South Texas Veterans Healthcare System 7400 Merton Minter San Antonio, TX 78229

PROJECT NAME:

1. GENERAL INTENT:

General Scope of Work shall guide VA Leased Warehouse basic needs / guidelines to support Veterans Health Administration’s (VHA) warehouse support needs and mission. VHA South Texas, is seeking 9,586 NUSF of Warehouse space in San Antonio Texas (Station 671) – refer to delineated area. (See section 2.1.4)

2. GENERAL INFORMATION

2.1. Delineated Area

2.1.1. South Texas Veterans Health Care System (STVHCS) proposed delineated area for Warehouse because of the proximity to the Audie L. Murphy Veteran Hospital to stage equipment to deploy to other VA clinics within South Texas VA Healthcare System.

2.1.2. Since San Antonio, Texas is the fastest growing Veterans Health Care System in the Veterans Affairs, we are quickly outgrowing our owned and leased facilities. Therefore, need to continue to utilize the approximately 9,586 net usable square feet (NUSF).

2.1.3. The main objective of this delineated area is to maintain our staging space in this area proportionally with the increase in projected/expected patient demand in San Antonio.

2.1.4.

2.1.5. The function of VA Logistics Service is the reception, in processing, storage, protection, control and distribution of all medical and non-medical supplies (materials and products) for a VA facility or a group of VA facilities. Logistics Service interacts with all departments in a healthcare facility by providing a conduit for the movement of inbound supplies and materials, outbound recyclables and trash or interdepartmental. Additionally, VA Logistics Service handles all incoming and outgoing mail and package items for one VA facility or a group of VA facilities. The primary entry port to Logistics Service from outside the facility is the Loading Dock(s). Medical and non-medical items are received, electronically or manually entered in the inventory control system and tracked internally afterwards.

Depending on the packaging modality, items are either broken down into Logical Unit of Measure

North

East IH10

South Culebra Rd/Bandera Rd

West

San Antonio, TX 78229

Delivery (LUM) items and distributed to the using department or stored in the warehouse. Methods for moving material items range from simple carts, or manual transport, to semi-automated devices that may pull or tug various cart types. More advanced methods include automated guided vehicles (AGVs) and pneumatic tube systems for distributing items. The costs and benefits of each method are typically analyzed as part of a comprehensive study for new construction and major renovation/expansion projects.

3. REQUIREMENTS

3.1. Warehouse requirements shall follow Office of Construction & Facilities Management – Design Guideline

3.1.1. PG-18-12: Sterile Processing Service and Logistics Service

3.1.1.1. www.cfm.va.gov/til/dGuide/dgSPS-Log.pdf

3.2. Minimum Area: 9,586 NUSF / Maximum Area: 9,586 NUSF

3.2.1. Shall not be greater than current area of existing Bandera Warehouse (9,586 NUSF)

3.3. Space Type: Office and Warehouse

3.4. Term Full Term: 15 Years (Firm Term: 10 Years / Soft Term: 5 Years)

4. ARCHITECTURAL REQUIREMENTS

4.1. General Considerations Provide direct controlled access from the Loading Dock Area to the Warehouse

Area. Minimum internal corridor clear width shall be 8’-0”; and minimum clear door width shall be 48” for single leaf door or 72” for double leaf to allow for adequate pallet and material handling equipment access.

In new construction projects, provide minimum clearance of 16’-0” from finished floor level to the underside of the structural element or building system (plumbing, HVAC, etc.); in renovation projects, provide the maximum feasible clearance from finished floor level to the underside of the structural element or building system (plumbing, HVAC, etc.) in Bulk Storage areas. A 16’-0” vertical clearance will accommodate a two-tier pallet racking system with a full pallet placed at finish floor level. Ensure that the storage system selected for the Warehouse Bulk Items Storage does not interfere with air handling ductwork, drains and sprinkler heads. Provide a minimum clearance of 10’-0” from finished floor level to underside of the structural element, building system (plumbing, HVAC, etc.) or finished ceiling in the Unit Items Storage.

Lessor shall provide a minimum 4 loading docks. Dock height and configuration shall be typical with auto levelers to adhere to various truck height levels. Lessor shall provide 4 Parking spaces/loading for Semi and/ or Box Truck at Loading Docks. Reserve parking will be at the loading dock itself. Maneuverability of trucks shall provide area for medium-sized semi truck with a 40 ft wheelbase has a minimum inner turning radius of 19 ft 4 in for a 180° turn, and a minimum outer turning radius of 40 ft 10 in. Space shall locate Staff and Administrative Area in an adjacent and easily accessible section from the Loading Dock and Warehouse Area.

4.2. Life Safety Fire Protection: Sprinkler Systems and Fire Alarm Systems shall be designed following criteria outlined in PG-18-10: VA Fire Protection Design Manual as well as current applicable local, state and national codes. The fire exits shall be marked with illuminated signage. Fire alarms and extinguishers shall be provided in all work areas. All supplies must be stored at least 18 inches below sprinkler heads.

4.3. Accessibility: Refer PG-18-13: VA Barrier Free Design Standard in addition to the Architectural Barriers Act

Accessibility Standards (ABAAS) Standards: Appendices C and D to 36 CFR Part 1191; and ADA Standards for Accessible Design: (28 CFR Part 36).

4.4. Acoustics and Noise Control: Material handling equipment intrinsically generates loud noise that can affect staff productivity and safety; hence sound control in these areas is recommended. Operational noise contributes to difficult communication and reduces mental concentration which may yield errors and unsafe working conditions. Depending on the expected use of material handling equipment, the planning and design team shall consider providing noise control methods such as sound barriers in partitions / walls to block the transmission of sound from area to area, and sound absorptive finish materials for partitions and ceilings to attenuate sound.

4.5. Storage Space Design Considerations: The layout of storage racks in a warehouse has a major impact on the efficiency of material handling operations. The number of storage racks, and the length and width of the picking and cross aisles, must be considered when designing the rack system layout. Picking aisles provide direct access to the material being stored on the rack system while cross aisles provide access to the picking aisles

4.5.1. Rack System Types The material load is a major consideration when determining the type of rack system used in the warehouse area; there are two types: Product Load and Unit Load. Product Load is the weight of the material on the rack system. Unit Load is the weight of the Product Load with the weight of the pallet

4.5.1.1. Cantilever Rack: A Cantilever Rack storage system is primarily used for bulk storage and it has four basic structural components: uprights, base, racking arms, and braces. The uprights are the vertical components that support the arms and connect directly to the base in order to provide stability and support. Racking arms are horizontal beams that support the material load. Braces are provided to connect and support the uprights. Cantilever Rack systems may be freestanding or connected to the structure overhead.

4.5.1.2. Movable-Shelf Rack: Movable-shelf Rack systems are comprised of vertical upright frames with horizontal shelf beams and are primarily used for deep pallet or hand-stack storage. Some of the shelves are 'fixed' while others are movable

4.6. Flooring: Floor surface shall be smooth and level to facilitate movement of materials using hand powered and automated material handling equipment. Floor finishes in the Warehouse Area shall be selected based on an analysis of the static and live loads expected. Sealed concrete finishes shall be used on the loading docks, Receiving and Issue, Flammable Storage, and Gas Cylinder Storage. Epoxy based flooring finish shall be used in all warehouse storage areas. Consider the use of colored flooring to identify high traffic areas from static storage areas in the warehouse to alert staff of potential hazards associated with the movement of materials. In Unit Items Storage, seamless and non-wax flooring with an integral cove base shall be specified. Flooring in staff areas; offices, workstations, conference, and other support areas shall be per PG-18-14: Room Finishes, Door, and Hardware Schedules

4.7. Walls / Partitions: Internal walls / partitions in areas where material is stored or distributed shall be constructed of concrete masonry units or similar impact resistant construction to minimize damage from material handling equipment. Wall protection including wall and corner guards shall be provided in high traffic areas. Extend walls to the structure above where a secure area is required. Metal cage material may also be specified for secure areas.

4.8. Ceilings: Warehouse areas typically do not require a ceiling and are open to the structure above. Clean /

Unit Storage shall be provided with a suspended ceiling system with a non-porous surface that is easily cleanable. Staff and Administrative areas as well as support spaces shall comply with PG-18-14: Room Finishes, Door, and Hardware Schedules.

5. ADDITIONAL REQUIREMENTS

5.1. The space shall be contiguous, on the ground level

5.2. Secure fenced area must be located on site to be used for the outdoor storage of vehicles. The fenced area must accommodate vehicular access and circulation throughout for large vehicles and vehicles pulling trailers. Access to the fenced area will be controlled through a gate.

5.3. Space configuration shall be conducive to an efficient layout. Consideration for an efficient layout will include, but not be limited to the following: size and location of interior fire (support) walls, size and number of columns, column placement, bay depths, window size and placement, convector size and placement, electrical and telephone accessibility, and angles, curves or offsets that will result in an inefficient use of space. The following space configurations will not be considered: Space with atriums or other areas interrupting contiguous space, extremely long or narrow runs of space (more than twice as long as wide), irregularly shaped space configurations or other unusual building features adversely affecting usage.

6. Safety During Construction and Additional Requirements

6.1. Contractor will coordinate all work with existing work to remain and existing condition. 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. 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 States (Federal) District Court, not a local district, state or municipal court.

6.4. 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.

6.5. 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 CP in compliance with 29 CFR 1926.20 (b)(2) that will be identified as a CP to administer their individual safety programs.

San Antonio, TX 78229

6.6. 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).

6.7. 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 as listed below in Section 1.4.6.

6.8. 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).

6.9. 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.

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

6.11. 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.

6.12. 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.

6.13. 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.

6.14. Infection Control

San Antonio, TX 78229

6.14.1. 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)

6.14.2. 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.

6.14.3. All contractors must have proof of positive or negative result purified protein derivative (PPD’s)

PRIOR to starting work.

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

6.14.3.2. The infection control risk assessment (ICRA) shall be written into the contract and specifications for all projects to prevent cost discrepancies.

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

6.14.3.4. 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.

6.14.3.5. 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.

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

6.14.3.7. 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 construction drawings and specs for requirements.

6.14.3.8. 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.

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

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

6.14.3.11. 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.

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

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

7. 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.

7.1. 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.

San Antonio, TX 78229

7.2. DESIGN CRITERIA - Office of Construction & Facilities Management (va.gov)

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

7.4. DESIGN CRITERIA - Office of Construction & Facilities Management (va.gov)

7.5. DESIGN GUIDES (PG-18-12) - Office of Construction & Facilities Management (va.gov)

7.6. DESIGN MANUALS (PG-18-10) - Office of Construction & Facilities Management (va.gov)

7.7. EQUIPMENT GUIDE LIST (PG-18-5) - Office of Construction & Facilities Management (va.gov)

7.8. Miscellaneous Criteria - Office of Construction & Facilities Management (va.gov)

8. ACCESS & RECORDS - PRIVACY INFORMATION

8.1. Information Systems Officer, Information Protection:

The contractor shall not have access to VA Desktop computers 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.

8.2. 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.

8.3. Records Manager:

8.3.1. 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.

8.3.2. 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.

8.3.3. 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.

8.3.4. 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.

San Antonio, TX 78229

8.3.5. 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).

8.3.6. 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.

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

8.3.8. 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.

8.3.9. 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.

8.3.10. 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.

8.3.11. 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.

9. CHANGES TO THE

Any change is to be previously approved by the contracting officer.