ATTACHMENT - Construction SOW.pdf

CONSTRUCTION

RENOVATE LAKE NONA EMERGENCY DEPARTMENT (ED) AND OBSERVATION UNIT

PROJECT NO. 675-23-100

ORLANDO VA HEALTHCARE SYSTEM

13800 VETERANS WAY, ORLANDO, FL 32827

I. DEFINITION AND ACRONYMS:

A. Construction: as defined by the Department of Veterans Affairs (DVA) Is the procurement by the Government, under one (1) contract, with one (1) firm for the construction services on a specific project.

B. Contracting Officer (CO): The services to be performed under this contract are subject to the general supervision, direction, control, and approval of the Contracting Officer.

C. Project Manager (PM)/Contracting Officer’s Representative (COR): The Contracting Officer's representative is responsible for administering contracts under the immediate direction of the Contracting Officer.

D. Contractor: This term, as used herein, refers to the contractor under this contract.

E. Pre-Construction Risk Assessment (PCRA): Used to identify potential risks associated with the renovation, construction, and some maintenance & repair activities and to develop risk mitigation strategies to minimize these risks. Prior to beginning work, this assessment will be completed.

F. Interim Life Safety Measures (ILSM): Measures that are instituted to compensate for significant hazards posed by existing life safety (fire) code deficiencies or construction/renovation activities.

G. Request for Proposal (RFP): This is a solicitation made, often through a bidding process, by an agency or company interested in procurement of a commodity or service to potential suppliers to submit proposals.

H. Florida Department of Environmental Protection (FDEP): Protects, conserves, and manages Florida's natural resources and enforces the State's environmental laws.

I. National Fire Protection Association (NFPA): The world's leading advocate of fire prevention and an authoritative source on public safety, NFPA develops, publishes, and disseminates codes and standards intended to minimize the possibility and effects of fire and other risks.

J. Competent Person (CP): One who is capable of identifying existing and predictable hazards in the surroundings or working conditions which are unsanitary, hazardous, or dangerous to employees, and who has authorization to take prompt corrective measures to eliminate them.

II. SCOPE OF WORK:

A. General Requirements:

The Department of Veterans Affairs, Orlando Veterans Affairs Healthcare System (OVAHCS), is seeking professional Bid-Build (B/B) services to construct the project titled “Renovate Lake Nona Building 2 for Emergency Department and Observation Unit” at the OVAHCS, Lake Nona facility, 13800 Veterans Way, Orlando, FL 32827.

The Contractor shall provide all construction services including labor, materials, tools, equipment, and supervision as necessary to construct the project described herein and other specified tasks as further defined in the Statement of Work (SOW). The construction shall be in accordance with the 100% design drawings and specifications for this project. Refer to attachments.

B. Project Overview:

This project will expand the existing Emergency Department by repurposing the existing waiting area, two (2) triage rooms, and the adjacent support rooms into fourteen (14) new Fast Track treatment rooms, remodeling the current Bravo Unit into a new Observation Unit with ten (10) new observation rooms, and adding a new Heating Ventilation and Air Conditioning (HVAC) unit on the roof of the waiting room expansion. The Fast Track space is approximately 3,789 square feet (sf) and the Observation Unit has 4,659 sf. Both areas are located on the ground floor and are attached to and adjacent to the Emergency Department, respectively. The HVAC unit work is located on the roof of the waiting room expansion, which is also located on the ground floor.

C. Specific Project Requirements:

1. The contractor shall complete all construction work in accordance with construction documents in a manner that does not impact patient care at the facility. Normal operating hours for the clinic are Monday through Friday from 7:00 am to 4:00 pm.

2. All temporary wall construction work is to be performed between 12:00 am to 7:00 am on weekends only (Friday, Saturday, and Sunday).

3. This project has three (3) phases of construction, in which the contractor shall start work in the fast-track area.

The contractor shall refer to the construction drawing regarding the phasing plane.

D. Special Requirements:

a) Badges: Facility Management Services (FMS) will issue identification badges to contractors, employees, and subcontractors which must be worn at all times when on VA property.

b) Contractor shall provide a list of all personnel who will participate in the project. Personnel can be subjected to a background investigation prior to the commencement of work. Contractor will be issued an appropriate quantity of badges per the provided list.

c) Contractor shall keep the area cleaned daily and haul away all construction debris. When removing construction debris from the facility it must be in a covered cart when entering and exiting the building.

d) All materials shall be tracked and logged to be reported back to the COR or Green Environmental Management System (GEMS) coordinator for recycling tracking purposes. This shall be reported monthly.

e) Contractor shall provide written daily reports on all construction activity to the COR.

f) Contractor shall receive and store all their equipment and material.

III. STATEMENT OF BID ITEM(S):

A. Item 1. General Construction (Base Bid): Work includes general construction, alterations, mechanical, electrical, plumbing, fire protection, and necessary removal of existing 1st-floor wall partition, ceiling, and floor finish system, and certain other items.

B. Item 2. Deduct Alternate No. 1: Do not install any single-axis patient lifts. Keep all double-axis XY patient lifts and all structural supports for both kinds of as base bid.

IV. SCHEDULING, PHASING, AND WORKING HOURS:

A. All work hours SHALL be coordinated with the project’s COR to prevent interference with normal clinic functions. Work that interferes with normal clinic functions which, includes all utility outages, shall be performed during WHEN hours (Weekends, Holidays, Evenings, and Nights) so as not to interfere with normal clinic functions.

B. Performing on-site work during WHEN hours will require approval from the COR. Requests shall be submitted via email by the Contractor at least 72 hours prior to the requested date and at no additional cost to the Government. Approvals are subject to the availability of on-site staff.

C. Length of Project

1. The project’s construction phase SHALL be completed in no more than 540 calendar days from the Government issuance of a Notice of Proceed (NTP) and schedule.

2. Contractor shall submit a Critical Path Method (CPM) schedule for the Construction with estimated dates and itemized cost of work to the Contracting Officer for review and approval before the Notice to proceed.

D. Utility shutdowns/Outages: All shutdowns involving temporary impairment of utilities, including disruption of fire alarms, shall be requested by the Contractor at least 14 calendar days in advance.

E. Contractor shall provide 72 notices access to the telephone room doing contraction.

F. The project has three (3) phases of construction in which the contractor shall start work in the fast-track area. The contractor shall refer to the construction drawing regarding the phasing plane.

V. PROJECT CLASSIFICATION:

A. Contractor shall secure the area prior to the commencement of work and follow the Orlando VA Healthcare

System guidelines and policies for Pre-Construction Risk Assessment (PCRA) and Interim Live Safety Measures

(ILSM).

B. Risk Assessment: This project has been classified per the Construction Infection Control Risk Assessment as a Type D, Medium Risk Group, Class IV (ISLM Level 1) project.

C. The required PCRA for the project is in the specification.

VI. SAFETY REQUIREMENTS:

A. All Contractor personnel are required to have completed an Occupational Safety and Health Administration

(OSHA) approved 10-hour construction worker course prior to working on the site. The On-site general superintendent/supervisor is required to have completed an OSHA-approved 30-hour construction course prior to working on the site. The Contracting Officer (CO) must receive a copy of current certificates identifying the successful completion of the training prior to executing work for the Veterans Administration. In addition, Contractor shall provide submittals for contract construction or renovation work which include the names, qualifications, and training dates for Contractor’s Competent Persons (CP), who have been designated to administer the site-specific safety program, as well as the CP for other activities as required by OSHA regulation 29 CFR 1926.32 (such as scaffolds, cranes, excavations, etc.). Contractor’s CP are required to implement and maintain effective safety programs that identify and control hazards that may cause injury or illness to VA patients, staff, visitors, and contractor employees. The VA CP does not take the place of Contractor’s CP nor acts on their behalf. The VA CP determines if Contractor is meeting VA standards and contractual requirements for safety and OSHA compliance. When these standards and contract requirements are not being met, the VA COR and/or CP will take immediate action to prevent injury, non-compliance, and/or property damage. The Contractor shall submit an Activity Hazard Analysis (AHA), and an Accident Prevention Plan (APP) as per FAR 52.236-13 prior to commencement of site activities. The Government shall have twenty-one (21) calendar days to review the AHA and APP.

B. The Contractor shall submit documentation validating completion of the OSHA construction safety course for all personnel.

VII. RECORDS MANAGEMENT:

A. Applicability: This clause applies to all Contractors whose employees create, work with, or otherwise handle

Federal records, as defined in Section B, Definitions, 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 VHA records.

2. Does not include personal materials.

3. Applies to records created, received, or maintained by Contractors pursuant to their VHA 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. chapters. 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 Code of Federal Regulations (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, the 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. VHA 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 VHA or destroyed except 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, the Contractor must report to VHA. 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 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 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 VHA 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 Section C. Requirement, 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 VHA 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 VHA policy.

8. The Contractor shall not create or maintain any records containing any non-public VHA information that is 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 VHA 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 VHA 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 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.

** VHA training for Contractors is available in Talent Management System (TMS):

Records Management for Records Officers and Liaisons, Item #3873736 **

D. Flow down 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 vehicle], 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.

VIII. GOVERNMENT FURNISHED INFORMATION:

All available record drawings will be provided upon request to the Contractor. They should not, however, be considered “as-built”. These drawing files are provided without warranty or obligation as to the accuracy or information contained in the files. All information in the files shall be independently verified by the user. Any user shall agree to indemnify and hold the VA harmless from any and all claims, damages, losses, and expenses, including, but not limited to, attorney fees arising out of the use of the Computer Aided Design and Drafting (CADD) drawing files.

IX. RESOURCES:

A. Office of Construction & Facilities Management: http://www.cfm.va.gov/index.asp

1. VA Office of Health and Safety (OHS): http://www1.va.gov/vasafety/

2. Construction Infection Control Risk Assessment Memorandum

B. Other construction standards and publications that shall be applied to this work include, but are not limited to:

1. National Fire Protection Association (NFPA) Codes & Standards: www.nfpa.org

2. OSHA Rules and Regulations

3. Life Safety Code (NFPA 101) latest edition

C. Applicable sections of the VA Master Construction Specifications will be provided and prepared by the Architect/Engineer, including all the necessary adaptations.

X. SUBMITTALS:

A. Contractor shall submit documentation proof of OSHA construction safety course.

B. General Contractor License and Insurance.

C. Submittal as per Construction Documents and Specifications.

D. Warranties

XI. QUALITY ASSURANCE/QUALITY CONTROL:

A. The Construction Contractor shall develop and execute a QA/QC plan that demonstrates the project plans and specifications have gone through a rigorous, thorough review and coordination effort.

B. Within 2 weeks of receipt of the Notice to Proceed, the Construction Contractor will submit a detailed QA/QC plan describing each QA/QC task that will be taken during the construction phase and the name of the Contractor’s team member responsible for QA/QC.

C. Upon its completion each task shall be initialed and dated by the responsible Contractor’s team member.