Psychiatric Seclusion Room 3C 205A SOW.doc

Project Title: Psychiatric Seclusion Room, 3C-205A Project Number: M&O-WPB-25-116

November 15, 2024

1. Background The West Palm Beach VA Medical Center is preparing to upgrade the psychiatric seclusion room, which will be located on the inpatient mental health unit in room #3C-205A. The intent of this purchase is to install padding on the floor and walls for the established seclusion room.

2. Scope Work includes includes:

· Cutting out section of padding around bed (Bed and bed install not included).

· After Bed is installed, Contractor will replace section of padding. Padding will be flush to bed and sealed.

· Contractor will sand and recoat existing padding in room with matching color.

· Contractor will ensure no damage is done to new bed. If bed is damage due to contractors negligence, contractor will be responsible for the replacement of bed.

· Provide adhesive and/or fasteners and anchors as recommended by the wall covering manufacturer. Obtain padding system from single source from single manufacturer of existing padding.

· Padded surface system shall resist chipping and peeling, shall be easy to clean, and shall be water-repellent, impervious to oil, urine and salt.

Contractor shall provide services but not limited to furnish all supervision, labor, equipment, materials and transportation necessary to accomplish work for the installation of safety padding in the psychiatric seclusion room, 3C-205A, Acute Psychiatry Unit. Location is at the West Palm Beach VA Medical Center, 7305 N Military Trail, West Palm Beach FL 33410.

3. Specific Tasks

Cut existing padding around bed in psychiatric seclusion room, 3C-205A, replace and seal padding after installation of bed and recoat room with matching color.

System to have Class A Fire Rating per UL Standard 723 ASTM E84.

Submit fire rating and extinguishing test results for resilient material.

Submit statements attesting that the items comply with specified fire and safety code requirements.

Foam Sheets

Features:

Easily Cleaned, Fungus Resistant, Easily Repairable and Completely Seamless.

Nonflammable, nontoxic, and inherently durable.

Nonconductive foam polymer with excellent cushioning, fire blocking, thermal insulating and acoustic/vibration dampening properties.

Encapsulate:

High-build liquid vinyl of consistency to permit spray or field application.

Install in accordance with manufacturer’s written instructions.

Cover walls from floor to ceiling.

Cover interior face of door, door jamb and window frames

Cover interior face of window

Cover entire floor and ensure no bolting or fixations are exposed.

After completing padding system installation, inspect components. Remove spots, dirt, and debris and touch up damaged finishes according to manufacturer's written instructions.

Replace portions of padding system and finishes that cannot be cleaned and repaired.

4. Performance Monitoring

The Contractor shall confine all operations (including storage of materials) on Government premises to areas authorized or approved by the Contracting Officer. The Contractor shall hold and save the Government, its officers and agents, free and harmless from liability of any nature occasioned by the Contractor's performance.

Daily work will be monitored by the Contracting Officer Representative (COR) to administer the daily technical performance of the contract. Unit Manager will provide oversight to ensure work conducted does not interfere or compromise patient/staff safety.

Working space and space available for storing materials shall be as determined by the COR.

Workmen are subject to rules of Medical Center applicable to their conduct.

Execute work so as to interfere as little as possible with normal functioning of Medical Center as a whole, including operations of utility services, fire protection systems and any existing equipment, and with work being done by others. Use of equipment and tools that transmit vibrations and noises through the building structure, are not permitted in buildings that are occupied, during construction, jointly by patients or medical personnel, and Contractor's personnel.

Do not store materials and equipment in other than assigned areas.

Schedule the delivery of materials and equipment to immediate construction working areas in quantities sufficient for not more than fourteen work days. Provide unobstructed access to Medical Center areas required to remain in operation.

Contractor shall take all measures and provide all material necessary for protecting existing equipment and property in affected areas of construction against dust and debris, so that equipment and affected areas to be used in the Medical Centers operations will not be hindered. Coordinate work in areas occupied by Department of Veterans Affairs so that Medical

Shall designate areas for working space, materials storage and routes of access to areas within buildings where alterations occur and have been agreed upon by Contractor and COR.

Protection: Provide the following protective measures:

Protection of interior of existing structures at all times, from damage and dust. Wherever work is performed, floor surfaces that are to remain in place shall be adequately protected prior to starting work, and this protection shall be maintained intact until all work in the area is completed.

Use of existing elevators for handling building materials and Contractor's personnel will be permitted subject to following provisions:

Temporary use of Existing Elevators

Contractor will make all arrangements with the COR for use of elevators. The COR will ascertain that elevators are in proper condition. Personnel for operating elevators will not be provided by the Department of Veterans Affairs.

Contractor is responsible for the removal and disposal of all material and trash produced during the performance of work.

5. Safety Requirements

OSHA 10-hour training is required for all workers on site and the OSHA 30-hour training is required for Trade Competent Persons (CPs).

PERSONAL PROTECTIVE EQUIPMENT (PPE):

Personal Protective Equipment (PPE) is governed in all areas by the nature of the work the employee is performing in accordance with the OSHA regulations.

Mandatory PPE includes:

Safety glasses - unless written authorization is given by the COR appropriate safety glasses meeting the ANSI Z.87.1 standard must be worn by each person on site.

Appropriate Safety Shoes – based on the hazards present, safety shoes meeting the requirements of ASTM F2413-11 shall be worn by each person on site unless written authorization is given by the COR.

Hearing protection - always Use personal hearing protection in designated noise hazardous areas or when performing noise hazardous tasks.

All work performed must be completed in a manner that ensures patient/staff safety and within VHA Mental Health Environmental of Care standards.

6. Security Requirements

Contractor’s employees shall not enter the project site without appropriate badge. They may also be subject to inspection of their personal effects when entering or leaving the project site.

For working outside the “regular hours” from 8am to 5pm, the contractor shall give 3 days’ notice to the Contracting Officer so that security arrangements can be provided for the employees.

No photography of VA premises is allowed without written permission of the Contracting Officer.

VA reserves the right to close down or shut down the project site and order contractor’s employees off the premises in the event of a national emergency. The contractor may return to the site only with the written approval of the Contracting Officer.

Separate permits shall be issued for contractor and its employees for parking in designated areas only.

Statement of Information Security: The Certification and Accreditation do not apply, and therefore a Security Accreditation Package is not required.

7. Infection Control Requirements

Infection Control is critical in all medical center facilities. Interior construction activities causing disturbance of existing dust, or creating new dust, must be conducted within ventilation-controlled areas that minimize the flow of airborne particles into patient areas.

An Activity Hazard Analyses (AHA) associated with infection control will be performed by VA personnel in accordance with FGI Guidelines (i.e. Infection Control Risk Assessment (ICRA)). The ICRA procedure found on the American Society for Healthcare Engineering (ASHE) website will be utilized. Risk classifications will require approval by the COR before beginning any construction work. Infection Control permits will be issued by the COR. The Infection Control Permits will be posted outside the appropriate construction area. The primary project scope areas for this project are: 3C-205A however, work outside the primary project scope area may vary. The required infection control precautions with each class are as follows:

Class II requirements:

During Construction Work:

Notify the COR

Provide active means to prevent airborne dust from dispersing into atmosphere such as wet methods or tool mounted dust collectors where possible.

Water mist work surfaces to control dust while cutting.

Seal unused doors with duct tape.

Block off and seal air vents.

Remove or isolate HVAC system in areas where work is being performed.

Upon Completion:

Wipe work surfaces with cleaner/disinfectant.

Contain construction waste before transport in tightly covered containers.

Wet mop and/or vacuum with HEPA filtered vacuum before leaving work area.

Upon completion, restore HVAC system where work was performed

Notify the COR

Deliver, handle and store materials in accordance with manufacturer's instructions.

8. Place of Performance Seclusion Room padding work will be performed on a government site at the West Palm Beach VA Medical Center, 7305 N Military Trail, West Palm Beach, Florida 33410 in 3C-205Apsychiatry unit located on the third floor in the main building. Work to be performed is to install seclusion room surface padding system in one seclusion room. Staff, patients and visitors will be present on unit when work is being completed.

9. Period of Performance

Contractor has Thirty (30) calendar days from the notice to proceed by the Contracting Officer. Bed install and padding must be schedule on same day. COR will coordinate with the bed installation and padding repair & recoating to determine a date and time both can be completed together. Work should be perform Monday through Friday from 8 a.m. to 4 p.m. unless directed and approved by CO.

10. Changes.

The awarded Contractor is advised that only the Contracting Officer, acting within the scope of the contract has the authority to make changes which affect the contract in terms of quality, quantity, price or delivery.

In the event the Contractor effects any such change at the direction of any person other than the Contracting Officer, the change shall be considered to have been made without authority and no adjustment shall be made in the contract price to cover any increase in costs incurred as a result thereof.