Attachment I - Contractor Laydown Areas.pdf

V A L O N G B E A C H H E A L T H C A R E S Y S T E M

S.O.P. 400.3 – CONTRACTOR LAYDOWN AREA

PROJECTS AND CONSTRUCTION MANAGEMENT SECTION

FEBRUARY 2021

I) PURPOSE:

A) To provide a consistent process and outline the requirements for the utilization of VA Long Beach Healthcare System (VALBHS) laydown areas during a project’s construction phase.

II) INTRODUCTION:

A) This Standard Operating Procedure (SOP) is designed to provide guidance from VHA Long Beach Engineering Service and OSEMS, for Contractors that require laydown areas on VALBHS property.

B) The project’s PM/COR and OSEMS, must approve any use of VALBHS property for construction related activities; which includes laydown areas. Final approval of laydown area shall be provided by the Planning & Program Management Section (P/PM).

C) Once a construction project has been awarded, the project’s PM/COR shall coordinate and provide appropriate forms to the contractor for compliance with VALBHS laydown area requirements. Any deviations from this SOP must be approved by the P/PM Section.

III) DEFINITION(S):

A) PM/COR: PM (Project Manager) – Individual designated to lead the project. COR (Contracting Officer's Representative) – Individual designated and authorized in writing by the contracting officer to perform specific technical and administrative functions. The COR is not authorized to make any commitments or changes that will affect price, quality, quantity, delivery, or any other term or condition of the contract.

B) Laydown area: Areas reserved for storage of large materials and equipment during the project’s construction phase.

C) VALBHS: VA Long Beach Healthcare System includes Tibor Rubin VA Medical Center located in Long Beach, California, and five Community-Based Outpatient Clinics; located in: Anaheim, Laguna Hills, Santa Ana, Santa Fe Springs, and Villages at Cabrillo-Long Beach. This SOP only applies to: Tibor Rubin VA Medical Center, located at: 5901 E. 7th St., Long Beach, CA 90822.

D) P/PM: Planning & Program Management

E) OSEMS: Occupational Safety & Emergency Management Service

IV) PROCEDURES:

A) Once a construction project has been awarded, requests for temporary construction laydown areas shall be coordinated with the P/PM Section. This coordination shall occur during the project’s initial meeting with the stakeholders. The project’s PM/ COR shall ensure that OSEMS and the P/PM Section is invited to this meeting, and any subsequent meeting, as needed, for proper coordination.

B) The project’s PM/ COR shall provide ES Form 600-138-G CLAR – Contractor Laydown Areas Request form for contractor to fill out Section I. In this form the contractor provides the length of time, description of the items being stored in the laydown area, and size of laydown area being requested; for the P/PM Section to properly coordinate.

C) Contractor shall return the form to the PM/COR within 5 days, to review and sign form.

D) The PM/COR shall send the form to OSEMS FLS/GEMS and their Section Chief for approval and will then forward it to the P/PM Section for final approval.

E) P/PM Section will review and approve Laydown Area Request form within 7 days.

1) The P/PM Section will attempt to provide size of area requested by the contractor but, due to ongoing construction projects, laydown space might be limited, and size of area provided can be less than requested.

2) Laydown area request will receive final approval by the P/PM Section who will also assign the area that the contractor will use. The P/PM Section will provide a sketch/drawing of the assigned area in conjunction with the approved request form back to the contractor via the project’s PM/COR.

F) Once laydown area has been assigned and approved, the contractor will be responsible to meet the following requirements for VALBHS laydown areas.

1) The Contractor shall confine all storage of materials and equipment on VA premises. Temporary buildings (e.g., storage sheds, shops, offices) and utilities may be erected by the Contractor only with prior approval. Refer to Section 1.6 of Specification 01 00 00 “General Requirements”.

a) If Contractor requires power in the laydown areas, the Contractor shall provide its own generator(s) as needed.

2) The Contractor shall use only established roadways, or use temporary roadways constructed by the Contractor with prior authorization. When it is necessary to cross curbs or sidewalks, the Contractor shall protect them from damage. The Contractor shall repair or pay for the repair of any damaged curbs, sidewalks, planting areas or roads per Section 1.6 of Specification 01 00 00 “General Requirements”.

3) The Contractor shall execute work so as to interfere as little as possible with normal functioning of Medical Center as a whole.

a) Contractor shall not store materials and equipment in other than assigned areas.

b) Contractor shall provide unobstructed access to VALBHS areas required to remain in operation.

Contractor shall inform the PM/COR if there will be instances of disruption to normal functioning of Medical Center (i.e. delivery of large equipment that will partially obstruct a road, etc.).

4) Site preparation

a) Contractor shall clean and prep area for storing of material, equipment, tools, etc. Area shall be covered in gravel.

b) Fencing – Laydown area shall be fenced off 1’ from boundaries. Any item stored in the laydown areas shall not be placed right against the fence. Fence shall have a green screen and identified with approved water-resistant signs identifying: Contractor’s Name, Emergency Point of Contact, Project Name and Project Number.

5) Site maintenance: Regular disposal of debris is required. Site shall have good organization and housekeeping. This eliminates potential slip, trip and fall hazards, struck-by hazards and biological hazards (i.e. insects and animals). Contractor shall periodically inspect laydown area to improve setup as needed. Refer to Specification 01 74 19 “Construction Waste Management” for management of waste disposal requirements.

6) Safety: OSHA regulations apply to the laydown areas and shall be followed for proper storage of materials. Area shall be kept free from accumulations of materials that constitute hazards from tripping, fire, explosion or pest harborage. Fire extinguishers shall be available, ready for use, and inspected monthly. Contractor shall ensure laydown area is kept clean, safe, and organized by conducting weekly inspections of the laydown area (available for review).

7) Security: Contractor must lock up all equipment and fence at the end of the workday to prevent any theft. Fence shall be locked using a daisy chain lock system. VALBHS is not responsible for any property damage or theft to the Contractor’s equipment or material. It is the Contractor’s responsibility to secure all materials, equipment, tools, etc. stored in the laydown area assigned. Refer to Section 1.6 of Specification 01 00 00 “General Requirements” for all Security requirements.

8) Access to assigned laydown area: Entryway and path to laydown area shall be covered in gravel to ensure accessibility and safe maneuverability. It shall always be kept clean and unobstructed.

9) Site restoration: Once the construction project is complete, the Contractor shall vacate laydown area ensuring area is clean and any debris is disposed of appropriately.

10) Upon completion of construction work, the Contractor shall notify the PM/ COR when laydown area has been emptied for final inspection with PM/COR and/or the P/PM Section. Contractor will have 7 days following completion of construction work to vacate the laydown area. If Contractor fails to vacate the area per the requirements of this SOP, the CO will be notified immediately.

G) Closeout:

1) The Project’s PM/COR and P/PM Section shall perform a final inspection of the area by filling out Section III & IV of ES Form 600-138-G CLAR – Contractor Laydown Areas Request Form.

a) The project’s PM/COR shall ensure that the P/PM Section is notified of the date and time final inspection of the vacated laydown area will take place.

2) Upon Satisfactory Inspection of the Laydown Area, PM/COR and P/PM Section shall sign the form agreeing that the assigned area has been properly vacated. A copy of the form shall be saved in the project’s folder. If Contractor fails to vacate the laydown area per the requirements of this SOP, the PM/COR shall notify the CO immediately via email.

H) The project’s PM/COR shall ensure that the P/PM Section is made aware of any changes to the construction schedule if it affects length of time laydown area will be needed. This will ensure proper planning and coordination of laydown areas for future projects.

I) The project’s PM/ COR shall be responsible for Contractor compliance with all conditions of this SOP and any specific site approval conditions. There will be no approvals granted outside of this process.

J) The project’s PM/COR shall be responsible for performing regular safety inspections of the area and of notifying the Contractor of any deficiencies found.

V) DOCUMENTATION:

A) All correspondence will include the complete project name and number. All emails should include the project number and name in the Subject Line.

B) Any trailers, fencing or temporary buildings placed in the laydown area will be identified with water-resistant signage identifying: Contractor Name, Emergency Point of Contact and the Project name via the VA laydown area identification template.

VI) REFERENCES:

A) SECTION 01 00 00: General Requirements. https://www.cfm.va.gov/til/

B) SECTION 01 35 26: Safety Requirements. https://www.cfm.va.gov/til/

C) SECTION 01 74 19: Construction Waste Management. https://www.cfm.va.gov/til/

VII) FOLLOW-UP RESPONSIBILITY: Chief of Planning & Program Management Section and Chief of Projects & Construction Management Section, Engineering Service VALBHS.

VIII) REVIEW AND REISSUE DATES:

A) Review Date: Annually

B) Reissue Date: February 2022

IX) SUPERSEDES: N/A

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