Attachment A_598-23-107 Construction Statement of Work.pdf

STATEMENT OF WORK

CONSTRUCTION PACKAGE

FOR

Medical Gas Deficiencies 598-23-107

Central Arkansas Veterans Healthcare System

VISN 16, Group 598

North Little Rock, Arkansas

Prepared By

CAVHS Planning and Design Office

August 13th, 2025

1. DESCRIPTION OF WORK

A. A new underground communication line will be run between the main hospital building at the Little Rock (JLM) Campus and the adjacent storage tanks at the northeast portion of the facility. The existing pavement will be removed and replaced for the installation of the new communication line. At the building entry location there is currently a temporary construction fence and mechanical equipment that will require coordination to accommodate installation.

B. A new underground communication line will be run between buildings 69 and 170 at the North Little Rock (EJT) campus. Installation will involve crossing an existing roadway.

The existing sidewalk, pavement, curb and gutter will be removed and replaced for the installation of the new communication line. The proposed route will also run adjacent to an existing enclosure for liquid oxygen.

C. The main oxygen shutoff valve and check valves in the chiller plant at the JLM campus will be replaced, and additional shutoff valves will be provided to allow for a temporary connection to oxygen bottles while system maintenance is being performed. Temporary oxygen will be provided, as needed, during shutdown at the zone valve level. The check valves near the main oxygen shutoff valve for the North Little Rock campus will be replaced. Temporary oxygen will be provided, as needed, during shutdown at the zone valve level.

D. The campus area alarms and shut off valves are located in a variety of locations and multiple wall types throughout the facilities. The architectural scope of work will focus on the completed installation and finishing of the device locations. A comprehensive patch, repair and refinish program will be instituted throughout the duration of the project. All of the new modifications and installations should match the adjacent materials in color, style and finish. All locations will be reviewed and approved by the COR for compliance with the project scope of work.

E. The main oxygen shutoff valve and check valves in the chiller plant at the JLM campus will be replaced, and additional shutoff valves will be provided to allow for a temporary connection to oxygen bottles while system maintenance is being performed. It is expected that this work will take four (4) hours to complete. Temporary oxygen will be provided, as needed, during shutdown at the zone valve level. The check valves near the main oxygen shutoff valve for the North Little Rock campus will be replaced. It is expected that this work will take four (4) hours to complete. Temporary oxygen will be provided, as needed, during shutdown at the zone valve level.

F. Electrical work at the JLM campus will consist of protecting and preserving existing electrical feeds to med gas alarm panels, area alarms, and zone valve boxes. New branch circuits will be provided to feed any newly installed zone valve boxes, area alarms, or med gas alarm panels.

G. Electrical work at the EJT campus will consist of protecting and preserving existing electrical feeds to med gas alarm panels, area alarms, and zone valve boxes. New branch circuits will be provided to feed any newly installed zone valve boxes, area alarms, or med gas alarm panels. Power will be provided specifically for the new med gas master alarm in the Dental Suite located in Building 170, Wing 2B.

1. PROJECT AREA

A. All work shall be performed in the immediate project area of John L. McClellan Memorial Veteran’s Hospital (JLM) 4300 West Seventh Street Little Rock, Arkansas 72205 and Eugene J. Towbin (EJT) VA Healthcare Center 2200 Fort Roots Dr. North Little Rock, Arkansas 72114.

2. CONSTRUCTION SECURITY REQUIREMENTS

A. Security Plan:

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

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

B. Security Procedures:

i. General Contractor’s employees shall not enter the project site without an appropriate contractor developed and contractor provided badge. The contractors provided badges shall include company name, project number, and project name.

They may also be subject to inspection of their personal effects when entering or leaving the project site.

ii. Before starting work the General Contractor shall give one week’s notice to the Contracting Officer so that security escort arrangements can be provided for the employees if required. This notice is separate from any notices required for utility shutdown described later in this section.

iii. No photography of VA premises is allowed without the written permission of the Contracting Officer.

iv. VA reserves the right to close or 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.

3. PRIVACY AND INFORMATION SECURITY

A. Information Systems Officer, Information Protection:

i. 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.

B. Privacy Officer:

i. The contractor will not have access to protected Patient Health Information (PHI) and 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 are de-identified.

C. Records Manager:

i. Citations to pertinent laws, codes, and regulations such as 44 U.S.C chapters 21, 29, 31 and 33; Freedom of Information Act (5 U.S.C. 552); Privacy Act (5 U.S.C. 552a);

36 CFR Part 1222 and Part 1228.

ii. Contractor shall treat all deliverables under the contract as the property of the U.S.

Government for which the Government Agency shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest.

iii. The contractor shall not create or maintain any records that are not specifically tied to or authorized by the contract using Government IT equipment and/or Government records.

iv. Contractors shall not retain, use, sell, or disseminate copies of any delivery that contains information covered by the Privacy Act of 1974 or which is generally protected by the Freedom of Information Act.

v. The contractor shall not create or maintain any records containing any Government Agency records that are not specifically tied to or authorized by the contract.

vi. The Government Agency owns the rights to all data/records produced as part of this contract.

vii. The Government Agency owns the rights to all electronic information (electronic data, electronic information systems, electronic databases, etc.) and all supporting documentation created as part of this contract. Contractors must deliver sufficient technical documentation with all data deliverables to permit the agency to use the data.

4. OPERATIONS AND STORAGE AREAS

A. The Contractor shall confine all operations (including storage of materials) on Government premises to areas authorized or approved by the Contracting Officer. Due to limited space on the John L. McClellan VA Hospital campus, the facility does not have contractor storage space available.

B. Workmen are subject to rules of Medical Center as applicable to their conduct.

C. Plan and execute the work with minimal impact to the normal functioning of Medical

Center as a whole, including patient care, operations of utility services, fire protection systems and any existing equipment, and with work being done by others.

i. Do not store materials and equipment in other than assigned areas.

ii. Schedule delivery of materials and equipment to immediate construction areas within buildings in use by Department of Veterans Affairs in quantities sufficient for not more than two workdays. Provide unobstructed access to Medical Center areas required to remain in operation.

D. Phasing:

i. The Medical Center must maintain its operation 24 hours a day 7 days a week.

Therefore, any interruption in service must be scheduled and coordinated with the COR to ensure that no lapses in operation occur. It is the CONTRACTOR'S responsibility to develop a work plan and schedule detailing, at a minimum, the procedures to be employed, the equipment and materials to be used, the interim life safety measure to be used during the work, and a schedule defining the duration of the work with milestone subtasks. The work to be outlined shall include, but not be limited to:

ii.

a. To ensure such executions, the Contractor shall furnish the COR with a schedule of approximate dates on which the Contractor intends to accomplish work in each specific area of site, building or portion thereof.

5. AS-BUILT DRAWINGS

A. The contractor shall maintain one full-size sets of as-built drawings which will be kept current during construction of the project, to include all contract changes, modifications and clarifications.

B. All variations shall be shown in the same general detail as used in the contract drawings.

To ensure compliance, as-built drawings shall be made available for the COR review, as often as requested.

C. The contractor shall deliver two (2) approved, complete sets of as-built drawings in the electronic version (scanned PDF and AutoCAD Record Drawings) to the COR within 15 calendar days after each completed phase and after the acceptance of the project by the

COR.

D. Paragraphs A, B, & C shall also apply to all shop drawings.

6. AVAILABILITY AND USE OF UTILITY SERVICES

A. The Government shall make all reasonably required utilities available to the Contractor from existing outlets and supplies, as specified in the contract. The Contractor shall carefully conserve any utilities furnished without charge.

B. The Contractor, at Contractor's expense and in a workmanlike manner, in compliance with code and as satisfactory to the Contracting Officer, shall install and maintain all necessary temporary connections and distribution lines. Before final acceptance of the work by the Government, the Contractor shall remove all the temporary connections, distribution lines, meters, and associated paraphernalia and repair restore the infrastructure as required.

7. UTILITY SHUTDOWNS

A. No utility services such as water, gas, steam, HVAC, sewers, electricity, or fire protection systems and communications systems may be interrupted without prior approval of the CAVHS Chief Engineer. If services must be interrupted to other services outside of the immediate work area of this scope, a minimum of 14 days’ written notice must be submitted for approval. This outage request must identify the affected buildings, areas, rooms, date, duration, outage description, and the procedure of the intended work.

8. TESTS

A. The contractor shall provide a written testing and commissioning plan complete with component level, equipment level, sub-system level and system level breakdowns. The plan will provide a schedule and a written sequence of what will be tested, how and what the expected outcome will be. This document will be submitted for approval prior to commencing work. The contractor shall document the results of the approved plan and submit it for approval with the as-built documentation.

B. Pre-test mechanical and electrical equipment and systems and make corrections required for proper operation of such systems before requesting final tests. The final test will not be conducted unless pre-tested.

C. Conduct final tests required in various sections of specifications in the presence of an authorized representative of the Contracting Officer. The contractor shall furnish all labor, materials, equipment, instruments, and forms, to conduct and record such tests.

D. All related components as defined above shall be functioning when any system component is tested. Tests shall be completed within a reasonably period of time during which operating and environmental conditions remain reasonably constant and are typical of the design conditions.

E. An individual test result of any component, where required, will only be accepted when submitted with the test results of related components and of the entire system.

9. INSTRUCTIONS

A. The contractor shall furnish Maintenance and Operating manuals (hard copies and electronic) and verbal instructions when required by the various sections of the specifications and as hereinafter specified.

B. Manuals: Maintenance and operating manuals and one compact disc (four hard copies and one electronic copy each) for each separate piece of equipment shall be delivered to the COR coincidentally with the delivery of the equipment to the job site. Manuals shall be complete, detailed guides for the maintenance and operation of equipment.

They shall include complete information necessary for starting, adjusting, maintaining in continuous operation for long periods of time and dismantling and reassembling of the complete units and sub assembly components. Manuals shall include an index covering all component parts clearly cross referenced to diagrams and illustrations. Illustrations shall include "exploded" views showing and identifying each separate item. Emphasis shall be placed on the use of special tools and instruments. The function of each piece of equipment, component, accessory and control shall be clearly and thoroughly explained. All necessary precautions for the operation of the equipment and the reason for each precaution shall be clearly set forth. Manuals must reference the exact model, style and size of the piece of equipment and system being furnished. Manuals referencing equipment similar to but of a different model, style, and size than that furnished will not be accepted.

C. Instructions: Contractor shall provide qualified, factory trained manufacturers' representatives to give detailed training to assigned Department of Veterans Affairs personnel in the operation and complete maintenance for each piece of equipment. All such training will be at the job site. These requirements are more specifically detailed in the various technical sections. Instructions for different items of equipment that are component parts of a complete system shall be given in an integrated, progressive manner. All instructors for every piece of component equipment in a system shall be available until instructions for all items included in the system have been completed. This is to ensure proper instruction in the operation of inter-related systems. All instruction periods should be at such times as scheduled by the COR and should be considered concluded only when the COR is satisfied in regard to complete and thorough coverage.

The contractor shall submit a course outline with associated material to the COR for review and approval prior to scheduling training to ensure the subject matter covers the expectations of the VA and the contractual requirements. The Department of Veterans Affairs reserves the right to request the removal of, and substitution for, any instructor who, in the opinion of the COR, does not demonstrate sufficient qualifications in accordance with requirements for instructors above.

10. PROJECT MEETINGS

A. Each week the contractor holds a progress meeting to review progress to date and to resolve all questions for the upcoming week. The progress meeting shall include at a minimum, the Project Manager and the Superintendent representing the Contractor, the COR and the CO representing the Government. Technical supervisor (foreman), sub-contractors, suppliers, etc. shall attend when requested by the Contracting Officer. The meeting shall be on the same day, time, and place each week.

B. Meeting Minutes - The contractor shall take minutes of all meetings held relative to this project. The format must be acceptable to the Contracting Officer Representative (COR). Minutes must include the meeting date and time; agenda; meeting location; list of participants with their affiliations, and email addresses; 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 e-mail, complete copies of all minutes to all attendees within 72 hours of the meeting. All challenges to the minutes will be reflected in a revised version prepared by the contractor and CO along with the contractor and COR shall sign/initial the minutes. In the event of any disputes or challenges that can’t be resolved, the Contracting Officer shall make a final decision.

Copies of updated minutes shall be distributed to all attendees within 48 hours after the change notice.

11. HOLIDAYS: The following legal holidays are observed by this Government Agency to include any day declared by the federal government as a holiday.

New Year's Day January 1st

Martin Luther King's Birthday Third Monday in January Presidents 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 4th Thursday in November Christmas Day December 25th

12. FINAL CLEANUP

A. Final clean up and finishes. At the completion of the work, all fixtures, equipment, and materials shall be cleaned. The Contractor shall do a final cleaning to include disposal of debris resulting from construction as well as dispose of containers for the materials used during the performance of the work.

13. PERIOD OF PERFORMANCE

A. The Performance Period for this project is two hundred and forty (240) calendar days after the issuance of the Notice to Proceed.

14. WARRANTY

A. The contractor shall warrant its work against faulty workmanship for a period of not less than one year from the date of Government acceptance of the work provided under this contract. Under this warranty, the contractor shall be prepared to return to the work site within one working day after notification without charge to make any necessary repairs.