S02 Atch A.1 SOW - 11 pages.pdf

Statement of Work (SOW) Replace Operating Room 5 Flooring

VA Central Iowa Health Care System (VACIHCS) 3600 30th Street, Des Moines, IA, 50310

1. Project Intent

1.1. VA Central Iowa Health Care System has a requirement to remove and replace the flooring and subflooring in Operating Room #5, located in Room 4211, Building 1W.

The contractor shall provide all labor, materials, tools, equipment, supervision, and documentation necessary to complete this work.

1.2. Work shall be executed in strict adherence to VA safety, infection control, environmental, privacy, and security requirements, while minimizing disruption to clinical operations.

2. Scope of Work

2.1. Demolition and Preparation Requirements

2.1.1. The contractor shall:

2.1.1.1. The VA will remove all moveable equipment housed within Room

4211. The only equipment that will need to be covered with plastic sheeting is the boom attached to the ceiling. The plastic covering shall surround the surgical boom, sealing it off from the construction zone.

2.1.1.2. Prepare the workspace in accordance with section 8 (Infection Control Measures) and Attachment C (ICRA and Anteroom Layout).

2.1.1.3. Construct the anteroom shown in Attachment C, with adequate space for PPE don/doff, equipment staging, and cleaning.

2.1.1.4. See section 3 for construction signage and jobsite posting requirements.

2.1.1.5. Conduct asbestos survey testing of the flooring and subflooring and report results to the Contracting Officer Representative (COR).

Written communication with the COR is required regarding survey results.

2.1.1.6. Remove existing flooring, integral base, and subflooring. Remove flooring and subflooring down to the deck. See Attachment B. Flooring shall be replaced to match the elevation of the removed operating room flooring.

2.1.1.7. Prepare all substrate surfaces for VA-approved flooring system installation.

2.1.1.8. Dispose of all demolition debris per section 6 and section 7.

2.2. Flooring and Subflooring Installation Requirements

2.2.1. The contractor shall:

2.2.1.1. Furnish and install sheet vinyl flooring with integral cove base meeting

PG 18-1 Specification 09 65 16 and all subflooring components required (underlayment, leveling compounds, primers).

2.2.1.2. Provide SDS sheets for all adhesives, chemicals, and compounds.

2.2.1.3. Obtain a hot work permit at least 5 calendar days in advance. See section 4.3.1 (Hot Work Permits) for more information.

2.2.1.4. Clean the work area thoroughly after installation.

2.2.1.5. Dispose of all construction debris per section 6 and section 7.

2.2.1.6. Coordinate and conduct a COR Acceptance Meeting; correct any deficiencies noted by the COR at no additional cost to the Government.

3. Construction Signage and Jobsite Posting Requirements

3.1. The contractor shall install construction signage at all entrances and access points leading into the construction zone. Signs shall clearly state “Construction Area – Authorized Personnel Only,” and shall be maintained in a clean, legible condition for the duration of the project.

3.2. The contractor shall post signage on all containment barriers, sealed doors, and anteroom access points indicating:

3.2.1. “Construction Access Only”

3.2.2. “Authorized Personnel Only”

3.3. Signage shall be affixed in a manner that prevents removal, tearing, or obstruction.

3.4. A Jobsite Information Posting Station shall be established at the primary construction entrance. The station shall be a durable, visible, and accessible location for all required documentation, including:

3.4.1. Current Hot Work Permit (when applicable, VA-provided)

3.4.2. VA-issued Interim Life Safety Measures (ILSMs)

3.4.3. Current ICRA or PCRA permit (VA-provided)

3.4.4. Updated egress routes and temporary life-safety maps (VA-provided)

3.4.5. Contractor’s primary and after-hours contact information

3.4.6. Designated Competent Person contact information.

3.4.7. COR contact information as follows:

3.4.7.1. “Tony Galindo, COR, Healthcare Engineer, 515-214-4559, manuel.galindo@va.gov.”

3.4.8. The contractor shall update the posting station immediately upon receiving new permits, maps, or notices. Outdated documents shall be removed promptly to ensure accurate information is displayed at all times.

3.4.9. Failure to maintain required construction signage or jobsite postings may mailto:manuel.galindo@va.gov result in a stop-work order until compliance is restored, at no additional cost to the Government.

4. Safety Requirements The contractor shall provide the following preconstruction submittals to the Contracting Officer Representative (COR) and Contracting Officer (CO) for review and acceptance prior to the commencement of any on-site work. Work may not begin until all documents are received, reviewed, and formally accepted by the Government. The contractor shall permit seven (7) calendar days for a VA formal review of each of the documents required.

4.1. Pre-Construction Submittals

All submittals shall be submitted to the COR and CO via email. It is the contractor’s responsibility to confirm acceptance by the COR and CO.

4.1.1. Accident Prevention Plan (APP)

4.1.1.1. The contractor shall submit a project-specific Accident Prevention Plan in accordance with PG-18-1 01 35 26. The APP shall detail the contractor’s overall safety program, identify responsible safety personnel, describe hazard prevention strategies, and include all required plans, and procedures. Work may not proceed without COR acceptance of APP. See PG-18-1 Specification 01 35 26 for more information.

4.1.2. Activity Hazard Analyses (AHAs)

4.1.2.1. The contractor shall submit AHAs for all distinct phases of work, including demolition, subfloor removal, surface preparation, flooring installation, and any heat-generating operations. AHAs shall identify specific tasks, hazards, site conditions, required controls, Competent Persons, and equipment used. Work may not proceed without COR acceptance of AHAs. See PG-18-1 Specification 01 35 26 for more information.

4.1.3. Site-specific Safety Plan

4.1.3.1. The contractor shall provide a Safety Plan tailored to the conditions of

Room 4211, outlining jobsite safety procedures, emergency response actions, communication protocols, safety responsibilities, inspection processes, and coordination requirements with VACIHCS Occupational Safety and Health service. Work may not proceed without COR acceptance of Safety Plan. See PG-18-1 Specification 01 35 26 for more information.

4.1.4. OSHA-10 Training Certifications

4.1.4.1. The contractor shall submit documentation verifying that all workers assigned to the project have completed OSHA 10-hour Construction

Safety training within the past five years, in accordance with PG-18-1 01 35

26. Work may not proceed without COR acceptance of OSHA 10-hour certifications.

4.1.5. OSHA-30 Competent Person Certification

4.1.5.1. The contractor shall provide documentation demonstrating that the designated Competent Person for this project has completed OSHA 30-hour Construction Safety training and is qualified to identify existing and predictable hazards and implement prompt corrective actions. Work may not proceed without COR acceptance of OSHA-30 hour training certifications.

4.1.6. Third-Party Air Quality Monitoring

4.1.6.1. The contractor shall submit a plan outlining third-party air quality monitoring services to verify compliance with airflow, negative pressure, particulate control, and HEPA discharge requirements applicable to healthcare environments. See PG-18-1 01 35 26 for more information.

4.1.7. Safety Data Sheets (SDS)

4.1.7.1. The contractor shall furnish SDS for all chemicals, adhesives, solvents, primers, leveling compounds, cleaners, and related material proposed for use in the project. SDS shall be compliant with OSHA Hazard Communication requirements and be submitted prior to on-site work.

Work may not procced without COR acceptance of SDS documentation.

See PG-18-1 Specification 01 35 26 for more details.

4.1.8. Tuberculosis (TB) Screening Records

4.1.8.1. The contractor shall submit written certification verifying that all contractors and subcontractor personnel assigned to the project have received TB screening within the past 90 days and have been medically cleared for work in VA clinical requirements, according to Specification 01 35 26.

4.1.9. Project Schedule (See Section 10)

4.2. Personnel Requirements

4.2.1. Professional Appearance and Conduct

Contractor personnel shall maintain a professional appearance and conduct themselves in a manner consistent with VACIHCS standards. While on VA premises or performing work associated with this contract, contractor personnel shall:

4.2.1.1.1. Present themselves in clean, neat, and well-maintained attire appropriate for professional healthcare environment. Clothing shall be free of excessive wear, tears, stains, or offensive graphics.

4.2.1.1.2. Maintain proper personal hygiene, ensuring that their appearance does not negatively impact patients, visitors, or VA staff.

4.2.1.1.3. Wear visible identification badge above the waist at all times, with the individual’s name and photograph clearly displayed. Badges must be worn in a manner that is unobstructed and readily identifiable by VA personnel.

4.2.1.1.4. Demonstrate professional conduct, including respectful communication, compliance with staff instructions, and adherence to all safety, infection-control, and security protocols. Behavior that disrupts patient care, clinical operations, or facility routines will not be tolerated.

4.2.1.1.5. Tobacco use is prohibited on all VA property.

4.2.2. Required PPE Use

4.2.2.1. The contractor shall provide and ensure proper use of Personal Protective Equipment (PPE) for all personnel entering or working within the construction, demolition, and containment areas associated with Room 4211. PPE requirements shall comply with PG-18-1 Specification 01 35 26, Section 8 (Infection Control Measures), and all OSHA regulations. The contractor shall:

4.2.2.1.1. Ensure all personnel wear PPE appropriate to the task, including but not limited to hard hats, safety glasses or face shields, gloves, high-visibility garments, and respiratory protection when required by hazard assessments or OSHA regulations.

4.2.2.1.2. Provide and require use of protective clothing and shoe covers, ensuring worker clothing and footwear are clean and free of visible dust prior to existing anteroom containment.

4.2.2.1.3. Ensure PPE donning and doffing occur inside the anteroom described in Attachment C. Disposal of used PPE shall be performed within containment to prevent dust mitigation.

4.2.2.1.4. Prohibit personnel from entering the work area without required PPE and ensure a designated OSHA-30 Competent Person is present on-site to enforce PPE compliance at all times.

4.2.2.1.5. Provide respirators and other specialized PPE when performing tasks that generate airborne particulates, including demolition, grinding, cutting, or removal of flooring/subflooring, as required by Activity Hazard Analyses (AHAs) and PG-18-1 Specification 01 35 26.

4.2.2.1.6. Always maintain an adequate inventory of PPE inside the containment and anteroom for contractor and subcontractor personnel.

4.2.2.2. The contractor shall supply Personal Protective Equipment, meaning gear such as hard hats, safety glasses, high visibility vests, shoe covers, gloves, hearing protection, respiratory protection, etc., to contractor staff.

Identification of required PPE shall be documented within specific tasks in the AHA submittals.

4.2.2.3. Contractor staff entering patient-care areas, including all corridors leading to active construction zones, shall change into hospital grade scrubs and approved shoe coverings prior to entry. The contractor shall furnish all required scrubs and shoe coverings and ensure they are always worn outside the anteroom or containment boundary. All garments and shoe coverings shall be clean, free of visible debris, and replaced immediately if soiled or damaged.

4.3. Permitting

4.3.1. Hot Work Permit

4.3.1.1. Hot Work is defined as any operation including open flame, welding, thermal welding, brazing, soldering, grinding, thermal spraying, thawing pipes, or any similar situation that may provide a source of ignition to accidentally start a fire. The COR shall be the only source for issuance of Hot Work permits.

4.3.1.2. Authorization to proceed with hot work activities will be given in the form of a Hot Work Permit only after the area has been inspected by the COR to ensure:

4.3.1.2.1. That the hot work can be safely conducted at the location.

4.3.1.2.2. That combustible materials have been removed or covered.

4.3.1.2.3. That the atmosphere is non-flammable.

4.3.1.2.4. That a fire watch with a portable fire extinguisher is posed in the immediate area of work for the duration of the work for thirty (30) minutes thereafter (when working on/around roofs watch will be extended to one (1) hour. Fire watch personnel shall be provided by the contractor.

4.3.1.3. Portable fire extinguishers shall be properly labeled in accordance with NFPA 10, inspected and maintained as required by OSHA 29 CFR 1926.150, and mounted on approved brackets or stands meeting NFPA 10 and NFPA 241 requirements to ensure extinguisher is supported off the ground, clearly visible, and readily accessible throughout hot work operations.

4.3.2. Utility Outage Notification

4.3.2.1. The contractor shall provide written notification to the COR at least seven (7) calendar days in advance of any work requiring a utility outage, including but not limited to electrical, mechanical, HVAC, medical gas, IT/network, fire alarm, or other critical building systems. The notification shall identify the nature of the outage, systems affected, and anticipated duration. No utility outage shall occur until the COR has reviewed and approved the request in writing. The contractor shall coordinate all utility interruptions to minimize disruption to VA clinical operations.

5. Security Requirements

5.1. Contractor Personal Identity Verification (PIV) Requirements

5.1.1. All contractor and subcontractor personnel performing on-site work under this contract must obtain a VA Personal Identity Verification (PIV) card prior to being granted physical access to the VA Central Iowa Heath Care System campus. No contractor shall be permitted on-site without a valid and active PIV card issued by the VA.

5.1.2. The contractor shall be responsible for identifying every individual who will require on-site access immediately following the Project Kickoff Meeting and contract award. The contractor shall coordinate directly with the COR, who serves as the PIV sponsor, to initiate the PIV credentialing process for each individual. This includes completing all required forms, background checks, fingerprint appointments, and identifying verification steps as described in the VA PIV process documentation.

5.1.3. The contractor shall acknowledge that the VA PIV process – including identity proofing, security background checks, fingerprint scheduling, adjudication, and credential issuance—can take an extended period of time depending on personnel availability, adjudication timelines, and VA workload. Due to these circumstances, the Period of Performance for this project accounts for the time necessary to complete PIV credentialing and does not constitute delay claims.

5.1.4. The contractor shall acknowledge that failure to complete PIV requirements in a timely manner may result in loss of site access, inability to perform work, and potential impacts to project schedule for which the contractor is solely responsible.

5.2. The C&A requirements do not apply, and a Security Accreditation Package is not required.

5.3. COR Escort

5.3.1. Prior to commencement of work, the contractor may request a site visit to review existing conditions and confirm access routes, staging areas, containment boundaries, and other project-related considerations. All such requests shall be submitted to the COR in writing. Upon approval, the COR shall escort the contractor and their designated personnel through the applicable areas of the facility. Contractor personnel shall remain under COR escort at all times during the site visit and shall comply with all VA security, safety, and infection control requirements while on premises.

5.3.2. At a minimum, the contractor shall request site visits three (3) calendar days in advance.

5.3.3. Contractor personnel entering sensitive patient-care areas, including corridors leading into active construction zones, shall wear approved hospital scrubs and shoe covers or a disposable bunny suit. All garments shall be supplied by the contractor and must be clean, free of debris, and replaced immediately if soiled or damaged.

6. Construction Waste Requirements

6.1. Waste handling and disposal shall comply with PG-18-1 Specification 01 74 19. See

Attachment A for dumpster location. Fencing requirements are in section 9.

7. Contractor Traffic for Material Hauling and Waste Disposal

7.1. All contractor material hauling and waste-disposal traffic shall follow the VA-designated route. From the south exterior of Building 1W, contractors shall enter through the C-Dock door (see Attachment D), proceed directly to Freight Elevator B on the left, take the elevator to the fourth floor, and move north down Corridor C404W to the jobsite entrance. No alternative routes may be used without COR approval.

8. Infection Control Measures

8.1. Dust and Airborne Control

8.1.1. Work shall not generate uncontrolled dust.

8.1.2. Ceiling tiles/access panels must be closed after use.

8.1.3. Use HEPA dust containment carts or wet methods as needed.

8.1.4. Materials entering the workspace must be clean and contaminant-free.

8.1.5. All demolition and surface preparation activities shall use HEPA-equipped vacuums or HEPA-equipped dust-collection shrouds to capture dust at the source. Dry sweeping or the use of non-HEPA vacuum equipment is strictly prohibited.

8.2. Cleaning and Trash Handling

8.2.1. Daily cleaning and covered trash removed on approved routes. The COR will provide approved routes at contract award.

8.2.2. All tools/equipment must be cleaned or sealed before existing containment.

8.2.3. Use hard-lid, washable containers for debris transport.

8.2.4. Sticky mats must be installed and replaced routinely when visibly soiled. See Attachment C for sticky mat placement.

8.3. Barriers and Containment

8.3.1. Build critical barriers to NFPA 241 requirements. See Attachment C for placement details.

8.3.2. Barriers must extend to ceiling or structural deck.

8.3.3. Firestop all penetrations with UL-listed materials. Critical barriers shall be sealed with UL-listed materials so proper negative pressurization can be achieved and maintained.

8.4. Negative Air and Pressure Monitoring

8.4.1. Minimum negative pressure differential of -0.02 inches water column (in w.c.)

shall be maintained continuously within the containment.

8.4.2. HEPA exhaust must be discharged outdoors ≥30 ft from intakes and entrances.

8.4.3. Exhaust into shared or recirculated HVAC is prohibited.

8.4.4. Continuous digital pressure monitoring is required; daily logs must be submitted to the COR electronically via email.

8.5. Anteroom Requirements

8.5.1. Detailed in Attachement C.

8.5.2. Must support PPE don/doff, cleaning, and equipment staging.

8.5.3. Worker clothing must be free of visible dust before exit.

9. Disposal and Fencing Requirements

9.1. If a dumpster is used:

9.1.1. Location must match Attachment A.

9.1.2. Fence must be at least 6 ft high, locked, and fully enclosing the dumpster.

9.1.3. Work may not begin until COR confirms correct fencing installation.

10. Approved Hours for Contractor Work

10.1. Monday through Friday: 1400 to 2100 (local time)

10.2. Saturday through Sunday: 0800 to 1900 (local time)

10.3. No federal holiday work. See link for details, https://www.opm.gov/policy-data-oversight/pay-leave/federal-holidays/#url=2026

11. Period of Performance

11.1. All work must be completed within 120 calendar days of Notice to Proceed.

12. Project Schedule Requirements

12.1. The Contractor shall submit a detailed project schedule identifying daily work activities, material delivery plans, sequencing, and milestones prior to Notice to Proceed. No work may begin prior to COR and CO approval of the project schedule.

13. Regulatory Requirements https://www.opm.gov/policy-data-oversight/pay-leave/federal-holidays/#url=2026 https://www.opm.gov/policy-data-oversight/pay-leave/federal-holidays/#url=2026

Specifications described within this section are attached to the contract for review.

13.1. The contractor shall comply with:

13.1.1. PG-18-1 Specification 01 00 00 General Requirements

13.1.2. PG-18-1 Specification 01 33 23 Shop Drawings, Product Data and Samples

13.1.3. PG-18-1 Specification 01 35 26 Safety Requirements

13.1.4. PG-18-1 Specification 01 42 19 Reference Standards

13.1.5. PG-18-1 Specification 01 57 19 Temporary Environmental Controls

13.1.6. PG-18-1 Specification 01 74 19 Construction Waste Management

13.1.7. PG-18-1 Specification 01 81 13 Sustainable Construction Requirements

13.1.8. PG-18-1 Specification 02 41 00 Demolition

13.1.9. PG-18-1 Specification 02 82 11 Traditional Asbestos Abatement

13.1.10. PG-18-1 Specification 02 82 13.19 Asbestos Floor Tile and Mastic

Abatement

13.1.11. PG-18-1 Specification 09 65 16 Resilient Sheet Flooring

14. VA Design Guide Compliance The contractor shall ensure all work complied with the following design guides, in addition to the specifications listed in section 13.

14.1. PG-18-10 Architectural Design Manual

14.1.1. This design manual governs flooring selection, clinical environmental requirements, and OR-specific design considerations.

14.1.2. This guide is applicable because it addresses design criteria for healthcare procedure rooms. Includes floor slope, transitions, and integral cove base requirements. Coordinates with PG-18-1 specifications (09 65 16 Resilient Sheet Flooring).

14.1.3. This design manual is included as Attachment E.

15. Site Access, Parking, Material Storage

15.1. The contractor shall only park in designated areas. Contact the COR prior to arrival to confirm approved parking locations. Parking is limited and at the 10discretion of COR and station availability. Contractor personnel parking is not guaranteed.

15.2. Materials may not be stored on campus.

15.3. All staging shall occur inside the designated containment areas.

16. Project Acceptance

16.1. The COR will verify compliance before acceptance. Deficiencies found related to contractual deliverables shall be corrected at the contractor’s expense. No changes to this SOW are permitted without Contracting Officer approval.

17. Warranty Requirements

17.1. The contractor shall provide a one-year warranty for all work performed under this contract. The warranty shall begin on the date the government issues Final Acceptance of the project.

17.2. The one-year warranty shall cover all workmanship, materials, installation, equipment, accessories, adhesives, leveling compounds, subfloor preparation, integral cove base, heat-weld seams, and any other work required by this Statement of Work.

17.3. Warranty work shall be performed at no additional cost to the Government.

18. Attachments

18.1. Attachment A: Dumpster Location Map

18.1.1. Designated campus location for dumpster replacement.

18.2. Attachment B: OR 4211 Dimensions and Reference Photo

18.2.1. Drawing showing operating room measurements (estimated 600 square feet)

18.3. Attachment C: Anteroom and ICRA Layout Diagram

18.3.1. Required barrier locations, HEPA routing, pressure monitor placement, PPE zones.

18.4. Attachment D: Approved Contractor Traffic Route

18.5. Attachment E: Architectural Design Manual