P01 578-15-008 SOW Parking.docx

Statement of Work

Update Wayfinding-Parking Signage on Hines Campus Project 578-15-008

May 14, 2024

A) Mission.

Engineering Service’s mission is the total oversight and management of the environment of care, as it pertains to the infrastructure and facility operations at the Edward Hines VA Hospital. Engineering Service provides support for patients, visitors, clinic staff and administrative employees.

B) Goals:

The goal of this project is to install new parking signage on Hines campus thereby providing a more user-friendly environment for all patients, visitors, and employees. The new signage will provide clarity regarding designated Visitor, Patient, and Employee parking.

C) Current Conditions:

The current conditions are a loose collection of several signage systems overlapping one another. The Environmental Programs Service (EPS) survey conducted in February 2020, resulted in the EHVAH receiving a Wayfinding deficiency notice. The Facility Condition Assessment (FCA) survey in 2022 found existing wayfinding exceeded its useful life, is in poor condition, and not in code compliance.

D) Justification:

The EPS survey conducted in February 2020, resulted in the EHVAH receiving numerous FCA deficiencies. All the deficiencies noted below received a “D” rating.

The Record Numbers of those deficiencies are 166001, 363633, 42138, 42197, 42327, 38061, 363952, 42640, 42671, 42701, 161579, 363720, 363734, 38779, 42825, 42853, 42853, 42880, 161437 and 365110.

E) Objectives:

The primary objective is to replace exterior parking signage on the Hines Campus. The objectives of this project are to:

1) Remove all existing parking lot signage on the Hines Campus.

2) Install new parking lot signage and lot identifiers on the Hines Campus.

All work conducted under this scope of work shall comply with the Department of Veterans Affairs Master Specifications and other Federal, State, and local requirements. The package shall cover all items as defined below. All signage shall be installed in accordance with the Department of Veterans Affairs Signage and Site Design Manuals.

F) Acronyms and Definitions:

The following is a listing of acronyms and/or definitions to terms that may be used in this document.

G) Requirements.

Where a conflict exists between the Statement of Work (SOW) requirements and the requirements of other associated contract documents, the SOW requirements shall prevail.

This SOW presumes the Contractor will not need access to the Hines LAN or any VA Sensitive Information to execute the contract.

The awarded Contractor will adhere to all codes, standards, guidelines, and design requirements found in the VA’s Technical Information Library (TIL) including but not limited to the following:

1. Pre-bid site visit:

a. A pre-bid site walk through is encouraged and should be coordinated by the CO. The intent of this walkthrough is to give the Contractor access to the project site so that an accurate evaluation of the project requirements and site assessment can be made.

b. The Contractor shall coordinate with the COR to schedule the site visit seven (7) calendar days prior to the requested date.

c. Exploratory demolition is permitted but must be coordinated with the COR.

2. RFI Submittals:

a. The Contractor shall submit any RFI’s resulting from the site visit within five (5) working days after the inspection to the CO.

b. Unless otherwise stated the Contractor shall allow the COR and CO ten (10) working days to respond to an RFI.

3. Infection Control Barrier (ICB):

a. Temporary construction partitions shall be smoke-tight and built of noncombustible materials that will not contribute to the development or spread of fire.

b. Barriers shall not obstruct access to emergency services and for fire, police, and other emergency forces.

c. The Contractor shall provide and install a rigid infection control panel system manufactured by Edge Guard out of Bement, Illinois or an approved equal. http://www.edge-guard.com/home.html. Salient details of the infection control barrier are:

i. The ICB must be fire-resistant.

ii. The barrier must be water resistant; capable of being cleaned and sanitized.

iii. Installation of the barrier shall not:

1. Generate dust outside the barrier.

2. Generate excess noise outside the barrier.

3. Generates excess fumes outside the barrier.

iv. Demobilization of the barrier shall not:

1. Generate dust outside the barrier.

2. Generate excess noise outside the barrier.

3. Generates excess fumes outside the barrier.

4. Require floor, wall, or ceiling repairs upon removal.

v. The barrier should be environmentally responsible.

1. The materials should be reusable.

2. The materials should not contribute to unnecessary waste to our landfills.

d. Fire-resistant plastic sheeting may be used to supplement the rigid infection control panel system. COR approval is required.

i. The Contractor shall submit an RFI requesting approval during the bid period.

e. Wood studs, plywood, OSB, particle board, pressboard, or other flammable materials are not allowed at Hines.

f. Manometers shall be installed on the ICB adjacent to every entrance of the work zone to monitor negative pressure within the work zone. See Attachment 10.

g. All doors to rooms inside the work zone but directly impacted by the work shall have their doors shut and the perimeters taped to prevent the migration of dust and debris into these rooms.

h. Cover all sprinkler heads (daily), signs, data transmitters, and light fixtures. Cover the supply and return diffusers within the work zone to prevent the spread of dust and fumes to other areas outside the work zone.

i. Rigid infection control panel system and manometers are to be submitted and approved by the COR prior to installation.

j. The following is a manner acceptable to Hines Infection Control to maintain negative pressure inside an infection control barrier with no reasonable access to discharge air to the exterior.

i. Install a floor-to-ceiling infectious control barrier (ICB) meeting the fire-rating required.

ii. Cover all sprinkler heads (daily), signs, data transmitters, and light fixtures. Cover the supply and return diffusers within the work zone to prevent the spread of dust and fumes to other areas outside the work zone.

iii. Place the air scrubber inside the ICB with a HEPA filter. The air scrubber will draw air from inside the ICB.

iv. Place a flapper valve connection on the ICB near to the ceiling.

v. Route the filtered air from the scrubber via a collapsible duct to the flapper valve thus maintaining negative pressure inside the ICB.

vi. If the power should accidently get cutoff, the flapper valve will swing close thereby maintaining the integrity of the ICB.

4. The Contractor shall post and maintain the final signed PCRA, ICRA, ILSM and Emergency Contact Information (when issued) at the entrance to the ICB for the duration of the project. See Attachment 10. The Contractor will update the postings when new documents are issued.

5. Equipment Lead time:

a. Equipment lead times shall be incorporated into the project schedule and used in conjunction with the baseline for the project start date.

b. The contractor shall make an informed bid submission by working with suppliers and considering all potential long-lead items involved with the project reasonably known or considered to impact the start, performance, and completion of the project.

c. For delays of equipment delivery, not caused by the government, the contractor shall bear the cost of temporary materials, equipment, labor, and services for the time between the end of the period of performance and the final installation of the contract’s specified materials and equipment.

6. EHVAH Permits:

a. Unless otherwise stated the Contractor shall submit for all required VA permits (i.e. above ceiling or dig) fourteen (14) calendar days prior to the event based on the approved project schedule with the COR.

7. Project Pay Applications:

a. Pay applications shall be initiated by the contractor in the form of a draft “pencil draw” submission to the COR.

i. Prior to submission the contractor will review the amounts, date of the application, the application number, and the purchase order (PO) for the project are correct.

ii. The COR may question the pencil draw and request revisions.

iii. Upon approval by the COR, the application will be reviewed by the CO.

iv. Upon approval by the CO, the application will be submitted into the electronic Invoice Payment Processing System (IPPS). Approval within IPPS can take days or sometime weeks to be processed.

b. All submitted project pay applications require certified payroll and waste report documents to be current with each pay submission.

i. Certified payroll documents shall be submitted to the COR weekly.

ii. Waste reports shall be submitted even when no waste has been produced. The contractor shall validate this by submitting a quantity of zero on the waste report.

iii. Approval of all invoices will require documents to be current.

c. With each invoice submission an updated, full schedule shall be submitted noting any changes in non-critical and critical paths, modifications approved, delays by the government, delays by the contractor, issuance dates for Letters of Concern and Letters of Cure, and other elements that impact the project completion date.

d. Submission of a 3-week look ahead schedule will not be accepted.

8. Work outside of normal business hours or weekends:

a. All work performed after hours or on weekends requires coordination with the COR and shall be requested fourteen (14) calendar days prior in writing or e-mail to the COR for approval.

b. No work shall take place without written or e-mail confirmation from the project COR.

9. Utility Shutdowns:

a. The Contractor shall provide twenty-one (21) calendar days’ advance notice for any planned utility shutdowns to all allow the station to notify staff/visitors and prepare contingency plans if necessary.

b. Failure to submit the shutdown requests in a timely manner is not justification for a claim of delay on the part of the government.

c. Planned utility shutdowns should be indicated on the project schedule.

10. Submittals and Shop Drawings:

a. Unless otherwise stated the Contractor shall provide shop drawings and equipment submittals for review and approval by the COR seven (7) calendar days prior to the start of construction.

b. No work shall be started prior to review and approval by the COR.

11. Certifications:

a. When applicable, the Contractor shall provide certifications for all personnel performing any welding and shall certify all welds prior to the start-up of any of the units.

b. These certifications shall be supplied to the COR and retained as a permanent record of the project folder.

c. Personnel certifications shall be provided to the COR prior to the start of construction.

d. All weld certifications shall be provided to the COR at the end of every work week when applicable.

12. OSHA Certification:

a. The Contractor shall have an OSHA certified site superintendent on site whenever any work is being performed.

b. A copy of the OSHA certification shall be supplied to the COR prior to the start of any work and retained as part of the project folder.

13. Post-Award meeting:

a. The meeting shall be coordinated through the COR and CS/CO.

b. The meeting shall take place after the Notice to Proceed has been issued but prior to the start of demolition/construction.

c. The Contractor shall schedule and attend a “Page-Turn” meeting in which the Designer of Record will be in attendance. The goal of this meeting is to clarify any confusion the Contractor may have regarding the contract documents in advance of commencing construction activities, delivery of project submittals, submission of the project schedule, the coordination of project phasing, etc.

H) Scope of Work:

The Scope of Work for this project includes all labor, management, materials, and equipment necessary to update wayfinding parking signage on Hines campus. The contractor will purchase and install all exterior parking signage and materials. All supplied measurements/dimensions are approximate. The Contractor must verify all measurements/dimensions and specific locations for installation of the new signage.

The Contractor shall submit shop drawings and get them approved by VA prior to starting the work in the contract. VA requires thirty (30) days to review shop drawings. No construction work shall be started without approved shop drawings. Whenever possible, new signage shall be installed prior to removing old signs. The contractor is to ensure that if a particular sign is removed, its replacement signage must be installed on the same day.

The Contractor shall inspect the area under contract prior to commencing work and identify any pre-existing damage and provide an Existing Site Conditions report with related photos to the Contracting Officer for review and approval.

Any deviation from this scope of work requires the express authorization of the Contracting Officer. The Contracting Officer Representative (COR) does not hold the authority to authorize changes to this scope of work.

1) Continued Use – The Medical Center maintains operations 24 hours a day, 7 days a week. Therefore, any interruption in service must be scheduled and coordinated with the COR to ensure that no lapses in operation occur. It is the Contractor’s responsibility to develop a work plan and schedule detailing, at a minimum, the procedures to be employed, the equipment and materials to be used, the interim life safety measure to be used during the work, and a schedule defining the duration of the work with milestone subtasks.

2) Bids—The contractor shall submit bids for the following bid categories. The project will be awarded as one complete Base bid.

Base Bid: Hines exterior parking signage.

3) Phases – The project work will be performed in one continuous uninterrupted phase.

4) All the work shall be done in accordance with the contract documents, drawings, the VA Signage Design manual, and the Statement of Work.

a. Demolition / signage removal:

1. Whenever traffic will be impeded by the contractor’s work, the contractor shall provide traffic control measures to ensure the safety of all patients, staff, and visitors per the VA contract specifications.

2. The contractor shall maintain staff, patient, and visitor access to the buildings during demolition / signage removal.

3. The contractor shall remove and dispose of all existing exterior parking signage, posts, debris, and spoils all in accordance with Federal, State, and local, laws, rules, and regulations.

4. Contractor shall ensure that if any signage is removed on any day, the installation of the replacement signage must be installed and completed on that same day.

b. Construction / signage installation:

1. The Contractor shall maintain staff, patient, and visitor access to the buildings during construction.

2. Whenever traffic will be impeded by the contractor’s work, the contractor shall provide traffic control measures per the VA contract specifications. A detailed traffic control plan must be submitted and approved by the COR.

3. The contractor shall purchase all signage, posts, fasteners, mounting hardware, concrete, etc. necessary for the installation of all parking signage identified in the contract documents.

4. The contractor shall provide all necessary equipment for the installation of all signage, e.g., manlifts, scissor lifts, traffic barriers.

5. Upon completion of this project the contractor shall repair all the landscaping disturbed by this project in accordance with the Department of Veterans affairs Site Design Manual.

I) Constraints.

1) The Contractor shall schedule work operations such that work in a Phase shall be accomplished from start to finish without interruption. The Contractor shall have all required materials, equipment, and labor on hand before beginning demolition or other work operations.

2) Work hours for EHVAH staff are from 7:00 am until 3:30 pm, Monday through Friday.

3) Photographs may be taken of the work performed at the jobsite. However, photographs containing patients and/or staff are a violation of the Patient Privacy and hospital policy. Both violations are subject to penalties and dismissal. Permission from the EHVAH Public Affairs Officer (PAO) is required and should be coordinated with the project COR.

4) Exploratory demolition is permitted but must be coordinated with the COR.

5) VHA Directive 1085 implements a smoke-free policy for patients, visitors, contractors, volunteers, and vendors at VA health care facilities.

6) Maximizing Use of American-Made Goods, Products, and Materials

a. The Buy American Act required the United States government to prefer U.S.-made products in its purchases.

b. It is the policy of the United States to buy American and to maximize, consistent with law, the use of goods, products, and materials produced in the United States.

c. Material purchases should adhere to this policy to the greatest extent possible.

7) The contractor badging process is a required security procedure of all VA stations. It is the responsibility of the general or prime contractors to notify their subcontractors of this requirement. All contracted workers visiting the jobsite will need to receive a contractor’s Flash badge. This is to be done before any construction or demolition work is started on the project. Failure to obtain and display the proper badge could result in the worker being removed from the station by Hines Police.

The procedure to follow is:

a. The A/E or contractor shall have 2 weeks’ notice from award to Notice to Proceed (NTP) to on-board team members with the necessary badging.

b. The Contractor shall fill out Contractor Badging Form – See Attachment 7.

c. Two (2) forms of personal identification are needed. Valid (unexpired) forms of ID include:

1. Current Driver’s License.

2. An original social security card (not laminated). Substitutes may include:

i. Current Passport

ii. Original birth certificate (not a copy) Additional forms of identification can be found on Page 2 of the Contractor Badging Form – See Attachment 7.

d. The Contractor shall coordinate with the COR and bring the completed Contractor Badging Form to Mikel Jones (Bldg. 2, Rm 119) to coordinate for fingerprints (Phone: 708 202-8387, ext. 21322; Email: mikel.jones@va.gov).

e. Once the form is approved by Mikel Jones, contractors shall take a copy of the form to Human Resources located in Building 17 for fingerprinting. The hours for fingerprinting are 8:00 AM to 3:00 PM. The other copy will stay with Hines Engineering.

f. Upon a favorable fingerprint adjudication, the contractor will schedule an appointment with HR to receive a Flash badge. The link to schedule this appointment will be provided by Mikel Jones upon notification of successful.

fingerprint adjudication.

J) Tasks and Responsibilities.

A pre-construction (kick-off) meeting between the Contracting Officer (CO) or Contracting Specialist (CS), the Contracting Officers Representative (COR), and key GC team members will be conducted to review project objectives, scope, deliverables, communication, site access, schedule, and responsibilities. During this meeting the Notice to Proceed (NTP) should be signed. After this meeting the awarded GC firm shall provide their services according to the approved project schedule.

1) Preconstruction Period: The Contractor shall provide the following:

a. Logistics Plan: A comprehensive narrative describing the chronological planned development of the project. The Logistics Plan includes an organizational chart, hourly rates, staging plan, description of means and methods, and hours of work.

b. Construction Security Plan: Defines both physical and administrative security.

c. Construction Phasing Plan: It is the Contractor’s responsibility to develop a work plan and schedule detailing, at a minimum, the procedures to be employed, the equipment and materials to be used, the interim life safety measure to be used during the work, and a schedule defining the duration of the work with milestone subtasks.

d. Submittal Registry: The Submittal Registry shall include a listing of all documentation required for pre-approved submissions including shop drawings, technical data, product performance information, calculations, and samples.

e. Accident Prevention Plan: The APP (aka Construction Safety & Health Plan) shall interface with the Contractor's overall safety and health program.

f. Activity Hazard Analyses: AHAs are also known as Job Hazard Analyses, Job Safety Analyses, and Activity Safety Analyses.

g. Construction Schedule: WBS schedule including start/end dates, duration, and sequencing, preferably in MS Project or Primavera format (include floats).

h. Schedule of Values: A detailed Breakdown for Payment, including design stages, work performed, and work invoiced per Progress Payment submission.

1. The Schedule of Values is a representative breakdown of the contractor’s firm, fixed-price bid. Each portion of the Schedule of Values represents the amount the government paid to the contractor for that portion of the work.

2. Because the contractor’s bid was fixed, so too is the Schedule of Values. It is not fluid and does not change after submission and approval. The Schedule of Values can only be modified through a bi-lateral agreement between the government and the contractor.

3. The government will utilize the Schedule of Values as a basis of negotiations for contract modifications. This is especially true when a credit is due to the government for all or measurable parts of certain portions of the firm, fixed-price contract.

i. Existing Conditions Survey: Before any work is started, the Contractor shall make a thorough survey with the COR of the buildings or areas of buildings in which alterations occur and areas which are anticipated routes of access, and furnish a report, signed by both, to the Contracting Officer.

j. Infection Control Plan (ICP): Narrative description of the dust control and debris disposal process including disposal destination and methodology.

k. Quality Control Plan (QCP): Describes the methods by which the Contractor will ensure all work is being accomplished in accordance with specifications and this SOW.

l. Environmental Protection Plan: The Contractor shall meet with the COR to discuss the proposed Environmental Protection Plan and to develop mutual understanding relative to details of environmental protection.

m. Document Submissions. All documents included as Attachments to this SOW that are required to be filled out and signed or jointly signed by the Contractor.

n. Demolition Debris Management Plan.

o. Certificates, Licenses, and Training Documents.

p. Obtain PIV badges.

q. RFI’s: Other than those resulting directly from demolition or construction.

2) Construction Period: The Contractor shall provide the following during construction services:

a. Display the signed PCRA, ICRA, ILSM and Emergency Contact Information in a location coordinated with the COR.

b. Attending biweekly construction meetings which are facilitated by the COR.

c. Submit RFI’s during construction as necessary.

d. Issue biweekly field reports of construction progress to the COR.

e. Attend field inspections and punch list inspections as requested by the COR.

3) Construction Close-out Period:

a. The Contractor shall provide the following:

1. Inspection and Approval by the COR and/or the CO.

2. Final Approval and Beneficial Occupancy when applicable.

3. Warranties documents and O&M Manuals.

4. As-built drawings and record submittals.

5. Staff training when applicable.

6. Contractor Release of Claims.

7. All Waste Reports submitted per Safety and Health during Construction Activities.

8. Existing Conditions Re-survey.

b. The COR shall review the Contractor’s close-out submissions for thoroughness and conformance with the contract document requirements. The COR shall also review field-marked as-built drawings for conformance with final installations.

c. The COR shall utilize these as-built drawings and specifications from the Contractor and generate as recorded drawings and specifications.

K) Deliverables:

1) The Contractor shall provide all submittals required by the Specifications Book.

L) Time Frames:

1) This project shall be completed within Two Hundred fifty (250) calendar days once NTP is issued.

a. Phasing – The construction shall be executed in a single uninterrupted phase within one hundred twenty (120) calendar days.

b. Pre-construction (kick-off) Meeting is when the Notice to Proceed (NTP) is signed.

c. Pre-Construction Period duration is NTP + ninety (90) calendar days. Shop drawings shall be submitted to the COR for review and approval. VA needs thirty (30) days to review product submittals. Within this period, the Contractor shall provide all materials included under Tasks and Responsibilities and the following:

1. Logistics Plan.

2. Construction Security Plan.

3. Construction Phasing Plan.

4. Submittal Registry.

5. Accident Prevention Plan.

6. Activity Hazard Analyses.

7. Construction Schedule.

8. Schedule of Values.

9. Existing Conditions Survey.

10. Infection Control Plan.

11. Quality Control Plan.

12. Environmental Protection Plan.

13. Document Submissions.

14. Demolition Debris Management Plan.

15. Certificates, Licenses, and Training Documents.

16. Obtain PIV badges.

d. Construction Period - To be determined based upon the approved schedule for construction. The estimated construction period is one hundred twenty (120) calendar days with all product submittals to be delivered and approved by the COR prior to the start of construction. No demolition or construction shall be started without the review and approval from the COR for those items listed in the Pre-Construction Period unless authorized in writing by the COR or the CO.

e. Construction Closeout Period duration is NTP+ two hundred ten (210) calendar days.

f. The contractor shall submit a completed punch list and commissioning reports (if applicable) for review and approval by EHVAH COR, within forty (40) calendar days after completion of the work. Within this period the Contractor shall provide all materials included under Tasks and Responsibilities and the following:

1. Inspection and Approval by the COR and/or the CO.

2. Final Approval and Beneficial Occupancy when applicable.

3. Warranties documents and O&M Manuals.

4. As-built drawings and record submittals.

5. Staff training when applicable.

6. Contractor Release of Claims.

7. Waste Reports.

8. Existing Conditions Re-survey.

M) Performance Monitoring.

The Government will periodically evaluate the Contractor’s performance by appointing a representative(s) to monitor such performance and ensure services are received. The Government representative will evaluate the Contractor’s performance through intermittent on-site inspections of the Contractor's performance.

N) Other Pertinent Information or Special Considerations.

1) All Contractor personnel shall be certified by appropriate federal and state regulatory agencies to meet federal and local certification requirements as applicable. All licenses, permits, and welding certifications shall be kept current throughout the period of performance of the contract. The Contractor shall provide the Government copies of such certificates.

2) Per VA Information Security Program policy – VA Directive and Handbook 6500 and 6500.6, Appendix A, contractor storage, generation, transmission or exchanging of VA sensitive information during this construction project is not acceptable.

3) All work shall be scheduled to meet requirements of EHVAH. All work shall be coordinated through the Contracting Officer. Local coordination shall be routed through the Contracting Officer’s Representative.

4) The Contractor shall provide to the Contracting Officer record of work certifications for all trade’s relative to this contract five (5) calendar days prior to beginning work. Certifications shall include welders, pipe installers, machine operators, etc.

5) The Contractor is responsible for repairing any damages to existing utilities incurred during construction or demolition.

6) Utilities within the area and identified on existing drawings are not to be interpreted as the exact location, or as the only existing site conditions. The Contractor shall verify all existing conditions and proceed with caution around any anticipated obstructions.

7) Where any work disturbs the grass areas, sod, walls, ceilings, floors, windows, entrances or building structures, etc. or where new and old work join, the Contractor shall restore, repair, or refinish affected areas or surfaces to their original condition, or as existed before the commencement of this project. Upon completion of the contract, the Contractor shall deliver all work complete and undamaged. Any damage that may be caused by the Contractor or his work crews or subcontractors to any existing structure, grounds and utilities shall be repaired or replaced to their original condition.

8) Should a conflict exist between VA requirements and VA adopted nationally recognized codes and standards, the conflict shall be brought to the attention of the Contracting Officer. The resolution of the conflict shall be made by the authority having jurisdiction for VA to ensure system-wide consistency. All work conducted under this scope of work shall comply with the Department of Veterans Affairs Master Specifications and all applicable state and federal regulations and codes.

O) Risk Control.

1) Refer to the attached ICRA form.

P) Government Furnished Equipment (GFE)/Government Furnished Information (GFI):

1) GFE

a. None

2) GFI.

a. No additional information is intended to be supplied other than information that is requested by the Contractor.

Q) Point of Contact at the EHVAH:

1) Jake Kanuru Engineer, Project Planning Section Engineering Service Edward Hines Jr. VA Hospital 5000 S. Fifth Avenue Building 2, Room 121 Hines, IL 60141 Jake.kanuru@va.gov Phone: 708-202-8387 ext. 21149

FAX: 708-202-2167

image1.jpeg