P01 Statement of Work.docx

VA OED

CONTRACT/ACQUISITION STRATEGY

B.2 Statement of Work

VETERAN HEALTH ADMINISTRATION (VHA)

WESTERN COLORADO HEALTH CARE SYSTEM (WCHCS)

TEMPORARY EMERGENCY ROOM MODULAR/TRAILER RENTAL

A. GENERAL GUIDANCE

1. PURPOSE. The Western Colorado Health Care System (WCHCS) medical center located on 2121 North Ave, Grand Junction CO, 81501 requires temporary medical exam and treatment space and associated offices.

2. Background. The Western Colorado Health Care System will be remodeling their ER department and require temporary space for the staff and providers to continue providing services on location. The ER/Urgent Care department operates 24/7. Patient stay duration varies on each patient.

3. Objectives. Provide trailers that shall provide a minimum of approximately 8,500 SF of clinical space and office space for futures services that are displaced by construction.

4. Intent. Obtain, though the supply chain, a trailer for temporary 24 hour Urgent Care Operations. There will be no furniture supplied as part of this contract.

5. Scope. The selected contractor shall deliver temporary/modular Urgent Care facilities in designated locations; the contractor shall remove trailers when no longer required. Contractor shall use the drawings to determine the required doors that can be used to traverse the total structure using a ramp and ambulance dock. Contractor shall provide trailers and all components to the trailers. Contractor to provide maintenance of mechanical rooms. Contractor shall provide door hardware that shall fit SCIF Best 7 pin cores. When contract is no longer needed the contractor will remove the trailers from the facility. Station will provide furniture and equipment needed for use.

6. Phasing. (insert notice that project will be in several phases and that period of performance will be dependent on completion of tasks.) Step 1 (trailer award) Trailer solicitation/award, 1st deliverable will be schematic design for final trailers. Including design of pad and utility hookups. Step 2. (construction award) Construction solicitation/award, based on provided schematics, Step 3 (trailer award) installation and hook up of solicited trailers in step 1.

7. Mandatory Tasks and Deliverables.

7.1 Deliverables – Contractor to produce schematic, technical and as-built drawings to provide to the VA . Contractor shall provide a combined minimum trailer square footage of 8500 to a maximum of 10,500SF. Contractor shall be responsible for any permitting required to prepare and deliver the trailers.

· Contractor shall provide in schematic design drawings.

· Electrical outlets and controls

· HVAC Location

· Plumbing, fixtures and connection

· Fire Sprinkler locations.

· Life Safety notification speaker location

· Lighting location

· Telecommunication outlets.

· Signage and Wayfinding

· ADA accessibility

· Floor Plan with SF

· Deliverable schedule

· Schematic drawings within 20 days of award

· VA Schematic Drawing review period 10 days after schematic design delivered.

· Technical Drawings within 20 days after VA schematic review

· Technical Drawing review 10 days Technical drawing Deliverable.

· Initial Period of performance shall extend 1 year after award and can be adjusted as needed to reflect actual timeframes.

· As Built Drawings within 20 days after Trailers arrive on site.

· Miscellaneous Design Requirements

· Contractor shall provide equipment selection as shown the Technical Drawings.

· Contractor shall conduct any surveys required for trailers.

· Trailers fire water lines, water lines, and sewer lines shall have pipe heat trace and pipe insulation in the crawlspace of the trailers.

· Fire sprinkler lines shall be Schedule 40 black pipe.

· Contractor shall use the VA design guide to assist in development of the trailers.

· The temporary structure shall be NFPA Occupancy Group: Ambulatory.

· Contractor shall determine how to meet all mechanical requirements.

· The trailers shall have one branch for power. Drawing shows the planned connection location. Site Prep contractor shall provide power to the location.

· Trailers shall have surge protection built into the outlets. Trailers shall have lightning protection.

· Contractor shall use design guide to determine locations for windows.

· Trailers shall be considered a Risk Category II facility.

· Contractors shall provide plumbing with a cold and hot recirculating system for potable water.

· Contractor shall provide signs and wayfinding in and on the trailers. Contractor shall use design guide to assist with design.

· Paint shall be latex. Wall color shall be egg shell. Baseboard shall be 6 inch’s in height. Baseboard shall be tan brown. Provide 3 colors of base board to choose from.

· Contractor shall provide a head wall in patient rooms.

· Gas rooms shall be for cylinder storage for patient rooms. The cylinders shall be connected to the gas system to provide to patient rooms.

· All electrical shall be conduit.

· Light fixtures shall go to a junction box. AFC MC cable is acceptable.

· All lavatories shall have mixing stations.

· Trailers shall have security cameras that connect to the existing system and be monitored at the police desk and AOD desk.

· Trailers shall be designed to handle the local wind and snow conditions.

· Any additional drawings can be requested after award.

· Trailers shall comply with local, state, and federal building permits for the type of construction provided.

· All drawings shall be stamped by stamped by a licensed Professional Engineer in each field.

· No equipment shall be previously used.

· Floor to ceiling heights shall be at least 8 ft . All ceilings shall fit all required electrical and HVAC equipment in the space.

· The construction contractor will use conceptual drawings to identify where required hook ups will be. Site prep contractor shall use Trailer supplied drawings to prepare all required utilities.

· All HVAC requirements shall be met.

7.2 Medical Air – Medical Air shall be confined to the trailers. Trailers shall have a room that connect medical Air tanks as required.

7.3 Way Finding – Way finding requirements.

Distinctiveness

Signs shall be easy to pick out from the surrounding environment and easy to distinguish from conceptually different signage.

Consistency

Features and placement of related signs shall remain consistent, and standardized images should be used when they are available.

Simplicity

Signs shall contain only three to four units of wayfinding information and minimal extraneous information.

Isolation

Signs shall be placed in locations that have little other information.

Reassurance

Additional signs shall be placed along a route to reassure users that they are still on the correct route.

7.4 Site Prep Coordination – Contractor shall coordinate with Site Prep contractor on award. Drawing CS-102 is for initial basis of design. Trailer contractor shall identity where all required hook ups are required.

7.5 Nurse Call and Code Blue – Nurse Call and code blue shall be a standalone system within the trailers. A nurse call system is required in the Emergency Department. System shall be digital. System shall communicate with existing mass notification system. System shall have an air gap from IT server and Nurse Call Server.

· The nurse call system devices shall include

· duty/staff stations,

· toilet stations,

· nurse assist stations,

· Code Blue Stations,

· Master Call Stations

· Dome Lights

· Each exam room, triage room, isolation room, and resuscitation room shall receive a nurse assist/code blue call button with 2-way communication to a maser located at the nurse’s station.

· Each patient toilet room shall receive an emergency pull station.

· Each nurse station shall receive a master call station.

· Clean linen, soiled utility, and staff lounges shall receive a duty/staff station.

· Mental Health patient rooms shall have anti-ligature cords for nurse call stations.

7.6 STC and HIPPA Requirements

· All STC and HIPPA requirements shall be met. No exceptions shall be granted.

7.7 Exterior components of the Trailers

· Exterior walls shall be specified by the successful offeror and shall be sufficient to last the period anticipated for the life of the facility in the specific part of the country. The successful offeror shall be responsible for maintenance of the building.

· Exterior walls of trailers are not required to be fire rated.

· Contractor shall determine the appropriate foundation for the trailers.

7.8 Headwall

· Unit consists of a patient service module for general care, single or double bed type.

· Headwall shall contain lighting, medical gases, suction, electrical outlets, nurse call and bed bumper.

· Contractor shall specify number and type of medical gas, suction, and electrical outlets.

· Size of module shall vary by type and configuration of outlets.

7.9 Contractor to provide temporary facilities that meet VA requirements.

Power shall be connected to critical power at designated hook up.

Reception, Waiting Room,

· 1x AOD walled office 125 SF,

· with data and outlets on all walls Minimum of 3 Walls

· Office shall contain a mass notification system. System shall communicate with existing system.

· 1x Waiting Room shall be the remainder of the trailer minus AOD and 2 restrooms.

· All walls shall have data and outlets.

· Shall have Individual Room Temperature and Flow set to CV.

Triage Rooms,

· 2x Triage Rooms, 180 SF each

· Shall have headwall Exam Rooms,

- 6x Exam Rooms, 160 SF each

- Shall have headwall

- See Plumbing and medical cases under architectural and interior requirements.

Bariatric Exam room,

· Room shall be capable to support a portable lift. Lift capacity shall be 750 pounds.

· Shall have headwall.

· See Plumbing and medical cases under architectural and interior requirements.

Mental Health Safe Room

- 1x Mental Health Safe Room, 115 SF each Unisex Toilet Room(s)

- See Plumbing and medical cases under architectural and interior requirements.

Clean Utility Room

· 1x Clean Utility Room, 80 SF each.

· Shall have positive air.

Soiled Utility Room

· 1x Clean Utility Room, 80 SF each.

· See Plumbing and medical cases under architectural and interior requirements.

Medicine and Nourishment Room

- 1x Medicine and Nourishment Room, 80 SF each.

· Room shall connect to facility temp trac

- Provide medicine cabinets and shelfs.

- See Plumbing and medical cases under architectural and interior requirements.

ED Full Gas Cylinder Storage Room

· 1x, ED Full Gas Cylinder Storage Room, 40 SF each.

ED Empty Gas Cylinder Storage Room

· 1x, ED Empty Gas Cylinder Storage Room, 40 SF each.

IT Data Room

- 1x IT / Data Room, 100 SF each.

Mechanical / Electrical Room

- 1x Mechanical / Electrical Room, 100 SF each.

Break Room

· 1x, 160 SF

· Space can be adjusted to support patient requirements.

Conference Room

· 2x, 240 SF

· Space can be adjusted to support patient requirements.

Office Space ED Manager, Private Room

· 1x, 80 SF Office/General Exam/Patient Care/Work Stations

· 8x, 160 SF

· Space can be adjusted to support patient requirements.

7.10 ARCHITECTURAL & INTERIOR REQUIREMENTS

· Ceiling tiles shall be 2x4 Acoustical Tiles

· Shall have Wall Finish: m: GWB f: P

· Shall have Wainscot: m: RWC h: 4’-0”

· Shall have Base: m: RB h: 4” (100mm)

· Shall have Floor Finish: Luxury Vinyl Tile

· Doors: Shall be breakaway glass sliding doors. Material shall be Aluminum t: dg: T s: V

· HVAC:

· Temperature shall be set between 70 and 75 degrees

· Humidity shall be set to 65% Max and 30% Min;

· Shall be MIN Total ACH 12;

· Shall be MIN OA ACH 2;

· Shall have Exhaust Air;

· Shall be Max noise level NC of 35;

· Shall have Negative Air;

· Plumbing and Medical Cases: Plumbing fixtures and utilities are required only in Triage room, Exam Rooms, Bariatric Exam Room, Toilets, Soiled Utility Closet and Medicine Nourishment room.

· Rooms shall have Cold Water,

· Rooms shall have Hot Water,

· Rooms shall have Sanitary Drain,

· Rooms shall have Medical Air,

· Rooms shall have Medical Vacuum, Suction, and Oxygen, sink wall mounted vitreous china gooseneck spout for use in clinics and patient care areas.

· Communication/Special Systems:

· Shall have Data and Voice on all walls;

· Shall have Telephone;

· Shall have Nurse call;

· Shall have a Count Down Clock

· Power:

· All power shall be on 1 circuit.

· All walls shall have an outlet.

· Lighting:

· Shall be LED lensed Luminaires with auto on/off and motion detection;

· Shall be Average Maintained Illumination: 500Ix;

· Shall be Uniformity Ratio (avg/min): Ambient 3:1;

· Shall be Color Temperature (CCT): LED 3500 degrees;

· Shall be Color Rendering (CRI): LED: Minimum of 80.

7.11 Door Hardware

· All Door hardware shall fit 7-pin BEST small format interchangeable core (SFIC).

· All Door hardware shall be from same manufacture.

HW-2B

STONE THRESHOLD BY OTHER TRADES.

HW-2G

STONE THRESHOLD BY OTHER TRADES.

HW-SH-2

Each Door to Have: NON RATED 1 Continuous Hinge

1 Door Position Switch

HW-SH-3

Each [AC, EL, REX, DPS] Door to Have: RATED/NON-RATED

1 Alarm Contact

120VAC POWER, CONDUIT, AND WIRING BY DIVISION 26.

CARD READER BY DIVISION 28.

7.12 Maintenance – Maintain temporary facility components. Provide monthly maintenance of heating, ventilation, air conditioning and other components of the temporary facility. Routine cleaning will be done by Station personnel.

· Deliverable – Temporary facility components maintained on a monthly, quarterly, and annual basis as needed.

· Contractor shall provide monthly, quarterly, and annual PM reports.

7.13 Site Security

· Shall be required of contractor during installation.

· Shall be required of contractor during removal of trailers.

7.14 Coordination Tasks

· Contractor shall provide a submittal for a proposed laydown area.

· Contractor shall have access to canteen.

· Contractor shall have access to a designated restroom. Contractor shall assist in maintaining cleanliness of restroom. Facility remains the right to restrict access if contractor is creating mess.

· Contractor shall deliver trailers to facility. Contractor shall provide 30 day notice of delivery.

· Contractor shall provide all the documentation for the buildings installed.

7.15 Expected date of occupancy.

Expected date of occupancy shall within 30 days after final inspection and acceptance of trailers on station.

Attendees of inspection shall be

· M+O

· COR

· Maintenance Staff

· Bio Med

· EMS

· Logistics and Supply

· Patient Safety

· Safety

· Emergency Department Chief

· Emergency Nurse Manager

7.16 Documents.

Contractor shall provide all testing and balancing reports to the COR.

7.17 Maintenance.

· Contractor shall provide monthly and annual preventive maintenance on contractor supplied equipment.

· Contractor shall provide maintenance schedule to COR.

· Contractor shall provide EMERGENCY REPAIR as necessary to maintain operations of the ER. 24 hours response time for Heat, AC, Water, and Electric issues.

8. Period of Performance. The period of performance shall be from the date of acceptance for a base period of one year and four option years. Work will begin on date of award.

9. Hours of operation and federal holidays.

Hospital normal operation of hours operation are 7:00 AM to 4:30 PM MST. Any hours outside of normal operation, including holidays, shall be required to be approved 14 days in advance.

There are ten (10) Federal holidays set by law (U.S.C. Title 5 Section 6103):

Under current definitions, four are set by date:

If any of the above falls on a Saturday, then Friday shall be observed as a holiday. Similarly, if one falls on a Sunday, then Monday shall be observed as a holiday.

The other six are set by a day of the week and month:

10. Place of Performance. The WCHCS medical center in Grand Junction.

11. Key Personnel. Certain skilled experience professional and/or technical personnel are essential for accomplishing the work to be performed. These individuals are defined as “Key personnel” and are those persons whose resumes were submitted and marked by the vendor as “Key Personnel”. The Contracting Officer may notify the Contractor and request immediate removal of any personnel assigned to the task order by the Contractor that are deemed to have a conflict of interest with the government or if the performance is deemed to be unsatisfactory. The reason for removal will be documented and replacement personnel shall be identified within three business days of the notification. Employment and staffing difficulties shall not be justification for failure to meet established schedules.

11.1 Substitution of Key Personnel. All Contractor requests for approval of substitutions hereunder shall be submitted in writing to the COR and the Contracting Officer at least thirty (30) calendar days in advance of the effective date, whenever possible, and shall provide a detailed explanation of the circumstances necessitating the proposed substitution, a complete resume for the proposed substitute, and any other information requested by the Contracting Officer necessary to approve or disapprove the proposed substitution. New personnel shall not commence work until all necessary security requirements, as defined in Section J, have been fulfilled and resumes provided and accepted. The COR and the Contracting Officer will evaluate such requests and promptly notify the Contractor of approval or disapproval in writing.

11.2 The Contractor shall be responsible for managing and overseeing the activities of all Contractor personnel, as well as subcontractor efforts used in performance of this effort. The Contractor’s management responsibilities shall include all activities necessary to ensure the Accomplishment of timely and effective support, performed in accordance with the Requirements contained in the statement of work.

12. Type of Contract. Firm-Fixed Price.

13. Changes to the SOW. Any changes to this SOW shall be authorized and approved only through written correspondence from the Contracting Officer. A copy of each change will be kept in a project folder along with all other products of the project. Costs incurred by the contractor through the actions of parties other than the Contracting Officer shall be borne by the contractor.

14. Government and Contractor Responsibilities. The contractor shall request other VA documentation deemed pertinent to the work accomplishment directly from Key Personnel at the Medical Center. The contractor is expected to use common knowledge and resourcefulness in securing all other reference materials, standard industry publications, and related materials that are pertinent to the work.

15. Formal Acceptance or Rejection of Deliverables. The Contractor shall provide deliverables per section 5. The VA shall confirm acceptance of deliverable within 5 business days, or provide corrections required. Form of communication shall be email.

16. Quality Standards for Deliverables - Performance Measures: Contractor shall provide deliverables on the day determined during contract planning or at the kick-off meeting.

17. SECURITY – PRIVACY REQUIREMENTS – NOT USED

SECTION D - CONTRACT DOCUMENTS, EXHIBITS, OR ATTACHMENTS

image1.png image2.emf