Revised SOW - Upgrade OR and Pharmacy Dumbwaiters 11-5-2025.docx

1.2 STATEMENT OF WORK

STATEMENT OF WORK

UPGRADE OR & PHARMACY DUMBWAITERS

NRM -CONSTRUCTION PROJECT NO. 526-22-115

JAMES J. PETERS VETERANS AFFAIRS MEDICAL CENTER

130 WEST KINGSBRIDGE ROAD

BRONX, NY 10468

This is a construction contract for the James J. Peters Veterans Affairs Medical Center, 130 West Kingsbridge Road, Bronx, New York 10468 to furnish all supervision, labor, equipment, and material necessary to replace OR and Pharmacy Dumbwaiters in Building 100 of the James J. Peters VA Medical Center. All work shall be completed in accordance with all published applicable local/state/federal/national codes, ordinances, and regulations, along with all related VA directives, design guides and manuals, specifications, and standards plus all VA requirements (federal or local) that are project specific to the documented scope of work on this site. VA recommends that prior to bidding, interested Contractors attend the scheduled site visit and meet with the Contracting Officer’s Representative (COR) to better understand the project.

Scope of Work:

Demolish and remove the existing dumbwaiters (simultaneously or in succession per VA directive), including dumbwaiter guide rails, motors, controllers, and all associated items/systems related to the dumbwaiters and in the construction documents. New access panels are to be created and installed for access to the dumbwaiter shafts on certain levels so this will be a part of the demolition process. Existing lights and some fire alarm systems will be removed during the demolition phase in the 2 shafts for the dumbwaiters. Existing stainless-steel surrounds for the dumbwaiter stop levels are not to be removed or damaged and must be protected during construction. Associated demolition includes finishes, ceilings, lighting, and any structural components necessary to perform the upgrades. No flooring, ceilings, ceiling lights, walls, base or any other portion of the dumbwaiter system outside the shafts are to be touched outside the addition of new controls per level and new dumbwaiter location monitor per level where there are dumbwaiter elevator stops. Any damage to any surface outside the dumbwaiter elevator shaft is to be patched and repaired/replaced by the General Contractor. Movement of construction materials into the building and to the appropriate floor where they will be used is to be confirmed through the VA COR. Drop off points of materials by trucks is to be a “means and methods” decision that the VA COR must confirm and approve. If a dedicated room is needed on the campus for material drop-offs, then such locations must be approved by the VA COR.

Laydown spaces for new materials are to be within the infectious Control walls (workspace) and not in adjoining hallways, rooms or offices. If more space is needed, then confirmation and approval by the VA COR is required to alter the ICRA plans and workspace plans. Work conducted in any fashion that is loud is to be discussed with the VA COR and time allocated after VA shift work so that it in no way disturbs the normal VA daily work.

All materials and equipment removed as a part of the demolition are to be removed from the campus daily and dumped in an approved lawful process at an approved lawful dump location with records kept of all dumps. New dumbwaiters to replace existing dumbwaiters in size and raise ability. Replace all tracks, switches, call buttons, and doors apart from the dumbwaiters. Existing stainless steel surrounds dumbwaiter openings at stops to remain. Add new stainless steel access panels as noted in drawings. Assure that dumbwaiter shafts remain 2-hour fire rated at all floors after construction. Assure that dumbwaiter shafts are contained with temporary fire walls and smoke barriers during construction. Assure that VA ICRA plans are followed for temporary walls and doors as well as negative pressure within work areas. Assured that all life safety plans are followed for continual egress ability of staff and public use during construction. Create sub phasing plans with the VA COR for work scheduling due to means and methods. Remove and replace LED lighting inside the two (2) dumbwaiter shafts. Remove and replace Dumbwaiter motors inside the two (2) dumbwaiter shafts. Remove and replace switchgear within the two (2) dumbwaiter shafts. Run new emergency power lines from existing emergency rated panels to one (1) dumbwaiter (Pharmacy) and to (1) dumbwaiter (OR). Add one fire alarm detector in one (1) dumbwaiter shaft (Pharmacy).

To avoid disturbing hospital operations, work will be required to take place during off-hours and weekends, as determined and approved by VA COR. Coordination with affected departments is essential to ensure patient care and operational activities are not impacted.

Follow all drawing and spec documents for bidding up and above the bidding SOW here.

Hazardous Materials Abatement:

Contractor to proceed with testing during the demolition phase. If any hazardous material is found the contractor is responsible for the abatement up to 400 square feet. The contractor must include the abatement and testing line items cost detailed in their bid.

Phasing:

Sub-phasing by floor is permitted where feasible. Sub phasing will be created by the General Contractor for work on different floors at different times and subject to VA COR approval. There is no overall phasing except were described in the general contactor`s means and method plan.

Safety/Site Control:

· The contractor must clean and sanitize all the carts and equipment before entering the OR.

· The contractor must install ICRA hard barriers with level 4 paint finish for dust and/or infection control prior to start of construction.

· Furnish and install temporary construction barrier walls with secure 45-minute rated construction access door and hardware. The construction barrier walls shall be 1-hour rated, extend to the underside of deck above and all penetrations are fire stopped.

· Supply, install and maintain walk-off tacky mats. Shall replace tacky mats in a timely fashion when they are soiled.

· Maintain negative pressure machine in the project site and vent to outside of the

· Contractors abide with all in-house policies such as safety, ID badges, security, etc.

· Alternate entrance is always secured and never to be left open while contractor is off site.

Quality Control/Assurance:

· Follow the manufacturer’s instructions for inspecting and installing new equipment and fixtures.

· Provide submittal log of all material and applicable equipment, procedures, and certifications to the COR for approval, prior to starting construction.

· Any drawings provided may not be up to date and must be field verified by contractor for accuracy.

· Provide updated MS project schedule upon request by Engineering Services withing 2 working days.

· Maintenance:

· Provide a critical spare parts list with pricing and warranty information for all installed fixtures.

Coordination Plan:

· If any utilities need to be shut off for demolition or installation, a coordination plan shall be provided to the COR for approval, at least 72 hours prior to work being performed.

· Cleanup and Disposal:

· Housekeeping

· The contractor should maintain a clean work environment, keeping the surfaces in the area free of dust and debris. Dry sweeping or compressed air for cleanup is not authorized.

· At the end of each work period (not longer than 8 hours), the contractor shall use a HEPA vacuum to ensure all dust and debris have been properly collected and contained for disposal.

· If the COR and/or designated representative finds the area unacceptable, the contractor, at his/her own cost, shall re-clean until acceptance is gained. The contractor is to perform the necessary corrective action immediately without exception.

· Disposal of Trash and Hazardous Waste:

· The contractor shall be responsible for the cleanup and removal of all trash and debris from VA property after the Government’s final acceptance of work.

· The contractor shall comply with local/state/federal/national, OSHA, EPA, and all other applicable codes, ordinances, and regulations governing the proper handling, disposal, and removal of all waste and debris.

Deliverables:

Project deliverables include the following:

· MS project scheduled within 45 days of NTP. Include procurement of materials and critical path activities.

· Testing and Acceptance

· All equipment shall be tested prior to the Government’s final acceptance. All testing reports and specification documents must be provided to the Contracting Officer Representative, if applicable.

General:

1. All work is to be coordinated with the VA COR to allow for minimum disruption to the building occupants.

2. All rigging, hoisting, lifting and moving of materials and equipment necessary to perform the work is to be provided by the Contractor.

3. Damage to any existing surfaces caused by the contractor are to be repaired to the original condition and at the contractor’s expense.

4. All materials, installation practices, debris disposal, and work performed as part of these specifications are to meet all applicable codes including but not limited to, USEPA and OSHA.

5. At the completion of the project, all rubbish, tools and surplus materials are to be removed, and the work area is left completely clean.

6. Any work, material or supplies which have not been specifically mentioned but are reasonably implied and is necessary for the safe and satisfactory completion of the entire project are to be included and installed by the Contractor.

7. All materials are to be installed and completed in a first-class workman like manner and in accordance with the best industry standards. Any materials installed which are not in an orderly and neat workman like appearance are to be removed and replaced when so directed by the VA COR at the contractor’s expense.

8. All workers and staff of the Contractor working on site shall be required to have VA issued identification badges for all of his/her personnel working on VA property. Anyone observed without VA identification will be asked to leave VA property. No VA identification, no work, no exception. 13. No work or the ordering of materials outside of the scope of work is to be done without approval of change order.

Site Conditions:

1. All work is to be coordinated with VA COR.

2. This is an occupied facility.

3. A material and equipment staging area is to be coordinated and confirmed with the VA COR. The staging area is considered unsafe.

4. The contractor is to leave no area unsafe at the end of the working day.

5. It is the contractor’s responsibility to verify all existing conditions and dimensions prior to submitting the bid.

6. It is the contractor’s responsibility to address unforeseen conditions and dimensions.

Submittals:

1. Submit, for review and approval to the VA COR, the manufacturers / supplier’s spec sheets, shop drawings (if requested), and any other requested information for all materials to be used as part of this project.

2. Submit only materials which are known to be fully compatible with the actual installation conditions.

Cost Liability:

The James J. Peters VA Medical Center does not assume responsibility and does not bear any liability for the cost incurred by a bidder in the preparation and submittal of a bid proposal in response to this request for proposals.

The contractor shall be responsible for the actions of all individuals provided to work for the VA under this contract. If damages arise for work performed by contractor provided personnel, the contractor shall be responsible for all the necessary resources to remedy the incident.

The Contractor shall be responsible for ensuring all provided personnel are properly licensed to operate a motor vehicle if operating a motor vehicle on VA property is required.

7. Protection of Work and Property

7.1. The contractor shall continuously maintain adequate protection of all his work from damage and shall protect the James J. Peters VA Medical Center property from injury or loss arising out of this contract. The contractor shall make good any such damage, injury, or loss, except such as may be directly caused by agents or employees of the James J. Peters VA Medical Center.

7.2. The contractor will erect barricades and railings, give warnings, display lights, screens or signs and exercise precautions as may be reasonably necessary to prevent injury or damage.

Additional Work Should additional work be required, which is beyond the scope of this request for proposal but is related to the overall contract, the vendor will be requested to submit a written proposal and upon approval, a purchase order will be issued to authorize the work.

Warranty:

1. The contractor shall guarantee that all work performed will be free from all defects in workmanship and materials and that all installation will provide the capacities and characteristics specified. The contract further guarantees that if, during a period of one year from the date of the certificate of completion and acceptance of the work, any such defects will be repaired by the contractor at his own cost.

2. Final inspection is to be done by the Contractor, VA COR, Using Agency, and end users onsite.

Estimated Completion Time: 270 Calendar Days.

PERMITS AND RESPONSIBILITIES:

The Contractor shall, without additional expense to the Government after award of the contract, be responsible for all damages to persons or property. The Contractor shall take proper safety precautions to protect the worksite, the workers, the public and the property of others. Contractor shall also be responsible for all materials delivered and work per-formed until completion and acceptance of the entire work.

PROJECT MANAGEMENT:

Contractor shall assign a full-time site superintendent for the duration of the project in its entirety. The site superintendent and Project Manager must have a minimum of 5 years of experience directly related to electrical trade. The Project Manager shall have the necessary training, knowledge, and experience required to help ensure the timely and successful completion of the project and all related duties. The Contractor will submit qualifications of their Project Manager to the Contracting Officer’s Representative within 10-days of contract award and have to be approved by the VA COR. The Project Manager shall be the on-site representative of the Contractor and shall oversee all aspects of day-to-day project operations and shall serve as the Contractor’s primary point of contact, including the ability to meet with the Contracting Officer, at the Government’s convenience, for meetings to discuss project status and/or contractual issues as necessary.

ADMINISTRATION:

a) Accident Reporting: In the event an accident occurs of Government personnel or property, the Contractor shall provide a report to the Contracting Officer and COR in writing that shall include the following: (1) the time and date of occurrence; (2) the place of occurrence; (3) a list of personnel directly involved; and (4) a narrative or description of the accident to include chronological order of the accident and circumstances; (5) corrective action to prevent future occurrences.

b) Federal Holidays: Federal law (5 U.S.C. 6103) establishes the public holidays. Please note that most Federal employees work on a Monday through Friday schedule. For these employees, when a holiday falls on a non-workday -- Saturday or Sunday -- the holiday usually is observed on Monday (if the holiday falls on Sunday) or Friday (if the holiday falls on Saturday). Federal holidays include New Year’s Day, Martin Luther King Jr. Day, President’s Day, Memorial Day, Juneteenth, Independence Day, Labor Day, Columbus Day, Veteran’s Day, Thanksgiving, and Christmas.

c) Invoice: Payment will be made upon receipt of a properly prepared, itemized invoice, validated by the COR, and submitted through the Tungsten Network. A properly prepared invoice will resemble the contract line items reflected in the Price/Cost Schedule and contain:

i. Invoice Number and Date

ii. Contractor’s Name and Address

iii. Accurate Purchase Order Number

iv. Dates service performed.

v. Location of service performed.

vi. Total amount due

Autodesk Build Construction management platform:

Requirements:

A. Construction contractors and A/E design firms, selected by award to perform work at VISN 2 VA facilities, are required to utilize VISN 2 Autodesk Build Construction management platform, also called Autodesk Construction Cloud (ACC). Access to the platform and training portal will be provided by VISN 2 through project Contracting Officer Representative (COR) at no cost for the duration of the project. Autodesk Build is the management and collaborative environment that VISN 2 uses for all its Non-Recurring Maintenance (NRM), Minor Program projects, Feasibility Studies, Commissioning and Retro-Commissioning contracts. There is no user, license, or subscription fee to the contractor for using this cloud-based platform.

B. Contractor shall accomplish and complete the following tasks upon award of contract:

1. Request access to ACC platform and ProductivityNOW eLearning Site to project VA COR NLT 14 days from contract award.

2. Only staff that shall utilize the platform to be granted access. Examples: Project manager, sub-contractors POC, Site manager, Safety officer, etc.

3. The access request shall be in writing and include a list of staff. The list shall include the following information:

· Full Name

· Company Name

· Email Address

· Role/Position on the project (i.e., Project manager, site super)

4. Upon granting access, staff shall complete required ACC training through ProductivityNOW platform within 12 Calendar days.

5. Upon successful completion of training, contractor shall submit certificates of completion to COR NLT 2 business days.

C. Access to ProductivityNOW eLearning will expire after 12 Calendar days after online access is granted. Contractor shall complete ACC training within that period.

D. Additional Staff and Subcontractors can be added at any time with a request submission to the project COR as described above.

E. The contractor shall only use the ACC platform for contract required submissions, official project correspondence to be acknowledged, reviewed, and actioned by the responsible party. No additional time shall be added to the contract, nor an increase in contract amount be provided for the contractor’s failure to utilize the ACC platform as the project’s official communication and collaboration system. Any correspondence out of platform shall not be the governing authority contradicting direction and will be at the contractor’s expense. Official project correspondence and collaboration includes but not limited to: RFIs, submittals, schedules, shutdown requests, actionable tasks, reports, testing, safety inspections, photos, and site surveys.

F. Contractor must inform the COR of any staff changes NLT 2 business days from the change. Staff changes pertains to staff who was granted access to the ACC platform. Contractor shall request termination of access, replacement of personnel and/or any other action that might impact the contractor ability to maintain required utilization of the platform.

G. Contractor submission requirements cannot be accepted for work to begin without meeting all ACC Platform requirements outlined herein, including completing required ACC platform training.