days after issuance of Notice to Proceed (NTP).

4. SCOPE OF WORK

4.1. Contractor Must provide all labor, materials, supplies, transportation, tools, equipment, supervision, and construction services necessary to complete project number “671A4-22-106, Renovate Basement Mechanical Room Bldg. 11” as required by drawings and specifications. All necessary testing and commissioning is required.

4.2. Reference attached construction documents and specifications.

5. DESCRIPTION OF WORK

5.1. Work must include, but is not limited to the following:

• Remove existing ramp at entrance into mechanical room and install an equipment lift.

• Improve the ramp slope and layout at the entrance.

• Remove I-Beam and Supports that are for the Old Chiller and is no longer in use.

• Replace portion of trough grate located near entrance with a grate that allows moving carts on wheels across it.

• Remove exterior grate located over a back room. Replace with a secure and leak proof cover door/hatch.

• Provide cabinetry for storage of equipment, tools, and supplies.

• Replace sink station into a cabinet sink station with two deep sinks, removable spray hoses, and counter space.

• Install wall mounted circulating fans at workstations.

• Upgrade area under newly installed cover into a storage/work area with cabinetry, workstation, sink station, ample lighting, electrical outlet, exhaust fan with controls and waterproofing coating on walls.

• Provide a means to reduce noise around some equipment.

• Remove all equipment no longer utilized.

• Repair, patch and restore any concrete floor as needed.

• Replace any doors that are damaged or not functioning properly.

• Replace any cork sound proofing material as needed and install new one where they are missing.

• Replace exterior fan with an Up blast mounted to exterior with control T-Stat.

• Install New LED lights throughout the three (3) rooms with balanced distribution of lite areas.

• Install additional eye wash stations if required.

• Remove all piping no longer in service.

• Remove the old Fire alarm conduit no longer in-service.

• Replace all fire sprinkler heads in all rooms in accordance with NFPA.

• Install new wall mounted fire sprinkler head with (quality based on square footage of room) with new fire sprinkler piping from existing fire sprinkler piping to new wall mount sprinkler head in accordance with NFPA.

• Replace fire sprinkler tamper in front room and reconnect to fire alarm system. Fire Tamper tested in accordance with NFPA.

• Remove all piping, conduits, and old PA system no longer in service

• Enclose area around the Med Air / Vac and install a mini split to relocate air temp equipment.

• Replace Pneumatic control for Heating Hot Water w/ DDC. Map back-up to front end of computer.

• Install VDF’s and control points on Hot Water system.

• Hot water Recirculation: Remove all insulation, replace all lines and valves. Replace 2 booster/ recirc pumps, tie into Heat exchanger system. Insulate all lines.

• Potable Cold-Water Supply: Remove all insulation, replace main line and valves, replace all branch off lines and valves. Remove 2 booster pumps and existing piping, remove secondary potable water tie in line. Make tie-in to hot water line insulate all pipes.

• Potable Hot-Water Supply: Remove all insulation, remove, and replace main lines and valves.

Remove and replace all branch offline and valves. Remove and replace two (2) heat exchanger and all valves, gauges, and mixing valves. Tie system into cold potable water line.

Tie into hot water recirc line, insulate all pipes.

• Greywater/ sewage Lines: Remove and replace main line and all tie in connections and piping.

Hot well tank

• Sump Pump: Remove old sub pump and replace. Remove old piping and replace including float switch.

• Greywater/ sewage Lines: Remove and replace main line and all tie in connections and piping.

Hot well tank

• Labeling: Label all piping or color code for easy recognition of lines.

• Add temporary shut off key locations to allow redirect for servicing to lines.

• Remove all coverings on piping, inspect pipes and replaces as needed.

• Replace all PVC pipes with Black Steel.

• Inspect and replace all stem valves as needed.

• Relocate existing piping with a more streamline direct route as needed. Inspect and replace steam pipes as needed.

• Fixing all deficiencies found during Facility Condition Assessment, Joint Commission Inspections.

• Fixing all deficiencies found during any inspections and surveys.

a. During the renovation of the Basement Mechanical Room of Bldg. 11, great care needs to be taken to avoid damaging other equipment’s, lines and piping that exist in area of work. A detailed schedule with phases must stay tight to the schedule as coordination with the staff and sections must be critical. Access to various equipment within the mechanical room needs to be coordinated with the maintenance shop to allow them to perform their duties as required. Along with access to the service elevator and dumpsters outside of area to be worked.

b. Contractor’s work and responsibility must include all necessary planning, scheduling, programming, administration, and management necessary to provide all construction and related services as required. Sub Contractor’s shall conduct the work in strict accordance with the contract and all applicable Federal, State, and local laws, regulations, codes, or directives. Sub Contractor’s shall insure that all work provided meets, or exceeds the scope of work, the project plans, and the contract specifications.

c. All costs must be included in the base bid including all incidental work and materials associated with the demolition, installation, and construction in the exterior and interior of the building must be included in the base bid.

d. Contractor must be responsible for complying with all construction documents and applicable Department of Veterans Affairs Specifications as part of this project.

e. Contractor must 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, and local facility requirements.

f. 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 must determine which clause or provision must apply.

g. All Work must take place with minimal disruption to adjacent workspaces and all work must be coordinated with the VA prior to any work being performed.

6. EXISTING CONDITIONS

6.1. Contractor must coordinate all work with existing work to remain and existing conditions.

6.2. The Contractor must move, remove, and/or replace movable items as necessary and must replace any item damaged due to work performed under this contract to its original installation and finish at no additional cost to the government.

6.3. The contractor must coordinate with the VA COR at least 14 calendar days in advance before disabling any of the following systems, all utilities, and controls, including, but not limited to, telephone, data, electrical, med/gas, emergency power, AV alarms, smoke detectors, sprinklers heads, speakers, nurse call, card readers, isolation monitor, phone booster, WIFI boosters, pull stations, etc.

It is the contractor’s responsibility to immediately repair any tampered with system at no additional cost to the government

6.4. Contractor must relocate any temporary installing all utilities and controls, including, but not limited to, telephone, data, electrical, med/gas, emergency power, AV alarms, smoke detectors, sprinklers heads, speakers, nurse call, card readers, isolation monitor, phone booster, WIFI boosters, pull stations, etc. It is the contractor’s responsibility to immediately repair any tampered with system to is original state at no additional cost to the government.

6.5. Any and all damage to Government property by the Contractor or any third-party Contractors/entities performing other services on site as part of the contract must be repaired and/or replaced by the Prime Contractor to its original installation and finish at no additional cost to the government.

6.6. The Contractor must 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 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.

6.7. The contractor must restore all disturbed grounds, walkways, and road surfaces to its original installation and finish at no additional cost to the government.

7. GENERAL REQUIREMENTS

7.1. CONTRACTOR RESPONSIBILITIES

a. The Contractor must provide all necessary labor, materials, supplies, tools, and equipment to protect personnel, furnishings, equipment, piping, grounds, and buildings from damage and or injury.

b. The Contractor must ensure that all materials are new, free from defects and/or imperfections and meet VA specifications.

c. The contractor must be responsible for obtaining and coordinating the services of all third-party Contractors/entities performing other services on site as part of the contract to ensure the expected quality, timely delivery, and documented final product.

d. The Contractor must not perform any service that shall result in additional charges without prior written approval from the Contracting Officer.

e. The Contractor must be responsible for verifying current requirements with the manufacturer of the products used on the project and notify the VA COR if any discrepancies are found before the purchase of the product or any work to install owner-furnished products.

f. The Contractor must be acquainted with the appropriate sections of the following VA documents:

• VA Master Construction Specifications (PG-18-1)

• VA Construction Standards (H-18-3)

• VA Standards Details (PG-18-4)

• VA Barrier Free Design Guide (PG-18-13)

• VA Room Finishes, Door, and Hardware Schedule (PG-18-14).

g. The Contractor must be acquainted with the design criteria from the following VA Design Manuals where appropriate:

• Architectural Design Manual

• CPM Design Manual

• Electrical Design Manual

• Fire Protection Design Manual

• HVAC Design Manual

• Interior Design Manual

• Outside Steam Distribution Design Manual

• Plumbing Design Manual

• Sanitary Design Manual

• Site Development Design Manual

• Automatic Transport Design Manual

• Structural Design Manual.

• VHA Directive 7715

h. The Contractor must obtain their respective VA design manual, standard details, and construction standards, and Construction Master Specifications from the VA website at https://www.cfm.va.gov/til/index.asp

i. The Contractor and the VA must establish the quality of products and workmanship. Any reference to equipment, materials, or patented processes by trade name, make, and catalog number must be regarded as establishing a standard of quality only and must not be construed as limiting competition. Use VA Master Construction Specifications where directed by Scope of Work.

7.2. Contractor must comply with all construction documents and Department of Veterans Affairs Master Specifications and guidance as part of this project.

7.3. Contractor must comply with all applicable city, county, state, and federal regulations / codes, and OSHA standards. All construction must comply with Infection Control Risk Assessment (ICRA), attached, and IC standards delineated in the specifications.

7.4. The Contractor must provide all necessary equipment and materials to protect personnel, furnishings, equipment, piping, and building from damage and or injury; Contractor must move, remove, and/or replace movable items as necessary and must replace any item damaged due to work performed under this contract, equal to its original installation, and/or finish at no additional cost to the government.

7.5. PROJECT SCHEDULE

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

7.6. CRITICAL PATH METHOD (CPM):

a. Contractor must submit for VA approval the following:

i. Critical Path Method (CPM) Requirements:

• Phasing narrative

• Phasing plans (on reduced architectural floor plans)

• Phasing diagrams

ii. Written list of systems:

• temporary systems by phase separate by technical discipline

• Phasing plans (full size)1 & 2 with phasing diagram

• Work Stoppage/Delays

7.7. WORK STOPPAGE AND/OR DELAYS:

The Contracting Officer shall be notified at the earliest time available, but no later than the next business day, via phone of the Contractor's knowledge of any conditions which may adversely affect the Contractor's ability to perform under the terms and conditions as stated in the specifications of this requirement. For example, union strikes, vehicle problems, licenses, or anything that might jeopardize the terms and conditions of this contract should be reported to the Contracting Officer.

7.8. SCHEDULE OF WORK

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

a. Work must start within 14 calendar days after receiving a notice to proceed.

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

c. All work shall be constructed and phased to limit disruptions to the existing medical center. This may require weekend and afterhours work. The contractor is to provide a plan that minimizes impact to the service prior to commencement of work.

d. Contractor must schedule all work with the COR including construction access and storage. The construction schedule procedure must be approved by the COR prior to the start of construction.

e. The Contractor must 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.

f. VA reserves the right to close/shut down the project site and order General 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.

7.9. HOURS OF WORK

a. Normal hours of operation for The Kerrville VA Medical Center are 8:00AM to 4:30 PM Monday through Friday except for Federal Holidays. If the Contractor desires to work on Saturday, Sunday, holidays, or outside the project site’s normal working hours the contractor must submit a written request for approval to the COR at least ten (10) calendar days prior to the proposed start of such work so that security arrangements can be provided for the employees. This notice is separate from any notices required for utility shutdown described later in this section.

b. When a holiday falls on a Sunday, the following Monday must 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 President's Day Third Monday in February Memorial Day Last Monday in May

Juneteenth June 19th 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 Day December 25th

7.10. WORKMANSHIP

a. All work under this contract must conform to the following:

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

ii. The Contractor at no additional cost to the Government must correct any and all work not meeting specifications at no additional cost to the government.

iii. Contractor, contractor employees and any subcontractors should possess necessary skills, experience and education required to perform

iv. All work must 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).

7.11. DAILY PROGRESS REPORTS

The Contractor must provide a detailed daily field report of work accomplished the previous calendar day no later than 9:00 A.M. Central Time to COR.

7.12. WORKING CONDITIONS

The buildings and the surrounding site areas will be occupied, and Government operations must continue as normal for the duration of the contract. The Contractor must take all precautions to ensure that their operations are conducted in a manner so as not to interfere with facility operations of the Kerrville VA Medical Center. The Contractor must execute work in a safe manner and must not subject personnel to unsafe conditions. The Contractor must isolate the work site(s) by providing safety barricades, devices, and equipment to protect personnel and property and repair any damage caused by construction operations. The Contractor must take all precautions to protect the building and its occupants during the construction period.

7.13. SITE VISIT

a. The Contractor must visit the site prior to bidding to determine the full and exact extent of the work required. Failure to inspect the site prior to bidding must not constitute grounds for a claim after contract award.

b. Prior to submission of any bid, The Contractor is strongly urged and expected to perform a thorough field survey of the existing site conditions and features. Any site conditions which may cause significant deviation from the design drawings must be brought to the attention of the Contracting Officer (CO) or his/her Technical Representative (COR) for clarification prior to submission of the Contractor’s bid. The Contractor is solely responsible for verifying dimensions of all owner-furnished equipment to insure proper coordination with construction. The Contractor must bear all costs for relocation of equipment, pipe, ducts, etc., from failure to advise the CO or the COR of conflict in writing prior to submission of any bid, and/or from failure to properly coordinate installations of systems.

7.14. DISPOSAL

a. 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 must adhere to all OSHA requirements concerning removal, transporting, and disposal of the material.

b. Demolition debris must 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).

7.15. CLEAN-UP

Accumulation of trash, paper, wood shavings, sawdust, excelsior, boxes, and other packing materials must be cleaned up as often as necessary and must remove all debris from the property at the end of each workday.

7.16. TEMPORARY FACILITIES

a. The Contractor must provide ample temporary storage for materials requiring shelter from the weather, and for security and safety protection. Storage facilities must be in the areas of the facility designated by the Contracting Officer’s Representative.

b. Lay down area will be provided on site. Size and location will be determined by the VA

7.17. 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.

8. ADDITIONAL REQUIREMENTS

8.1. SECURITY

a. General Contractor’s employees must 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.

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

c. All contractor personnel must report to the Police Service at the Facility and sign in prior to performing work and sign out after completion of work each day. All non-VA personnel must wear security badge in plain sight above the waist during the entire time he/she is on Government property. I.D. badges must have an identification picture and must 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 must 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.

8.2. 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.

8.3. AUDIO & VIDEO

Audio & Video recording on VA property is only allowed with written permission of the Contracting Officer. If Audio & Video recording is authorized, under no circumstances are VA patients, Visitors or staff permitted to be recorded.

8.4. PARKING

a. Contractor parking is only 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.

b. 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 shall be issued a United States District Court Violation Notice and immediately removed and banned from VA property.

8.5. TUBERCULOSIS (TB)

Contractor is responsible for ensuring that if contracted construction worker(s) have been determined to be at risk for transmission of TB based upon the TB pre-construction risk assessment. The contractor must provide written certification, within 24 hours upon request, to the COR 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. Refer to the contract documents for this requirement.

8.6. FLU VACCINATION

VHA Directive 1192.01 requires all contractors on site to have the Flue Vaccination and verifiable documents stating the Flu Vaccination has been received and current.

8.7. OSHA TRAINING

All construction workers are required to have the OSHA 10-hour Construction Safety training certification. The construction safety manager and/or superintendent must have the 30-hour Construction Safety course certification. Proof of certification must be always on site.

9. INFECTION CONTROL (IC)

9.1. All contractors and construction workers must attend the Infection Prevention training every fiscal year. All construction workers must have a current IC training sticker attached to their badges. If this requirement is not met, workers shall be removed from construction site. Refer to construction documents for additional information.

9.2. Construction sign and copy of Infection Control Risk Assessment (ICRA) Matrix of Precautions permit (attached) must be always posted at project site. All IC and dust control measures must be always implemented.

10. SAFETY

10.1. All fire and smoke wall penetrations must be fireproofed according to corresponding wall rating. These must be through a sleeve and sealed with fire barrier compound to be approved by VA.

10.2. All construction and installation work must comply with VA specifications for material and workmanship, NEC, NFPA and all applicable city, county, state, and federal regulations and codes and OSHA standards. Refer construction drawings and specs for requirements.

10.3. The Contractor must assume sole responsibility for safety of all persons on or about the construction site, in accordance with applicable laws and codes. Guard against all hazards in accordance with the safety provisions of the latest manual of accident prevention published by the Associated General Contractors of America and OSHA.

11. FIRE PROTECTION

11.1. FALSE ALARMS

Fire Department response fees for false alarms caused by the contractor must be paid by the contractor. To avoid this, dust covers for smoke detectors and alarms are required to be used while construction work is ongoing. These covers must be removed at the end of the construction work shift to keep them operational.

11.2. FIRE WATCH

Contractor must provide fire watch for impairments more than 4 hours in a 24-hour period.

Request interruptions in accordance with Article, OPERATIONS AND STORAGE AREAS, and coordinate with COR and facility safety officer. All existing or temporary fire protection systems (fire alarms, sprinklers) located in construction areas must be tested as coordinated with the medical center. Parameters for the testing and results of any tests performed must be recorded by the medical center and copies provided to the COR.

11.3. FIRE WALLS AND SMOKE BARRIERS

All fire and smoke wall penetrations must be fireproofed according to corresponding wall rating. These must be through a sleeve and sealed with fire barrier compound to be approved by VA.

11.4. SMOKING

Is strictly prohibited in all facilities, vehicles, near flammable liquids, highly combustible materials. Smoking is only authorized outside the VA grounds. The VA has a no smoking/vaping policy within the VA property. Any smoking or Vaping must be off VA property. A fine shall be imposed if caught smoking and could risk losing contractor badge to access the VA facility.

11.5. RISK CONTROL

All contractor tools, equipment, and materials must be kept in a controlled area.

12. UTILITY SHUTDOWNS

12.1. All utilities required for the continuous operation of all existing facilities must be always maintained in service except as required for any new systems connection.

12.2. All utility shutdowns must be coordinated with the COR by providing a written notice 14 calendar days in advance.

13. CHANGE MANAGEMENT

13.1. 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 shall 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.

14. DELIVERABLES

14.1. If for any reason any deliverable cannot be delivered within the scheduled time frame, the vendor is required to explain why in writing to the CO, including a firm commitment of when the work must be completed. This notice to the CO must cite the reasons for the delay, and the impact on the overall operation. The CO will then review the facts and issue a response, in accordance with applicable regulations.

14.2. CONTRACTOR QUALITY CONTROL PLAN (CQCP)

a. The contractor must develop a quality control plan and must furnish to VA for review no later than 14 calendar days after the receipt of notice to proceed. The plan must 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 operation. Work will 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 must notify the Contracting Officer Representative (COR) in writing of any proposed change. Proposed changes are subject to acceptance by the Contracting Officer.

b. Contractor must provide a copy of all Testing, and commissioning reports.

14.3. SAFETY PLAN

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

b. Contractor must develop and implement a Comprehensive safety plan to eliminate injuries occurring relative to providing the design and installation services for this project. Contractor must furnish to VA for review no later than 14 calendar days after the receipt of notice to proceed. The plan must also describe how final system installation shall meet all applicable requirements of NFPA30 and NFPA30A. Construction/Renovation work shall be allowed to begin only after VA’s acceptance of the Safety Plan. Contractor is responsible for providing enough project lead time 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:

i. Provide and maintain his/her own protective equipment and devices, etc.

ii. Require all sub-contractors used on site to follow these same provisions in the regulation.

14.4. SUBMITTALS

a. Each submittal must be made to the VA COR for coordination with the VA Medical Center, and VA Resident Engineer.

b. Construction Drawings: The construction drawings must include a coordinated set of:

c. Construction Period Submittals: The Contractor must prepare and submit shop drawings, product data, and samples during construction as required by the VA IFB documents. product data and samples must be approved by the COR.

d. Other Submittals: The Contractor must submit test results, certificates, manufacturer’s instructions, manufacturers field reports, etc. as required by the VA IFB specifications; and

e. Project Record Drawings: The Contractor must maintain a set of construction documents (field as-built drawings) to record actual construction changes during the construction process as required by the IFB specifications. The project record drawings must be always available for review by the VA Resident Engineer.

f. As part of the closeout documentation, the contractor must provide the COR, (2) CDs, (1) Flash drive containing all the approved submittals and all testing/commissioning reports.

14.5. DRAWINGS

a. Contractor must provide As-Built drawings in both CADD, Revit, and PDF formats

b. Final Construction Drawing and As-built drawings must be submitted on AutoCAD format v19 and above. For reference and guidance see VA CADD Deliverables Guidelines latest edition.

c. Project Record Drawings: The Contractor must maintain a set of construction documents (field as-built drawings) to record actual construction changes during the construction process as required by the Invitation for Bid (IFB) specifications. The project record drawings must be always available for review by the VA Resident Engineer.

d. The Contractor must comply with the requirements in the “General Conditions”, 01001, and “General Requirements”, 01010, for submission of final IFB as-built drawings, shop drawings, manuals, and other documents as noted.

e. The Contractor must provide Record drawings to include a CD with all as builds CAD files, one full set, one half set.

15. WARRANTY

Contractor must 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 must start on the date of acceptance by the VA. All warranties must be transferred to the VA.

The Contractor must guarantee that all work done under this contract must 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.

16. ACCEPTANCE

16.1. For the purposes of Warranty and payment for the work performed at a location, government “Acceptance” shall only be provided by the VA upon the completion of all the following:

a. The Contractor has demonstrated/ verified that the implemented Energy Conservation Measures (ECMs) function as intended at commissioning.

b. All punch list items identified during the commissioning have been resolved.

c. The Contractor has provided all Operation and Maintenance manuals.

17. CONFIDENTIALITY AND NONDISCLOSURE

17.1. 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 must be submitted to the VA COR at the conclusion of the contract.

17.2. 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 is to be released by the contractor. Any request for information relating to this contract presented to the contractor must be submitted to the CO for response.

17.3. Press releases, marketing material or any other printed or electronic documentation related to this project, must not be publicized without the written approval of the CO.

17.4. 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 must 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.

18. GENERAL REQUIREMENTS FOR PRIVACY INFORMATION

18.1. Information Systems Officer, Information Protection: The contractor shall not have access to VA information system, computers, networks nor shall 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.

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

18.3. Records Manager: There shall 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.].

18.4. ORIENTATION FOR CONTRACTOR EMPLOYEES

a. Contractor must attend an orientation meeting as arranged by the Contracting Officer’s Representative (COR). The VA shall schedule this meeting and it shall include discussion of the following topics: (VA shall provide information to the contractor regarding these topics and shall document the meeting)

i. Fire and Safety

ii. Infection control

iii. Disaster procedures

iv. Other

b. The Contractor must be responsible to ensure that Contractor employees coming to the work site receives the required information above.

c. The Contractor must be responsible to ensure Contractor employees providing work on this contract are fully trained and completely competent to perform the required work.

d. The Contractor must be responsible to ensure that Contractor employees coming to the work site must receive the information required above.

e. The Contractor must be responsible to ensure Contractor employees providing work on this contract are fully trained and completely competent to perform the required duties and work.

19. CONTRACTOR RESPONISBILITIES

19.1. The contractor shall bear the expense of obtaining background investigations. If the Office of Personnel Management (OPM) conducts the investigation, the contractor shall reimburse VA within 30 days. If timely payment is not made within 30 days from date of bill for collection, then VA shall deduct the cost incurred from the contractor’s 1st month’s invoice(s) for services rendered.

19.2. It is imperative for the contractor to provide, at the request of VA, a listing of contractor personnel performing services under the contract for the background investigation process to commence. This list must include name (first, middle, last) social security number; date of birth; city, state, and country of birth.

19.3. The contractor or their employees shall submit a complete background investigation packet. Contact the COR for additional guidance and information in completing the required forms.

19.4. The following required forms must be submitted to the VA Office of Security and Law Enforcement before contract performance begins:

a. Request For Fingerprints – Special Agreement Check (Form MME1)

b. Optional Form 306 (OF-306), Declaration for Federal Employment

19.5. Fingerprinting is required with the background investigation. Fingerprinting can be done at the local VA Facility. The Electronic Fingerprint Verification Form must be submitted with the above required forms.

19.6. The contractor, when notified of an unfavorable determination by the Government, shall withdraw the employee from consideration from working under the contract, and at the request of the VA, submit another employee for consideration.

19.7. All contractor employees and subcontractors are required to complete VA’s Privacy training annually.

All Contractor employees and subcontractors requiring access to VA computer network are required to complete Cyber Security training courses annually either on-line or hard copy. Documented proof must be provided to the Contracting Officer.

19.8. The contractor must notify the COR immediately when their employee(s) no longer require access to VA facilities.

19.9. The contractor must notify the COR immediately when their employee(s) no longer require access to VA facilities.

19.10. The contractor must notify the Contracting Officer Representative immediately when an employee with PIV-I card is reassigned or leaves the contractor or subcontractor's employ. The Contracting Officer Representative must also be notified immediately by the contractor or subcontractor prior to an unfriendly termination.

20. SPECIAL AGREEMENT CHECK (SAC)

20.1. All Contractor Employees who require access to the Department of Veterans Affairs computer systems or who have access to sensitive information shall be required to have, at a minimum, a Special Agreement Check (SAC) which includes electronic fingerprinting. A Contractor Employee shall not perform any contract work (except for any other required orientation and training that does not require access to a VA computer system) until fingerprinting is completed by the local Human Resource Management Service. Fingerprinting should take place on the first day that a Contractor Employee enters on duty. The Contracting Officer’s Technical Representative shall facilitate the SAC process for the Contractor and Contractor Employee.

20.2. If the SAC identifies “potentially actionable issues” in connection with a Contractor Employee and it is determined that the Contractor Employee needs to be removed, the Contracting Officer shall notify the Contractor and the Contractor shall immediately remove that Employee from contract work. The removal of the Employee shall not excuse any failure to meet contract requirements.

20.3. SACs and fingerprinting of Contractor Employees are required even when an Employee is not working on site at a VA Facility. The Contracting Officer can identify other options for accomplishing these SACs.

END OF STATEMENT OF WORK