Attachment SOW Correct Fuel Lines.pdf

VA Northern California Health Care System

Statement of Work (SOW)

Construction Services for Project 612-23-002 Correct Martinez and Mare Island Generator Fuel Lines

1. INTRODUCTION

A. This document contains requirements for the Construction Contractor (Contractor) services for the demolition, replacement, and correction of the existing Marine Oil #2 (Diesel) fuel lines that serve the backup systems at the VA Martinez and VA Mare Island campuses.

B. A preliminary/pre-proposal site visit is strongly encouraged. The Contractor is to coordinate site visit(s) with the Contracting Officer Representative COR. The Contractor must take appropriate safety precautions when conducting field investigations and notify the COR of any/all hazardous material, substances and/or circumstance discoveries. The following resources will be made available to the Contractor: on-file hospital drawings for applicable disciplines (i.e. Site, Civil, Architectural, Structural, Seismic, Plumbing, Fire Protection, Mechanical, Electrical, etc.). Not all hospital drawings are in electronic format or up to date, but any available as-builts will be provided. The Contractor shall be responsible for field verification of existing conditions of all utilities, structures, and barriers.

2. GENERAL INFORMATION

A. Contractor shall furnish all labor, materials, equipment, supervision, and necessary professional engineering services needed to perform all demolition, replacement, installation, and commissioning required by this scope as required by specifications.

B. Visits to the site by bidders may be made only by appointment with the Contracting Officer for the project. A preliminary/pre-proposal site visit is strongly encouraged and shall be coordinated with the Contractors Officers Representative (COR). Contractor shall not rely solely on “As Built” drawings.

C. Location of work; the geographic location for service(s) are the following areas:

(Specific buildings are identified in Appendix A)

- VA Martinez Medical Center 150 Muir Rd.

Martinez, CA 94553

- Mare Island Outpatient Clinic 201 Walnut Ave.

Vallejo, CA 94592

D. The contractor shall assume that there are no staging areas available within the facility premises. If necessary, staging areas may be put into effect at the discretion of the Contracting Officers Representative (COR), depending on availability. The Contractor shall note that there is absolutely NO Contractor employee parking in Patient Parking designated areas. Contractor employees may be allowed to park in the gravel lot across the street from the Martinez Campus. Contractor may park at the Mare Island Campus. NCHCS will not invalidate or make reimbursement for parking violations for the Contractor under any conditions.

E. This project is to take no longer than 180 calendar day from notice to proceed.

F. The contractor will be responsible to dispose of all equipment components demolished or replaced as part of this project.

G. Schedule of work: Work is to be performed weekdays. Business hours of VANCHCS are from 7:30 a.m. to 5:00 p.m., Monday through Friday, except holidays.

H. Federal holidays observed are the following: New Year’s Day; Martin Luther King Jr. Day;

President’s Day; Memorial Day; Independence Day; Labor Day; Columbus Day; Veteran’s Day; Thanksgiving Day; Christmas Day;

I. The Contractor shall prepare any necessary construction documents and provide all necessary/required professional engineering services to include, but not limited to: tools, equipment, materials, labor, travel, expertise, supervision, testing, analysis, and specialty services to accomplish all items and requirements outlined in this SOW. All work shall comply with all applicable federal, state, local and VA regulations and requirements.

3. SCOPE OF WORK

A. Background & Project Overview: This project is to correct the deficiencies in the Martinez and Mare Island Marine Oil #2 (Diesel) fuel lines. This project intends to replace the single walled Marine Oil #2 (Diesel) fuel lines that feed the backup equipment in buildings 19 and 20 at the VA Martinez Medical Center and building 201 at the Mare Island Outpatient Clinic, with double walled fuel lines. The backup equipment includes, backup electric generators, and boilers for building heat. The fuel tanks that feed their respective systems are on-site.

The project will also correct numerous condition deficiencies particularly those that relate to the plumbing of the backup fuel system.

B. Contractor to utilize Ground Penetration Radar locate underground fuel lines.

C. Contactor to analyze if pulling flexible double walled fuel lines through existing access pipe if available.

D. Ground that is disturbed due to excavation for installation of underground piping to be returned to a similar condition before excavation.

E. Any penetration(s) made by removal of existing fuel lines or to run fuel lines of rented equipment) shall be patched and repaired to meet existing building and fire codes.

F. Martinez VA Medical Center:

Building 19 and 20:

At existing diesel tank system, contractor shall run a double containment system around the existing system to allow majority of pipe to be installed and for existing system to stay intact for a longer period of time before conducting a shutdown and transferring to a new double containment system.

Building 19:

Contractor shall remove lid at Building 19 and run new 1” double containment pipe(s) from main fuel holding tank, into building and over to day tank for existing generator.

Contractor shall also run new 1” double containment lines to the generator from the day tank. A length of about 160 feet for both supply and return piping, for an approximate total of 320 linear feet. Contractor to also replace existing day tank with same size tank and features.

Once the new line has been installed, contractor shall schedule a shutdown of the Diesel fuel system and transfer over from the single wall system to the new double containment system. Contractor shall test new system for leaks before putting new system into service.

Building 20:

Contractor shall run new 1” double containment pipe(s) from main fuel holding tank, into building and over to day tank for existing generator. Contractor shall also run new 1” double containment lines to the generator from the day tank. Contractor shall also run new 1” double containment lines from building generator room at tee. From the generator room, lines shall run across the corridor and into the boiler room to the day tank and then to both boilers on roof top. A length of about 420 feet for both supply and return piping, for an approximate total of 840 linear feet. Contractor to also replace existing day tank with same size tank and features.

Once the new line has been installed, contractor shall schedule a shutdown of the Diesel fuel system and transfer over from the single wall system to the new double containment system. Contractor shall test new system for leaks before putting new system into service.

The old single wall system shall be removed, hauled away and properly disposed of. Any areas where Double containment cannot be installed, a containment pan will be installed in place under single wall piping. Contractor shall exclude leak detection system and the double containment system shall connect to the existing Veeder Root system.

NOTE: In addition to the new system being installed, there is a current system in Building 19, that is capped off and isolated to the boilers system. Contractor shall remove existing piping and day tank for this system, haul away and properly dispose of.

G. Mare Island Outpatient Clinic:

Building 201:

At existing diesel tank system, contractor shall replace and run a double-walled containment system around the existing system to allow for majority of the pipe to be installed and allow for the existing system to stay intact for a longer period of time before doing a shut down and transferring to a new double containment system.

Contractor shall run new 1” double containment pipe(s) from main fuel holding tank over to day tank and existing generator. A length of about 90 feet for both supply and return piping, for an approximate total of 180 linear feet.

Once the new line has been installed, Contractor shall schedule a shutdown of the diesel fuel system and transfer over from the existing system to the double containment system. Contractor shall install an isolation valve at the diesel tank, pump and filter cabin. Contractor shall test new system for leaks before putting new system into service.

H. Contractor shall provide all testing of the new double containment pipe and remove existing

3” and 1” double containment system, haul away existing material and properly dispose of unused fuel, using proper disposal. Any areas where double containment cannot be installed, a containment pan will be installed in place under single wall piping.

All accessories associated with the diesel fuel lines are to include, but are not limited to, valves and transducers and contractor shall reconnect, but are not limited to, diesel fuel piping to existing tanks, fuel sumps, emergency generators, boilers and the existing Veeder Root System (fuel monitoring system).

Isolation valve shall be installed at:

- diesel tank

- pump and filter cabin

- prior to going underground

- after lines come from underground at building

- at day tank

- before the meters

- check valve

Contractor shall provide MOP for disconnect of existing generator fuel lines and installation of new generator fuel lines.

Contractor shall plan to do shutdown the backup fuel system for no longer than 48hrs, to perform the reconnection and commissioning of the new fuel lines. If the shutdown is projected to take longer than 48hrs the Contractor shall add mobile backup diesel fuel tank during construction with a minimum of 200 gallons available.

Contractor shall disconnect generator fuel lines from monitoring systems at the Martinez and Mare Island Campuses.

- The monitoring system at Martinez Campus is called Veeder-Root Monitoring

System.

- The monitoring system at the Mare Island Campus is called Simplex Package Pump

Set.

Contractor shall reconnect generator fuel lines to existing monitoring system prior to commissioning and test.

The contractor shall deliver the units to the site once they are ready for installation. The equipment should not be delivered directly to the VA warehouse for the facility to store. The contractor will order the equipment and keep at their yard/storage as they are responsible for the units until it is installed. We can plan to provide them a staging area for day before the planned install if necessary.

The Contractor shall provide safe decommissioning and labeling of areas not able to be removed.

4. DEFINITIONS

A. 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.

B. Contracting Officers Representative (COR) / Contracting Officers Technical

Representative (COTR): The Contracting Officer's authorized representative at the construction site. His/her duties include surveillance of all construction work to assure compliance with the contract documents, interpretation of the contract documents, approval of changed work, approval of all submittals, samples, shop drawings, etc.

5. 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 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. 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, 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 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.

[Note: To the extent an agency requires contractors to complete records management training, the agency must provide the training to the contractor.]

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.

6. Attachments

A. Exhibit A – Site views

B. Exhibit B – Martinez Building 19, drawing of projected fuel line route

C. Exhibit C – Site Photos

D. Specifications

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