PERFORMANCE WORK STATEMENT (PWS) - Replace Canteen Roof.docx

PERFORMANCE WORK STATEMENT (PWS)

REPLACE CANTEEN ROOF

PROJECT 546-21-118

Completion by 60 days after NTP

INTRODUCTION

This project is to Repair the Canteen Roof of the Bruce W. Carter Department of Veterans Affairs Medical Center (BWC VAMC) building 1.

PLACE OF PERFORMANCE

Bruce W. Carter VA Medical Center - Fisher House 1201 NW 16th St. Miami, FL 33125

SCOPE OF WORK

The contractor shall perform the following roof replacement at the following location:

Building 1: Canteen Roof

· A structural analysis of the roof must be completed prior to the start of the roof replacement.

· Work must be performed during / after normal hours or weekend or holidays.

· Contractor must coordinate all work with project COR.

· Secure area before commencement of work according to BWC VAMC Life Safety, Infection Control and Construction Policies requirements.

· The contractor will remove and replace the entire canteen roof 1200 SQ feet.

· Remove old ventilation systems a seal opening with concrete.

· All interferences will be removed, reinstalled or renewed.

· Concrete roof system will be repaired or replaced, all openings and cracks will be filled in or repaired.

· Vendor will provide Dumpsters for all trash and debris removal for this project.

SPECIAL REQUIREMENTS

· VA Police will issue identification badges to contractors, employees and subcontractors which must be worn at all times when on VA Property.

· Contractor shall provide a list of all personnel who will participate on the project. Personnel shall be subjected to a background investigation previous to commencement. After background check has been completed identification badges will be issued.

· Contractor shall keep the area cleaned daily and haul away all construction debris. Do not leave tools unattended outside of BWC VAMC. All materials and construction debris must be in covered cart when entering and exiting the building.

· Utility Shutdowns/Outages: All shutdowns involving temporary impairment of utilities shall be requested by the Contractor at least 14 calendar days in advance if time permits.

QUALIFICATION / CERTIFICATION

· All work shall be performed at the Bruce W. Carter Department of Veterans Affairs Medical Center (BWCVAMC) and shall conform with current codes and standards Page 3 of 6 as they relate to the facility.

· All required licenses and permits shall be the responsibility of the Contractor.

· The contractor and all contractor employees must have taken the OSHA Certified 30/ 10-hour construction safety course and show documented proof. The contractor shall designate a “competent person” in accordance with 29 CFR 1926. 32(f) which states, “One who is capable of identifying existing and predictable hazards in the surroundings or working conditions which are unsanitary, hazardous or dangerous to employees and who has authorization to take prompt corrective measures to eliminate them”. The contractor shall instruct each of his employees in the recognition and avoidance of unsafe conditions and the regulations applicable to this work environment to control or eliminate any hazards or other exposure to illness or injury.

· Additionally, the contractor shall comply with the following requirements:

· Comply with all project specific Safety, Health and Fire measures according to Bruce W. Carter Department of Veterans Affairs Medical Center (BWC VAMC) requirements.

· Maintain site and building access free and unobstructed to facility emergency services.

· All temporary construction partitions must meet Safety, Health and Fire measures according VA requirements.

· Temporary heating and electrical installations must comply with OSHA 1926, NFPA 241 and NFPA 70.

· Means of egress shall not be blocked.

· Egress routes for construction workers must be maintained free and unobstructed.

· Contractor furnished fire extinguishers must be provided and maintained in construction areas and in temporary storage areas.

· Flammable and combustible liquids must be stored, disposed and used in accordance with OSHA 1926, NFPA 241 and NFPA 30.

· Perform Hot Work in accordance with NFPA 241 and NFPA 51B.

· Acquire and maintain all construction permits according to Bruce W. Carter Department of Veterans Affairs Medical Center (BWCVAMC) Safety and Health During Construction Activities Policy 001SEM-36-13 and Construction Policy 001SEM-50-13. All permits will be visible from commencement to end of project.

· Smoking inside Bruce W. Carter Department of Veterans Affairs Medical Center is prohibited.

· Waste and debris from construction areas will be disposed daily.

EQUIPMENT

· All Equipment, tools, etc., shall be maintained while on the project and shall be adequate, in quality and capacity for proper execution of work.

· Under no circumstances tools or equipment shall be left unattended. Page 3 of 4.

SCHEDULING AND HOURS OF WORK

· All work in areas involved shall be scheduled with the Bruce W. Carter Department of Veterans Affairs Medical Center (BWCVAMC) Engineering COR. Work shall be scheduled for proper execution to completion of this contract.

PROJECT DESCRIPTION/GENERAL INFORMATION

Pre-Meeting And/or Site Visit: Site visit to be scheduled on TBD 2021. Kick off meeting to be held post-award date (TBD).

Hours of Operation and Scheduling:

1. Work at the Fisher House may be accomplished as scheduled in advanced, 24 hours a day, 7 days per week.

2. Schedule all work with Fisher House manager Lerrichiad Sanchez at (305) 575-7260, Monday through Friday, 7AM to 4PM or COR, Fordham, Bernard L at (305) 575-7000 ext. 17206

SITE VISITS

· Daily Site visits will be conducted according to the Bruce W. Carter Department of Veterans Affairs Medical Center Safety and Health During Construction Activities Policy 001SEM-36-13 and Construction Policy 001SEM-50-13.

INSPECTIONS

· Daily Inspections will be conducted according to the MVMC Safety and Health During Construction Activities Policy 001SEM-36-13 and Construction Policy 001SEM-50-13.

SAFETY REGULATIONS

· All work performed under this contract will be in accordance with Safety and Health During Construction Activities Policy 001SEM-36-13 and Construction Policy 001SEM-50-13. Provide a written certified statement indicating that the construction project meets the life safety code requirements. For those maintenance and repair projects where the life / safety code requirements are not applicable, a written statement shall also be provided accordingly.

· The BWC VAMC Safety Officer and COR shall have full authority to see that the contractor obeys all safety rules and regulations relative to the fulfillment of this contract.

· Provide all necessary barricades / signage where required. Page 4 of 4

· Isolate the area to prevent the spread of debris into adjacent space and maintain the area negatively pressurized when required.

· The contractor shall perform field test and participate on final acceptance tests for new equipment or systems installed when applicable.

SUBMITTALS

· Submit documented proof of OSHA construction safety course.

· All submittals shall be according to Construction Documents and Specifications.

· Warranties when applicable.

· Project Schedule

APPLICABLE PUBLICATIONS

· VA Tilt Specs.

· National and Florida Building Codes.

· VA Interior Design Manual.

· National Fire Protection Association (NFPA).

· Underwriters Laboratories, Inc. (UL)

· Americans National Standards Institute (ANSI)

· American Society for Testing Materials (ASTM) • National Manufacturers Association (NEMA)

· National Electric Code (NEC).

MATERIALS

· Bruce W. Carter Department of Veterans Affairs Medical Center (BWC VAMC) to provide all materials required, remove and replace finishes in accordance with Specifications.

EXECUTION

· Provide the required signage and barricades to maintain safety and protection of work around construction site.

· The contractor is responsible to have all required equipment, tools and materials to complete the job not provided by the BWCVAMC.

· After Project Completion, return any excess material from VA campus and turn over 10% of materials to BWCVAMC Engineering Service. Amount of excess material will be reported in writing to.

COMPLIANCE

· The contractor shall be fully responsible for compliance with all VA, local, state, and Federal occupational safety laws, rules, and regulations.

· The contractor shall follow life and safety codes and take necessary actions to avoid conditions that may be hazardous to the health and safety of hospital personnel and patients.

· The contractor is responsible for meeting all applicable OSHA and VA guidelines for safe working procedures.

· All work for the duration of the contract shall be performed by certified trained technicians.

CONTRACTOR EMPLOYEES

Contractor personnel shall present a neat appearance and be easily recognized as contract employees. Example: wearing steel toe boots and safety glasses ID badges and or name tags.

CONTRACTOR EMPLOYEE IDENTIFICATION

All contractor employees must be clearly identified as contractors (not VA employees) when performing services under this contract. This includes visual (appearance), verbal (phone), and electronic (email). The contractor must provide all employees with a contractor identification (ID) badge at the contractor’s expense prior to performing work under this contract. Contractor employees are always required to display this badge when performing services under this contract. Employees released from service by the contractor must have their badge collected by the contractor. All badges must contain an expiration date and photograph of the employee.

All contractor employees must also be required to wear VA issued badges and must always display these badges while in the performance of this contract and/or as instructed by the COR.

The contractor supervisor must ensure that all contractor employees display their VA issued badges.

The contractor supervisor must be responsible for managing all VA issued badges provided to contractor employees and immediately collect these badges from employees no longer working on the contract.

CONTRACTOR EMPLOYEE CONDUCT

· The contractor is completely responsible for all actions and conduct of their employees. Contractor employees must be well-groomed and neat in appearance.

· Contract employees must be professional in attire and must not wear any offensive clothing.

· Contractor employees must conduct themselves in a socially acceptable manner appropriate for an office work environment; Loudness, vulgarity, rudeness, smoking, or other similar offensive conduct by a contractor employee may be grounds for denying the employee further access to VA premises.

· Contractor employees must not consume alcohol or illegal drugs during working hours or at any other time the employees are performing work under this contract.

CONTRACTOR RESPONSIBILITY

· The contractor shall obtain all necessary licenses and/or permits as required to perform this work.

· He/she shall take all reasonable precautions necessary to protect persons and property from injury or damage during the performance of this contract.

· He/she shall be responsible for any injury to himself/herself, his/her employees, as well as for any damage to personal or public property that occurs during the performance of this contract that is caused by his/her employees fault or negligence, and shall maintain personal liability and property damage insurance having coverage for a limit as required by the laws of the State of Florida.

· Further, it is agreed that any negligence of the Government, its officers, agents, servants and employees, shall not be the responsibility of the contractor hereunder with the regard to any claims, loss, damage, injury, and liability resulting there from.

UNSCHEDULED REPAIRS AND EMERGENCY SERVICE:

· Contractor shall provide a telephone number for repair services assistance. Contractor shall notify the COR immediately if the telephone number is changed.

· Contractor shall respond to emergency repair calls with their installation/warranty by phone normally within two (2) hours but no more than four (4) hours. Contractor shall provide an on-site response time of no more than four (4) hours or next business day if call is made after 1:00 p.m. and be required to repair the equipment and place it back in service within twenty-four (24) hours after notification by telephone call (unless another specified time is agreed to by the COR placing the service call request). Response time is defined as time contractor is first notified until the time vendor arrives on station. Failure to meet the required on-site response or repair time shall allow the Government an option to contact a third-party vendor to provide services. Costs for services provided by a third party shall be billed against the Contractor.

CONTRACT AWARD MEETING:

· The contractor shall not commence performance on the tasks in this PWS until the CO has conducted a Kickoff Meeting or advised the contractor that a kickoff meeting is waived.

PERIOD OF PERFORMANCE:

· This shall be a firm-fixed price contract. Warranty period for the painting and repair will be provided as part of the original contract documents for the project.

CHANGES TO THE PERFORMANCE WORK STATEMENT (PWS):

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

PERFORMANCE REQUIREMENTS:

· Contractor shall provide the necessary personnel and equipment to meet or exceed required service. Contractor shall have the following responsibilities:

· Provide licensed and trained personnel to perform the project in the State of Florida.

· Provide all supervision, labor and materials to complete all requirements described in this PWS.

· Contractor shall obtain all necessary licenses and permits required to perform this work required by this PWS, with each having completed the Occupational Safety & Health Administration (OSHA) approved 10-hour Construction Outreach Training or General Industry Outreach Training.

· Contractor shall take all precautions necessary to protect persons and property from injury and/or damage during performance of this contract.

· Contractor shall be responsible for any injury to their employees as well as for any damages to personnel or Government property that occurs during the performance of this contract that is caused by the Contractor’s fault or negligence.

· Contractor shall insure that all areas where equipment is serviced under this contract are left in a clean, neat and orderly condition.

· Contractors shall have technical training and evident track records of working experience in Maintenance and Testing of Roofing and related components in healthcare, industrial, educational, or commercial facilities for a minimum of five (5) years.

· Contractors shall possess and utilize all necessary tools, equipment, and Personal Protective Equipment (PPE) to perform all work safely, effectively, and timely. Tools, equipment, and PPE shall comply with OSHA Standard 29 CFR 1910, (Subpart I), and NFPA 70E. Prior to initiating work, the Contractor shall provide documentation demonstrating that all instruments, test equipment, tools, and PPE possess current calibration and safety inspections. Dated calibration and safety inspection labels shall be visible on all equipment as applicable

· Arrange and pay for all proper disposal of waste and debris.

· Maintain project schedule agreed upon in the purchase order documents.

· Provide all OSHA site safety for each employee during work.

· Contractor employees shall have background checks completed.

CONTRACTOR’S MINIMUM REQUIREMENT

· The contractor shall provide a dedicated Account Manager to supervise all delivery of services per scope.

· The contractor shall always be escorted by a VA employee during Maintenance at all facilities.

DELIVERABLES

· The Contractor shall perform the services necessary to complete the tasks in accordance with the procedures described in a timely and professional manner, consistent with industry standards, at the location, place and time that the VA has set aside, and all in accordance with the PWS.

· Contactor shall provide a copy of the inspection document used (field report) on the day of each performed inspection.

TESTING SPECIFICATIONS

· All testing/inspections of the Repaint and repair fisher house exterior and its associated components shall be in accordance with applicable industry standards and manufacturers recommendations. The initial test schedule shall be submitted to the COR no later than 10 days after award. The inspection schedule shall be submitted to the COR sixty (60) days prior to the start of the next inspection.

PERFORMANCE STANDARDS

· Performance standards define desired services. The Government performs surveillance to determine if the Contractor exceeds, meets, or does not meet these standards. The Government shall use these standards to determine Contractor performance and shall compare Contractor performance to the Acceptable Quality Level (AQL). The Quality Assurance Surveillance Plan (QASP) method of surveillance will be by random inspection and monthly monitoring. At the end of each option year, A Contractor Performance Assessment Reporting System (CPARS) will be sent to the contractor. The contractor has the right to either agree or respond. This reporting applies to this contract. https://www.cpars.gov/, https://www.acquisition.gov/.

QUALITY ASSURANCE SURVEILLANCE PLAN (QASP)

· PURPOSE: This QASP is a Government developed document used to ensure that the Government receives quality services and pays only for services provided. The QASP provides a systematic method to evaluate the services the Contractor is required to furnish.

· SCOPE: The role of Government Quality Assurance is to ensure contract standards are achieved. The QASP provides guidelines and methods for the Government's oversight of the Contractor's quality control efforts to assure timely, effective services are provided IAW the contract order. The Contractor, and not the Government, is responsible for management and quality control actions to meet the terms of the contract.

ROLES AND RESPONSIBILITIES:

· Contracting Officer (CO) - A person duly appointed with the authority to enter into, administer and terminate contracts on behalf of the Government. The CO is the only person who can legally commit the Government and only the CO, as the Government's agent, can modify the contract/order. The CO is the final authority for determining the adequacy of the Contractor's performance. CO decisions arising under or relating to the contact are final.

· Contracting Officer's Representative (COR) — An individual designated in writing by the CO to perform specific technical and administrative functions within the scope and limitations of their written appointment (e.g., surveillance of Contractor's performance, accept services). The COR is not empowered to make any contractual commitments or authorize any changes to the order/contract or in any way obligate additional funds by the Government; such authority' rests solely with the CO. The COR’s primary duty is to monitor the Contractor's performance by physically checking to see that tasks are completed, reports are submitted, and desired outcomes are achieved. When a surveillance observation results in an unacceptable evaluation, the COR will report the unacceptable performance to the COR. The COR is not authorized to direct work, offer advice on how the work should be performed, change the contract, or in any way obligate payment of funds by the Government.

· METHOD OF SURVEILLANCE: Simplified methods of surveillance will be used by the Government to evaluate contractor performance. The primary methods of surveillance are periodic assessments of service and customer feedback.

· Periodic Assessment of Services — For services that occur over several months, the COR shall evaluate contractor performance on a quarterly basis and upon completion of services. Generally, the Government will rely on the Contractor's Quality Control system to ensure that services conform to contract quality requirements before they are tendered to the Government for acceptance.

· Customer Feedback — Customer feedback is typically obtained via telephone or email. Telephonic customer complaints must be followed up in writing/email. To be considered valid, the customer complaint must clearly articulate the nature of the complaint, time, date, etc. The COR will investigate the complaint; if determined valid, the COR will advise the CO and the Contractor of the deficiency. Copies of valid complaints and the resolution must be retained in the official contract file.

SURVEILLANCE PROCEDURES:

· The COR will evaluate the Contractor's performance quarterly against Performance Standards established in the contract/order. Evaluations will be to the extent practical to assure the contractor provides quality services IAW the requirements of the contract. Evaluations could be evaluation, /validation of contractor supplied performance data, as well as analysis of Customer feedback, for performance trends and to ensure valid customer concerns are resolved timely.

· If at any time the COR receives indicators (e.g. Valid customer complaints or notes Performance Standards are not being met) that the Contractor's performance is less than acceptable, the COR will investigate to determine if this is a onetime issue that has been promptly corrected, or if the discrepancy is systemic in nature. If the issue is determined to be an isolated occurrence, the COR will continue with Quarterly Evaluations. If the issue is recurring and systemic in nature, the COR will perform more frequent evaluations.

· The COR will notify the Contractor each time an unacceptable observation has been recorded and ask the Contractor to correct the problem. The COR will record the contract requirement, the specific deficiency to the requirement, the date and time it was discovered, and have the Contractor initial the entry. The Contractor will be given two working days after notification to correct the deficiency in accordance with requirements of the contract. Deficiencies that cannot be corrected within two working days will be reported to the Contracting Officer.

· The COR will re-examine services that are found deficient. Failure to complete corrective actions will be reported immediately to the CO for further action. Upon satisfactory completion of the work, the COR will accept the services provided and authorize payment, by approving the Contractor's invoice in Wide Area Workflow.

SURVEILLANCE STANDARD:

· The Performance Standard set forth in the PWS and Line items is the standard the Contractor must meet for services to be deemed acceptable. Generally, under commercial services contracts, the Government is relying on the Contractor's assurances that the services conform to contract requirements. Consistent with FAR 52.212-4, Contract Terms and Conditions, (a) Inspection and Acceptance, the Contractor shall only tender for acceptance those services that conform to the requirements of the contract/order. The Government may require re-performance of nonconforming services at no increase in contract price. The Government reserves the right to refuse acceptance of nonconforming services. In no case, shall the Government's right to inspect services under the inspection provisions of the contract be prejudiced.

QUALITY ASSURANCE SURVEILLANCE FILE: The COR file should contain:

· Copy of the COR appointment letter from the CO, any changes to that letter and any termination letters

· Training Certifications for COR

· Copy of the contract and all contract modifications

· Copy of the applicable Quality Assurance Surveillance Plan (QASP)

· Copy of the contractor's Quality Control Plan (QCP)

· All correspondence initiated by authorized representatives (Contractor or Government) concerning performance of the contract

· Names, position titles and contact information of all key personnel assigned to this contract both Government and Contractor

· Surveillance schedules

· Surveillance Checklists

· Records of all inspections performed and the results

· Customer Feedback

· Memoranda for record of minutes of any meeting, telephone conversations and discussions with the contractor or others pertaining to the contract or contract performance

· Documentation pertaining to acceptance of services, reports or data

RECORDS:

· All records shall be retained for 5 years. The COR will forward these records to the CO upon completion of the contract/order.

CHANGES:

· The QASP is a living document and, as such, may be changed as needed. However, the CO must approve changes. The COR will submit recommended changes to the CO for approval.

REFERENCES:

References and resources to aid in the formulation and surveying of the facility for this project include, but are not limited to, the following:

· Applicable building codes.

· VA Office of Health and Safety (OHS).

· Construction Infection Control Risk Management Assessment

· Department of Veterans Affairs Design Manual