DRAFT ACC Pharmacy Script Pro Preparation ALL Demo Floor Elec.docx

VA Pacific Islands Health Care System

STATEMENT OF WORK

ACC Pharmacy – Demolish and Prepare Prescription Preparation Area for Script Pro Equipment Installation

1) References

a) ACC Pharmacy As-builts drawings

b) Opti-Fill Equipment Installation Manuals

2) BACKGROUND

Veterans Affairs Pacific Islands Healthcare Systems (VAPIHCS) ACC Building 32 Pharmacy’s (Figure 1.) existing Opti-fill and associated prescription processing area is near end of life and requires replacement. The Opti-fill equipment associated prescription processing area furnishings and infrastructure require removal so that VA vendor can install modernized prescription processing equipment (ScriptPro) along with any other associated furniture. The scope of this work will prepare the area for the vendor’s equipment and furnishings to be installed. The equipment and furnishings to be installed will be installed independent of this contract but will require coordination by the VA to ensure that it can be completed during the duration of this project. This project will include demolition, replacement of flooring and relocation/installation of utilities and infrastructure.

The VA pharmacy will be closed during the time of this construction for maximum work efficiency.

The required period of construction shall be no more than one calendar month (30 days).

The VA pharmacy will remove all sensitive pharmaceuticals and information so that work can be completed with minimal entry/exit restrictions to the area. If the VA pharmacy cannot remove all sensitive pharmaceuticals, the VA will provide authorized personnel to oversee the control of them. Pharmacy refrigerators/freezers may be left in their current locations during demolition/construction. Pharmacy staff will need access to the refrigerators/freezers and vault area throughout the installation. The contractor will need to make appropriations to allow access.

The overall size of the pharmacy work area is approximately 3,100 SF.

3) SCOPE OF WORK

The Contractor shall provide all necessary labor, materials, supplies, tools, equipment, transportation and disposal required to perform the required work for the ACC Pharmacy. Demolish and prepare Prescription Preparation Area for equipment installations captured in this Statement of Work (SOW). This renovation will include ACC pharmacy room 2A05, pharmacy workstation area 2A07B and 2A07 (including drug handling area to rear of pharmacy, formerly 2A07C). All work and disposal must be performed to industry standards, federal, state and local requirements, and requirements specified in this SOW. In the event of a conflict between industry standards and requirements specified in this SOW, the contractor is to adopt the more stringent of the two requirements. All materials installed by this contract are to be per manufacturer instruction or recommendations. Material/components installed by this contract are to fit into spaces currently allocated to existing equipment. Requests to increase component footprint are to be submitted to the VA Contracting Officer’s Representative (COR) in writing for review and approval/rejection. Work shall result in minimal operational disruptions that will be agreed to and managed by the VA. The contractor shall verify all existing components to be demolished or removed. All items to be removed are assumed to be asbestos and polychlorinated Biphenyls (PCB) free. All equipment and furniture were installed in 1999 or later, many years after both PCB and Asbestos were banned by the EPA. Any items that are suspected of having any hazardous materials or substances shall be tested and disposed accordingly. Those items should be abated by industry standards, federal, state and local requirements.

Contractor shall have an approved Infection Control Risk Assessment (ICRA) from VA Infection Control and complete an Interim Life Safety Measures (ISLM) assessment prior to construction for all features of work. Any changes to approved configurations will be submitted to the COR for review and approval. Since work can generate dust and debris, the contractor shall be aware that providing some type of added ventilation or negative pressure may be required. Temporary barriers or enclosures shall be provided to ensure that pharmacy personnel can safely access pharmacy refrigerators/freezers and vault area. The refrigerators/freezers should be isolated from dust and debris as part of the renovation process.

Figure 1. ACC Pharmacy

The features of work for this project are listed as follows:

a) Demolish existing pharmacy processing equipment and all hard-mounted furniture/furnishings in prescription processing area, as depicted in Figure 2.

a. Demolition/removal and disposal shall follow the methods prescribed in Paragraph R.

b. All equipment/furniture to be demolished, removed and disposed of are depicted in Figure 2, below:

1. This will include all existing identified equipment (Opti-fill and associated infrastructure), stationary casework, shelving and furniture denoted by Figure 2.

1. All electrical infrastructure within demolished furniture, casework, or equipment shall be removed entirely, see Figure 3. See paragraph 3.c for electrical/telecom work specifications.

2. Opti-fill equipment. Demolish Opti-fill and conveyor, tracks, associated infrastructure. The Opti-fill equipment has a connected compressed airline that needs to be disconnected and abandoned.

a. The contractor shall ensure a qualified tradesperson properly disconnects and abandons the designated compressed air-line in Figure 3. Once the line is confirmed to be safely bled of all air, the tradesperson will cap and seal the disconnected ends with new, compatible materials, permanently labeling all access points as "ABANDONED."

b. Upon completion, the contractor must submit written verification from the tradesperson documenting that all work was performed in accordance with this specification and applicable safety codes.

c. An outage to bleed existing air from lines prior to capping will need to be coordinated with the COR per Paragraph Q.7 to ensure other systems supplied by the compressor are not affected.

2. All demolished equipment and furniture shall be disposed of or recycled if possible.

3. The contractor shall provide the VA with receipt of disposal or recycling that will be provided to the Green Environmental Management System (GEMS) coordinator.

4. The VA will remove all furniture required to be reused or repurposed prior to the start of demolition.

5. The VA will be responsible for movements of all pharmacy refrigerator/freezers as shown in Figure 4. The VA will coordinate the location and movements with the contractor to ensure that work can be accomplished efficiently and unimpeded.

c. All flooring and associated accessories (thresholds, base cover, trim, etc.) to be demolished, removed and disposed of are depicted below in Figure 3.

1. Demolition of the floor may be required in phases to allow access to refrigerators.

1. VA will assist in coordination and movement of refrigerators if phasing or movement is necessary.

2. Replacement of the demolished floor can proceed in parallel if the contractor can ensure that it does not impact on the preparation, acclimatization, installation and overall quality of the installation. Flooring replacement shall meet the requirements of Paragraph 3.b.

d. The contractor will ensure that all new flooring and any furniture/equipment within the construction area is protected from damage. This may consist of covering the floor with protective board for general demolition, as well as plyboard if removal of debris or equipment can damage the floor. Dust covering all equipment and furniture in the area will be paramount.

1. The route used to remove debris/equipment outside of the construction area shall be protected with floor coverings or protective boards and replaced and cleaned as necessary.

2. A protective barrier may be required to be constructed to provide pharmacy staff access to refrigerators and the Vault that are left in place, see Figure 4.

3. Contractor to coordinate use of protective elevator pads in the elevators designated by the COR for use.

e. The contractor shall ensure an infrastructure associated with the Opti-Fill and furniture are safely removed. All outlet/receptacles/data ports that required to be abandoned shall be disabled by electrician. Otherwise, they will not be removed and left in place to be modified by electricians following demolition.

1. Any associated localized or building outages required to safely remove infrastructure shall be coordinated with the VA. Contractor shall follow Paragraph Q.7 for all service interruptions. A minimum of 7 days’ notice shall be provided to the VA to allow the VA to coordinate any critical facility and equipment shutdowns that may be impacted by the outage.

f. Upon removal of all equipment, furniture and flooring, contractor shall ensure that all areas including adjacent areas are construction clean and ready for flooring installation and any additional infrastructure to be installed. Area should be cleaned/swept/wiped for dust and debris.

Figure 2. ACC Pharmacy - Equipment/Furniture to be Demolished

Figure 3. ACC Pharmacy - Floor to be Demolished/Replaced

Figure 4. ACC Pharmacy - Areas Requiring Access During Construction

Figure 5. ACC Pharmacy - Electrical/Data to Demolish/Reuse

b) Replace existing flooring throughout pharmacy.

i) New Flooring Material Selection.

(1) Contractor to submit manufacturer sample/cut sheets and colors to VA (interior designer) to ensure color palette standard and material type is suitable for installation.

(2) Pharmacy Work Area – Filling and Assembly Area (2A07), Dispensing Windows (2A05) and Pharmacy Workstation Area (2A07B). Approximately 3100 SF

(a) The flooring material selected shall be healthcare grade homogeneous smooth rubber sheet flooring or equivalent.

(b) Ensure that the flooring material selected:

(i) Does NOT require special cleaners or chemicals for cleaning.

(ii) Does NOT require repeat coatings or finishes.

(iii) Has some level of sound attenuation.

(iv) Accounts for ergonomic design, to add comfort underfoot and reduce foot/leg pain and fatigue.

(v) Withstands wheeled traffic and occasional heavy rolling loads.

(vi) Supports Infection Control – non-porous, antimicrobial.

(vii) Reduces slips/trips – ensure it has slip resistance.

ii) Acclimatize flooring material prior to install per manufacturer’s specifications.

iii) Prepare the floor for installation. Ensure that the floor is clean of any debris, dust or any protrusions. Repair any cracks, gaps or unevenness in the subfloor with appropriate patching or leveling compound.

(1) Floor installer shall coordinate with electrical/networking sub-contractor to ensure that the location of any junction boxes, electrical or data outlets are in the correct location prior to flooring.

iv) Install flooring material to manufacturer’s specifications.

(1) Unfinished floor shall be leveled to ensure that chosen floor material can be installed per manufacturer’s specifications.

v) Notify VA of any curing or setting time for product and incorporate into schedule.

vi) Upon installation of all equipment, flooring sub-contractor shall return to install rubber cove base to reduce ensure that there are no gaps between furniture base and existing floor for infection control purposes.

(1) Repair any damage areas adjacent to the base cove that may have occurred as part of the demolition of the floor. COR will provide the manufacturer and paint color for contractor to procure touch-up paint.

c) Electrical/Network connections

i) Electrician/network technician shall validate the existing infrastructure can support the intended equipment to be installed as well as any planned convenience outlets/service drops are required on new furniture installation. All convenience outlets/service drops will be denoted on Figures 5 and 6.

ii) Electrician/network technician will work with flooring sub-contractors to ensure locations of outlets and do not impact floor repair, see Figure 5.

iii) For all electrical/telecom infrastructure located in existing casework as shown in Figure 5 will require coordination with the demolition contractor to ensure that:

(1) All circuits serving this infrastructure shall be traced back to the last accessible, wall-mounted junction box. A licensed electrician shall, upon inspection and approval of the existing wiring, re-terminate the circuit into a new, wall-mounted receptacle or blank plate. The electrician is responsible for verifying that the existing junction box and wiring meet all current NEC and local code requirements, including box fill calculations. If the box is not code-compliant, the electrician shall install a new, correctly sized box. All devices (receptacles, cover plates, etc.) used for termination shall be new

(a) In instances where a circuit is no longer required for active equipment, the contractor shall ensure a licensed electrician properly abandons the circuit for future use. The electrician will cap all wires with code-compliant wire nuts and enclose them within a new, accessible junction box with a blank cover plate. Both the junction box cover and the corresponding breaker in the electrical panel shall be clearly and permanently labeled as "Future Use" along with the circuit number. The circuit shall remain de-energized at the breaker panel. All installations must meet current NEC standards.

(b) Where a junction box contains two circuits, a licensed electrician shall install a new quad receptacle. All work shall comply with the National Electrical Code (NEC), including requirements for box fill, handle-tied breakers, and neutral wire separation. The electrician shall ensure proper grounding and verify the functionality of the new receptacle.

iv) For all new power/telecom infrastructure required to support new equipment and casework. Electrician/network technician will need to coordinate the installation of the new furniture/casework and new power and data receptacles, see below, Figure 6.

(1) Power Data for New Furniture - Two (2) power/network vertical (ceiling-to-floor) dual channel utility poles will need to be installed per the locations of Figure 6 and new circuits will be required to be run from nearest electrical room (2B43) and telecom room (2B45).

(a) Each power/network vertical dual channel utility pole will service two (2) workstations requiring one (1) duplex 120V 20A receptacle and one (1) duplex RG45 CAT 6A port receptacle, and four (4) workstations requiring one (1) quadplex 120V 20A receptacle and one (1) duplex RG45 CAT 6A port receptacle. Each power duplex will be an individual NORMAL panel circuit.

(2) Power/Data for ScriptPro – Two (2) power/network vertical (ceiling-to-floor) dual channel utility poles will need to be installed per the locations of Figure 6 and new circuits will be required to be run from nearest electrical room (2B43) and telecom room (2B45).

(a) Each power/network vertical dual channel utility pole will require one (1) dedicated 120V 20A receptacle and one (1) duplex RG45 CAT 6A port receptacle. Each power duplex will be an individual NORMAL panel circuit.

(3) Overhead Junction boxes/circuits and data lines that were left for “Future Use” during demolition can be reused for power/telecom for any of the utility poles.

(4) Normal Electrical Power Panels B2NL1 and B2NL2 can be used in Electrical Room 2B43.

(5) Each utility pole and associated power shall be put on independent panels, such as one on B2NL1 and the other on B2NL2.

(6) Ensure that the power/data pole is designed for dual channels (segregation of power/data).

(7) Label each power receptacle cover with the respective panel and circuit number.

(8) Junction boxes to electrical panel wire runs may be done prior to equipment installation and finished with utility pole and furniture/receptacle integration when furniture is installed.

(9) For any penetration through a fire/smoke barrier, all openings shall be fire caulked upon completion of the work.

(10) All power cables should be run in accordance with NFPA 70 and comply with Paragraph V.12.

(11) All telecom or data lines shall be run in accordance with NFPA 70 and all TIA specifications.

(a) All data lines shall be supported by J-hooks or a cable tray/raceway system. Use of existing infrastructure is allowed if it is not overcrowded.

(b) J-hooks should not be more than 4 – 5 feet apart so that cables do not sag.

(c) Do not overload existing J-hooks.

1. Ensure that data lines are not being mixed with power lines.

(d) All data lines will be terminated at each end and labelled with the respective server port locations.

(e) Each data line shall be left with a useful service loop for future adjustments and strain relief.

(f) Velcro straps are preferred to bundle telecom lines together to reduce deformation that can be caused by over tightening plastic cable ties.

(g) Any additional or modification of data lines or network related issues will require coordination with VA Office of Information Technology (OIT).

v) All outages must follow the protocols of Paragraph Q.7 for permission, approvals, notification and execution.

vi) Upon completion of installation, the contractor will functionally test all electrical outlets and perform telecom data port end-to-end testing to the VA for review and approval.

vii) The contractor is solely responsible for protecting all existing ceilings and tiles during overhead work. Any tiles damaged during construction shall be replaced by the contractor at no additional cost with new tiles that are an exact match to the existing ones in type, color, and texture. If an exact match is unavailable, a substitute must be submitted to the Contracting Officer's Representative (COR) for approval. All replacement tiles shall be installed to match the surrounding ceiling for a seamless appearance, and the contractor must ensure the area is clean upon completion.

Figure 6. ScriptPro and Furniture Power/Data Locations

d) Certifications: see Section G - Contractor Responsibilities.

i) The Contractor is required to submit copies of all applicable contractor and tradesperson licenses to the COR for record-keeping and verification purposes. This ensures that all personnel performing work under this contract are properly qualified and licensed in accordance with state and federal regulations, and as specified in the contract.

e) Provide an Activity Hazard Analysis (AHA) with any potential hazards that may occur.

f) Contractor shall keep area free and clear of debris with patient safety in mind. Contractor shall acquire a dumpster to dispose of debris if applicable. Contractor shall not dispose of any debris in a government owned dumpster. Debris shall be disposed of offsite.

C. PERIOD OF PERFORMANCE

The Period of Performance is 84 Calendar days. Demolition and construction shall be completed within 30 calendar days.

D. CONTRACTING OFFICER REPRESENTATIVE

The Contractor shall not accept any instructions issued by any other person(s) other than the Contracting Officer. The Government may appoint a Contracting Officer Representative (COR). If so, a Delegation of Authority letter will be forwarded to the using service and the Contractor after the contract has been signed. The Delegation of Authority will identify the individual(s) as the COR(s). A COR is an individual that is designated and authorized in writing (Delegation of Authority) by the Contracting Officer to perform specific technical or administrative duties. The COR is not authorized to grant permission(s) to change the scope of the project. The COR that is assigned to this contract will ensure that the supplies/services provided by this company are received based on the contractual terms and conditions. The COR will ensure that invoices are received and paid on time.

E. CONTRACTOR POINT OF CONTACT

1. Contractor shall designate one employee as the Point of Contact (POC) responsible for administrative matters in the performance of services under this contract. The POC shall have full authority to act for the Contractor on all matters relating to the daily performance of this contract.

2. The Contractor POC shall be available by telephone on weekdays and weekends, all at all hours of the day throughout the duration of the contract.

F. SCHEDULE

1. The contractor shall commence and complete all specified work in the Period of Performance. This period is stated in section C of the Statement of Work.

2. The contractor shall provide the COR with a schedule of work within seven (7) business days of receiving the final signed copy of the Notice to Proceed. The schedule is subject to approval by the government. The schedule shall detail all project activities, including milestone dates and critical paths. The contractor shall update the schedule in the event of modifications. The schedule shall be updated and submitted monthly to the COR. Contractor shall also provide a 3-week look ahead project schedule weekly to the COR by Close of Business (COB) on Mondays. No work is allowed until the project schedule is approved by the COR.

3. Business hours are from 7:30 AM to 4:00 PM Monday through Friday. No work is to be scheduled outside of business hours, on weekends or federal holidays unless approved by the COR. Access to the ACC pharmacy shall be coordinated with the COR. A minimum of three (3) days will be required for coordination. If the contractor desires to work at nighttime or during other unscheduled times, the contractor must receive permission from the COR.

G. CONTRACTOR RESPONSIBILITIES

1. Contractor Employees. The contractor shall not employ personnel for work on this contract if such employee is identified to the contractor as a potential threat to the health, safety, security, general well-being or operational mission of the installation and its population.

2. It is the responsibility of the Contractor to bring the appropriate equipment, parts and/or supplies necessary to complete the work as required. All work shall be performed, and equipment shall function in conformance with all VA safety standards, manufacturer’s/industry standards, the latest published edition of NFPA-99, OSHA, Joint Commission, and other applicable national standards. The COR may facilitate a copy of VA safety standards to the Contractor upon request.

3. All Contractor personnel shall be required to wear company ID badges. Contractor personnel shall present a neat appearance and be easily recognized as contractor employees. This may be accomplished by wearing distinctive clothing bearing the name of the company or company ID badge. Contractor field service personnel shall be dressed to present a clean, neat appearance at-all-times when performing under this contract.

4. All Contracting personnel on the job site must have all industry standard personal protection equipment (PPE).

5. Contractor employee(s) shall have the following certification(s) to be authorized to work on the job site:

a. OSHA - 30-hour certification

b. First Aid

6. Contractor shall obtain all necessary licenses and/or permits required to perform this work.

7. Contractor shall take all precautions necessary to protect persons and property from injury or damage during the performance of this contract. The contractor shall be responsible for any injury to himself/herself, his/her employees, as well as for any damage to personal or public property that occurs during the performance of this contract that is caused by his/her employees’ fault or negligence.

8. Quality Assurance:

a. Apply and install materials, equipment and specialties in accordance with manufacturer’s written instructions. Conflicts between the manufacturer’s instructions and the contract documents shall be referred to the COR for resolution. Provide copies of installation instructions to the COR two weeks prior to commencing installation of any item.

b. All equipment shall be free from defects that would adversely affect the performance, maintainability and appearance of individual components or overall assembly.

c. Where specified codes or standards conflict, consult the COR.

d. Label of Conformance: Labels of accredited testing laboratories showing conformance to the standards specified.

e. Equipment and materials installed shall be compatible in all respects with other items being furnished and with existing items so that the result will be a safe, complete and fully operational system which conforms to contract requirements and in which no item is subject to conditions beyond its design capabilities.

I. ACCESS TO THE VA FACILITY

1. Access to work areas, and performance monitoring, will be provided by the COR. See Section D for the Primary COR. An alternate COR may be designated by the VA and shared with the Contractor after project award.

2. For repairs or services required on weekends, federal holidays or after normal working hours, the Contractor’s mechanic is required to check-in and check-out upon arrival with the COR.

J. OVERTIME AND HOLIDAY PAY

1. Any overtime or holiday pay that may be entitled to Contractor personnel performing under this contract shall be the sole responsibility of the Contractor and shall not be billed to, nor reimbursed, by the Government.

K. PARKING POLICY

1. It is the responsibility of Contractor personnel to park only in parking areas designated by the COR. Parking information shall be provided by the COR. The VA shall not invalidate or make reimbursement for parking violations of Contractor's personnel under any circumstances.

L. TOBACCO POLICY

1. Contractor personnel are not allowed to use tobacco on the Department of Veterans Affair’s property.

M. CHANGES TO CONTRACT

1. Only those services specified herein are authorized. Before performing any service of a non-contractual nature, the Contractor shall contact the COR and Contracting Officer and identify the reason(s) for the additional work and/or service. All changes shall have prior written authorization from a VA Contracting Officer in the form of a written modification.

N. INVOICE REQUIREMENTS

1. Payments will be paid in arrears.

2. No advance payments will be authorized.

3. The Government shall pay the Contractor, upon the submission of a properly prepared invoice for prices stipulated in this contract for services and supplies delivered and accepted.

4. Payment of invoices may be delayed if appropriate field service reports are not completed and submitted as specified herein.

5. The invoice shall be itemized to include the following minimum information:

a. Invoice Number and Date

b. Contract Number

c. Purchase Order/Obligation Number

d. Date of service

e. Line-item from schedule of service associated with each charge

O. POST-AWARD PERFORMANCE CONFERENCE

1. The COR, Contract Specialist, or Contracting Officer may schedule a post-award performance conference with Contractor, if deemed necessary, for contract orientation purposes.

P. CONSTRUCTION SECURITY REQUIREMENTS

1. The General Contractor’s employees shall not enter the project site without appropriate badging. They may also be subject to inspection of their personal effects when entering or leaving the project site.

2. The General Contractor is responsible for assuring that all sub-contractors working on the project and their employees also comply with VA security requirements.

3. Before starting work the General Contractor shall give one week’s notice to the Contracting Officer so that necessary security and or escort arrangements can be provided for the employees. This notice is separate from any notices required for utility shutdowns.

4. No photography of VA premises is allowed without written permission of the Contracting Officer. Patients and staff are not to be photographed at any time.

5. VA reserves the right to close down or shut down the project site and order General Contractor’s employees off the premises in the event of a national emergency. The General Contractor may return to the site only with the written approval of the Contracting Officer.

Q. OPERATIONS AND STORAGE AREAS

1. The Contractor shall confine all operations (including storage of materials) on Government premises to areas authorized or approved by the Contracting Officer. The Contractor shall hold and save the Government, its officers and agents, free and harmless from liability of any nature occasioned by the Contractor's performance.

2. The Contractor shall, under regulations prescribed by the Contracting Officer, use only established roadways, or use temporary roadways constructed by the Contractor when and as authorized by the Contracting Officer. When materials are transported in prosecuting the work, vehicles shall not be loaded beyond the loading capacity recommended by the manufacturer of the vehicle or prescribed by any Federal, State, or local law or regulation. 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, or roads.

3. The Contractor shall execute work so as to interfere as little as possible with normal functioning of the VA Medical Center as a whole, including operations of utility services, fire protection systems and any existing equipment, and with work being done by others. Use of equipment and tools that transmit vibrations and noises through the building structure, are not permitted in buildings that are occupied, during construction, jointly by patients or medical personnel, and Contractor's personnel, except as permitted by COR.

4. The Medical Center must maintain its operation 24 hours a day 7 days a week. Therefore, any interruption in service must be scheduled and coordinated with the COR to ensure that no lapses in operation occur. It is the CONTRACTOR'S responsibility to develop a work plan and schedule detailing, at a minimum, the procedures to be employed, the equipment and materials to be used, the interim life safety measure to be used during the work, and a schedule defining the duration of the work with milestone subtasks.

5. To ensure such executions, Contractor shall furnish the COR with a schedule of approximate phasing and dates on which the Contractor intends to accomplish work in each specific area of site, building or portion thereof. In addition, Contractor shall notify the COR two weeks in advance of the proposed date of starting work in each specific area of site, building or portion thereof. Arrange such phasing and dates to ensure accomplishment of this work in successive phases mutually agreeable to the COR and Contractor.

6. Contractor shall take all measures and provide all material necessary for protecting existing equipment and property in affected areas of construction against dust and debris.

7. Maintain existing utility services for VA Medical Center at all times. Provide temporary facilities, labor, materials, equipment, connections, and utilities to assure uninterrupted services. Where necessary to cut existing water, steam, gases, sewer or air pipes, or conduits, wires, cables, etc. of utility services or of fire protection systems and communications systems (including telephone), they shall be cut and capped at suitable places where shown; or, in absence of such indication, where directed by COR.

a. No utility service such as water, gas, steam, sewers or electricity, or fire protection systems and communications systems may be interrupted without prior approval of COR. Electrical work shall be accomplished with all affected circuits or equipment de-energized. When an electrical outage cannot be accomplished, work on any energized circuits or equipment shall not commence without a detailed work plan, the Medical Center Director’s prior knowledge and written approval.

b. Contractor shall submit a request to interrupt any such services to COR, in writing, 7 days in advance of proposed interruption. Request shall state reason, date, exact time of, and approximate duration of such interruption.

c. Contractor will be advised (in writing) of approval of request, or of which other date and/or time such interruption will cause least inconvenience to operations of the VA Medical Center. Interruption time approved by Medical Center may occur at other than Contractor's normal working hours.

d. Major interruptions of any system must be requested, in writing, at least 15 calendar days prior to the desired time and shall be performed as directed by the COR.

e. In case of a contract construction emergency, service will be interrupted on approval of COR. Such approval will be confirmed in writing as soon as practical.

8. Keep roads, walks and entrances to grounds, to parking and to occupied areas of buildings clear of construction materials, debris and standing construction equipment and vehicles.

R. DISPOSAL AND RETENTION

1. Materials and equipment accruing from work removed and from demolition of buildings or structures, or parts thereof, shall be disposed of as follows:

a. Reserved items which are to remain property of the Government are to be identified by attached tags as items to be stored. Items that remain property of the Government shall be removed or dislodged from present locations in such a manner as to prevent damage which would be detrimental to re‑installation and reuse. Store such items where directed by COR.

b. Items not reserved shall become property of the Contractor and be removed by Contractor from the VA Medical Center

S. RESTORATION

1. Remove, cut, alter, replace, patch and repair existing work as necessary to install new work. Except as otherwise shown or specified, do not cut, alter or remove any structural work, and do not disturb any ducts, plumbing, steam, gas, or electric work without approval of the COR. Existing work to be altered or extended and that is found to be defective in any way, shall be reported to the COR before it is disturbed. Materials and workmanship used in restoring work, shall conform in type and quality to that of original existing construction, except as otherwise shown or specified.

2. Upon completion of contract, deliver work complete and undamaged. Existing work (walls, ceilings, partitions, floors, mechanical and electrical work, lawns, paving, roads, walks, etc.) disturbed or removed because of performing required new work, shall be patched, repaired, reinstalled, or replaced with new work, and refinished and left in as good condition as existed before commencing work.

3. At Contractor's own expense, Contractor shall immediately restore to service and repair any damage caused by Contractor's workers to existing piping and conduits, wires, cables, etc., of utility services or of fire protection systems and communications systems (including telephone) which are not scheduled for discontinuance or abandonment.

T. WARRANTY MANAGEMENT

1. Warranty Management Plan: Develop a warranty management plan which contains information relevant to FAR 52.246-21 Warranty of Construction in at least 30 days before the planned pre-warranty conference, submit one set of the warranty management plan to the COR. Include within the warranty management plan all required actions and documents to assure that the Government receives all warranties to which it is entitled. The plan must be in narrative form and contain sufficient detail to render it suitable for use by future maintenance and repair personnel, whether tradesman, or of engineering background, not necessarily familiar with this contract. Warranty information made available during the construction phase must be submitted to the Contracting Officer for approval prior to each monthly invoice for payment. Assemble approved information in a binder and turn over to the Government upon acceptance of the work. The construction warranty period will begin on the date of the project acceptance and continue for the product warranty period. Include in the warranty management plan, but not limited to, the following:

a. Roles and responsibilities of all personnel associated with the warranty process, including points of contact and telephone numbers within the company of the Contractor, subcontractors, manufacturers or suppliers involved.

b. Furnish with each warranty the name, address and telephone number of each of the guarantor’s representatives nearest project location.

c. A list for each warranted equipment item, feature of construction or system indicating:

i. Name of item.

ii. Model and serial numbers.

iii. Location where installed.

iv. Name and phone numbers of manufacturers and suppliers.

v. Names, addresses and phone numbers of sources of spare parts.

vi. Warranties and terms of warranty. Include one-year overall warranty of construction, including the starting date of warranty of construction. Items which have extended warranties must be indicated with separate warranty expiration dates.

vii. Starting point and duration of warranty period.

viii. Summary of maintenance procedures required to continue the warranty in force.

ix. Cross-reference to specific pertinent Operation and Maintenance manuals.

x. Organizations, names and phone numbers of persons to call for warranty service.

xi. Typical response time and repair time expected for various warranted equipment.

d. Copies of instructions to be posted near selected pieces of equipment where operation is critical for warranty and/or safety reasons. I

2. Performance & Payment Bonds must remain effective throughout the construction period.

a. In the event the Contractor fails to commence and diligently pursue any construction warranty work required, the Contracting Officer will have the work performed by others, and after completion of the work, will charge the remaining construction warranty funds of expenses incurred by the Government while performing the work, including, but not limited to administrative expenses.

b. In the event sufficient funds are not available to cover the construction warrant work performed by the Government at the contractor’s expenses, the Contracting Officer will have the right to recoup expenses from the bonding company.

c. Following oral or written notification of required construction warranty repair work, the Contractor shall respond in a timely manner. Written verification will follow oral instructions. Failure to respond will be cause for the Contracting Officer to proceed against the Contractor.

3. Pre-Warranty Conference: Prior to contract completion, and at a time designated by the Contracting Officer, the Contractor shall meet with the Contracting Officer to develop a mutual understanding with respect to the requirements of this section. Communication procedures for Contractor notification of construction warranty defects, priorities with respect to the type of defect, reasonable time required for Contractor response, and other details deemed necessary by the Contracting Officer for the execution of the construction warranty will be established/ reviewed at this meeting. In connection with these requirements and at the time of the Contractor’s quality control completion inspection, furnish the name, telephone number and address of a licensed and bonded company which is authorized to initiate and pursue construction warranty work action on behalf of the Contractor. This point of contract will be located within the local service area of the warranted construction, be continuously available and be responsive to Government inquiry on warranty work action and status. This requirement does not relieve the Contractor of any of its responsibilities in conjunction with other portions of this provision.

4. Following oral or written notification by the Contracting Officer, the Contractor shall respond to construction warranty service requirements in accordance with the “Construction Warranty Service Priority List” and the three categories of priorities listed below. Submit a report on any warranty item that has been repaired during the warranty period. Include within the report the cause of the problem, date reported, corrective action taken, and when the repair was completed. If the Contractor does not perform the construction warranty within the timeframe specified, the Government will perform the work and back charge the construction warranty payment item established.

a. First Priority Code 1. Perform onsite inspection to evaluate situation, and determine course of action within 4 hours, initiate work within 6 hours and work continuously to completion or relief.

b. Second Priority Code 2. Perform onsite inspection to evaluate situation, and determine course of action within 8 hours, initiate work within 24 hours and work continuously to completion or relief.

c. Third Priority Code 3. All other work to be initiated within 3 work days and work continuously to completion or relief.

d. The “Construction Warranty Service Priority List” is as follows:

i. Code 1-Emergency Generator Systems

U. SUBMITTALS

1. VA approval of a submittal does not relieve the Contractor of the responsibility for any error which may exist. The Contractor is responsible for fully complying with all contract requirements and the satisfactory construction of all work, including the need to check, confirm, and coordinate the work of all subcontractors for the project. Non-compliant material incorporated in the work will be removed and replaced at the Contractor’s expense.

2. Submittals are to be submitted, reviewed, and approved by the government prior to the acquisition of all material/components or equipment to be replace and or installed in this contract. This includes but is not limited to fuel pumps and motors, manually hand pump, fuel filter/water separator assembly, replacement fuel piping, isolation valves, check valves, and solenoid valves.

3. Collect required data for each specific material, product, unit of work, or system into a single submittal. Prominently mark choices, options, and portions applicable to the submittal.

4. COR may require specific test after work has been installed or completed which could require contractor to repair test area at no additional cost to contract.

5. The VA approval of submittals is not to be construed as a complete check, and indicates only that the general method of construction, materials, detailing, and other information are satisfactory.

6. The contractor will be responsible to furnish submittals in accordance with the project design and intent. All materials, equipment, and components to be installed in this project shall be submitted for VA approval. The contractor shall submit shop drawings, schedules, manufacturer's literature and product data, certificates, and warranties in electronic format to the VA. Additionally, submittals listed below are required. Submittals in list below marked with a “G” designation require VA approval. Submittals not having a “G” designation shall be submitted for information only.

a. Accident Prevention Plan (APP); G

b. Notification and Reports

c. Mishap Reports

d. Near-Miss Reports

e. Activity Hazard Analysis (AHA); G

f. Confined Space Entry Permit

g. Certificate of Compliance

h. Quality Control Management (QCM) Plan; G

i. SSHO Plan; G

j. Safety Plan; G

k. Traffic Control and Laydown Plan; G

l. Baseline Schedule; G

m. Schedule of Values; G

n. Material Product Data Sheets

o. Warranty Letters

Definitions and associated submittal descriptions and requirements of terms included in this section are provided in VA Master Construction Specification Section 01 35 26 dated 05-01-24 available on the VA TIL (https://www.cfm.va.gov/TIL/spec.asp#01). Contractor is responsible to conform with the definitions and associated submittal descriptions and requirements provided in VA Master Construction Specification Section 01 35 26 dated 05-01-24. For any terms included in this section that are not defined or described in Specification Section 01 35 26, Contractor shall coordinate with the COR for minimum submission requirements.

7. RFIs and Change Orders: During construction, the contractor may submit requests for additional information concerning the contract documents or other aspects of the project; Requests for Information (RFIs) must be submitted in writing. RFIs must include, at a minimum, a description of or background information for the issue in question and a complete impact assessment for any recommended changes. The COR will review, evaluate, and respond as required. Any proposed changes to the scope or deviations from the contract documents may be submitted to the COR for review and discussion. Any such changes to the contract or scope of the project must first be approved by the contracting officer in writing before implementation.

8. Notify the Contracting Officer in writing, and document unforeseen conditions discovered during construction. Contractor shall develop and provide alternate solutions to resolve issues arising from the unforeseen condition. Provide proposed solutions and recommendations to the COR. These may include site pictures, field inspection reports, design solutions, expert third party review and/or supplemental instruction.

V. CONSTRUCTION ADMINISTRATION

1. 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 COR as a basis for evaluating 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.

2. Observation and Site Visits: The COR and/or designated representatives may require access to the job site in order to monitor, observe, and review all aspects of the project to ensure compliance with the construction documents and other regulatory requirements

3. 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 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 facilitate a Quality Control meeting and is responsible for providing meeting minutes and agenda for each meeting.

W. SAFETY REQUIREMENTS

1. Major incident/impact are defined as any mishap that leads to fatalities, hospitalizations, amputations, and losses of an eye as a result of contractors’ activities. Or any incident which leads to major property damage (greater than $20,000) and/or may generate publicity or high visibility. These incidents must be investigated and are required to be reported to the VA as soon as practical, but not later than 2 hours after the incident.

2. In addition to the detailed requirements included in the provisions of this contract, comply with 29 CFR 1926, comply with 29 CFR 1910 as incorporated by reference within 29 CFR 1926, comply with ASSE A10.34, and all applicable federal, state, and local laws, ordinances, criteria, rules and regulations

3. The prime contractor shall establish and maintain an accident reporting, recordkeeping, and analysis system to track and analyze all injuries and illnesses, high visibility incidents, and accidental property damage (both government and contractor) that occur on site. Notify the or Contracting Officer Representative as soon as practical, but no more than four hours after any accident meeting the definition of a Moderate or Major incidents, High Visibility Incidents, or any weight handling and hoisting equipment accident. Within notification include contractor name; contract title; type of contract; name of activity, installation or location where accident occurred; date and time of accident; names of personnel injured; extent of property damage, if any; extent of injury, if known, and brief description of accident (to include type of construction equipment used, PPE used, etc.). Preserve the conditions and evidence on the accident site until the Contracting Officer Representative determine whether a government investigation will be conducted.

4. Conduct an accident investigation for all Moderate and Major incidents as defined in paragraph DEFINITIONS, and property damage accidents resulting in at least $20,000 in damages, to establish the root cause(s) of the accident. Complete the VA Form 2162 (or equivalent) and provide the report to the Contracting Officer Representative within 5 calendar days of the accident. The Contracting Officer Representative will provide copies of any required or special forms.

5. Definitions

a. Accident/Incident Criticality Categories:

i. Moderate incident/impact – Any work-related injury or illness that results in:

1. Days away from work (any time lost after day of injury/illness onset);

2. Restricted work;

3. Transfer to another job;

4. Medical treatment beyond first aid;

5. Loss of consciousness;

ii. Major incident/impact – Any mishap that leads to fatalities, hospitalizations, amputations, and losses of an eye as a result of contractors’ activities. Or any incident which leads to major property damage (greater than $20,000) and/or may generate publicity or high visibility. These incidents must be investigated and are required to be reported to the VA as soon as practical, but not later than 2 hours after the incident.

b. High Visibility Accident. Any mishap which may generate publicity or high visibility.

6. Site Safety and Health Officer (SSHO) and “Competent Person” (CP): The Prime Contractor shall designate one (1)…