Final SOW Employee Patient Parking Garage_01 02.docx

New Assessment of Staff and Patient/Visitor Parking Garages

Department of Veterans Affairs

Performance Work Statement

Assessment of the Southeast Louisiana Veterans Healthcare Staff and Patient/Visitor Parking Garages New Orleans, Louisiana Department of Veterans Affairs

Last Updated: March 20, 2024

Project Title

Assessment of Staff and Patient/Visitor Parking Garages

1. General Information

The Southeast Louisiana Veterans Health Care System (SLVHCS) seeks to establish a contract for an assessment to be conducted with identifying deterioration of concrete floors including, scaling, and spalls, or structural deficiencies that may require immediate action. The Contractor shall adhere to all directives and requirements as specified per this statement of work. All work will occur at 2400 Canal St. New Orleans, LA 70119 Staff and Patient/Visitor Parking Garages.

A. The 04 – Staff Parking Garage is located east of South Rocheblave Street, between Canal Street and Tulane Avenue with approximately 1,165 parking spaces on seven levels and built circa 2016. The facility functions using a 3-bay wide single helix design with 2-way traffic, 90-degree parking stalls and is constructed using a precast concrete structural system with a square footage of approximately 395,000 square feet of parking, with no-levels below grade and an adjacent 2,600 square feet concrete sanitary tank. The assessment of the adjacent sanitary tank is not included in this proposal at this time.

B. The 05 – Patient/Visitor Parking Garage is located west of South Galvez Street, between Canal Street and Tulane Avenue with approximately 1,100 parking spaces on seven levels and built circa 2016. The facility functions using a 3-bay wide single helix design with 2-way traffic, 90-degree parking stalls and is constructed using a precast concrete structural system with a square footage of approximately 395,500 square feet of parking, with no-levels below grade and an adjacent 7,000 square feet concrete process tank. The assessment of the adjacent process tank is not included in the proposal at this time.

2. Project Background

We have noticed extensive spalling and cracks in the parking garages on serveral levels. There is also additional movement in the expanition joints with deteroriation or peeling of the waterproof membrane, with a high amont of water dripping from deck to deck. The parking garages are in need of immdiate attention as it relates to repairs and preventative maintenance.

3. Scope of Work

At location New Orleans Veterans Affairs, 2400 Canal Street New Orleans, LA. 70119, the contractor shall conduct an assessement of the Staff and Patient/Visitor Parking Garages. The contractor shall conduct an itinital investigation, to exisitng condition. The contractor shall schedule and conduct a meeting with the COR prior to departing the site following the on-site assessment. The contractor shall be responsible for submitting formal meeting minutes. The contractor shall deliver the draft final report for review to the COR no later than 30 days following the on-site assessment. The COR will provide review comments to the contractor on the draft report within 10 business days. The contractor shall deliver the final report within 10 business days following receipt of the COR review comments.

3.1 The contractors shall assess the following:

a. General composition and condition of the structural system; including accessible concrete elements such as, precast double tees, IT Beams, columns, shear walls, precast light walls, precast connections, miscellaneous structural steel connections or framing, exterior precast spandrel panels, concrete tip-up elements enclosing stair towers, mechanical rooms etc. along with other miscellaneous concrete slabs, curbs, walls, equipment supports, etc. of the structurally supported and on- grade levels of each parking garage. Also review expansion joints, control joints, stairways, walls, brick, and drainage.

b. The contractor shall conduct a mechanical sounding evaluation (chain drag) on the floor surfaces. Evaluation of overhead or vertical surfaces for delamination’s or spalls will be conducted as appropriate by sounding with a hammer or bar.

c. The contractor shall review and evaluate significant cracks and leaking cracks that would require maintenance, sealing, or other repair for the long-term performance of the concrete.

d. The contractor shall evaluate floor areas with evidence of ponding water will be noted, since these areas may be improperly sloped and could require drainage mitigation.

e. The contractor shall inspect waterproofing materials, such as: traffic bearing waterproofing membranes, expansion joint seals and joint or crack sealants. The contractor must pay special attention and must be focused on moisture leakage through expansion joint seals, tee to tee joints, control and construct on joints, cracks and previously sealed cracks.

f. The contractor shall inspect roofing for the stair-towers will be evaluated at the time of the assessment. Visual examinations will be made to review the general conditions of the roofing materials, flashings, sealants, terminations, etc. and also review Items of deterioration, loss of adhesion, ponding of water, condition of drains and scuppers.

(1) Contractor must note and inform the Contracting Officer Representative (COR), If water leakage is suspected below the membrane, further investigation may be warranted.

g. The contractor shall prepare a Condition Assessment Report - Based on the condition assessment, site observations, analysis, and estimated quantities for repairs and maintenance. The report will summarize our observations, findings and conclusions, and provide recommendations for the repairs and maintenance. The report will also provide recommendations for preventive measures or enhancement options if applicable to extend the service life of the garages.

h. The contractors Condition Assessment Report shall include the following:

1. Photographic inventory of typical and unique conditions observed.

2. Recommendations for repair and maintenance methods for the types of deficiencies identified.

3. Recommendations for the types of repair materials required for repairs and maintenance.

4. The contractor must have recommendations for structural priorities for the recommended repairs and maintenance.

i. The contractor shall discuss items identified during the assessment.

with the Southeast Louisiana Veterans Healthcare System.

j. The contractor shall provide a draft report for Southeast Louisiana Veterans Healthcare System Staff Reviews.

k. The contractor shall adhere to all VA Government and all Local Government Standards as it relates to building codes. Based on the contractors’ findings at the time of the assessment, future material testing may be recommended. If there is further testing such as concrete testing program, this test will be conducted by a 3rd party with the agreement and approval of the VA. Any recommended concrete sampling and testing program will follow the guidelines in accordance with ASTM C823 Standard Practice for Examination and Sampling of Hardened Concrete in Constructions.

3D View of Staff Parking Garage

3D View Patient Parking Garage

4. Responsibility

4.1. The contractor shall provide all labor, material and equipment to perform an assessment of the parking garages. If any test methods are utilized, the test method must be approved by the Contracting Officer (CO) or the Contracting Officer Representative (COR) in writing.

4.2. In no event is the Contracting Officer’s Representative (COR) empowered to change any of the terms and conditions of the contract. All changes, to any section of this contract, shall be made only by the Contracting Officer pursuant to a properly executed modification. The types of actions within the purview of the COR’s authority are to ensure that the Contractor performs the technical requirements of the contract, and to notify the Contracting Officer of any deficiencies observed. A Letter of Designation shall be issued to the COR and a copy shall be sent to the Contractor at the time of contract kickoff meeting or post-award conference setting forth in full the responsibilities and limitations of the COR.

5. Specific Tasks

5.1. The contractor will have to coordinate activities with the Contracting Officer Representative (COR) before performing tasks because the parking garages are very busy with vehicular traffic during normal business hours. All work must be performed in a manner not to disrupt patient care. Proper personnel protective equipment (PPE) and OSHA training certification is required to perform work as specified within this scope (30hr for Supervisor & 10hr for Technicians).

5.2. The period of performance for this work shall not exceed 60 calendar days from the Notice to Proceed (NTP). The contractor shall provide all staff, equipment, materials, and tools necessary to complete all task in the scope of the work.

6. Place of Performance

6.1. The work shall initially be performed at 2400 Canal St. New Orleans, LA. 70119.

7. Hours of Work

7.1. Normal operational hours for the VA facilities are from 7:30am. – 4:00 pm, Monday through Friday, exclusive of Federal Holidays unless stated differently elsewhere. No work will be performed during Federal holidays or when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government directed facility closing. The Contractor may for his/her convenience request authorization in advance from the COR to work outside of regular working hours of regular work-days at no additional cost to the facility. Authorization shall be at the discretion of the COR.

The following federal holidays are observed:

Christmas Day Juneteenth National Independence Day

Any other holiday proclaimed by the President as a Federal Holiday.

When a holiday falls on a Sunday, the following Monday will be observed as a legal holiday. When a holiday falls on a Saturday, the preceding Friday is observed by U.S. Government agencies.

8. Contract Award Meeting

8.1. The Contractor shall not commence performance on this contract until the Government has conducted a contract kickoff meeting, post-award conference or the COR has advised the Contractor that a kickoff meeting is waived. The following item shall be delivered as part of the initial contract kickoff and submitted either at the kickoff meeting (one electronic and one hard copy) or emailed to the CO should the meeting be waived: Quality Assurance Surveillance Plan (QASP).

9. General Requirements

9.1. All written deliverables shall be phrased in layperson language. Statistical and other technical terminology shall not be used without providing a glossary of terms.

The Contractors shall furnish all labor, transportation, equipment, materials, tools, supplies, supervision.

Work Excluded. The subparagraphs below further clarify the scope of work under this contract Improvements. Installation of new or improved equipment of modifications to existing equipment as directed or required by authorities cognizant of this contract, is not included in this contract. Improvements also cover work not necessary as part of maintenance and repair.

Warranted Equipment. Equipment, components, and parts, other than that installed under the contract, shall not be removed or replaced or deficiencies corrected while still under warranty of the manufacturer or the installer without prior approval of the COR. All defects in materials or workmanship, defective parts, or improper installation and adjustments found by the Contractor shall be reported to the COR so that necessary action may be taken. The Contractor shall be knowledgeable of the equipment, parts, and components that are covered by warranty and the duration of such warranties. Available warranty information will be furnished to the Contractor by the COR.

GOVERNMENT FURNISHED ITEMS. The Government will not provide office space and operational facilities to the Contractor. The Contractor shall secure and maintain the necessary office space and other facilities required for the performance of this contract at his/her own expense.

Government Furnished Equipment. The Contractor shall furnish all tools and equipment required for the performance of this contract. The Government will not provide tools or equipment to the Contractor.

Government Furnished Material. The Government will not provide any materials to the Contractor.

Availability of Utilities. The Government will furnish the following utility services at existing outlets, for use in those facilities provided by the Government and as may be required the work to be performed under the contract: electricity, natural gas, fresh water, sewage service, and refuse collection (from existing collection points). Information concerning the location of existing outlets may be obtained from the COR. The Contractor shall provide and maintain, at his/her expense, the necessary service lines from existing Government outlets to the site of work.

Utilities specified above will be furnished at no cost to the Contractor.

9.2. MANAGEMENT. The Contractor shall manage the total work effort associated with the operations, maintenance, repair and all other services required herein to assure fully adequate and timely completion of these services. Included in the function are a full range of management duties including, but not limited to scheduling, report preparation, establishing and maintain records, and quality control. The Contractor shall provide an adequate staff of personnel with the necessary management expertise to assure the performance of the work in accordance with sound and efficient management practices..

9.3. Work Control. The Contractor shall implement all necessary work control procedures to ensure timely accomplishment of work requirements, as well as to permit tracking of work in progress. The Contractor shall plan and complete work requirements within the specified time limits and in conformance with the quality standards established here in. Verbal scheduling and status reports shall be provided when requested by the COR. The status of any item of work must be provided within two (2) hours of the inquiry during regular working hours, and within four (4) hours after regular working hours

9.4. Work Schedule. The Contractor shall schedule and arrange work so as to cause the least interference with the normal occurrence of Government business and mission. In those cases where some interference may be essentially unavoidable, the Contractor shall make every effort to minimize the impact of interference, inconvenience, equipment downtime, interrupted service, customer discomfort, etc.

9.5. HAZARDOUS MATERIAL REPORTING:

9.5.1. The Contractor shall maintain hazardous inventories and safety data sheets (SDS) for all hazardous materials (as defined in CFR 1910.120, 40 CFR’s 355, 370, & 372) to be stored and used at this Medical Center. Hazardous materials must be inventoried when received and when the project is completed.

9.5.2. Hazardous Materials Inventories, Material Safety Data Sheets and Material Quantities used shall be submitted to the Contracting Officer for approval.

9.5.3 In the event of a spill, Contractor shall immediately notify the Contracting Officer’s Technical Representative as well as the Contracting Officer. The Contractor shall be solely responsible for the expense of any cleanup of such spill, and the cleanup shall be in accordance with the applicable provision of 40 CFR Part 761.

9.5.4 The contractor shall conduct all research and provide all resources required to ensure a smooth transition from the incumbent maintenance and monitoring contractor, in accordance with the contract requirements should this occur.

10. Travel

10.1. The contractor is responsible for providing transportation/travel for all materials, supplies, personnel and all items needed for the duration of this contract unless stated otherwise elsewhere.

11. Government Responsibilities

11.1. The Government shall provide access to the facilities as necessary for maintenance and service calls and responses to commence. The VA Engineering, Safety or Police Services will also provide notification of any systems outages, testing or downtime to affected VA staff.

11.2. Removing Employees for Misconduct or Security Reasons. The Government may, at its sole discretion, direct the contractor to remove any contractor employee from U.S. VA/VHA facilities for misconduct or security reasons. Removal does not relieve the Contractor of the responsibility to continue providing the services required under any Contract awarded. The Contracting Officer will provide the contractor with a written explanation to support any request to remove an employee.

12. Deliverables The following is a list of mandatory deliverables that will be provided by the contractor:

-Schedule -Schedule of Values -OSHA 10 Certifications -OSHA 30 Certifications -Shop Drawings -Safety Plan -Submittals -Parking Garage Assessment -Drawings

13. Documentation & Reports:

13.1. The Contractor shall fully outline all tasks completed, including a checklist for the initial assessment as well as the overall inspection requirements. An acceptable service report should be signed by the technicians who performed the work with the VA personnel signature to certify the work was completed at the point of the work.

NOTE: A set of drawings shall be submitted as a part of the deliverables package and based off of the assessment indicating the change in levelness of each expansion joint location for each level in each parking garage (patient & staff).

The report should clearly outline all items addressed and should include but not be limited to:

1. Executive Summary

2. Scope

3. Supporting Documentation (Graphs & Pictures)

4. Reports

5. Observations while on site (Cleaning, maintain work area free from debris and unsafe conditions)

6. Recommendations/Conclusions

14. Replacement Services

* Contractor shall maintain the cleanliness of the parking garages without introducing any contaminants or causing any damage to the structure

* Contractor shall submit assessments, reports and any other documentation to the COR.

* Contractor shall complete this work with minimal interruptions to patient and employee parking. Any interruptions must be coordinated with the COR two (2) days prior to work start.

15. Conformance Standards:

15.1. All services provided under this contract must be performed in conformance with Occupational Safety and Health Administration (OSHA) standards, design configurations, National Fire Protection Association (NFPA) guidelines, Veteran Health Administration (VHA) guidelines.

16. Contractor Personnel Requirements

16.1. No portion of the work shall be subcontracted without prior written consent of the Contracting Officer. In the event that the contractor desires to subcontract some part of the work specified herein, the contractor shall furnish the Contracting Officer with the names, qualifications and experience of their proposed subcontractor(s). The contractor shall, however, remain fully liable and responsible for the work to be done by his subcontractor(s) and shall assure compliance with all requirements of the contract.

16.2. Contractor employees shall present a professional appearance at all times and their conduct shall not reflect discredit upon the United States and or the VA/Veterans Health Administration (VHA).

16.3. Conflict of Interest. The contractor shall not employ any person who is an employee of the United States Government if that employment would appear to cause a conflict of interest.

16.4. Uniforms. The contractor shall require all employees, including supervisors, to wear distinctive uniforms or clothing for easy identification, and assure that every employee is in uniform, or clothing no later than the time specified by the COR, or otherwise no later than ten (10) working days from the date an employee first enters on duty. The uniform or clothing shall have the contractor's name, easily identifiable, affixed thereon in a permanent or semi-permanent manner, such as a badge or monogram.

16.5. Smoking: Employees are strictly prohibited from smoking anywhere in medical center buildings.

16.6. Supervision of Employees: The contractor shall be responsible for all means, methods, techniques, sequences and procedures, and for coordinating all portions of the work under the contract except where otherwise specified in the contract documents. The contractor shall, at all times, enforce strict discipline and good order among the workers, and shall not employ on the work any unfit person or anyone not skilled in the work assigned to him/her.

17. Protection of Person and Property

17.1. The contractor expressly undertakes’, both directly and through its subcontractor(s), to take every precaution at all times for the protection of persons and property, including Medical Center employees and property and its own.

17.2. The contractor shall be responsible for initiating, maintaining and supervising all safety precautions and programs in connection with the work.

17.3. The contractor shall continuously maintain adequate protection of all work from damage and shall protect the Medical Center property from injury of loss arising in connection with this contract. The contractor shall make good any such damage, injury or loss, except as may be by agents or employees of the Medical Center.

17.4. In an emergency affecting the safety or life of individuals, or of the work, or of adjoining property, the contractor, without special instruction or authorization from the Medical Center, is hereby permitted to act, at the contractor's discretion, to prevent such threatened loss or injury. Also, should the contractor, in order to prevent threatened loss or injury, be instructed or authorized to act by the Medical Center, he shall so act, without appeal. Any additional compensation or extension of time claimed by the contractor on account of any emergency work shall be determined by mutual agreement.

18. Security Requirement

18.1. All contractor personnel must check-in with their designated VA point of contact or other identified staff prior to beginning any work.

18.2. Physical Security & Safety Requirements:

18.2.1. All contractor personnel must check-in with their designated VA point of contact or other identified staff prior to beginning any work.

18.2.2. The Contractor and their personnel shall follow all VA policies, standard operating procedures, applicable laws and regulations while on VA property. Violations of VA regulations and policies may result in citation and disciplinary measures for persons violating the law.

18.2.2.1. The Contractor and their personnel shall wear visible identification at all times while they are on the premises. The contractor shall sign in the VA Police services prior to beginning work each workday.

18.2.2.2. VA does not provide parking spaces at the work site; the Contractor must obtain parking at the work site if needed. It is the responsibility of the Contractor to park in the appropriate designated parking areas. VA will not invalidate or make reimbursement for parking violations of the Contractor under any conditions.

18.2.2.3. Smoking is prohibited inside/outside any building other than the designated smoking areas.

18.2.2.4. Possession of weapons is prohibited.

18.2.2.5. The Contractor shall obtain all necessary licenses and/or permits required to perform the work, with the exception of software licenses that need to be procured from a Contractor or vendor in accordance with the requirements document. The Contractor shall take all reasonable precautions necessary to protect persons and property from injury or damage during the performance of this contract.

19. Confidentiality and Nondisclosure

19.1. It is agreed that:

19.1.1. The preliminary and final deliverables, and all associated working papers, application source code, and other material deemed relevant by VA which have been generated by the contractor in the performance of this task order, are the exclusive property of the U.S. Government and shall be submitted to the CO at the conclusion of the task order.

19.1.2. The CO will be the sole authorized official to release, verbally or in writing, any data, draft deliverables, final deliverables, or any other written or printed materials pertaining to this task order. No information shall be released by the contractor. Any request for information relating to this task order, presented to the contractor, shall be submitted to the CO for response.

19.1.3. Press releases, marketing material, or any other printed or electronic documentation related to this project, shall not be publicized without the written approval of the CO.

20. Compliance with Applicable Laws/Regulations The Contractor shall ensure that services provided to the Government under this agreement comply with all applicable laws, statutes, regulations, and guidelines that govern the operation of systems by the Government. The Contractor shall also ensure that all services provided to the Government under this agreement comply with all Government mandated procedures, standards, and requirements.

As the Government develops and implements new or modified policies and procedures either to comply with internal agency rules and procedures or to comply with applicable rules, regulations, statutes, or other binding obligations ("Additional Compliance Terms"), the Government reserves the right to incorporate such Additional Compliance Terms into this Agreement. The Contractor hereby acknowledges and agrees that such Additional Compliance Terms shall become part of this agreement. The Government shall provide the Contractor with prior written notice regarding the date by which the Contractor shall comply with each set of Additional Compliance Terms ("Compliance Date"). Failure to comply with the Additional Compliance Terms prior to the Compliance Date shall be cause for the Government to immediately terminate this agreement. In the event that the Government terminates this agreement because of the Contractor's failure to comply with Additional Compliance Terms by the Compliance Date, the Contractor shall be liable for such reasonable costs as may be associated with the Government’s efforts to procure a replacement Contractor and associated systems and services.

21. Administrative Information

21.1. The Department of Veterans Affairs Facilities Management (VA Engineering) Point of Contact is:

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