S02-Attachment 01- SOW- Rad Reno Cons- W Haven.pdf

Project # 689-CSI-125 Interventional Radiology VAMC West Haven, Connecticut

STATEMENT OF WORK

Project Number: 689-CSI-125

Interventional Radiology Suite Renovation Design-Build (D-B)

VA Connecticut Healthcare System (VACHS) – West Haven Campus

West Haven Campus

950 CAMPBELL AVENUE

WEST HAVEN, CT 06516

TABLE OF CONTENTS:

BACKGROUND

SCOPE OF WORK

ADMINISTRATIVE PROCEDURES

MATERIAL TO BE PROVIDED TO THE DESIGN-BUILD ARCHITECT-ENGINEER BY THE VA

DELIVERABLES

DESIGN REVIEWS – SCHEDULES AND REQUIREMENTS

CONSTRUCTION PERIOD SERVICES

APPENDIX A: ENVIRONMENTAL ASSESSMENT SCOPE OF WORK

APPENDIX B: INFECTION PREVENTION MEASURES

APPENDIX C: VA INFORMATION AND INFORMATION SYSTEM SECURITY/PRIVACY LANGUAGE FOR

INCLUSION INTO CONTRACTS, AS APPROPRIATE

I. BACKGROUND

This project will assess, design, and modernize the existing Interventional Radiology (IR) Suite with attention to technology, space, flow, and configuration. The new IR suite will utilize and redesign existing square footage to create a highly technical and homelike healing environment for veterans.

The scope of this project includes the replacement of the IR X-Ray equipment within the IR Suite, located on the first floor of Building 1 at the VA Connecticut Healthcare System, West Haven Campus. The IR X-Ray equipment has been procured by the VA on a separate contract, PO 689B21027 Delivery Order 36A79719N0022 with Philips Equipment, Azurion 7C20. Coordination with the IR equipment vendor/manufacturer, Phillips, is paramount for a successful project. The Phillips equipment shall be installed and operational by September 1, 2027 to allow applications training, and physicist inspection prior to September 30, 2027.

Equipment install typically takes approximately 4 weeks.

II. SCOPE OF WORK

The VA Medical Center in West Haven, Connecticut is seeking Design-Build services for the design and construction for the removal and/or relocation of existing IR equipment, interior finishes, HVAC, utilities, and medical gas and a redesign and upgrade of approximately 1200 square feet of existing IR Suite space on the first floor of Building 1.

A design with appropriate critical phasing is required to demo and replace the existing IR.

Work shall include architectural, activation planning, high technology medical consultant/planner, physicist, structural, electrical, mechanical, plumbing, communications, and all such systems and components as may be necessary to achieve project goals.

A. Project Scope and Objectives:

Locations for work are Building 1; 1st Floor Interventional Radiology Suite; Ancillary Spaces and Equipment Rooms. Additional work will be required in mechanical rooms and other areas supporting the IR Suite.

Document Review

1. Review the locations of existing architectural, electrical, structural, mechanical, plumbing, fire protection, HVAC, communication, surgical equipment, etc. system’s drawings within the project area and document and verify their locations. The DB Architect Engineer (AE) shall have a thorough understanding of the existing conditions within the project limits.

2. Review existing conditions documentation provided by VA. Evaluate the information for completeness and correctness. The AE DB shall be responsible for verifying existing conditions for dimensional accuracy and other features and representations critical to the design prior to their use in production of design documents.

3. The DB AE shall review previous electrical load studies, structural load studies, and research performed to document existing conditions.

4. The DB AE shall review all existing documents and testing previously performed to confirm the locations of asbestos containing materials. Identify, collect, and test asbestos samples within the project area.

5. The DB AE shall have a thorough understanding of the latest version of the VA

Surgical and Endovascular Design Guides and all available guidance on the VA Technical Information Library (TIL). Not limited to, but in addition to HVAC, electrical, RME Storage, Physical Security Design Resiliency Manual requirements shall be incorporated into the design. Specific sections of the VA Master Construction Specifications, Design and Construction procedures, Standard details and CADD standards, Design Manuals, etc. can be found via the internet for acquisition and editing by the DB AE at http://www.cfm.va.gov/TIL. DB AE shall be responsible for providing a design that meets all VA requirements.

6. The DB AE shall have a thorough understanding of existing lead shielding and associated code requirements. The DB AE shall coordinate all Radiation Safety issues with the VACT Radiation Safety Office (RSO).

7. The DB AE shall review the equipment specifications and thoroughly understand the vendor requirements. The equipment installation is with Phillips Equipment under a separate delivery and installation contract with the VA Connecticut Healthcare System.

Site Inspection

8. The DB AE shall conduct on-site observation and inspections of existing conditions within the IR Suite, and mechanical spaces. Site Investigations of the IR suite by the DB AE shall be coordinated with the COR. The DB AE shall perform and coordinate site investigations of the IR Suite with the COR to limit the impact to hospital operations.

9. The DB AE shall thoroughly investigate all physical, lighting, glare, noise, vibration, and other impacts to nearby inpatient units or other patient care areas that could be impacted by construction. Proper planning and phasing shall be implemented to minimize or eliminate impacts.

Interviews

10. The DB AE shall Interview stakeholders for local needs, requirements and concerns.

The DB AE shall also develop an existing and new furniture, fixtures, and equipment (FF&E) list.

11. The DB AE shall interview Subject Matter Experts (SMEs) in the areas of Utility design, IR Suite Design, and PSDRM requirements within VA Construction Facilities http://www.cfm.va.gov/TIL

Management and VA Healthcare Engineering. These SMEs shall provide technical direction and oversight.

12. The DB AE shall work with VA Biomed/Clinical Engineering and Medical Design

Consultant to develop OR Medical Equipment needs, an itemized equipment list for VA Biomed/Clinical Engineering that needs to be removed and reinstalled as part of the construction project; and a management and coordination plan for equipment removal and installation. Identify square footages required for storage of these items.

Construction, Commissioning and Activation Documents

13. The DB AE shall provide design development 50% documents, and 100% design documents for architectural, electrical, structural, mechanical, plumbing, fire protection, communication, phasing, demolition, and construction of improvements within the project limits. Design shall meet VA specifications, standards, and design guides on the Technical Information Library (TIL).

14. The DB AE shall develop Infection Control Risk assessment (ICRA) plans in coordination with the VACT facility.

15. The DB AE shall provide a Commissioning Plan in accordance with VA Whole Building Commissioning Process Manual dated May 01, 2013 and with minor revisions 11/01/2013.

16. The DB AE shall develop a Furniture, Fixtures, and Equipment (FF&E) Activation

Package and Master Inventory List. Document all equipment, furnishings, and FF&E needs for the space. VA Logistics will purchase in accordance with the activation plan. The DB AE shall develop detailed FF&E lists, with line item and total costs. The documents shall delineate contractor furnished/contractor installed, VA furnished/contractor installed, VA furnished/VA installed. All required electrical, data and wall backing shall be coordinated and included in the design. VA shall approve all FF&E specific to this project.

17. Temporary IR(s) trailer shall be furnished and installed for on-site procedures during the entire timeframe of the construction period.

a. Temporary IR unit shall include all furnishings, fixtures, and equipment.

b. Temporary IR unit and adjacent spaces shall meet the West Haven VA

Hospital environmental control requirements.

c. Utilities required for the operation of the temporary IR shall be all inclusive or investigated.

d. Temporary IR shall include all required medical gas and services.

e. Temporary IR shall meet Physical Security Design requirements.

f. Temporary IR shall be located as to minimize risks to patients during transport to and from such IR.

g. Maintain existing utilities.

h. Install security cameras compatible with the existing/planned site security system.

i. Install site lighting compatible with existing as required.

j. Install all site egress and accessibility as required.

k. Maintain egress for public transportation, emergency vehicles, and standard traffic routes through the VAMC- West Haven.

l. Work with the VA Radiation Safety Officer to address site specific radiation safety requirements and signage.

m. Consider snow impacts and locations for staging snow.

n. Install appropriate signage as required for all staging, temporary requirements, and final design requirements.

Project Objectives

18. Upgrade the IR Suite, and associated spaces located in Building One, 1st floor, East south corridor. Upgrade mechanical spaces and other areas required to upgrade the utilities feeding the IR Suite.

a. Architectural

b. Interior Design

c. Civil/Structural

d. Mechanical, plumbing, steam

e. HVAC

f. Electrical power distribution

g. Fire Protection

h. Medical Gas

i. Pneumatic tube

j. Nurse call

k. Data and Communications including EHRM

19. Minimize impacts to the service

a. Detailed phasing plan, considering all material availability and lead times.

B. Design Scope – General: The DB AE shall develop and provide a set of drawings and specifications for 50% design development, and 100% final design purposes which meet the previously stated Project Scope and Objectives. The DB AE shall design for LEED Silver Certification where economically feasible. Documentation for application for Certification will not be required.

1. Design Scope – Architectural: The DB AE shall provide design of and detailed construction drawings and specifications to meet the Project Scope and Objectives stated in Section IIA, including flooring, doors, radiation safety, and wall protection finishes as required. Infection prevention measures and details shall be incorporated into the construction documents.

2. Design Scope – Structural: The DB AE shall provide for structural design, calculations and documentation as required to evaluate the location of structural members to avoid conflicts. In addition, the DB AE shall provide structural design, calculations and documentation as they pertain to other modifications to the space, roof, or other locations supporting equipment.

3. Design Scope – Mechanical: The DB AE shall review all available documents from the facility and perform site visits as required to evaluate the location of all HVAC equipment, controls, and components as required. The DB AE shall provide mechanical design, calculations, and documentation.

4. Design Scope – Plumbing: The DB AE shall provide design of and detailed construction drawings and specifications as required and as they pertain to the requirements of the redesign and modifications to the IR space.

5. Design Scope – Electrical: The DB AE shall provide design of and detailed construction drawings and specifications for: General Electrical information, Electrical Demolition, as required in accordance with required equipment and controls. The DB AE shall perform a load analysis for the proposed space to determine all requirements in accordance with VA requirements as outlined in the VA Technical Information Library.

6. Design Scope – Systems: The DB AE shall provide design of controls, data, telephone, security, and other communications systems.

7. The DB AE shall work closely with the VA COR/Project Manager through the conceptual planning and design phases to ensure coordination with various VA staff through detailed phasing plans. The drawings shall contain boldly printed instructions requiring the same level of coordination by the construction contractor and subcontractors.

C. General Requirements: The DB AE shall produce designs that comply with the latest editions of all applicable DVA guidelines (e.g. Construction Standards, Master Specifications, Standard Details, Special Design Criteria), NFPA, JC, Federal and State codes pertinent to the project scope.

1. Hazardous Materials: The DB AE shall have all areas to be impacted by design or construction tested for asbestos and lead containing materials and incorporated into the plans and specifications. However, as a baseline and so as to not duplicate efforts, current VA hazardous material surveys shall be first reviewed by the DB AE to determine what has already tested positive. This information shall be incorporated into the construction contract documents. However, all other questionable or unknown items and materials that may contain asbestos or lead shall be further sampled and tested.

2. Safety Plan: VA construction projects have requirements for the General Contractor to establish a safety plan per OSHA, AIA and VA guidelines. The DB AE shall specify the applicable standards and method of plan development for both the area of work and interaction of work within the facility. Infection Prevention Measures shall also be included in the Safety Plan. The DB AE shall also be responsible for developing their own safety for all site investigation, which shall include asbestos awareness training and procedures when encountering asbestos.

3. Quality Control Plan: The DB AE shall specify the applicable standards and method of development for a Quality Control Plan in accordance with Attachment 8, Quality Control Plan Requirements. The DB AE shall not be responsible for the development, but only for identifying and specifying the appropriate standard forms for Quality Control inspections that will become part of the overall plan.

4. Utility Shutdowns: The VA has a mandatory requirement to obtain approval for utility shutdowns. The DB AE shall provide a list of all utility shutdowns required for this project and identify and define the procedure for each shutdown in a Construction Schedule Gant Chart. This will include, but not be limited to, electrical mechanical and plumbing tie-ins. The DB AE shall provide estimated time of each outage and provide a narrative to the impact of the shutdown.

D. Code Study: The DB AE shall conduct a code study to determine code compliance of the proposed redesign. This shall also include a life safety plan.

III. ADMINISTRATIVE PROCEDURES

A. All DB AE personnel, their sub-contractors and representatives visiting VA sites will be required to sign in upon arrival and sign out upon leaving in a log book which is kept in the Engineering Design and Development Section in Building 15. Each visiting individual will be required to enter their name, their company’s name, VA project title, date, reason for the visit, and the times of arrival and departure. Additionally, all persons shall be badged. Arrangements for after-normal-working-hour site visits shall be made in advance and during normal working hours.

IV. MATERIAL TO BE PROVIDED TO THE DESIGN-BUILD ARCHITECT-ENGINEER BY THE VA

A. The VA shall provide the DB AE with copies of As-Built site plans, master floor plans, elevations, and structural plans in AutoCAD or .pdf format. These drawings will be provided for reference purposes only. The DB AE shall be responsible for verifying all such plans for dimensional accuracy and other features and representations critical to the design prior to their use in production of final plans. The VA Engineering Department electronic files, copy machines and paper will be made available for use by the DB AE for such document production throughout the project.

B. VA Connecticut has adapted VISN-1 branding design materials, finishes, and specifications that will be incorporated into this scope of work. Refer Appendices F, G, & H for VISN-1/VACT Interior Finish Standards.

C. Specific sections of the VA Master Construction Specifications, Design and Construction procedures, Standard Details and CAD standards, Design Manuals, etc. can be found via the internet for acquisition and editing by the DB AE at http://www.cfm.va.gov/TIL/ http://www.cfm.va.gov/TIL/

V. DELIVERABLES

The DB AE shall develop and provide to the VA the following:

A. Meeting Minutes: The DB AE shall take minutes of all conferences and other meetings with the VA (including site visits) and shall provide a copy to the Contracting Office for a concurrence signature.

B. Drawings: The DB AE shall deliver to the VA fully developed Drawings on current year AutoCAD and REVIT file using the VA Standard BIM Guidelines. Hard copy drawings shall be plotted at a 1:96 scale minimum. Larger more appropriate scales shall be used for sections and details.

C. Specifications: The project specifications shall be prepared in Microsoft Word by the DB AE from the VA Master Specifications. The general format shall include; Part 1 – General, Part 2 – Products, and Part 3 – Execution. Part 1 shall include the general requirements, identify applicable standards, and identify submittals required for a particular specification. Part 2 shall include descriptions of the salient characteristics of the products. Part 3 shall include a description of the methods used to install items of construction. The DB AE shall identify all VA Master Specification sections applicable to the project and edit them accordingly to fit the scope of work. If additional specification sections are needed that are not listed in the VA Master Specs, the DB AE is responsible to write and edit an appropriate CSE format specification section. Specifications shall be printed on 8-1/2”x11” bond paper using 12 pt. Times-New Roman font. The DB AE shall incorporate into the specifications and its construction site inspection procedures the applicable Infection Control and Dust Control provisions.

D. Construction Cost Estimates: The DB AE shall prepare a Construction Cost Estimate in Microsoft Excel using the CSI 34-division format. The Cost Estimates shall include a copy of the quantity take-offs, breakdown of individual line items that accurately reflect the quantity take-off of the various categories of work involved, unit of measure, quantities, unit cost, 10% overhead, and 10% profit. All cost data shall be taken from the most current version of a recognized industry standard, e.g. Means Estimating Guides. For items that are not in the industry standards, vendor quotes and justification for labor hours shall be provided. Construction Cost Estimates shall be submitted with 50% and 100% design reviews and include a cost breakdown for each alternative.

E. Submittal Register: The DB AE shall develop a list of all submittals required by the specifications in Section 1 of each individual specification. The register shall include specification reference, and item to be reviewed and approved.

F. Long Lead time Material Submittals: The DB AE shall submit long lead time material submittals at the 50% design submission to meet the required schedule.

G. Narratives: Written narratives shall be used as part of each design submission. The narrative, or basis of design, should be used to elaborate on and provide an explanation of key design decisions relating to constructability, and in general to communicate all information relevant to the design submission.

H. Construction Schedule: The DB AE shall also establish a preliminary construction schedule indicating the entire length of time estimated for the completion of the construction contract, measured in weeks. The DB AE shall provide a commensurate Gant chart for the construction activities to include critical path items. For example, utility shut downs. This schedule shall include pre-construction activities (such as submittals and mobilization), specific construction activities/events, special phasing requirements and final activation of the space.

I. Phasing: The DB AE shall develop a phasing plan taking into consideration minimal disruption to current staff, maintaining emergency egress, storage of construction equipment and materials, security and access, debris removal and maintenance of the clean environment. The VA will notify the DB AE on the availability of the entire work area or if partial areas will be required for the duration of construction.

VI. DESIGN REVIEWS – SCHEDULES AND REQUIREMENTS

The following design schedule will be required (calendar days):

Design and Development Submission – 50%: 120 calendar days after NTP Design and Development – 50% VA Review Comments: 135 calendar days after NTP Design and Development – 50% Package Meeting: 145 calendar days after NTP Construction Documents Design Submission – 100: 170 calendar days after NTP Construction Documents – 100 VA Review Comments: 180 calendar days after NTP Construction Documents – 100 Package Meeting: 190 calendar days after NTP Final Design Submission: 210 calendar days after NTP

Total Design Period of Performance: 210 calendar days from NTP

A. First Submittal Design Development – 50%

a. Narrative:

The DB AE shall provide a written narrative with a concise and complete record of the design process including all key design decisions and the background and reasons for the intent of these design decisions. The narrative shall include all records of the meetings with the VA Design Team as well as a presentation, discussion and recommendation of various design alternatives which have been explored and evaluated. Key decisions/choices which were made by the VA Design Team should be documented. The design narrative shall also identify each and all required systems, utilities, and major (built-in equipment) with a brief description of its type, locations, use and extent. The DB AE shall address constructability issues and their impacts on project construction cost and schedule. Engineering Calculations shall be included as an appendix.

b. Drawings:

The A/E shall provide 50% design development drawings that show detailed plans to improve the space within the project limits. One F size (30”x42”) and one C size Drawings and one electronic version of CAD work completed to date.

c. Specifications:

The DB AE shall provide Specifications based on criteria to supplement the design drawings.

The DB AE shall provide a draft of all proposed specification sections: General Conditions, Submittals, Demolition, etc. in electronic format.

d. Material Submittals:

The DB AE shall formally submit long lead time material submittals for approval at the 50% design submission to meet the HTHC install dates.

e. Cost Estimates:

The DB AE shall provide an accurate and detailed cost estimate which will show that the scope and the design of the project are within the project budget.

f. Construction Schedules and Phasing Plans:

The DB AE shall provide a detailed construction schedule and phasing plan to support the design.

g. The DB AE shall provide completed VA infection control form addressing all areas.

h. The DB AE shall provide a completed DB AE Review Checklist for all applicable disciplines.

i. The DB AE shall provide a commissioning plan for all applicable disciplines.

j. 50% Review Schedule:

The 50% design development package shall include detailed design. This shall be submitted 120 calendar days after Notice to Proceed (NTP).

The VA will provide 50% review comments to DB AE no-later than 135 calendar days after

NTP.

The 50% review package meeting with the VA at 145 calendar days after NTP.

B. Second Submittal Construction Documents and Back Check Design – 100%

a. Narrative:

The DB AE shall provide a written narrative with a concise and complete record of the design process including all key design decisions and the background and reasons for the intent of these design decisions. The narrative shall include all records of the meetings with the VA Design Team as well as a presentation, discussion and recommendation of various design alternatives which have been explored and evaluated.

Key decisions/choices which were made by the VA Design Team should be documented. The design narrative shall also identify each and all required systems, utilities, and major (built-in equipment) with a brief description of its type, locations, use and extent. The DB AE shall address constructability issues and their impacts on project construction cost and schedule.

Engineering Calculations shall be included as an appendix.

b. Drawings:

The DB AE shall provide detailed final drawings and calculations based on information collected, and VA comments on the 50% design submittal.

c. Specifications:

Provide all Specifications that are required for the construction package. The specifications shall be free of writer’s notes and any editing comments. All information that is not required for this project shall be removed from each individual specification section.

The DB AE shall provide one electronic version and one copy of unbound proposed Specification sections.

d. Cost Estimates:

A complete takeoff cost estimate based on the Construction Documents submission.

e. Construction Schedule and Phasing Plans:

Provide a detailed Construction Schedule and Construction Phasing Plan. All utility shutdowns shall be included.

f. Safety Plan:

Provide a list of all applicable standards, method of plan development, a VA infection control form, and address all Interim Life Safety Measures.

g. Quality Control Plan:

Provide a list of all applicable standards and method of plan development of a Quality Control Plan.

h. The DB AE shall provide a completed VA infection control form addressing all areas.

i. Completed DB AE Review Checklist:

Provide a completed DB AE Review checklist for all applicable disciplines.

j. Commissioning Plan

k. 100% Review Schedule:

The 100% design submission package shall include detailed design for final and back check comments. This shall be submitted 170 calendar days after Notice to Proceed (NTP).

The VA will provide 100% review comments to DB AE no-later than 180 calendar days after

NTP.

The 100% review package meeting with the VA at 190 calendar days after NTP.

C. Final Design Submission – Final Construction Documents Complete and coordinate all drawings, specifications, and schedules for Final construction document submittal for all disciplines. Incorporate all VA and technical review comments.

Provide seal and (stamp) and signature all of the responsible charged DB AE on all construction documents and final calculations.

The final design package shall include final detailed design. This shall be submitted 210 calendar days after Notice to Proceed:

Electronic package submission on VA approved FTP site:

One set of Final Design Drawings.

One set of indexed and bound Specifications.

Final Construction Documents in AutoCAD (to include PDF versions of each sheet),

a) Specifications

b) Construction Cost Estimate

c) Construction Duration Estimate

d) Phasing Requirements

e) Narrative with Engineering Calculations, Safety Plan and Quality Control Plan.

f) Equipment List.

Upon final approval by the VA of all 100% construction documents (as evidenced by a VA authorized signature on the title pages), the DB AE shall deliver to the VA; one (1) set of C-size Drawings, one (1) set of bound specifications, one (1) Narrative.

D. Construction period of performance:

Construction duration shall not exceed 330 calendar days from final design acceptance by the VA. The D-B-A-E or Contractor shall plan to deliver a constructed design solution within 540 calendar days from NTP.

E. Commissioning: The DB AE shall develop a Commissioning plan to activate the IR space.

VII. CONSTRUCTION PERIOD SERVICES

A. The DB AE shall build the project in accordance with all design documents.

B. Response to RFIs: The DB AE shall be responsible for evaluating RFIs to determine if a change will be required. The DB AE shall then provide recommendations to the Contracting Officer. Within 48 hours, the DB AE shall provide in writing the information, clarification or revision material needed to properly answer the RFI and to resolve the issue. The DB AE shall include a cost/credit estimate for RFIs which result in a change to contract cost.

C. Submittal Review: The DB AE shall review submittals. The DB AE will be required to review contract submittal for adherence to contract requirements and then forward their recommendation of approval/disapproval to the VA contracting officer within 7 calendar days. The COR shall take final action of approval/disapproval on each submittal and shall prepare and send a formal return of submittal to the contractor.

D. Site Visits: Day to day construction administration will be performed by the COR. The DB AE shall make visits including project meetings and site inspection during construction as well.

E. Commissioning: The DB AE shall execute the Commissioning plan to activate the new IR Suite. The DB AE shall perform commissioning field inspections, provide commissioning field reports, and close out commissioning report after acceptance of all installed systems.

F. Asbestos and Lead Inspection: The DB AE shall perform all inspection and documentation services required during asbestos and lead abatement activities.

G. Photographic Documentation: The DB AE shall be required to prepare photographic documentation in accordance with VA master specifications during the period of construction.

H. Close-out documents and Record drawings: The DB AE shall provide operations and maintenance manuals, warranties, staff training, and verify and produce as-built conditions from contractor- supplied marked up prints. The DB AE shall prepare as-built documents for the VA. One E size and one C size Drawing and one electronic version of CADD work.

APPENDIX A

ENVIRONMENTAL ASSESSMENT – SCOPE OF WORK

SECTION I

1.1 GENERAL:

A. This Scope of Work (SOW) is applicable to renovation and/or remodeling projects that may contain asbestos, lead, mold, and other potentially hazardous or regulated substances in which the Contractor Professional Industrial Hygienist (CPIH) is hired by the D-B-A-E. The VA will also hire a third-party VA Industrial Hygienist (VPIH) to perform oversight during abatement and in this document, the term DB AE may also refer to as a contractor.

B. These special instructions cover the DB AE and CPIH services for the Design Development and the Construction Documents stages of the VA process and the construction period services of a project. The CPIH hired by the DB AE is not only required to have the experience and expertise of all aspects of hazard analysis and abatement but also have experience working as a member of a DB AE design team.

C. The assessment and inspection portion of the services shall be completed by CPIH personnel who are licensed by the State of Connecticut Department of Public Health as asbestos inspectors for those performing asbestos inspection or assessment. CPIH personnel who perform lead paint inspection or assessment shall be licensed by the State of Connecticut Department of Public Health as a Lead Inspector or Lead Risk Assessor. CPIH personnel who perform microbial inspection or assessment shall show proof of expertise through experience and training in microbial and mold remediation inspection and assessment techniques.

D. The design documents shall be produced using VA Master Specifications by the CPIH with personnel who are licensed by the State of Connecticut Department of Public Health as an Asbestos Project Designer, Lead Project Planner/Designer, have expertise, experience, and training in microbial and mold remediation techniques, and are reviewed and approved by a Certified Industrial Hygienist (CIH) accredited by the American Board of Industrial Hygiene

(ABIH).

E. DB AE shall be responsible for providing all design documents related to demolition, phasing and other related documents for the project, (as determined by VA if proposed abatement impacts the specific construction project). The CPIH working for the DB AE shall design and produce all hazard analysis and abatement contract documents and fully coordinate these drawings with DB AE contract documents. Work requirements are listed in SECTION 2.2 for the CPIH.

F. The DB AE will employ an independent industrial hygienist consultant and/or use its own qualified personnel to perform various services on behalf of the VA. The CPIH will perform the necessary monitoring, inspection, testing, and other support services to ensure that VA patients, employees, and visitors will not be adversely affected by abatement work, and that abatement work proceeds in accordance with specifications, that the abated areas or abated buildings have been successfully decontaminated. The work of the CPIH consultant in no way relieves the Contractor from their responsibility to perform the work in accordance with contract/specification requirements, to perform continuous inspection, monitoring and testing for the safety of their employees, and to perform other such services as specified. The cost of the CPIH and their services will be borne by the VA except for any repeat of final inspection and testing during monitoring services that may be required due to unsatisfactory initial results, as specified. The CPIH during asbestos abatement oversight shall be licensed by the State of Connecticut Department of Public Health as an Asbestos Project Monitor with project oversight by a Certified Industrial Hygienist (CIH) accredited by the American Board of Industrial Hygiene

(ABIH).

SECTION 2

2.1 Project Scope of Work (SOW)

The CPIH shall perform an environmental assessment of the proposed work areas, and areas adjacent to, directly above and below work areas that will be impacted by the project and any other areas not indicated in this section determined by the DB AE that may be impacted during the project. Areas that could be impacted by this project should be carefully inspected including walls, floors, shafts and above ceiling and the precise location and quantity of all hazardous materials including but not limited to asbestos, lead, polychlorinated biphenyls, and mold should be provided. The CPIH will have access to all the historical records available for the areas impacted by the project before the beginning of the inspection.

2.2 CPIH Services Scope of Work:

1. All areas that may be impacted by this project (as described in General DB AE Scope Of Work section) shall require environmental assessment for the presence of asbestos-containing materials, lead-based paint, silica, and other environmental hazards (e.g. PCB, mercury, refrigerant, polychlorinated biphenyls, etc.).

In addition, any areas located adjacent to, above, and below these rooms will require assessment if planned project activities impact these areas. This determination of these additional locations should be made prior to initiating field portion of the environmental assessment.

CPIH Services will include:

2. Asbestos Inspection:

a. A State of Connecticut licensed Asbestos Inspector will conduct an asbestos inspection in each impacted area to meet the requirements of EPA NESHAP/AHERA inspection and State of Connecticut regulations.

b. The inspector will collect bulk samples of suspect materials using approved EPA protocol for analysis by polarized light microscopy (PLM) method in a NVLAP accredited laboratory.

c. The inspector will check above ceiling spaces, including the existing HVAC system and all access hatches leading to above ceiling equipment for presence of suspect asbestos-containing materials and/or debris that might have become dislodged from above equipment.

d. The inspector may be required to perform selective demolition to expose concealed potential asbestos containing materials in the following areas, if impacted by the project: below existing flooring, inside wall cavities and chases, and inside ceiling chases.

3. Lead Inspection:

a. A state licensed Lead Inspector/Risk Assessor will test suspect surfaces and building components that may be impacted by the project for lead-based paint or lead-containing materials.

b. An X-ray Fluorescence Analyzer (XRF) will be used to identify the presence of lead or lead-based paint on/in building components prior to project activities.

c. Representative composite TCLP (Toxicity Characteristic Leaching Procedure) lead sample(s) may be collected as necessary to determine if demolition debris is either classified as hazardous waste or solid waste, depending on lead content and/or leachable lead content.

d. Ceiling spaces shall be included in the scope for inspection for the presence of lead-based paint or lead-containing components.

4. Mold Assessment: An inspector shall conduct a visual assessment of existing conditions for any visible mold and water damaged building materials in each area that will be impacted by this project.

5. Other Hazardous or Regulated Materials Assessment: During above inspections, also record any other hazardous or regulated materials noticed in the impacted areas and their conditions, such as mercury-containing equipment or items, refrigerant in any AHU, PCB-containing materials or equipment or items, etc.

6. CPIH Project Monitoring: During any asbestos abatement activities, provide CPIH monitoring services as specified in VA Master Specifications.

7. Written Reports:

a. A written report will be generated to summarize work activities and detail the findings of each inspection.

b. The asbestos inspection report will include quantities and locations of asbestos-containing materials identified, sample location diagrams, photographs of each homogenous area and any damaged materials as documentation of present conditions, sample log and results, as well as the completed laboratory analysis.

c. The lead inspection report will include locations and components of lead-based paint, a sample location diagram, sample log and results, as well as any laboratory analysis.

d. Two (2) hard copies and one electronic copy of the final report shall be provided, with electronic copy in PDF format. All data tables must be provided in Microsoft Excel format.

All sample locations must be identified on a print and marked in the field.

8. Abatement Specifications:

a. A State licensed Project Designer will review all inspection results and visit the site if regulated or hazardous materials have been identified in the impacted area.

b. Develop a written specification in accordance with the VA Master Spec for abatement of all asbestos-containing materials to be impacted by the renovation work and lead compliance during abatement and renovation for each area that requires asbestos and/or lead abatement.

c. The specification shall include the quantity and location of asbestos-containing materials to be removed and CAD drawings shown containment locations.

d. The materials for constructing the containments shall be outlined as well as methods of asbestos removal and disposal requirements, engineering controls during abatement.

e. Regulatory requirements specific to the site and final clearance criteria shall be detailed.

f. The specification will also provide appropriate guidance related to the lead compliance and disposal of lead-contaminated demolition debris, and other regulated or hazardous materials identified in the project impacted areas.

9. Final payment for design services will not be made until all project documents are received during the design phase and final payment will not be made until project close-out documentation including, but not limited to, CPIH site logs, monitoring results, and waste manifests is received after the completion of VPIH construction period services.

END OF APPENDIX

APPENDIX B

INFECTION PREVENTION MEASURES

A. Implement the requirements of VA Medical Center’s Infection Control Risk Assessment (ICRA) team.

ICRA Group may monitor dust, in the vicinity of the construction work, and require the Contractor to take corrective action immediately if the safe levels are exceeded.

B. Establish and maintain a dust control program as part of the contractor’s infection preventive measures in accordance with the guidelines provided by ICRA Group as specified here. Prior to start of work, prepare a plan detailing project-specific dust protection measures, including periodic status reports, and submit to COR and Facility ICRA team for review for compliance with contract requirements in accordance with Section 01340, SAMPLES AND SHOP DRAWINGS.

1. All personnel involved in the construction or renovation activity shall be educated and trained in infection prevention measures established by the medical center.

C. Medical Center Infection Control personnel shall monitor for airborne disease (e.g. aspergillosis) as appropriate during construction. A baseline of conditions may be established by the medical center prior to the start of work and periodically during the construction stage to determine impact of construction activities on indoor air quality. In addition:

1. The COR and VAMC Infection Control personnel shall review pressure differential monitoring documentation to verify that pressure differentials in the construction zone and in the patient-care rooms are appropriate for their settings. The requirement for negative air pressure in the construction zone shall depend on the location and type of activity. Upon notification, the contractor shall implement corrective measures to restore proper pressure differentials as needed.

2. In case of any problem, the medical center, along with assistance from the contractor, shall conduct an environmental assessment to find and eliminate the source.

D. In general, following preventive measures shall be adopted during construction to keep down dust and prevent mold.

1. Dampen debris to keep down dust and provide temporary construction partitions in existing structures where directed by COR. Blank off ducts and diffusers to prevent circulation of dust into occupied areas during construction.

2. Analyze each site during design to determine the effects of blocking HVAC ducts and their impact on existing air handling systems that must remain operational before initiating a dust control program. The method of capping ducts shall be dust tight and withstand airflow.

3. Construct anteroom to maintain negative airflow from clean area through anteroom and into work area where required.

4. High risk patient care areas may require additional measures like air locks, special signage, smoke and negative pressure alarms.

5. Identify these areas clearly on the drawings and work with Medical Center personnel to achieve desired level of isolation suited to the scope of risk involved.

6. Do not perform dust- producing tasks within occupied areas without the approval of the COR.

For construction in any areas that will remain jointly occupied by the medical Center and Contractor’s workers, the Contractor shall:

a. Provide dust proof fire-rated temporary drywall construction barriers to separate construction from the operational areas of the hospital in order to contain dirt debris and dust. Barriers shall be sealed and made presentable on hospital occupied side. Install a self-closing rated door in a metal frame, commensurate with the partition, to allow worker access. Maintain negative air at all times. A fire-retardant polystyrene, 6-mil thick or greater plastic barrier meeting local fire codes may be used where dust control is the only hazard, and an agreement is reached with the COR and Medical Center.

b. HEPA filtration is required where the exhaust dust may reenter the breathing zone.

Contractor shall verify that construction exhaust to exterior is not reintroduced to the medical center through intake vents, or building openings. Install HEPA (High Efficiency Particulate Accumulator) filter vacuum system rated at 95% capture of 0.3 microns including pollen, mold spores and dust particles. Insure continuous negative air pressures occurring within the work area. HEPA filters should have ASHRAE 85 or other pre-filter to extend the useful life of the HEPA. Provide both primary and secondary filtrations units. Exhaust hoses shall be heavy duty, flexible steel reinforced and exhausted so that dust is not reintroduced to the medical center.

c. Adhesive Walk-off/Carpet Walk-off Mats, minimum 24” x 36”, shall be used at all Interior transitions from the construction area to occupied medical center area. These mats shall be changed as often as required to maintain clean work areas directly outside construction area at all times.

d. Vacuum and wet mop all transition areas from construction to the occupied medical center at the end of each workday. Vacuum shall utilize HEPA filtration. Maintain surrounding area frequently. Remove debris as they are created. Transport these outside the construction area in containers with tightly fitting lids.

e. The contractor shall not haul debris through patient-care areas without prior approval of the Resident Engineer and the Medical Center. When, approved, debris shall be hauled in enclosed dust proof containers or wrapped in plastic and sealed with duct tape. No sharp objects should be allowed to cut through the plastic. Wipe down the exterior of the containers with a damp rag to remove dust. All equipment, tools, material, etc. transported through occupied areas shall be made free from dust and moisture by vacuuming and wipe down.

f. Using a HEPA vacuum, clean inside the barrier and vacuum ceiling tile prior to replacement. Any ceiling access panels opened for investigation beyond sealed areas shall be sealed immediately when unattended.

g. There shall be no standing water during construction. This includes water in equipment drip pans and open containers within the construction areas. All accidental spills must be cleaned up and dried within 12 hours. Remove and dispose of porous materials that remain damp for more than 72 hours.

h. At completion, remove construction barriers and ceiling protection carefully, outside of normal work hours. Vacuum and clean all surfaces free of dust after the removal.

E. Final Cleanup:

1. Upon completion of project, or as work progresses, remove all construction debris from above ceiling, vertical shafts and utility chases that have been part of the construction.

2. Perform HEPA vacuum cleaning of all surfaces in the construction area. This includes walls, ceilings, cabinets, furniture (built-in or free standing), partitions, flooring, etc.

1. All new air ducts shall be cleaned prior to final inspection. On small projects developed at Medical Center, Engineering Officer may tag items to be removed and stored, instead of noting such items on drawings or in specifications.

APPENDIX C

VA INFORMATION AND INFORMATION SYSTEM SECURITY/PRIVACY LANGUAGE FOR

INCLUSION INTO CONTRACTS, AS APPROPRIATE

1. GENERAL

Contractors, contractor personnel, subcontractors, and subcontractor personnel shall be subject to the same Federal laws, regulations, standards, and VA Directives and Handbooks as VA and VA personnel regarding information and information system security.

2. ACCESS TO VA INFORMATION AND VA INFORMATION SYSTEMS

a. A contractor/subcontractor shall request logical (technical) or physical access to VA information and VA information systems for their employees, subcontractors, and affiliates only to the extent necessary to perform the services specified in the contract, agreement, or task order.

b. All contractors, subcontractors, and third-party servicers and associates working with VA information are subject to the same investigative requirements as those of VA appointees or employees who have access to the same types of information. The level and process of background security investigations for contractors must be in accordance with VA Directive and Handbook 0710, Personnel Suitability and Security Program. The Office for Operations, Security, and Preparedness is responsible for these policies and procedures.

c. Contract personnel who require access to national security programs must have a valid security clearance. National Industrial Security Program (NISP) was established by Executive Order 12829 to ensure that cleared U.S> defense industry contractor personnel safeguard the classified information in their possession while performing work on contracts, programs, bid, or research and development efforts. The Department of Veterans Affairs does not have a Memorandum of Agreement with Defense Secretary Service (DSS). Verification of a Security Clearance must be processed through the Special Security Officer located in the Planning and National Security Service within the Office of Operations, Security, and Preparedness.

d. Custom software development and outsourced operations must be located in the U.S. to the maximum extent practical. If such services are proposed to be performed abroad and are not disallowed by other VA policy or mandates, the contractor/subcontractor must state where all non-U.S. services are provided and detail a security plan, deemed to be acceptable by VA, specifically to address mitigation of the resulting problems of communication, control, data protection, and so forth. Location within the U.S. may be an evaluation factor.

e. The contractor or subcontractor must notify the Contracting Officer immediately when an employee working on a VA system or with access to VA information is reassigned or leaves the contractor or subcontractor’s employ. The Contracting Officer must also be notified immediately by the contractor or subcontractor prior to an unfriendly termination.

3. VA INFORMATION CUSTODIAL LANGUAGE

a. Information made available to the contractor or subcontractor by VA for the performance or administration of this contract or information developed by the contractor/subcontractor in performance or administration of the contract shall be used only for those purposes and shall not be used in any other way without the prior written agreement of the VA.