DRAFT Statement of Work_.docx

STATEMENT OF WORK

PROJECT OVERVIEW

PROJECT NAME: Containment-Segregated Compounding Areas Pharmacy Compound Lab / Programmable Logic Controller Panel

1. PROJECT OVERVIEW:

The (VHA) Audie L. Murphy Hospital has a requirement for Installation of plc panel and controls of exhaust fan(s) units at the new C-SCA Pharmacy. Products for Audie L. Murphy Medical Center (New C-SCA Pharmacy) that meet the requirements and high-quality threshold while integrating excellent environmental stewardship.

This requirement includes the following equipment at a minimum:

(1) HMI Industrial touch C-Screen 12” display

(1) C-More Step Switch

(1) Micro 850E Ethernet Controller

(1) Analog Input Programming

(2) Analog Output Programming

(1) End Cap

(2) Power Supply (10)24 VDC Relay

(10) Relay 120 VAC

(1) Enclosure

(1) Back panel

(2) Humidity / Temperature Transmitter

(4) Pigtail, 23 Feet

(4) Differential Pressure Transmitter

2. SCOPE OF WORK:

Provide and furnish all labor, materials, supplies, engineering, start-up system, tools and equipment, transportation, supervision, removal of all debris. Installation shall be performed at Audie L. Murphy VA Medical Center, located at 7400 Merton Minter, San Antonio, TX, 78229.

Work shall include:

1. Installation:

The vendor will provide and install all required items and provide a 1-year warranty including a 24/7/365 phone number and VPN support for the new material. System start-up and software troubleshooting, and final commissioning will be completed upon installation. The vendor will provide As-Builts and one-line drawings showing the controls simulation and functionality. Vendor must protect all existing finishes..

The Contractor shall be responsible for obtaining and coordinating the services of all subcontractors (if any) and any third-party Contractors. This is to ensure the end product and services are delivered with expected quality, are delivered timely, and final product contains all required documentation.

Government inspection of the work does not constitute acceptance. All punch list items shall be completed prior to the government’s final acceptance and/or to the government reoccupying the area/facility. The contractor shall comply with best construction practices, building codes, manufacturer’s instructions, general specifications of workmanship and corresponding system’s installation and operation.

Duration of work is approximately 30 to 45 calendar days after Notice to Proceed.

3. Contract Requirements

3.1. Contractor shall notify COR within 14 days of shipment to make sure any deliveries are within Duty hours of the VA Medical Center.

3.2. Contact COR before start of work to notify of projected start date and to coordinate work. Work to be done during regular work hours with appropriate barriers and infection prevention and safety measures in place to avoid disruption of clinic operations. Site shall be secured at all times preventing unauthorized entry.

3.3. Contractor will assign a main point of contact in writing who will be the key point of contact for VA and the contractor when communication with contractor is necessary throughout the performance of this job. The contractor shall provide notification in writing to the COR stating that delivery of materials has been made.

3.4. Contracting personnel working on-site at any VA location shall adhere to the rules and regulations in place at the specific VA location. Contractor's employees are required to wear an identification tag or badge, at a minimum to include the name of the contractor and the employee's name while on the premises of the building.

3.5. Possession of weapons is prohibited. Enclosed containers, including personnel items, shall be subject to search. Violations of VA regulations may result in citation answerable in the United Sates (Federal) District Court, not a local district, state, or municipal court. Smoking is strictly prohibited in the building, on the rooftop, and on the grounds/premises.

3.6. The Contractor shall at all times keep the work area, including storage areas, free from accumulations of waste materials. Before completing the work, the Contractor shall remove from the work and premises any rubbish, tools, scaffolding, equipment, and materials that are not the property of the Government.

3.7. Contractor shall obtain any and all required licenses required to perform the required work.

3.8. Contractor shall comply with all local building and fire codes. Where cable and wire penetrate through fire/smoke partitions, firewalls, or floors, the Contractor shall provide and install fire stopping material according to corresponding wall rating, type approved by VAMC Chief, Engineering.

3.9. Contractor shall be responsible for removal and replacement of ceiling tiles during installation of the cable distribution system. The contractor shall be responsible for replacement and installation of any ceiling tiles they damage with a matching tile.

3.10. The contractor shall comply with the fire safety code of the facility. When a cable pull is taking place in a corridor and the installer can’t see the other end of the installation, a second installer must be present under that open ceiling tile.

3.11. Contractor shall inspect the site prior to any excavation to account for existing utilities. All excavation work shall be coordinated with the VA Representative 72 hours prior to event. Care shall be taken to protect all existing utilities. Any damage to existing utilities shall be immediately notified to VA Representative and repaired to its original condition.

3.12. All underground utilities shall be identified with the corresponding utility marking tape prior to backfill.

3.13. The contractor shall not use gasoline, benzene, alcohol, naphtha, carbon tetrachloride, or turpentine for cleaning any part of the equipment. Flammable materials shall be kept in suitable places outside the building.

3.14. The Contractor shall be responsible for all communication closet keys that are issued to accomplish the work. The telecommunication closets will be always secured. Access must be requested in advance of at least 72 hours minimum.

3.15. All incidental work associated with the installation and construction works on the exterior and/or interior of the building shall be included.

3.16. The Contractor shall comply with infectious control measures to contain dust, particles, and/or materials for work above and below the ceiling tiles IAW Veteran Health Administration (VHA) 01-35-26 safety requirements.

3.17. Two Weeks after receipt of Notice to Proceed (NTP) - Contractor to Submit a detailed QA/QC Plan describing each step that shall be taken during the development of the various phases of design. Each step should have an appropriate space where a senior member of the firm can initial and date when the action has been completed.

3.18. WORKING HOURS: Work shall be done during normal hours of operation for VA sites. The contractor may request night or weekend work through the COR which shall be submitted and approved by the Contracting Officer, however there is no guarantee that the request shall be approved. Contractors shall plan for the following work hours (Monday – Friday from 0700-1630), except for Federal Holidays.

3.19. SPECIFIC PROJECT REQUIREMENTS

3.19.1. Submittals : This item shall include at a minimum:

3.19.1.1. Schedule of Values and Assessment of Percentage of Construction Completion.

3.19.1.1.1. During site inspections the contractor shall provide their assessment of the completed work monthly prior to submitting an invoice. This will be submitted as the field inspection report to the COR.

3.19.1.2. Project Narrative

3.19.1.3. Certification & Commissioning documents

3.19.1.4. Operation and Maintenance Manuals

3.19.1.5. Warranty documents

3.19.1.6. Phasing requirements (per leased facility) to ensure payments. COR must approve of completion prior to payment.

3.19.1.7. Training (if necessary)

3.19.1.8. Punchlist walkthrough and approval

3.19.1.9. Provisions to keep emergency power system in operation during construction.

3.19.1.10. As-Builts

3.19.1.10.1. At project completion the contractor shall coordinate with the COR to receive contractor marked-up "as-built" drawings. The contractor shall have 45 calendar days to provide the VA with a set of Record Documents.

4. Design Effort

4.1. The contractor shall have comprehensive knowledge, experience, facilities, expertise, equipment and personnel to develop all required documents for this study.

4.2. The contractor shall be required to perform all necessary inspection, survey and evaluation of the existing project site and related utilities, systems and associated distribution systems to produce correct, complete and fully coordinated construction documents.

4.3. Site survey work shall consist of existing drawing verification, comprehensive research, investigation, location, evaluation and study of the existing systems, equipment, structure and utilities that will be tied to or affected by the emergency power system.

4.4. VA may provide an architectural as-built in DWG, FCD or DXF format as per contractor request but does not warrant the 100% accuracy. The VA may provide any other drawing from their files required by the contractor but does not warrant the accuracy. All of these, if provided, shall be verified by the contractor.

4.5. The work shall be in accordance with the following:

4.5.1. Latest Editions of VA Design Manual and Guides, Latest Edition of VA Standards and Directives, ASHRAE, OSHA, NFPA, NEC, ASME,AWS, ASHE, Federal and Industrial Requirements and Regulation, Building Codes and Standards, TJC, FGI, ABAAS, VA signage design manual, VHA Space Planning Criteria (263) PACT Interim and (265) CBOC, PSRDM and the current edition Handbook 0730 SECURITY AND LAW ENFORCEMENT along with the amendments 0730/4 and 0730/5.

4.5.2. Contractor shall verify and ensure compliance of IT closets using the Appendix B in the 0730 Security and Law Enforcement handbook as well as the amendments 0730/4 and 0730/5. The contractor shall also engage with the COR and IT to ensure how each IT room is classified by IT.

4.5.3. Contractor shall coordinate a Design Intent Drawings (DID) workshop with their respective design and construction team and VHA to develop, review, and complete final DIDs.

4.5.4. Design shall be completed in accordance with the schedule listed in Section 7 (Period of Performance).

4.5.5. The contractor shall keep the project manager (COR) and contracting officer informed at all times on the status and project progress.

4.5.6. Contractor shall take meeting minutes and distribute meeting minutes to VA COR/LCO within three days of meeting. Meeting minutes shall be submitted by the Contractor and approved by VHA. The contractor shall prepare written records of phone conversations addressing major issues and furnish a copy to the Contracting Officer within 5 calendar days of contact.

4.5.7. Detailed specifications and/or notes, regarding the removal or removal or relocation of existing equipment and/or system shall be provided on drawings. Related equipment and or units to remain shall be evaluated by the contractor, such equipment schedules shall be provided on drawings. Also, the contractor shall note any existing items to be re-used, cut, patched or adapted. Demolition drawings and details shall be clearly shown.

4.5.8. Contractor shall provide as-builts 45 days after final inspection approval by COR.

5. Hospital Operations

5.1. It is the Contractor’s responsibility to provide a work plan allowing for continued operations of the VA. The VHA COR shall review and approve the work plan. The work plan may require after hours or weekend work.

5.2. Execute work to interfere as minimally as possible with normal functioning of the Audie L. Murphy VA Medical Center, including operations of utility services, fire protection systems and any existing equipment, and 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 by Veterans or VHA staff, except as approved by COR.

5.3. Do not store materials and equipment in other than assigned areas.

5.4. Utilities Services: Where necessary to cut existing pipes, electrical wires, conduits, cables, etc., of utility services, or of fire protection systems or communications systems (except telephone), they shall be cut and capped at suitable places as directed by Contractor and approved by VHA COR. All such actions shall be coordinated with the Contractor and VHA COR. Contractor shall submit a request to interrupt any such services to VHA COR, in writing, 7 days in advance of proposed interruption. Request shall state reason, date, exact time of, and approximate duration of such interruption. Interruptions may have to be scheduled outside of normal CBOC operational hours.

5.5. The 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, so that equipment and affected areas to be used in CBOC operations will not be hindered. Contractor shall permit access to Department of Veterans Affairs personnel and patients through other construction areas which serve as routes of access to such affected areas and equipment. These routes whether access or egress shall be isolated from the construction area by temporary partitions and have walking surfaces, lighting etc. to facilitate patient and staff access. Coordinate alteration work in areas occupied by Department of Veterans Affairs so that CBOC operations will continue during the construction period.

5.6. Housekeeping - Accumulation of trash, paper, wood and metal shavings, sawdust, boxes and other packing materials shall be cleaned up as often as necessary and at the end of each work day. No items are to remain on site overnight. Demolition and renovation shall take place with minimal disruption to adjacent workspaces.

5.7. Demolition debris shall be recycled to the best ability of the contractor. Report of weight and deposition of all waste are to be submitted prior to invoicing. Request form to report these amounts to COR.

5.8. False Alarms – Fire Department response fees for false alarms caused by the contractor will be paid by the contractor.

5.9. Fire Watch - Provide fire watch for impairments more than 8 hours in a 24-hour period. Request for interruptions shall be coordinated with the facility safety officer and COR.

5.10. Parameters for the testing and results of any tests performed shall be recorded by the medical center and copies provided to the COR.

5.11. Smoking is strictly prohibited in all Government facilities, near flammable liquids, and highly combustible materials.

5.12. Security - Contractors will always wear security badge in plain sight above the waist at all times. Contractors found without a badge shall be immediately removed from VA property by VA Police.

a. Upon award of contract, Contractor must begin process to have a SAC Background Check performed to obtain a valid VA Contractor badge.

6. Safety During Construction and Additional Requirements

6.1. Contractor will coordinate all work prior to start of work and to identify any existing work and all existing conditions. Any item damaged during removal is the contractor’s responsibility to replace with no additional cost to the government.

6.2. Protect patients and employees by not leaving any contractor’s tools or equipment unattended.

6.3. Permits – Contractor shall obtain/submit any and all permits associated with this project to the COR. This includes permits necessary with the City of San Antonio and local Fire departments. The contractor shall be responsible for coordination with these offices.

6.4. The Contractor shall designate a minimum of one Site Safety and Health Officer (SSHO) at each project site that will be identified as the SSHO to administer the Contractor’s safety program and government-accepted Accident Prevention Plan. Each subcontractor shall designate a minimum of one Competent Person (CP) in compliance with 29 CFR 1926.20 (b)(2) that will be identified as a CP to administer their individual safety programs.

6.5. Further all specialized competent persons for the work crews will be supplied by the respective contractor as required by 29 CFR 1926 (i.e. Asbestos, Electrical, Cranes, and Derricks, Demolition, Fall Protection. Fire Safety/Life Safety, Ladder, Rigging, Scaffolds, and Trenches/Excavations).

6.6. The SSHO or an equally-qualified Designated Representative/alternate will maintain a presence on the site during construction operations in accordance with FAR Clause 52.236-6: Superintendence by the Contractor. CPs will maintain presence during their construction activities in accordance with above mentioned clause. A listing of the designated SSHO and all known CPs shall be submitted prior to the start of work as part of the APP with the training documentation and/or AHA.

6.7. The repeated presence of uncontrolled hazards during a contractor’s work operations will result in the designated CP as being deemed incompetent and result in the required removal of the employee in accordance with FAR Clause 52.236-5: Material and Workmanship, Paragraph (c).

6.8. The designated SSHO must meet the requirements of all applicable OSHA standards and be capable (through training, experience, and qualifications) of ensuring that the requirements of 29 CFR 1926.16 and other appropriate Federal, State, and local requirements are met for the project. As a minimum the SSHO must have completed the OSHA 30- hour Construction Safety class and have five (5) years of construction industry safety experience or three (3) years if he/she possesses a Certified Safety Professional (CSP) or certified Construction Safety and Health Technician (CSHT) certification or have a safety and health degree from an accredited university or college.

6.9. Safety and personal protective equipment (PPE) must be provided for each contractor employee by the contractor.

6.10. All construction workers are required to have the OSHA 10-hour Construction Safety training certification. The construction safety manager and/or superintendent shall have the 30 hour Construction Safety course certification. Proof of certification shall always be onsite at all times.

6.11. Seasonal Influenza Vaccination – VHA Directive 1192.01 establishes policy and provides guidance for the prevention of seasonal influenza in VHA facilities, through the vaccination of health care personnel (HCP). HCP are individuals who, during the influenza season, work in VHA locations or who come into contact with VA patients or other HCP as part of their duties. HCP include all VA contractors who are expected to perform any or all of their work at VA facilities. Contracting Officers shall ensure the flu vaccination requirements outlined in this directive are expected in all HCP contracts. VA contracting officers are responsible for on-site HCP contract and will inform the contractors about this directive and its requirements.

6.12. Tuberculosis (TB) – Contractor is responsible for ensuring that contracted worker(s) have been screened for TB. The contractor must provide written certification, within 24 hours upon receiving notice to proceed to the COR that all contract employees assigned to the work site have had a pre-placement tuberculin screening prior to assignment to the work site and been found to be free of active TB. Testing results must be less than one year old.

6.13. Infection Control

6.13.1. An Accident Hazard Analysis associated with infection control will be performed by the Contractor and VHA COR in accordance with FGI Guidelines (i.e. Infection Control Risk Assessment (ICRA)). The ICRA procedure found on the American Society for Healthcare Engineering (ASHE) website will be utilized. Construction Matrix (ashe.org)

6.13.2. All Contractors, construction workers and CORS must attend the Infection Prevention training annually. (Ten-minute DVD). All construction workers will have a current IC training sticker attached to their badges at all times. If this requirement is not met, workers shall be removed from construction site.

6.13.3. All contractors must have proof of positive or negative result purified protein derivative (PPD’s) PRIOR to starting work.

6.13.3.1. The Infection Prevention office will be notified of all preconstruction meetings.

6.13.3.2. The infection control risk assessment (ICRA) shall be written into the contract and specifications for all projects.

6.13.3.3. Infection Prevention office needs to be notified if the air conditioning (AC) must be interrupted in areas that affect patient care.

6.13.3.4. Construction sign and copy of IC permit shall be posted at project site at all times. All IC and dust control measures shall be implemented at all times.

6.13.3.5. Wear DuPont Tyvek coveralls or equivalent over clothing and shoe covers in moderate to high dust areas to prevent contamination of employee clothes and tracking dust and dirt into the facility. Remove coveralls and shoe covers before leaving the area.

6.13.3.6. Alterations: Infection Prevention Office will be notified of any work changes in areas of the building for anticipated routes of access.

6.13.3.7. All construction and installation work will comply with VA specifications for material and workmanship, NEC, NFPA, all applicable city, county, state, federal regulations, codes and OSHA standards. Refer to VA Technical Information Library (TIL).

6.13.3.8. A HEPA filtered vacuum shall be used on site for small clean-ups in patient care areas that have an ICRA of 1 or 2.

6.13.3.9. When using the elevators patients are given first priority, please get off the elevator for the patient.

6.13.3.10. NEVER ride in the elevator with patients in beds and/or food service delivering trays.

6.13.3.11. Conduct work to interfere as least as possible with facility operations. All coordination for utilities shutdown shall be coordinated at least 72 hours prior to event with COR. For major utility system shutdowns, coordination shall be done at least 1 week in advance.

6.13.4. The approved ICRA shall be reviewed and approved by the VHA COR and posted at the work site.

6.13.5. The Contractor shall implement all measures required by the ICRA.

7. PERIOD OF PERFORMANCE:

7.1. Work timelines and completion progress shall be provided to the COR for tracking purposes.

7.2. Work shall be completed in accordance with milestones in the following paragraph (project schedule table).

8. MANUALS, STANDARDS AND DESIGN GUIDES: The work will be completed in compliance with the following manuals, standards, and design guides. All construction and installation work shall comply with VA specifications for material and workmanship, NEC, NFPA, WBDG, and all applicable city, county, state and federal regulations/code and applicable OSHA standards project. Where there appear to be contradictions, VA shall make a final determination on applicability of manuals, standards, and design guides.

8.1. See VA web-site: http://www.cfm.va.gov/contract/ for VA Criteria and “http://www.cfm.va.gov/til/spec.asp” for VA Guide Specifications.

8.2. https://www.va.gov/vapubs/index.cfm

8.3. Physical Security and Resiliency Design Manual (PG-18-10) latest edition

8.4. IT requirements – Latest edition Design Guide: Infrastructure Standard for Telecommunications Spaces (ISTS) Version 4.0 – June 21, 2023

8.5. VA Handbook 0730

8.6. VA Handbook 0730/4 and VA Handbook 0730/5

9. ACCESS & RECORDS - PRIVACY INFORMATION

9.1. Information Systems Officer, Information Protection:

The contractor shall not have access to VA Desktop computer nor shall they have access to online resources belonging to the government while conducting services. If removal of equipment from the VA is required, for replacing and/or upgrading equipment such as, any memory storage devices, servers, hard drives, solid state drives,non-volatile memory units and any integrated closed-sourcing software shall remain in VA control and shall not be removed from VA custody.

9.2. Privacy Officer:

The contractor shall not have access to protected Patient Health Information (PHI) nor shall they have the capability of accessing patient information during the services provided to the VA and if removal of equipment from the VA is required, any memory storage devices, such as hard drives, solid state drives and non-volatile memory units shall remain in VA control and shall not be removed from VA custody. All research data available for Contractor analyses is de-identified.

9.3. Records Manager:

9.3.1. 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.

9.3.2. 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 shall be managed and scheduled for disposition only as permitted by statute or regulation.

9.3.3. 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 shall be managed in accordance with Federal law. Electronic records and associated metadata shall be accompanied by sufficient technical documentation to permit understanding and use of the records and data.

9.3.4. STVHCS 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 STVHCS 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 shall report to STVHCS. The agency shall report promptly to NARA in accordance with 36 CFR 1230.

9.3.5. The Contractor shall immediately notify the appropriate Contracting Officer upon discovery of any inadvertent or unauthorized disclosures of information, data, documentary materials, records or equipment. Disclosure of non-public information is limited to authorized personnel with a need-to-know as described in the [contract vehicle]. The Contractor shall ensure that the appropriate personnel, administrative, technical, and physical safeguards are established to ensure the security and confidentiality of this information, data, documentary material, records and/or equipment is properly protected. The Contractor shall not remove material from Government facilities or systems, or facilities or systems operated or maintained on the Government’s behalf, without the express written permission of the Head of the Contracting Activity. When information, data, documentary material, records and/or equipment is no longer required, it shall be returned to STVHCS control or the Contractor shall 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).

9.3.6. 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 STVHCS guidance for protecting sensitive, proprietary information, classified, and controlled unclassified information.

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

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

9.3.9. 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.

9.3.10. The STVHCS 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 STVHCS 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 shall be identified as required by FAR 52.227-11 through FAR 52.227-20.

9.3.11. Training. All Contractor employees assigned to this contract who create, work with, or otherwise handle records are required to take VHA-provided records management training, Talent Management System (TMS) Item #10176, Privacy and Information Security, Rules of Behavior. The Contractor is responsible for confirming training has been completed according to agency policies, including initial training and any annual or refresher training.

10. CHANGES TO THE SOW

Any change is to be approved by the contracting officer prior to change being implemented.