Draft - SOW_Construction_558-23-300.docx

DEPARTMENT OF VETERANS AFFAIRS

Durham VA Health Care System 508 Fulton Street Durham, NC 27705

DRAFT - SCOPE OF WORK

Install SPS Equipment Project Number: 558-23-300

BACKGROUND

Durham VAMC Sterile Processing Services (SPS) Department is currently equipped with cleaning, disinfecting and sterilization equipment outlined in the table below.

EXISTING

This equipment has reached their End of Life (EOL) and has become less reliable, more susceptible to breakdowns and poor operating performance. The major control systems for some of this equipment have been obsolete and repair parts are no longer available in some cases. This equipment will be replaced, in the same locations, by the following or comparable:

PLANNED NEW EQUIPMENT

This contract is a Site Prep construction project to support the new equipment. The SPS Department is located on the 2nd floor of the hospital as shown on Attachment A with the location of the existing equipment shown schematically.

SCOPE OF WORK

1. Scope:

a. Provide professional construction services as shown in the drawings and specifications to conduct site preparation for the replacement of SPS sterilization equipment.

2. Codes and Standards: This project will meet but is not limited to the following most recent codes and standards.

a. All Federal and local codes including:

i. NFPA 101, 92B, 92, 96, 72, 13, 241, and 90a

ii. National Electric Code (NEC)

iii. Life Safety Codes

iv. Other applicable codes

b. VA Numbered Standards for Construction:

i. PG-18-1 Master Construction Specifications

ii. PG-18-3 Design and Construction Procedures

iii. PG-18-4 Standard Details and CAD Standards

iv. PG-18-5 Equipment Guide List

v. H-18-8 Seismic Design Handbook

vi. PG-18-9 Space Planning Criteria, and VA-Space & Equipment Planning System (VA-SEPS)

vii. PG-18-10 Design Manuals (by discipline)

1. Architectural

2. Asbestos Abatement

3. Electrical

4. Fire Protection

5. HVAC systems

6. Steam, Heating Hot Water, and Outside Distribution Systems Design Manual Volumes 1, 2 and 3

7. Structural

viii. PG-18-12 Design Guides (graphical, by function)

ix. PG-18-13 Barrier Free Design Standard

x. PG-18-14 Room Finishes, Door, and Hardware Schedule Change Summary

xi. PG-18-15 Minimum Requirements for A/E Submissions

xii. PG-18-17 Environmental Planning Guidance

xiii. D-7545 Cultural Resource Management

xiv. H-7545 Cultural Resource Management Procedures

c. Office of Construction & Facilities Management - Architect/Engineer Information:

i. National CAD Standard, VHA Application Guide

ii. VA BIM Standard v2.2

iii. Drawing Deliverable Requirements (DDR)

3. Construction - Provide construction period service as captured in project specification and as indicated below:

a. Pre-Construction Meeting: Contractor shall participate and facilitate a Pre-Con in conjunction with the Contracting Officer, COR, A&E, and building stakeholders as needed. Pre-Con shall be scheduled upon acceptance of necessary submittals by the COR and CO.

b. Submittal and Request for Information (RFI) Review and Logs: Contractor shall provide an online submittal and RFI review and comment system at no additional cost to the VA. Submittal Exchange, ProCore, or a platform of similar functionality which allows submittal review by the A&E (first reviewer) and COR (second reviewer/approval), comment, and archiving is required. There shall be no additional cost for adding alternate VA reviewers upon request. VA review shall be no less than 14 working days.

c. As-Built Drawing Submission: Provide Red-line drawings to A/E that include the contractor’s mark-ups in PDF formats.

4. Storage: No storage of any material will be allowed on VA property unless approved by the COR. Payment of stored materials is not permitted. All pay applications will be paid based on competed installations upon inspection and acceptance of work from the VA COR.

5. Period of Performance: Contractor shall complete this project no later than 365 days after issue of notice to proceed (NTP).

6. Hours of Operation and Phasing:

a. Construction should be phased and timed such that:

ii. General Operation of the SPS Department is not interrupted

· The SPS facility operates on a 24 hour, 7 day per week schedule

· Contractor will conduct operations during 2nd and 3rd shift such that minimal interruption of SPS function occurs. 1st Shift construction activities will be allowed with approval of the COR.

iii. Operation of at least 2 pieces of like equipment will be maintained such that redundancy for SPS Operation is maintained.

· Exception for Cart Washer

b. Any construction that requires utility outage shall take place during second shift or during the weekend. Coordinate shutdowns with the VA COR 4-weeks in advance.

7. Utility and System or Service Outages: No utility service such as water, gas, steam sewers or electricity, parking, 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 in accordance with VA Lock-out Tag-out requirements. When an electrical outage cannot be accomplished, work on any energized circuits or equipment shall not commence without the Medical Center Director’s prior knowledge and written approval. The contractor shall submit a request to interrupt any such services to COR, in writing, 4-weeks in advance of proposed interruption.

8. Warranty: The Contractor agrees to supply parts which are warranted by the manufacturer to be free from defects in materials and workmanship for one year from the date of installation. In certain cases, parts may become obsolete and replacement parts can only be purchased through after-market suppliers that do not provide a year warranty. In certain cases, the Contractor will extend the same warranty to the Durham VA Medical Center as supplied by the after-market supplier to the contractor. Warranty shall be limited to the replacement of the part(s) found to be defective.

9. Safety and Regulations:

a. Contractor shall comply with Durham VA Safety and location specific Infection Control requirements. Contractor shall maintain control of all tools and parts. Contractor will meet all OSHA standards for Employee safety.

b. The contractor shall be allotted two contractor parking passes for onsite parking.

10. General Requirements

a. The contractor’s employees shall not enter the work site without appropriate badges and identification. They may also be subject to inspection of their personal effects when entering or leaving the project site.

b. Execute work to interfere as little as possible with normal functioning of 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 jointly by patients or medical personnel, and Contractor’s personnel, except as permitted by COR where required by limited working space.

c. Means of Egress: Do not block exiting for occupied buildings, including paths from exits to roads per NFPA 101 and VA requirements. Minimize disruptions and coordinate with COR.

d. All buildings will be occupied during performance of work. Contractor shall take all measures and provide all material necessary for protecting existing equipment and property in affected areas against dust and debris, so that equipment and affected areas to be used in the Medical Centers operations will not be hindered. Coordinate alteration work in areas occupied by Department of Veterans Affairs so that Medical Center operations will continue during the installation period.

e. Competent, experienced, licensed or certified workers shall perform crafts requiring specialized skills. All work shall be performed in full accordance with applicable local and Federal regulations. All equipment and installation shall conform to all applicable requirements of ASHREA, National Fire Protection Association (NFPA), plumbing and mechanical codes, and National Electrical Code (NEC). No departures from specification requirements will be permitted without written approval. The contractor shall use good safety practices while working. All hardware shall be installed in such a manner to minimize damage and maximize patient and employee safety. All equipment and procedures shall conform to OSHA, NEMA, ABA and ANSI Standards and conform to the Standard Building Code and the Standard Mechanical Code.

f. Hot Work: Perform and safeguard hot work operations in accordance with NFPA 241 and NFPA 51B. Coordinate with COR. Obtain permits from facility Safety Manager at least 48 hours in advance.

g. New work shall be installed and connected to existing work neatly, safely and professionally. Contractor to coordinate periodic VA inspection to ensure satisfactory workmanship of GC and Subcontractors. Any portion of the VAMC that is disturbed or damaged shall be replaced or repaired to its prior conditions.

h. The contractor is required to notify the COR upon arrival and departure of personnel at the work site every day work is performed during the execution of this project.

i. With submissions for Progress Payment, Contractor will complete VA Provided Contractor Invoice Form.

11. Attachments

a. Drawings

b. Specifications

c. Contractor Invoice Form

12. Anticipated Trades

a. General Carpentry/Construction

b. Electrical

c. HVAC

d. Plumbing/Pipefitting

13. VA Records Management Requirements

a. 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.

b. 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.

c. 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.

d. The VA 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 the VA 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 18U.S.C. 2701. In the event of any unlawful or accidental removal, defacing, alteration, or destruction of records, Contractor must report to the VA. The agency must report promptly to NARA in accordance with 36 CFR 1230.

e. 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 VA 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 (d).

f. 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 VA guidance for protecting sensitive, proprietary information, classified, and controlled unclassified information.

g. The Contractor shall only use Government IT equipment for purposes specifically tied to or authorized by the contract and in accordance with VA policy.

h. The Contractor shall not create or maintain any records containing any non-public VA information that are not specifically tied to or authorized by the contract.

i. 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.

j. The VA 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 the VA 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.

k. Training. All Contractor employees assigned to this contract who create, work with, or otherwise handle records are required to take VA-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.

END OF SCOPE OF WORK

This is not a Final SOW.

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