Attachment 7 - Scope of Work - SOW.docx

Correct Utility Infrastructure and Distribution and Collection System Project # 534-19-101

Statement of Work

109 Bee Street Charleston, SC 29401-5799

Statement of Work – Table of Contents

A. Scope

B. General Requirements

C. Hours of Work

D. Phasing

E. Infection control

F. Security

G. Safety

H. Schedules

I. Parking/Laydown Area

J. Utility Shutdowns

K. Site Investigation

L. Submittals

M. Construction Drawings and Specifications

N. Recycling Requirements

O. Period of Performance

Records Management Obligations Attachment

Statement of Work

A. Scope

The contractor shall provide all supervision, labor, equipment, and materials needed to complete work for project 534-19-101 Correct Utility Infrastructure and Distribution and Collection System per the provided drawings, specifications, and this statement of work.

Project Description

1. Replace an existing 6" sanitary sewer main pipe line under the existing building. Replace in sections to allow continuous pumping bypass.

2. Remove all debris, extraneous and unused piping utility lines, and further remove existing Asbestos-Containing Materials (ACM) and Lead Containing Material (LCM) from the basement.

3. Maintain operation of all departments during construction.

Construction impacts shall be minimized and mitigated in a way that limits disruption to the functioning of the Ralph H. Johnson Veterans Affairs Health Care System (VAHCS).

Scheduling and coordination with the VAHCS will be critical and must be approved by Contracting Officer’s Representative (COR) prior to work.

B. General Requirements

Employees of the contractor and sub-contractors shall always conduct themselves in a professional manner while on medical center property. The contractor shall ensure all personnel working on this contract are aware of Medical Center policies pertaining to employee behavior and conduct.

Physical or verbal misconduct may be grounds for removing employees from Medical Center property, or grounds for arrest by the Veteran Affairs (VA) Police. Employees may be banned from VAHCS 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 because of employee misconduct.

Tobacco Use is 100% prohibited on all VA property. Smoking and vaping is strictly prohibited on the entire VAMC campus.

The VA will not be responsible for storage of equipment, materials, or tools. Refer to Specification Section 01 00 00 for details on Operations and Storage Areas.

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 VAHCS, local, state, and federal regulations.

C. Hours of Work

Normal working hours are 0700 – 1700 Monday to Friday, except for Federal holidays. Work after-hours (1700 – 0700) or during weekends must be approved by the COR. All schedules and work hours shall be requested, coordinated, and approved through the COR.

D. Phasing

The contractor shall perform the work in each phase in accordance with the Project Schedule sequence.

Execute work to interfere as little as possible with normal functioning of Medical Center as a whole, including operations of utility services, fire protection systems and any existing equipment, and with work being done by others. Use of equipment and tools that transmit vibrations and noises through the building structure, are not permitted in buildings that are occupied, during construction, jointly by patients or medical personnel, and Contractor's personnel, except as permitted by the COR and where required by limited working space.

E. Infection Control

1. Infection Control Requirements and procedures shall be followed in accordance with the Infection Control Risk Assessment (ICRA) Permit, and the project drawings and specifications.

2. Low/No Volatile Organic Compounds (VOC) materials are to be utilized.

3. All ICRA barriers and/or plan of execution shall be in-place and approved by VAHCS Infection Control representative and COR prior to start of work.

4. Refer to Specification Section 01 35 26.1.11 for Personal Protective Equipment Requirements.

F. Security

VHA Directive 0710 defines policy and procedures for personnel security program management at each level of VHA. RHJ VAMC SOP 138-24-13 establishes procedures and delineates responsibilities as they relate to the acquisition of identification badges for contractors at the Ralph H. Johnson VA Medical Center (RHJVAMC) and its VA owned sites of care. Badging must be secured prior to any contractor beginning work on the premises. The COR will determine the type of badge required for their contractor(s) based on the following criteria:

1. If contractor requires escorted access to RHJVAMC for less than 14 days or less, they will require a Visitor Badge.

2. If contractor requires unescorted access for more than 14 days, they will require a PIV-I Badge.

Prior to receiving sponsorship for any badge, all contractors must attend in-person Contractor Safety Training through the Safety Service as coordinated through the COR.

Procedures for acquiring the appropriate identification badge for a contractor are identified below.

(1) Visitor Badges will be issued by the PIV Manager, Engineering Service, to the contractor at the time of use. Government issued photo identification must be provided to obtain a Visitor Badge. Visitor Badges are valid only on the day of issue, and a new Visitor Badge must be issued for any subsequent visit. Visitor Badges are tracked and recorded by the PIV Manager. Visitor badges will only be issued for up to 14 days per calendar year. Visitor Badges requested for weekend work must be coordinated with the COR and the PIV Manager.

(2) PIV-I Badges require the following and must be completed within 14 days:

(a) These three forms listed below must be completed and returned to the PIV Manager, Engineering. These forms must be completed and returned in a timely manner to prevent the 14-day expiration of visitor badges.

1. Background Request form

2. Declaration for Federal Employment form

3. Self-Certification form

(b) Contractors should submit completed forms in advance so that our PIV manager can sponsor the workers and schedule an appointment to have fingerprints completed at our PIV office.

G. Safety

Prior to commencing work, general contractor shall provide proof that an OSHA certified “competent person” (CP) in compliance with (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. 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 CO and has authority to act for the Contractor. Assigned CP shall have completed the OSHA 30-hour construction safety training within the past five (5) years and all other construction workers shall have at least a 10-hour OSHA course. Refer to Specification Section 01 35 26 Safety Requirements for details.

The hospital basement is considered a non-permit confined space. The VA medical center safety department will perform a one-time Pre-Construction Risk Assessment, including atmospheric testing, prior to project work starting. For work in the basement, the Contractor is required to request/obtain a daily Non-Permit Confined Space Entry Notification completed form from the COR/VA medical center safety department.

H. Schedules

The VA requires a schedule with proposed phasing to be submitted no later than 45 calendar days of Notice to Proceed (NTP). The schedule shall be submitted in electronic PDF format using Microsoft Project or equivalent software. Work could be after normal business hours between 1700 and 0700. Any work that is to be performed outside those hours are to be clearly identified on the schedule and approved by the COR prior to commencement of work. Refer to Specifications Section 01 32 16.15 for Project Schedule Submittal Process.

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.

I. Parking/Laydown Area

The Contractor shall make arrangements for parking. At no time shall vehicles be parked on roadways, patient parking areas, the loading dock, etc. Coordinate use of the loading dock for loading/unloading material with the COR. Materials shall not be deposited on the loading dock for any length of time.

There is no guarantee for laydown of material. The VAHCS shall not provide an extensive area for storage of materials and laydown. Scheduling and coordination with the VAHCS will be critical. Materials may be staged provided that the materials are secured and inaccessible by VAHCS patients. Interim Life Safety Measure (ILSM) Permit may be required for staged materials due to increased combustible loading. It is the responsibility of the Contractor to ensure their materials remain secure.

J. Utility Shutdowns

If necessary, to interrupt utility services, the Contractor must coordinate and request a shutdown with the VAHCS prior to shutting down or interrupting any utility system. The Contractor shall provide a minimum of 14 calendar days of notice for a utility shutdown. The Contractor shall make every effort possible to reduce the amount and duration of impacts of utility shutdowns. Requests to shutdown utilities are dependent upon the VAHCS’s ability to maintain normal operations. Should a request be denied due to clinical needs, the COR shall inform the contractor of alternate dates and times that meet the VAHCS’s needs. The Contractor shall submit to the COR a plan that identifies all utilities required to be shut down, a coordination/ work plan (including subcontractors), and provide documentation of all necessary pretests along with the submission of a shutdown request.

K. 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 Statement of Work requirements will be discussed. However, no questions will be answered during the pre-bid meeting. All questions must be officially submitted through the Vendor Portal. 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 CO as an official request for information (RFI). Contractor site investigation outside of the pre-bid meeting shall not be allowed.

L. Submittals

1. Shop Drawing/Product Data: Submit in accordance with Specification Section 01 33 23 Shop Drawings, Product Data, and Samples. Submit materials to be used in the project to the COR for approval prior to purchasing. VA review period is 15 working days for submittals and ten (10) working days for RFI’s.

2. Sustainability Action Plan, Low Pollutant-Emitting Materials Tracking Spreadsheet, Construction Indoor Air Quality (IAQ) Management Plan: Within 30 days after the Preconstruction Meeting provide documentation complying with Specification Section 01 81 13 Sustainable Construction Requirements.

M. Construction Drawings and Specifications

The contractor shall provide the VA with two (2) approved, completed sets of built/record drawings in the electronic version (scanned PDF) to the COR within 15 calendar days after completion and acceptance of the project by the COR. Any deviation from the original plan must be approved prior to change and must be included in the as built/record drawings. See Specification Section 01 00 00 General Requirements for details.

N. Recycling Requirement

The VA 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, refer to Specification Section 01 74 19 Construction Waste Management.

O. Period of Performance

Period of Performance is 365 calendar days from Notice to Proceed, to include material lead time. The Contractor will be required to attend a preconstruction meeting. An ILSM and ICRA will be discussed at the preconstruction meeting and the approved plans to be posted at the job site.

Contractor shall have an accepted schedule, accident prevention plan (APP), and contractor quality control (CQC) plan prior to start of work.

With respect to project schedule, the hospital operations shall take priority. Contractor may have to shift areas of work around to accommodate hospital operations. In the event the schedule is to be changed for any reason the contractor is responsible for notifying the COR within two (2) working days.

Records Management Obligations

A. 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.

B. 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:

1. includes Department of Veterans Affairs records.

2. does not include personal materials.

3. applies to records created, received, or maintained by Contractors pursuant to their Department of Veterans Affairs contract.

4. may include deliverables and documentation associated with deliverables.

C. Requirements

1. Contractor shall comply with all applicable records management laws and regulations, as well as National Archives and Records Administration (NARA) records policies, including but not limited to the Federal Records Act (44 U.S.C. chs. 21, 29, 31, 33), NARA regulations at 36 CFR Chapter XII Subchapter B, and those policies associated with the safeguarding of records covered by the Privacy Act of 1974 (5 U.S.C. 552a). These policies include the preservation of all records, regardless of form or characteristics, mode of transmission, or state of completion.

2. 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.

3. 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.

4. RHJ HCS 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 RHJ VAHCS 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 RHJ VAHCS. The agency must report promptly to NARA in accordance with 36 CFR 1230.

5. 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 this SOW. 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 is 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 is no longer required, it shall be returned to RHJ VAHCS 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. Destruction of records is EXPRESSLY PROHIBITED unless in accordance with Paragraph (4).

6. 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 RHJ VAHCS guidance for protecting sensitive, proprietary information, classified, and controlled unclassified information.

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

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

9. 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.

10. The RHJ VAHCS 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 RHJ VAHCS 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.

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

D. Flowdown of requirements to Subcontractors

1. The Contractor shall incorporate the substance of this clause, its terms and requirements including this paragraph, in all subcontracts under this contract, and require written subcontractor acknowledgment of same.

2. Violation by a subcontractor of any provision set forth in this clause will be attributed to the Contractor.

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