Attch A_SCOPE OF WORK 586-25-100_rev03.04.25.pdf

SCOPE OF WORK

Project No. 586-25-100

Design & Build

Aboveground Storage Fuel Tank Installation

December 12, 2024

Department of Veterans Affairs

G. V. (Sonny) Montgomery VA Medical Center

Jackson, MS

Date: 12/12/2024

Table of Contents

1 Foreword 2 Scope of Work 3 Project submission requirements 4 Project Schedule 5 Project Meetings 6 Schedule of Deliverables 7 Method of Evaluation and Award 8 ID Badge Requirement

1 Foreword

The G.V. (Sonny) Montgomery VA Medical Center located at 1500 East Woodrow Wilson Avenue, Jackson, MS, has a requirement for the design and construction of a new aboveground storage fuel tank to increase capacity of fuel for the boilers.

The construction and design team final cost included shall include all labor, materials, tools, equipment, professional fees, administration, supervision, and transportation as necessary to perform all work in accordance with the selected design concept. This final cost shall provide a complete and fully functional fuel storage tank.

This document does not relieve the design build team of their professional responsibility to comply with all local and federal construction and environmental codes, safety codes and to perform and complete a fully functional project. This Statement of Work generally describes the project goals and objectives – but this statement of work should in no way be considered all-inclusive. The client for this Statement of Work is Facility Management Service at the G.V.

(Sonny) Montgomery VA Medical Center.

Design Build Team shall be responsible for performing all requirements expressed in this Statement of Work. Team’s failure to address any requirement and/or submit inclusive pricing in the second step of the proposal will not relieve the TEAM of their obligation to complete all requirements and provide a complete and fully functional fuel tank as generally described herein.

The term "OWNER” or “VA”, as used throughout this document, refers to the Department of Veterans Affairs. The term "TEAM" as used throughout this document will mean the Design Build Team inclusive of construction and professional services.

2 Scope of Work

General PROJECT SCOPE: The scope of work for this RFP at the Jackson VA “Sonny” Montgomery Medical Center includes but not limited to the following:

1.) Evaluation and removal of existing aboveground fuel tank with established construction limits to include, but not limited to, architectural, mechanical, electrical, and plumbing.

2.) Modernization/upgrade of MEP/Safety components for existing underground fuel tank (to remain) and New tank to include all necessary MEP/Safety components.

3.) Professional design and construction services for a new aboveground, vertical fuel tank. The new aboveground, fuel vertical tank shall be a minimum of 35,000 gallons.

4.) Contractor responsible for ensuring that both tanks (aboveground & underground) are equipped and include, but not limited the following: electronic leak detectors, automatic system for monitory/measuring fuel levels (both audible & visual), and recirculation filtering systems.

5.) Contractor responsible for adhering to all government codes and regulations as it relates to safety (TIL,DEQ,EPA, etc.) during the construction services.

Project Overview

Phase 1 – Evaluation/Design Development: The Proposer(s) shall conduct a site investigation/evaluation of existing conditions to determine all necessary requirements to achieve successful completion of the project.

Design shall include the required demolition and associated components and its removal from the facility.

Phase 2 – Design of Contract Documents: The Proposer(s) shall provide all construction drawings, specifications, engineering analysis (structural, mechanical, electrical, plumbing), engineering calculations (structural, mechanical, electrical, plumbing) and construction phasing. Drawings and specification submittals shall be sealed by a licensed professional engineer and submitted to the VA for review and approval at the intervals established below.

All design and construction for this project shall adhere to all VA directives, VA Master Specifications, VA National AutoCad Standard Application Guide, and other guidance and directives for this project. These standards can be accessed online at:

http://www.cfm.va.gov/TIL/.

3. Project Submission Requirements

The price proposal shall include all design and construction related items for a complete and fully functional project.

4. Project Schedule

The allowed duration for this project is 180 days from issued of a Notice to Proceed inclusive of design, demolition, and construction. Normal business hours of the medical center are Monday through Friday, 7:00am – 4:30pm. Weekend work may be allowed at discretion of VA. TEAM, contractor shall a minimum 3-day, advanced written request for weekend work for review by Contracting Officer Technical Representative (COTR).

Observed Holidays

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 Independence Day July 4th Labor Day First Monday in September http://www.cfm.va.gov/TIL/

Columbus Day Second Monday in October Veterans Day November 11th Thanksgiving Day 4th Thursday in November Christmas Day December 25th and any day declared by the federal government as holiday.

5. Project Meetings

At a minimum, every two weeks the TEAM shall hold a progress meeting to review progress to date and to resolve all questions for the upcoming 2 week planned work. The progress meeting shall include at a minimum, the licensed design professional, project Superintendent representing the TEAM, the COR and the CO representing the Government. Technical supervisor (foreman), sub-contractors, suppliers, etc. shall attend when requested by the Contracting Officer Representative. Meetings shall be same day, time, and place every 2 weeks and can be by a Microsoft TEAMS conference meeting.

Meeting Minutes - The TEAM shall take minutes of all meetings held relative to this project.

The format must be acceptable to the Contracting Officer (CO). Minutes must include the meeting date and time; agenda; meeting location; list of participants with their affiliations, and telephone numbers; 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 TEAM 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 TEAM and CO along with the TEAM and COR shall sign/initial the minutes. In the event of any disputes or challenges that can’t be resolved, the Contracting Officer shall render a final decision. Copies of updated minutes shall be distributed to all attendees within 48 hours after change notice. Any deviations or agreements not specifically requested and defined in writing – with approval by the VA Contracting Team (including COR) prior to beginning work – shall be invalid and will constitute a TEAM-initiated work stoppage until the matter is resolved.

6. Schedule of Deliverables

FIRST SUBMISSION-Schematic Design Drawings:

Provide (2) sets of the schematic design drawings, half size, 21 calendar days after the date of the notice to proceed. Schematic design to be based on the proposed project concept submitted in the proposal. VA review and comments to be completed 10 working days after receipt of the Schematic drawings.

SECOND SUBMISSION: (35%) Design

Drawings: Provide three (3) sets of 35% design drawings – with a digital set in PDF format on a CD-ROM.

Reports: Provide a brief narrative report summarizing the design option. This report shall include a proposed construction schedule for VA approval. The TEAM shall be prepared to meet and discuss with the VA, any cause for extending the schedule. The TEAM shall ensure that reasonable timelines for all work sequences are afforded for construction at this time.

35% progress Drawings to be delivered 21 calendar days after VA approval of Schematic Design. VA Review: To be completed within 10 working days after receipt of 35% Submittal (Drawings).

THIRD SUBMISSION: (100%) Design

Drawings: Provide three (3) sets of construction drawings – (2) half-size and (1) full-size showing the scope and plan for each discipline involved. Include a digital set in PDF format on a CD-ROM.

Specifications: The specifications shall be in final draft, completely edited and checked.

Deliverables: Provide two (2) copies of any calculations, computations and engineering data including, but not limited to, civil/structural, electrical, mechanical, plumbing, and architect.

2 sets of Drawings, 2 Specifications, Color Rendering, and Cost Estimate to be delivered 45 calendar days after VA review of 35% is complete.

VA Review: To be completed within 10 working days after receipt of 100% Submittal (Drawings, Specifications and Cost Estimate).

FINAL SUBMISSION: FOR CONSTRUCTION

The TEAM shall make any necessary or identified corrections to drawings, specifications, calculations, or other deliverables to incorporate review comments of the 100% design review. Following revision, all documents and quantities listed in Section 6 above shall be resubmitted as a Final Submittal, “For Construction” set. A/E Final Submission to be delivered 5 working days after VA review of 100% is complete. Documents shall be submitted to the Contracting Officer in the following format:

• 1 Full-sized Set on bond

• 1 Full-sized Set regular paper

• 2 Half-sized sets

• 2 Electronic (CD) copies to include: AutoCAD (DWG) files, PDF Drawings and PDF Specifications.

7. Method of Evaluation and Award

The proposals will be reviewed individually by VA staff members and collectively as a VA staff project team. OWNER also reserves the right not to make an award if it is deemed that no proposal fully meets the requirement of this RFP.

8. ID Badge Requirement

Contract workers under this project may require a VA issued identification card before the start of construction work at the Jackson VAMC. There is no charge for the badges; however, multiple trips to VAMC facility maybe required.

After award, the TEAM shall provide a letter to the CO stating that all workers, including subcontractors’ employees, are TB negative.

9. Records Management Clause

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, 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. G.V. Sonny Montgomery VAMC (GVSMVAMC) 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 [Agency] or destroyed except for 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, Contractor must report to [Agency]. 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. Contractor personnel shall sign VA Form 10-0708 “Employee Clearance from Indebtedness” before resigning or termination from Contractor working for GVSMVAMC and Facility Records Officer must sign form. A copy of completed signed VA Form 10-0708 (Contractor personnel and Facility Records Officer signatures) shall be place in each competency folder. When information, data, documentary material, records and/or equipment is no longer required, it shall be returned to [Agency] 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 [Agency] 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 GVSMVAMC policy.

8. The Contractor shall not create or maintain any records containing any non-public GVSMVAMC information that are 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 GVSMVAMC 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 GVSMVAC 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 [Agency]-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. TMS VA 10176: VA Privacy and Information Security Awareness and Rules of Behavior/TMS (Talent Management System) course VA 4192704: “Records Management for Everyone” [Note: To the extent an agency requires contractors to complete records management training, the agency must provide the training to the contractor.]

12. Flow-down of requirements to subcontractors:

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.

Violation by a subcontractor of any provision set forth in this clause will be attributed to the Contractor.