Bedford Decommissioning SOW _DRAFT.docx

Radiological Final Status Survey: Buildings 17, 18, 70 and 79 Project No.

Department of Veterans Affairs VA Bedford Health Care System Bedford, MA 01730

DRAFT STATEMENT OF WORK

PROJECT TYPE: Radiation Safety

PROJECT LOCATION: 200 Springs Rd, Bedford, MA 01730

EXECUTIVE SUMMARY

A. PROJECT DESCRIPTION: This project will provide a complete Radiological Final Status Survey for a 6,300 (approximate) square- feet area of Buildings 17, 18, 70 and 79, located at the VA Bedford Health Care System (VABHCS).

B. PROJECT CONSTRAINTS: The contractor and subcontractors must be licensed by Nuclear Regulatory Commission or the Commonwealth of Massachusetts to perform decommissioning work at sites where radioactive materials have been used. The contractor shall follow interim life safety plans, infection control measures, and egress plans during construction. The contractor shall coordinate all utility shutdowns with the contracting officer’s representative. The contractor shall follow all applicable federal and local jurisdictions laws, standards, and code requirements when conducting the work. Contractor shall work with the Contracting Officer’s Representative (COR) to minimize construction impact on VABHCS daily operations at the Bedford campus.

Project Number 640-25-

Table of Contents

Contractors shall refer to the solicitation documents for the minimal submission requirements and instructions pertaining to this project. The contractor shall provide services during construction as outlined in this statement of work, as well as associated design documents, drawings, and specifications. These construction services shall be provided to the Veterans Affairs Bedford Healthcare System (VABHCS), located at 200 Springs Rd., Bedford, MA 01730, all in accordance with this Statement Of Work (SOW) and applicable contract terms or conditions.

1 PROJECT BACKGROUND

Buildings 17, 18, 70 and 79 are located on the VA Bedford campus, an area that includes an active hospital and multiple other inpatient and outpatient clinical facilities. The buildings are used for various administrative and research purposes. The buildings were previously used for research that included the use of various medical isotopes. Before any demolition or redevelopment efforts can proceed, a comprehensive radiological decommissioning process must be undertaken. Only after the successful completion of this decommissioning can the building be safely removed or repurposed, paving the way for future development that better serves the needs of the VA community.

2 PROJECT PURPOSE AND DESCRIPTION

The intent is to select a qualified contractor to provide all labor, materials, equipment, tools, and supervision required for the radiological decommissioning of approximately 20 rooms (approximately 6,300 square feet total) in Buildings 17, 18, 70 and 79 at the VA Bedford Health Care System Bedford Campus, Bedford, MA. These services will include the review of a historical site assessment and radiological final status survey in accordance with the Multiagency Site Survey and Investigation Manual (MARSSIM). All work shall be performed in compliance with federal, state, and local regulations, and in accordance with the project narrative and referenced standards.

VA Bedford Health Care System is licensed by the Nuclear Regulatory Commission to perform research using typical medical isotopes including C-14, H-3, I-125, P- 32, and S-35. Areas where radioactive material was used or stored requiring decommissioning are located in Buildings 17, 18, 70 and 79 at the Bedford campus. Closeout surveys have been performed on Buildings 17, 18, 70 and 79 by the hospital Radiation Safety Officer (RSO).

3 PROJECT SCOPE

3.1 Decommissioning

The decommissioning shall include:

· Review of the Historical Site Assessment.

· Analysis of room/area physical data including:

· Size and dimensions,

· Documentation of existing installed equipment and systems (including fume hoods, sinks, plumbing, drains, ventilation, etc.),

· Documentation of any remaining non-installed furniture/items (including laboratory equipment),

· Documentation of suspect radiological and hazardous materials (i.e. asbestos, mercury, etc.)- mixed waste,

· Documentation of suspect radiological contaminated items (including laboratory equipment).

· Provide raw lab results.

· Removal of radioactive waste from Building 79.

3.2 Final Status Survey Plan - Develop and execute a Final Status Survey Plan, in accordance with MARRSSIM requirements, which includes the systematic survey and sampling of affected and unaffected areas. For affected areas, there will be a collection of biased radiological survey data in locations with the potential to have residual radioactive material such as:

· Drain drains and lines

· Floors, wall, cabinet drawers

· Fume Hoods and laboratory benches

· Sinks, and

· Posted Storage locations

· Equipment

· Analysis and survey of equipment such as microfuges, liquid scintillation counters etc.

3.3 Survey Area Diagram - The survey area includes the area of Buildings 17, 18, 70 and 79, along with other areas listed in the table of survey areas.

3.4 Table of Survey Areas

3.5 Instrumentation - The contractor will provide all instrumentation for survey and measurements. Laboratory and portable field instrumentation will be calibrated at least annually with National Institute of Standards and Technology (NIST) traceable sources and radiation emission types and energies that will provide detection capabilities like nuclides of concern. Functional checks will be performed at least daily when in use. Certificates of calibration are to be included with the Final Survey Report.

3.6 Final Status Survey Report - All data will be documented and summarized in a Final Status Survey Report (FSSR). The Final Status Survey Report must meet regulatory guidance criteria and, in a form, acceptable for review and acceptance by the Nuclear Regulatory Commission/National Health Physics Program.

3.7 Waste Generation and Removal - During the course of survey, the contractor may collect or generate hazardous waste (radioactive and non-radioactive hazardous waste). Radioactive waste may include but not be limited to floor tiling, casework and cabinetry, sinks, pipes, electrical fixtures and laboratory equipment. If situations are identified that would trigger the requirements of 10 CFR 30.36 (g)(1), the contractor would notify the Radiation Safety Officer before proceeding with remediation in such areas. It is the responsibility of the contractor to collect, store, and remove such hazardous waste as part of this contract hazardous waste. This may be performed by the contractor through a broker or subcontract.

3.8 Space and Accommodations for Contractor - It is anticipated that the contractor will require as much as three weeks (contiguous or non-contiguous) to complete this contract. The contractor is strongly encouraged to provide lock boxes and other security measures to safeguard property. The contractor may consider at their own expense the use of a lockable trailer that may be placed near building being decommissioned.

4 SPECIFICATIONS AND DRAWINGS

4.1 The contractor may, at their own expense, create additional drawings and specifications for the purpose of performing the work described in the contract, using electronic files furnished by the government. 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 to its 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 all claims, damages, losses and expenses, including but not limited to, attorney fees arising out of the use of the drawing files.

4.2 As-built Drawings. The contractor shall be responsible for providing marked-up as built drawings and deliver two approved completed sets of as-built drawings to the Contracting Officer’s Representative as per paragraph 1.13 of spec section 01 00 00.

5 COMPLIANCE WITH CODES AND STANDARDS

5.1 The contractor shall comply with all design drawings and specifications during the project, including applicable codes and standards described in the VA’s design guides and design manuals, and the VA’s standards for information technology. Also refer to 3.2 of this SOW.

6 CONTRACT REQUIREMENTS

6.1 Contract Oversight - The Contracting Officer’s Representative (COR) will function as the primary contact and will oversee the execution of the project. The COR will utilize the facility Radiation Safety Officer for technical matters. Due to the highly technical requirements of this contract, the facility Radiation Safety Officer will provide oversight to the contractor as to specifics required of the decommissioning assessment.

6.2 Other Significant requirements - The contractor may provide one or more individuals as workers within Buildings 17, 18, 70 and 79. Per VHA Handbook 1200.6, Control of Hazardous Agents in VA Research Laboratories, all contractors (staff) must receive a full background check and be provided a VA ID badge and keycard to access and work within these areas

6.3 Pricing - The contractor proposes to perform the VAPHS decommissioning for an all- inclusive fixed price that provides for all wages, burdens, travel and expenses. Price will include waste disposal costs or remediation activities. The contractor will provide the most cost-effective way for the removal and disposal of hazardous materials. Contractor will provide estimates for waste disposal costs or remediation activities to the facility that will be included in the overall cost of the contract.

6.4 Contractor Selection - Contractor must have extensive and successful history of decommissioning of Hospital or University radioactive use areas and be able to provide references.

7 ADDITIONAL REQUIREMENTS

7.1 Restoration Plan: Refer to bid documents.

7.2 Submittal Register Schedule: The submittal register included within the project specifications lists individual submittal sections with schedule and submittal descriptions. Submittal register shall be submitted prior to commencing construction work.

7.3 Utility shutdowns. The contractor shall coordinate all utility shutdowns with the contracting officer’s representative. Major utility shutdown will require 45 days’ advance notice to coordinate with facility. Minor utility shutdown will require 15 days advance notice to coordinate with facility.

7.4 Interim Life Safety Measures (ILSM). Contractor shall coordinate with the contracting officer’s representative, VA Safety Officer, VA Infection Control firm, to comply with any Interim Life Safety Measures required during construction. Life Safety Measures will include the following, at a minimum.

7.4.1 Providing and maintaining compliant fire/smoke barriers and sprinklers or heat detectors as needed during construction.

7.4.2 Ensuring that the equipment staging or lay down areas, if applicable, complies with applicable VABHCS safety requirements. Any staging or laying down areas and construction fencing must be coordinated between the general contractor and contracting officer’s representative.

7.5 Infection Control Risk Assessment (ICRA) – Contractor to provide and maintain a minimum of a Class IV Infection Control precaution/procedure for the work duration as prescribed in the current VA Health Care System Memorandum SAFE- 18-63.

7.6 Security Considerations. At no time will the contractor be in contact or have access to VA sensitive information. Certification and accreditation (C&A) requirements do not apply, and a Security Accreditation Package is not required. VA sensitive information procedures will be followed per VA Handbook 6500.6. The Contractor will adhere to VAAR 852.252-75, Security Requirements for Unclassified Information Technology Resources (Interim-October 2010).

7.7 Station Operations. The contractor shall generally perform all on-site visits or work between the hours of 8:00 AM and 4:30 PM, Monday through Friday (Federal Holidays excluded), unless otherwise approved by the contracting officer’s representative. The contractor may be required to perform all or part of work elements involving significant noise or vibrations affecting nearby areas outside of these normal work hours, in order to avoid impacting daily operations.

7.8 For any activity that impacts the facility operation, contractor shall coordinate with the COR to perform such activities after hours or on the weekends.

7.9 Contractor shall coordinate with the COR and comply with all VA and local COVID- 19 safety requirements.

8 COORDINATION AND EXECUTION

8.1 User Groups. The contractor will be required to work with the below user groups responsible for managing this project. The contractor is advised that only the contracting officer has authority to alter the contract once awarded, or to legally obligate the government pursuant to any changes in the scope of the project thereof.

8.1.1 Contracting Officer (CO): The CO shall be responsible for all contractual administration of this project. All transactions of a legal nature, including contractual agreements, amendments, change orders, etc. shall be approved and processed through the CO.

8.1.2 Contracting Officer’s Representative (COR): The COR shall be responsible for the construction management on behalf of the VA and will manage the project on a day-to-day basis to ensure that the project requirements are met from the notice to proceed through completion of the work and acceptance, according to project scope of work and construction documents or specifications.

8.2 Construction Administration

8.2.1 Project Schedule. After the award of contract the contractor shall provide to the VA with a detailed schedule of all project activities, including milestone dates and critical paths, as well as update such schedule if plans are modified during the project. Overall project schedule shall be broken to activities in which each activity shall have less than 20 workdays duration. Master schedule shall be updated and submitted monthly to the COR. Contractor shall also provide 3 weeks look ahead schedule weekly to the COR by COB on Monday. No work is allowed until master schedule is approved by the COR.

8.2.2 Schedule of Values. The contractor shall provide a schedule of values, along with the project schedule, which is aligned with the various activities of work. This schedule of values, if approved, may be used by the contracting officer’s representative as a basis for evaluating and reviewing progress performance and payments. Schedule of values shall be broken into details to be aligned with overall project schedule. Schedule of values shall have 10% of overall project cost designated for punch walk and project close out.

8.2.3 Observation and Site Visits. The contracting officer’s representative and/or designated representatives may require access in order to monitor, observe, and review all aspects of the project to ensure compliance with the construction documents and other regulatory requirements.

8.2.4 Project Meetings and Inspections. The contractor shall be required to attend or provide a designated representative for coordinated field observation inspections for progress evaluations and reports, and other site visits as needed, including punch list or pre-final and final inspections. Such inspections may occur on a monthly basis, or more frequently as needed. The contracting officer’s or other designated representatives may inspect all aspects of the project in order to complete written progress reports, including the performance of work activities in the project schedule or schedule of values, and verification of the contractor’s compliance with applicable safety, infection control, or interim life safety requirements. Contractor shall attend and facilitate weekly project coordination meetings and is responsible for providing meeting minutes and agenda for each meeting.

8.2.5 Submittals. The contractor will be responsible to furnish submittals in accordance with the design specifications and submittals register. The contractor shall submit shop drawings, schedules, manufacturer's literature and data, and certificates in electronic format. Physical samples shall be shipped directly to the AE for inspection, and one sample furnished to the contracting officer’s representative for approval. Further details are provided in the project specifications for shop drawings and submittals.

9 RFIs AND CHANGE ORDERS

10.1.1 During construction the contractor may submit requests for additional information concerning the design or other aspects of the project; however, these must be submitted in writing. These must include, at a minimum, a description of or background information for the issue in question, as well as a complete impact assessment for any recommended changes. The contracting officer’s or designated AE representative will review, evaluate, and respond as required. Any proposed changes to the scope or deviations from the design documents may be submitted to the contracting officer’s representative for review and discussion, however any such changes to the contract or scope of the project must first be approved by the contracting officer in writing before implementation.

10 ABBREVIATIONS AND ACRONYMS

-End of Section-