DRAFT

Statement of Work Re-slurry and Re-stripe Project #612A4-27-013

1. GENERAL INTENTION

A. The purpose of this project is to reseal and restripe three (3) existing McClellan Clinic parking lots for VA Northern California Healthcare System (VANCHCS).

B. Contractor shall furnish all labor and materials needed to perform all surveying, demolition, surface preparation, and installation required by this scope and attached specifications.

C. Visits to the site by bidders may be made only by appointment with the Contracting Officer (CO) for the project. A preliminary/pre-proposal site visit is strongly encouraged and shall be coordinated with the Contractors Officers Representative

(COR).

D. Location of work; the geographic location for service(s) are the following areas:

• McClellan VA Clinic Building 98 5342 Dudley Boulevard McClellan Park, CA 95652

• McClellan VA Dental Clinic Building 88 5401 Arnold Avenue McClellan Park, CA 95652

E. The contractor shall assume that there are no staging areas available within the facility premises. If necessary, staging areas may be put into effect at the discretion of the COR, depending on availability. The Contractor shall note that there is absolutely NO Contractor employee parking in Patient Parking Only designated areas. VANCHCS will not invalidate or make reimbursement for parking violations for the Contractor under any conditions.

F. Schedule of work; all work shall be performed during normal working hours from 7:30 AM to 4:00 PM, Monday through Friday (not including observed holidays).

Contractor may submit a formal request to the VA Contracting Officer (CO) a minimum of three (3) working days in advance for approval to work off hours.

G. The VA will allow the Contractor to close off one parking lot at a time. The Contractor shall provide their own parking lot closure signage and barriers notifying the public of the parking lot closure and detours to other available parking. The Contractor shall phase the project to complete an entire parking lot for reopening before requesting authorization to proceed to close the next parking lot for construction.

H. The sequence of parking lost closures shall be Building 88 Lot (VA101), Building 98 North Lot (VA102), and Building 98 South Lot (VA103).

I. The contractor shall dispose of all components demolished or replaced as part of this project.

2. SCOPE OF WORK

A. The contractor shall survey the existing features of three VA McClellan Clinic parking lots at the McClellan campus. The survey should be detailed enough to capture widths and lengths of each parking stall by capturing their border striping, as well as crosswalks, directional arrows, texts, access aisles, and striped “no stopping” zones. Provide the VA COR with that report for their records.

B. The approximate square footage of the project work areas is as follows:

• Building 88 Lot – 21,117 square feet o Additional Street Parking – 1,440 square feet o Additional Crosswalk feature – 780 square feet

• Building 98 North Lot – 34,254 square feet

• Building 98 South Lot – 36,538 square feet

These are shown in the attached Reference Drawings. This is a brief description of the estimated quantities. These quantities are for informational purposes only and are based on the best information available at the time of the Scope of Work preparation.

C. The Contractor shall develop a striping plan based on their survey report to meet the requirements shown on the Reference Drawings, as best as possible. The intent of the striping plan is to confirm minimum parking stall widths and access aisles are met for new striping.

D. For each parking lot closure, Contractor shall provide VA with a Signage and Barrier plan. The plans shall be diagrammatic and show where signage and barriers are to be placed. The plans shall show the content of the signage, as well as dimensions. The plans shall also show barrier material and dimensions. The intent of the Signage and Barrier plans are to confirm that there is enough information to direct drivers to available parking and prevent unintended access to the construction sites.

E. Generally, the sequence of work shall be as follows:

a. After VA has approved the Contractor’s Striping and Signage and Barrier plans, Contractor shall close one parking lot at a time by placing signage and barriers at each entry/exit point.

b. Once Contractor has placed their signage and barriers, they shall remove all existing striping to expose the asphalt. The Contractor shall clean the surface, including removing oil spots, and fill cracks with sealant.

c. After VA has inspected the surface preparation and find it satisfactory, Contractor shall apply two layers of sealcoat throughout, and a third layer in drive aisles. Contractor shall allow each layer to be properly cured (per manufacturer’s instructions) before applying the next layer.

d. Once all sealcoat layers have been applied and cured, Contractor shall mark up the surface with chalk showing striping per their VA approved Striping Plan. VA shall inspect and accept the chalk mark ups before Contractor applies striping.

e. Once striping has been cured, the Contractor shall remove their signage and barriers and reopen the parking lot before closing the next parking lot.

The process above shall be repeated until all three parking lots are completed and reopened.

F. The Contractor shall hold weekly meetings via Teams with VA to discuss project progress their three-week look ahead schedule.

G. The Contractor shall be responsible for the administration and management of all aspects of this SOW. This includes responsibility for all Contractor employees, Subcontractors, Agents, and anyone acting for or on behalf of the Contractor.

H. This project is to take no longer than 90 calendar days from notice to proceed

(NTP).

I. Awardee will utilize ProCore for their submittals and RFIs.

J. Only the Contracting Officer is authorized to modify the contract. All change orders initiated by the contractor require the contractor to formally submit a request to the Contracting Officer for their consideration. Performing work in addition to the contract without the Contracting Officer agreeing to scope, price and schedule is not authorized.

K. The Contractor is solely responsible for determining construction means and methods, field verification of existing conditions, layout, grading transitions, and compliance with applicable codes, standards, and VA requirements.

L. Awardee will have to develop and submit a detailed construction schedule.

3. SITE VISITS AND EXISTING CONDITIONS

1. Discrepancies in Planning Information: The contractor shall promptly report to the Contractor Officer, in writing, any discrepancy between this contract. The contractor shall make no adjustments to his/her work due to the discrepancy before the Contracting Officer has reviewed the matter and forwarded his/her determination to the contractor. The contractor’s failure to report any such discrepancy or wait for the Contracting Officer’s determination shall be at his/her risk and expense.

2. The awardee shall attend in person or through Microsoft Teams the Pre-Construction Meeting at VANCHCS in support of this effort. This meeting will occur before notice to proceed has been issued by the Contracting Officer.

The meeting will be used to review the requirements of the Scope of Work (SOW) and discuss roles, responsibilities, expectations and deliverables. The Contractor shall also identify to the Government any issues or concerns they have with any direction from the Government or VA standards. The contractor shall communicate with the CO and COR via e-mail to establish the dates, times, and location of this meeting.

3. It is highly recommended for the Offeror to attend the pre-solicitation site visit (date TBD) to become familiar with existing conditions prior to bidding and construction.

4. Any discrepancies between site conditions and Government-provided information shall be promptly reported in writing to the Contracting Officer. No changes shall be made without written direction from the Government.

4. TESTING / PUNCH LIST

1. The contractor shall prepare punch lists if needed and schedule a pre-final walkthrough with the COR at least five (5) working days prior notice. After the pre-final walkthrough, the VA will submit its own punch list if needed.

2. Once contractor has completed or resolved all punch list items, the contractor shall schedule a final walkthrough with the CO/COR of the area.

3. A copy of the final transmittals must be sent to the CO.

4. The contractor shall not submit final invoice for payment until all punch list items have been completed and final transmittals have been confirmed as received and accepted by the COR.

5. At project closeout, the Contractor shall submit:

a) Contractor’s punch list and confirmation of completion.

b) Confirmation of VA’s completed punch list.

c) Warranty documentation

d) As-built drawings reflecting actual constructed conditions, including pavement repairs, concrete work, and drainage features if applicable.

5. WARRANTY

The Contractor shall warrant all road repair work, including asphalt, concrete, and slurry seal, against defects in materials and workmanship for one (1) year from final acceptance, in accordance with FAR 52.246-21, Warranty of Construction. Defective work identified during the warranty period shall be corrected by the Contractor at no additional cost to the Government.

6. RISK CONTROL

1. The VASNHS is an active hospital and therefore will require consideration to those areas with patients and staff.

2. The contractor shall perform daily cleanup of the construction areas affected by the execution of this contract sufficient to the point there are no hazards or safety concerns with VA patients and staff.

3. The contractor shall ensure all construction materials and equipment have been secured from the VASNHS patients and staff, theft, damage and weather and the work area cleaned and made safe at the end of each working day.

7. DRAWINGS AND SPECIFICATIONS FOR CONTRACTOR

A. The following documents are attachments to this SOW:

• Reference Drawings

• Specifications

8. RECORDS MANAGEMENT REQUIERMENTS:

A. Applicability This clause applies to all Contractors whose employees create, work with, or otherwise handle Federal records, as defined in Section B, regardless of the medium in which the record exists.

B. Definitions

“Federal record” as defined in 44 U.S.C. § 3301, includes all recorded information, regardless of form or characteristics, made or received by a Federal agency under Federal law or in connection with the transaction of public business and preserved or appropriate for preservation by that agency or its legitimate successor as evidence of the organization, functions, policies, decisions, procedures, operations, or other activities of the United States Government or because of the informational value of data in them.

The term Federal record:

1. includes VHA records.

2. does not include personal materials.

3. applies to records created, received, or maintained by Contractors pursuant to their VHA contract.

4. may include deliverables and documentation associated with deliverables.

C. Requirements

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.

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

3. In accordance with 36 CFR 1222.32, the 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 and must be managed in accordance with Federal law. Electronic records and associated metadata must be accompanied by sufficient technical documentation to permit understanding and use of the records and data.

4. VHA 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 VHA or destroyed except 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, the Contractor must report to VHA. The agency must report promptly to NARA in accordance with 36 CFR 1230.

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 VHA control or the Contractor must 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).

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

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

8. The Contractor shall not create or maintain any records containing any non-public VHA information that is not specifically tied to or authorized by the contract.

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.

10. The VHA 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 VHA 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 must be identified as required by FAR 52.227-11 through FAR 52.227-20.

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. The Contractor is responsible for confirming training has been completed according to agency policies, including initial training and any annual or refresher training.

[Note: To the extent an agency requires contractors to complete records management training, the agency must provide the training to the contractor.]

D. Flow down of requirements to subcontractors

1. The Contractor shall incorporate the substance of this clause, its terms, and requirements including this paragraph, in all subcontracts under this [contract vehicle], and require written subcontractor acknowledgment of same.

2. Violation by a subcontractor of any provision set forth in this clause will be attributed to the Contractor.

END OF STATEMENT OF WORK