Attachment SOW 3-14-2025.pdf

03/14/25

Construction Scope of Work (SOW) for Replace Roof for Building 1

593-24-302

1. Introduction

This Scope of Work (SOW) outlines the requirements and expectations for the "Replace Roof for

Building 1" project at the VA Southern Nevada Healthcare System (VASNHS). The objective of this project is to address and resolve issues with the existing roof of Building 1, which has reached the end of its design life and has been compromised due to deterioration and water intrusion. The contractor shall furnish all labor, materials, equipment, and supervision necessary to complete the project in accordance with the provided drawings and specifications, effectively addressing the degradation and water intrusion resulting from the failure of the current roofing system.

2. Objective

The objective of this project is to implement the design drawings in accordance with the 100% construction drawings and specifications to replace/repair the existing roof of Building 1. This includes ensuring the roof meets current VA standards and provides adequate protection against weather elements. The project will encompass any necessary repairs to the roof slope, installation, or repair of lightning protection systems. The Architectural/Engineering design team has provided comprehensive architectural and consultant design and assessment based on observations and surveys of existing conditions, as detailed in the provided construction documents. An Infrared (IR) roof scan survey and subsequent moisture penetration studies were completed to verify areas of the roof in need of full replacement.

3. Pre-Bid Visit

3.1 Bidders are strongly urged to conduct a site visit prior to submitting their bids to evaluate the extent of the required repairs. Coordination for the site visit should be arranged with the Contracting Officer (CO) and the Contracting Officer's

Representative (COR).

3.2 Drones are prohibited and not permitted during the pre-bid site visit.

4. Period of Performance

The period of performance for this project shall be no more than 182 Calendar days.

Account material lead times in the project period of performance.

The work will be accomplished in Medical Center Building 1 at VASNHS, located at 6900 North Pecos

Road, North Las Vegas, NV 89086.

5. Project Requirements

The contractor shall be responsible for performing the following tasks, including but not limited to:

5.1 Roof Replacement and Repairs

5.1.1 Replace the existing roof with new materials in the specified areas in accordance with the 100% construction drawings and specifications. Prepare the existing roof to meet the required manufacturer's 20-year warranty conditions before installation.

Install roofing system that meets current VA standards and is in accordance with the construction documents.

5.1.2 Repair or install any additional lightning protection systems within the Statement of

Work area, including addressing existing loose, detached, or broken lightning protection. The lightning protection system will then need to be recertified at the contractor's expense as stated in the construction documents.

5.1.3 The Contractor shall, at its own expense, replace or repair any equipment lines damaged during construction, including but not limited to connection lines, flex cables, and conduit, to ensure they are restored to working condition and recertified.

5.1.4 Address roof slope issues as specified in the construction documents.

5.1.5 Install/repair exterior duct insulation for the noted areas.

5.1.6 The Contractor shall conduct an Infrared Roof Moisture Survey. This survey shall be a ground-based, walk-over type survey performed in accordance with ASTM C1153 and as specified in section 07 01 50.91 of the Roof Restoration requirements.

5.2 Site Visit

5.2.1 All contracted personnel, including subcontractors whose employees require routine physical access, must request Non-Personal Identity Verification (PIV) access. This is in accordance with FAR 52.204-9, which mandates the inclusion of the clause for contracts requiring routine access to Federally-controlled facilities. The expected timeframe to obtain PIV access is approximately 30 to 45 days. See section, 19. Non-PIV for more details.

5.2.2 The contractor shall perform a site visit to verify existing conditions, take measurements, and survey the construction area. The contractor shall coordinate with the VA Contracting Officer Representative (COR) to schedule the site visit. The site visit shall take place within seven (7) calendar days of the contractor receiving a

NTP from the VA Contracting Officer. This site visit may be scheduled in conjunction with the Kick-off meeting.

5.2.2.1 During this visit, contractors are required to have the following items and documentation:

a) Appropriate fall protection harnesses and equipment that are not expired.

b) Safety vests.

c) Hardhats.

d) Closed-toe shoes.

e) Certifications of fall protection competence for each person.

f) An up-to-date contractor's safety policy manual.

Due to certain areas being inadequate to walk without fall protection, the

VA safety officer will need to evaluate these required items before proceeding with the roof walk. Therefore, having these items and information is critical before the scheduled walk. Additionally, some parapet areas do not have direct access, so contractors are to bring their own ladders if needed, as the VA cannot provide ladders due to liability concerns.

5.2.3 Drones are not permitted on our property unless the contractor has obtained prior authorization from Nellis Air Force Base. The contractor must present this authorization to the COR, including any written approval and contact information of the approver from Nellis Air Force Base.

5.2.4 Contractors and subcontractors are prohibited from parking in patient parking areas. They must use parking lots I or J, located at the far southeast of the facility.

5.2.5 Laydown area to be provided upon award.

5.2.6 Contractors are responsible for implementing any and all necessary safety precautions for navigating near biohazard vents, active radio antennas, and any other hazards present within work area.

5.3 Coordination and Planning

5.3.1 The contractor shall coordinate all work with COR in accordance with the

SpecificaEons 01 00 00, General Requirements.

5.3.2 The Contractor shall take photographs of the area within the scope of work prior to the commencement of any activities. This precautionary measure will help identify and document any pre-existing damages to equipment or property, thereby mitigating potential disputes over damages that may arise during construction.

These photographs should then be shared with the COR for archival purposes before the start of the work. The Contractor shall provide the photographs via their own

File Transfer Protocol (FTP) site, ensuring that the folders are organized by the date the photos were taken and the specific location.

5.3.3 All existing equipment within the work area that requires temporary relocation or disconnection during the project must be identified before any relocation or disconnection efforts commence. Contractors shall coordinate with the COR to determine the new temporary location of the equipment. The COR will require fifteen (15) calendar days to have sufficient time to contact each relevant department to ensure there is no disruption to their services and to follow the proper shutdown procedures when temporarily relocating or disconnecting the equipment from the roof.

5.3.4 Coordinate the training and certification of the VA maintenance team with the vendor to ensure they are qualified to perform any necessary repairs on the new roof system. This training and certification are essential to comply with the 20-year warranty requirements.

5.3.4.1 During training, the contractor shall record a video of the training session for

VA records. This is to ensure that VA personnel who are unable to attend the training can still benefit from it, and to provide a resource for future VA

Maintenance employees.

5.3.5 Provide a Crane Pick/Lift Plan detailing the crane's location and the anticipated time impact. This plan must be approved by the VA Safety Officer and the COR. The COR will subsequently seek approval from various facility personnel.

5.3.6 Provide a scaffolding plan, including a detailed scaffolding certification procedure, and outline the contractor's methods for securing and restricting access to the scaffolding. By providing a comprehensive scaffolding plan, certification procedure, and access control measures, the contractor can ensure the safety and security of the scaffolding in compliance with the requirements set forth in the contract.

5.3.6.1 Scaffolding Plan:

a) Design and Layout: Provide detailed drawings and specifications of the scaffolding structure, including dimensions, materials, and load capacities.

b) Erection and Dismantling Procedures: Describe the step-by-step process for safely erecting and dismantling the scaffolding, including the sequence of operations and the personnel involved.

c) Inspection and Maintenance Schedule: Outline the schedule for regular inspections and maintenance of the scaffolding to ensure its continued safety and compliance with the standards issued by the Secretary of Labor at

29 CFR part 1926.

5.3.6.2 Scaffolding Certification Procedure:

a) Certification Requirements: Specify the qualifications and certifications required for personnel involved in the erection, inspection, and maintenance of the scaffolding.

b) Inspection Protocols: Detail the procedures for initial and periodic inspections, including the criteria for certification and the documentation required.

c) Compliance with Standards: Ensure that all scaffolding activities comply with relevant safety standards, such as those issued by the Secretary of

Labor at 29 CFR part 1926 and 29 CFR part 1910.

5.3.6.3 Securing and Restricting Access to Scaffolding:

a) Access Control Measures: Describe the methods for controlling access to the scaffolding, such as the use of barriers, gates, and signage to prevent unauthorized entry.

b) Security Protocols: Outline the security measures in place to monitor and restrict access to the scaffolding, including the use of security personnel, surveillance systems, and access logs.

c) Safety Signage: Ensure that appropriate safety signs are posted around the scaffolding to warn of potential hazards and to provide instructions for safe access and use.

5.3.7 Comprehensive Work Plan

Prior to the start of work, the contractor shall develop and submit a comprehensive work plan detailing the procedures for the delivery, removal, and disposal of materials associated with the replace roofing project. The contractor is responsible for managing all debris generated during the project. They shall provide a dedicated dumpster for waste disposal and a separate recycling dumpster. Additionally, the contractor must furnish a copy of the bill of lading for the recycled materials.

5.3.7.1 Material Delivery:

a) Describe the methods and equipment to be used for transporting materials to the roof.

b) Specify the designated delivery times to minimize disruption to ongoing operations.

c) Outline safety measures to be implemented during the delivery process.

5.3.7.2 Material Removal:

a) Detail the procedures for removing old or unused materials from the roof.

b) Identify the equipment and methods to be used for safe and efficient removal.

c) Include a schedule for material removal that aligns with the project timeline.

5.3.7.3 Material Disposal:

a) Provide a plan for the disposal of waste materials in compliance with local, state, and federal regulations.

b) Specify the types of waste materials and the designated disposal sites.

c) Include measures for recycling or repurposing materials where applicable.

5.3.7.4 Deliverables:

a) A written Material Delivery, Removal, and Disposal Plan submitted to the

Contracting Officer for approval prior to the commencement of work.

b) Regular updates on the implementation of the plan, including any deviations and corrective actions taken.

5.3.7.5 Compliance:

a) The contractor shall ensure that all activities related to material delivery, removal, and disposal are conducted in accordance with the approved plan and relevant regulations.

b) The contractor shall maintain a clean and safe work environment, promptly addressing any issues related to material handling.

5.3.8 Utility Shutdowns

5.3.8.1 Identify utility shutdowns that may impact the building.

5.3.8.2 If utility shutdowns will impact backup power systems, include portable generator systems to ensure the impact on building emergency power is unaffected.

5.3.8.3 The contractor shall coordinate all shutdowns at least fifteen (15) federal working days in advance with the Contracting Officer's Representative.

6. Meetings and Communication

6.1 Contractor shall schedule weekly project meetings.

6.2 Contractor to arrange meetings among its consultants, VA, and/or other agencies or parties required for the execution and completion of the project.

6.3 Contractor shall prepare meeting minutes for each formal meeting with the VA and submit such minutes within three (3) federal workdays.

6.4 Pre-Construction Meeting:

a) The contractor shall attend, in person, a Pre-Construction meeting at the Las Vegas

VA Medical Center, Building 1, room 1H112. This meeting shall occur no later than seven (7) calendar days after contract award. The meeting will review the requirements of the Scope of Work (SOW) and discuss roles, responsibilities, expectations and deliverables for the project. The contractor shall also identify to the Government any issues or concerns they have with the Drawings and

Specifications. The contractor shall coordinate with the Contracting Officer

Representative (COR) via e-mail to establish the date and time of this meeting.

6.5. Weekly Construction Progress Meetings:

a) During construcEon, the contractor shall coordinate and aGend weekly ConstrucEon

Progress MeeEngs at the site and via MicrosoH Teams.

b) The contractor shall coordinate and schedule the day and Eme of the weekly meeEng with the VA COR.

c) The contractor shall provide meeEng agenda, schedule updates/coordinaEon, RFIs, SubmiGals, Quality Control, Safety, and other items needed no later than three (3) federal workdays before the meeEng.

d) Contractor shall take meeEng minutes and distribute those minutes to all aGendees no later than three (3) federal workdays aHer the meeEng. If necessary, the contractor will make correcEons to the minutes and re-issue within three (3) federal workdays of receiving comments.

7. Submittals

Prior to installaEon, the contractor shall submit shop drawings, product data, product samples, and product submiGals per aGached specificaEons 01 33 23 and submiGal register. Contractor shall provide other submiGal as required by this scope of work, specificaEons, and submiGal register.

8. Government review of Submi>als and RFIs

a) VA review period for all contractor submiGals is fiAeen (15) federal working days.

b) VA review period for all RFIs is ten (10) federal working days.

9. Punch List / Final InspecBons

A punch list inspecEon is a criEcal step in the project closeout process. It involves a detailed inspecEon of the completed work to idenEfy any items that do not meet the contract specificaEons, standards, or quality requirements. The punch list is essenEally a document that lists all the tasks, repairs, or adjustments that need to be completed before the project can be considered fully finished and accepted by the owner.

The contractor shall be responsible for performing the following tasks, including but not limited to:

1. PreparaBon of the Punch List:

o As the construcEon project nears compleEon, the contractor shall conduct a thorough inspecEon of the work performed along with the COR and A/E Team. This inspecEon should idenEfy any items that are incomplete, defecEve, or not in compliance with the contract documents.

o The contractor shall document these items in a punch list, which is a detailed list of all the deficiencies that need to be addressed before the project can be considered complete.

2. Submission to the CO and COR:

o The contractor should submit the punch list to the contracEng officer or the designated representaEve, such as the contracEng officer representaEve. This submission should be done in a Emely manner or at the discreEon of the CO to allow for review and coordinaEon of the necessary correcEve acEons.

3. Review and VerificaBon:

o The CO or COR will review the punch list and may conduct their own inspecEon to verify the items listed. They may also idenEfy addiEonal deficiencies that need to be addressed.

o The CO or COR will then provide the contractor with an official punch list that includes all the items that need to be corrected.

4. CorrecBon of Deficiencies:

o The contractor is responsible for correcEng all the deficiencies listed on the punch list. This includes compleEng any unfinished work, repairing defecEve work, and ensuring that all work complies with the contract documents.

o The contractor should coordinate with the CO and COR to schedule inspecEons of the corrected items.

5. Final InspecBon:

o Once the contractor believes that all punch list items have been addressed, they should request a final inspecEon from the CO and COR.

o The CO or the COR will conduct a final inspecEon to verify that all punch list items have been saEsfactorily completed.

6. Final Acceptance:

o If the final inspecEon confirms that all punch list items have been addressed and the work meets the contract requirements, the CO will issue a noEce of final acceptance.

o The contractor can then proceed with the final steps of contract closeout, including submission of final documentaEon and request for final payment.

It is important to note that the punch list process is governed by the terms and condiEons of the contract, including any specific clauses related to inspecEons and acceptance. For example, FAR

52.246-12, "InspecEon of ConstrucEon," outlines the government's rights to inspect and test the work to ensure compliance with contract requirements.

By following this process, the contractor can ensure that all work is completed to the saEsfacEon of the government and that the project can be successfully closed out.

10. Deliverables Prior to Start

10.1 Required submissions prior to the start of work include:

a) OSHA certificates

b) Non-Personal Identity Verification (PIV) access

c) Tuberculosis screening

d) Security plan

e) Comprehensive Work Plan

f) Safety plan

• site-specific, fall protection plan, weather protocol, etc.

g) Davis-Bacon Act compliance

h) Infection Control Risk Assessment (ICRA)

i) Pre-Installation Construction Risk Assessment (PICRA)

j) Interim Life Safety Measures (ILSM)

k) Scaffolding Plan

l) Crane Pick/Lift Plan

11. Hours of Work

Work hours are 7:30am – 4:00pm, Monday thru Friday. All work performed shall be coordinated and scheduled thru the COR. Any work outside of work hours must be coordinated and approved through the COR and CO.

12. NaBonal holidays

New Year’s Day January 1

MarEn Luther King‘s Birthday Third Monday in January

President’s Day Third Monday in February

Memorial Day Last Monday in May

Juneteenth NaEonal Independence Day June 19

Independence Day July 4

Labor Day First Monday in September

Columbus Day Second Monday in October

Veterans Day November 11

Thanksgiving Day Fourth Thursday in November

Christmas Day December 25

When a holiday falls on a Sunday, the following Monday shall be observed as a legal holiday by U.S.

Government agencies. When a holiday falls on a Saturday, the preceding Friday shall be 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 as a NaEonal Holiday. Reference (Federal Holidays

(opm.gov))

13. Schedules

13.1 Project Schedule:

The Contractor shall provide a detailed CriEcal Path Method (CPM) schedule anEcipaEng the duraEon required for demoliEon, preparaEon, installaEon, and any other relevant acEviEes.

This schedule shall be prepared in accordance with the specificaEons outlined in secEon 01

32 16, Project Schedules. An electronic copy of the esEmated schedule must be delivered to the ContracEng Officer's RepresentaEve and the ContracEng Officer within fourteen (14) calendar days of receiving the NoEce to Proceed (NTP). The Contractor is responsible for maintaining this schedule and providing monthly updates via email to the COR and the CO as necessary.

13.2 3-Week Lookahead Schedule:

The Contractor shall present a 3-Week Lookahead schedule at each weekly ConstrucEon

Progress meeEng. This schedule must include the actual construcEon work completed in the previous week and the planned construcEon acEviEes for the upcoming three weeks, covering a total period of four weeks.

14. Other perBnent informaBon or special consideraBons

14.1 The contractor is responsible for ensuring all equipment used by the contractor on VASNHS properEes has been inspected and is safe for use. The contractor’s personnel shall be licensed, cerEfied, and trained as required to operate this equipment.

14.2 InformaEon Technology CerEficaEon & AccreditaEon (C&A). The Contractor shall not connect any contractor-owned IT devices (such as a lap top computer or remote connecEon from a Contractor system) to a VA internal trusted network. Therefore, the C&A requirements do not apply, and a Security AccreditaEon Package is not required.

14.3 InspecEon and Storage. The Contractor shall be responsible for the inspecEon and storage of contractor equipment and materials that will be used in the performance of this contract.

The contractor shall coordinate with the VA COR to determine storage locaEons and laydown area(s). Storage container and dumpster shall be labeled (24” X 18” min with 3” high text) with Contractor’s informaEon (Company Name, Superintendent and Phone number).

15. Risk control

15.1 The contractor shall ensure all construcEon materials and equipment are stored and secured in a manner to limit theH or damage by weather, other contractors, staff, paEents, etc.

15.2 The work area shall be cleaned and made safe at end of each workday.

16. Quality assurance/quality control

16.1 To minimize errors and omissions, the contractor shall develop and implement a Quality

Assurance/Quality Control (QA/QC) plan that demonstrates a comprehensive review and coordinaEon effort for their proposed construcEons. The Department of Veterans Affairs

(VA) reserves the right to inspect all work performed to ensure compliance with the

Statement of Work (SOW).

16.2 No later than fourteen (14) calendar days aHer receipt of NoEce to Proceed (NTP), the contractor shall submit a QA/QC plan describing each task that will be taken during the construcEon and the name of the contractor team member responsible for QA/QC, for

ContracEng Officer (CO) approval. Each task shall be iniEaled and dated by the responsible contractor responsible team member.

16.3 The QA/QC personnel shall not perform any actual construcEon work. This restricEon ensures that the QA/QC personnel maintain their objecEvity and independence in overseeing the quality and compliance of the construcEon acEviEes. By not engaging in the actual construcEon work, they can focus solely on their responsibiliEes related to quality assurance and quality control, thereby avoiding any potenEal conflicts of interest or divided aGenEon that could compromise the integrity of their inspecEons and evaluaEons. This separaEon of duEes is crucial for maintaining high standards of workmanship and ensuring that all construcEon acEviEes adhere to the specified requirements and regulaEons.

17. InnovaBon

Requirements indicated are not intended to limit innovaEve service delivery of the Contractor. The

Government will consider variaEons from the Statement/Scope of Work (SOW), if the proposed change is within the schedule and budget limitaEons, meets the objecEves for the project, and results in an improved outcome. The Government must approve all proposed changes to the SOW.

18. Security

18.1 No weapons are allowed on site or smoking.

18.2 The Certification & Accreditation (C&A) requirements do not apply, and that a Security

Accreditation Package is not required.

18.3 Contractors shall not be allowed access to any VA personnel or VA patients Personal Health

Information (PHI) or Personally Identifiable Information (PII) in the performance of the requirements of this SOW. Additionally, the contractor does not need and shall not be allowed access to VA sensitive information in the performance of the requirements of this

SOW.

18.4 Contractors, contractor personnel, subcontractors and subcontractor personnel shall be subject to the same Federal laws, regulations, standards, and VA Directives and Handbooks as VA and VA personnel regarding information and information system security.

18.5 All contractor’s and subcontractor’s personnel shall be subject to VA Directive 0735, Homeland Security Presidential Directive 12 (HSPD-12) Program, Federal laws, regulations, standards, and VA Handbooks similar to VA personnel regarding information and information system security.

18.6 All contractor’s and subcontractor’s personnel shall be subject to VA Directive 0735, Homeland Security Presidential Directive 12 (HSPD-12) Program, Federal laws, regulations, standards, and VA Handbooks like VA personnel regarding information and information system security.

19. Non-PIV

19.1 Non-Personal Identity Verification (PIV) Card requests shall be submitted to VA COR by the contractor.

a) VA Fingerprinting form

b) Declaration for Federal Employment (OF306) if there are any questions that.

c) Authorization for Release of Information (VA Form 0710)

d) Self-Certification of Continuous Service

e) Contractor Background Investigation Request

19.2 Non-PIV Card process may take 30-45 days, depending on the contractor’s personnel background check, Special Agreement Check (SAC). SAC is an automated records check conducted by the Federal Bureau of Investigation in collaboration with the Office of

Personnel Management (OPM).

19.3 Non-PIV Card Applicant is subject to National Agency Check with written Inquiries (NACI) conducted by OPM. This investigation covers a period of 5 years and a review of current records in the OPM Security Investigation Index (SII), DOD Defense Central Investigations

Index (DCII), FBI name check, and FBI fingerprint check as well as written inquiries from previous employers and references on the application for employment. It is used for Non-sensitive or Low Risk positions in VA.

19.4 All non-PIV documents must be completed and properly filled out electronically. Any sensitive information transmitted via email shall be encrypted to ensure security and confidentiality.

a) Each individual will receive a direct email to complete the Non-PIV Card process.

Please ensure that your name matches exactly as it appears on your passport, or

Real ID. Note that the name on your passport will take precedence over the Real ID.

19.5 PIV Sponsor/Manager will notify each applicant when to proceed for fingerprinting appointment.

19.6 Each applicant shall be fingerprinted at VA Southern Nevada Healthcare System’s PIV Office, located first floor in Building 6 (Administration Building), 6900 N. Pecos Road, N. Las Vegas, NV 89086. Each applicant shall sign in at the Security Desk. Any individual unable to have their fingerprints taken at the specified VA location may request to arrange for fingerprinting at their local VA hospital to complete this part of the process.

19.7 VA COR or PIV Sponsor/Manager will provide status of each applicant’s Non-PIV Card.

19.8 Non-PIV Card is essential for the construction start date, as contractor personnel without a

Non-PIV Card may face restricted, limited, or no access to the job site. Coordinate with the

COR to initiate the submission process for Non-PIV Card applications for each contractor and subcontractors whose employees require routine physical access.

19.9 When non-PIV cards are issued, each approved individual will receive a non-PIV badge inside the HR/PIV Office. After receiving their badge, each individual will proceed to the security desk, where VA Security will program their badge for physical access. This process will occur on the first floor of Building 6 (Administration Building), located at 6900 N. Pecos

Road, North Las Vegas, NV 89086.

19.10 The Contractor shall account for all forms of Government-provided identification issued to the Contractor’s employees in connection with performance under this contract. The

Contractor shall return such identification to the issuing agency at the earliest of any of the following, unless otherwise determined by the Government:

a) When no longer needed for contract performance.

b) Upon completion of the Contractor employee’s employment.

c) Upon contract completion or termination.

END of STATEMENT OF WORK