S02 - Attachment 3 - 671-22-700 EHRM Infrastructure Upgrades- SOW Construction.pdf

STATEMENT OF WORK

EHRM INFRASTRUCTURE UPGRADES

PROJECT: 671-22-700

1. PROJECT OVERVIEW

1.1 PURPOSE:

The electronic healthcare records modernization (EHRM) infrastructure upgrades project at the Audie L. Murphy Memorial Veterans Hospital (ALMMVH) in San Antonio, Texas, addresses necessary information technology (IT) upgrades to modernize existing infrastructure and support implementing a new EHRM system in accordance with the following requirements established by the following VA office of information and technology (OIT) and VA office of electronic health records modernization (OEHRM) standards:

• OEHRM site infrastructure and end user device (EUD) requirements, version 2.0, dated April 15, 2021

• OIT infrastructure standards for telecommunication spaces, v3.1, dated 1 July 2021

• HEPF SEP (SOCAMES) Design Alerts 1-12

2. SCOPE OF WORK

2.1 GENERAL:

Contractor shall provide all labor, materials, supplies, tools and equipment, supervision and construction services necessary for the EHRM Infrastructure upgrades project. All necessary testing and commissioning shall be required. Contractor shall be responsible for all aspects of project phasing. Phasing shall be conducted in a manner that minimizes impact to the hospital. All existing electrical components that are not to be utilized at the end of the project shall be demolished along with the components associated circuitry, conduit runs, conductors, etc. back to the source panel or nearest branch point.

2.1.1 Work Shall Include:

The project includes, but is not limited to:

• Electrical (electrical panel upgrade power (normal, emergency), bonding, ups)

• Building management system interfaces

• New and upgrading existing HVAC

• Reconfiguration, expansion, and renovation of existing spaces, including demo, new construction, and finishes)

• Data center (server rooms) work (HVAC, UPS, power distribution, cable management)

• Communication infrastructure (new data outlets, patch panels, upgrade to cat 6a cable) in buildings as indicated

• Physical security upgrades

• Upgrade fiber infrastructure backbone campus wide within buildings and between buildings

• Removal of all suspended acoustical tile ceilings in TRS to remain.

• Removal of existing flooring in TRS to remain and installation of SDT static dissipative tile flooring grounded to the buss bar in the tr.

Construction project to upgrade the facility infrastructure to support the New electronic health record modernization (EHRM) system in accordance with VA OEHRM site infrastructure requirements. The project includes, but is not limited to:

• Electrical (electrical panel upgrade power (normal, emergency))

• Bonding

• UPS

• Building management system interfaces

• New and upgrades to existing HVAC

• Reconfiguration, expansion, and renovation of existing space (demo, new construction, finishes)

• Data center (SERVER ROOMS) work (HVAC, UPS, power distribution, cable management)

• Communication infrastructure (new data outlets, patch panels, upgrade to cat 6A cable) in buildings as INDICATED

• Upgrade fiber infrastructure backbone campus wide within buildings and between buildings

• Hazardous material abatement

Project Building Locations Include:

• Building 1 (Main Hospital Building, Including Tower and SCUI, Community Living

Center building, and Polytrauma building)

• Building 4

The following TRS will remain in place with architectural finish and MEPT upgrades as indicated:

• 020 C5/AE402

• F004 F1/AE401

• H031 B7/AE401

• L010.2 C7/AE402

• 157 F5/AE405

• C132 C3/AE403

• Y102.7 C5/AE405

• 105 F7/AE403

• E221 C5/AE406

• 258 C3/AE406

• C301.1 C7/AE407

• 4101.1 F3/AE407

The following TRS will be expanded with architectural finish and MEPT upgrades as indicated:

• 030 F7/AE401

• G101 F7/AE405

• J104 D7/AE404

• T119.2 C7/AE405

• S101 C5/AE403

• A200 F7/AE406

• R201 F1/AE405

• (SP)238 C7/AE406

• D320 F1/AE406

• C402 F7/AE407

• C511 C5/AE407

• C602.1 F1/AE407

The following TRS will be constructed with architectural finish and MEPT upgrades as indicated:

• 1A138 C1/AE402

• C015.1 C1/AE401

• GB126.1 F7/AE402

• 2A137 F1/AE402

• H118.2 F5/AE403

• P125 F1/AE404

• Z221.28A F5/AE406

• A702.1 F5/AE407

The following TRS will be decommissioned:

• 1A139 C1/AE402

• C013 F5/AE401

• D016 F5/AE402

• GB101 C5/AE401

• 2A138 F1/AE402

• H120A C7/AE403

• P127 F5/AE404

• X102 D5/AE404

• W220 F3/AE406

• Z221.1 C3/AE406

• D703 C3/AE407

The data center will be relocated:

• I100.2 AE408 & AE409

All numbers are approximate. Contractor will need to field verify all amounts. If there is a discrepancy in the amounts provided or any condition affecting work shall be brought to the attention of the VA Representative before proceeding with the work.

A site visit is required prior to bidding.

2.1.2 Subcontractors

The contractor shall be responsible for obtaining and coordinating the services of any and all third-party contractors performing other services on site and other entities as part of the contract to ensure the expected quality, timely delivery, and documented final product. O&M manuals, As-Built drawings in CAD, PDF, and a link, applicable permits, installation, testing, and commissioning are also required.

2.1.3 Hours of Operation

Normal hours of operation for VA sites are 8:00AM to 4:30PM Monday through Friday except for Federal Holidays. If the Contractor desires to work on Saturday, Sunday, holidays, or outside the project site’s normal working hours the contractor must submit a written request for approval to the VA-COR at least five (5) working days prior to the proposed start of such work.

2.2 DESCRIPTION OF WORK

2.2.1 Existing Conditions

2.2.1.1 Before disabling any of the following systems, the contractor needs to coordinate with the contractor office representative (COR) at least 10 working days in advance. Contractor shall be responsible for relocating and temporary installing all utilities and controls, including, but not limited to, telephone, data, electrical, med/gas, emergency power, AV alarms, smoke detectors, sprinklers heads, speakers, nurse call, card readers, isolation monitor, phone booster, wi-fi boosters, pull stations, etc. It is the contractor’s responsibility to immediately repair any tampered with system and utilities at no additional cost to the government.

2.2.1.2 The contractor must perform and submit a complete site survey of the existing condition before the end of the demo phase. The site survey must include verification of all tie-in connection points for the MEP and Pluming, the depth, size & material for any components that may conflict with the proposed construction. The contractor shall retain any all labor required to provide the most accurate data of the site’s existing condition. Once this information is obtained, the contractor shall prepare a submittal according to the specification section 01 33 23.

2.2.1.3 Contractor will coordinate all work with existing work to remain and existing conditions.

2.2.1.4 Contractor shall be responsible for complying with all the construction documents and applicable Department of Veterans Affairs Master Specifications as part of this project.

2.2.1.5 Contractor must also comply with all applicable city, county, state, and federal regulations / codes and applicable OSHA standards project. Construction shall also comply with Infection Control Risk Assessment (ICRA), attached, and IC standards delineated in the specifications.

2.2.1.6 Exterior on-site staging WILL NOT be provided on the VA premises except when noted in the drawings and specification. Only dumpsters will be allowed for debris removal. Use a covered lock dumpster and label it with the project name and prime contractor information on

it. Leaving the dumpster open, the contractor will risk having other contractors or VA staff throwing items into it.

2.2.1.7 There will be NO contractor parking allowed on the VA campus.

2.2.1.8 Demolition and renovation shall take place with minimal disruption to adjacent workspaces.

2.2.1.9 Demolition debris shall be recycled to the best ability of the contractor. Reports of weight and deposition of all waste are to accompany the monthly progress payments (C&D Waste Form attached). Form also included in corresponding specification.

2.2.1.10 Any item damage during removal is the contractor’s responsibility to replace with no additional cost to the government.

2.2.1.11 All work shall be in accordance with VA specifications. All costs shall be included in the base bid. All work shall be coordinated with the VA prior to any demolition work being performed.

2.2.2 Additional Requirements

2.2.2.1 Housekeeping - Accumulation of trash, paper, wood shavings, sawdust, excelsior, boxes and other packing materials will be cleaned up as often as necessary and at the end of each workday. No items are to remain on site overnight.

2.2.2.2 False Alarms – Fire Department response fees for false alarms caused by the contractor will be paid by the contractor. To avoid this, dust covers for smoke detectors and alarms are required to be used while construction work is ongoing. These covers shall be removed at the end of the construction work shift to keep them operational.

2.2.2.3 Fire Watch - Provide fire watch for impairments more than 4 hours in a 24-hour period. Request interruptions in accordance with Article, OPERATIONS AND STORAGE AREAS, and coordinate with COR and facility safety officer. All existing or temporary fire protection systems (fire alarms, sprinklers) located in construction areas shall be tested as coordinated with the medical center. Parameters for the testing and results of any tests performed shall be recorded by the medical center and copies provided to the COR.

2.2.2.4 Smoking is strictly prohibited in all Government facilities.

2.2.2.5 Security – Contractors will wear security badge in plain sight above the waist at all times. Contractors found without a badge will be immediately removed from VA property by VA Police.

2.2.2.6 Parking – There will be NO contractor parking allowed on the VA campus except for unloading materials & equipment and loading demolition debris & equipment. Contractor vehicles found parked in VA parking lots will be issued a United States District Court Violation Notice and immediately removed and banned from VA property.

2.2.2.7 Tuberculosis (TB) – Contractor is responsible for ensuring that contracted worker(s) have been screened for TB. The contractor must provide written certification, within 24 hours upon receiving notice to proceed to the COR that all contract employees assigned to the work site have had a pre-placement tuberculin screening prior to assignment to the work site and been found to be free of active TB. Testing results must be less than one year old.

2.2.2.8 Safety - Safety and personal protective equipment (PPE) must be provided for each contractor employee by the Contractor.

2.2.2.9 OSHA 10 & 30 -Hour Training Course – All construction workers are required to have the OSHA 10-hour Construction Safety training certification. The construction safety manager and/or superintendent shall have the 30-hour Construction Safety course certification. Proof of certification shall be on site at all times.

2.2.2.10 Permits- Contractor shall submit all permits associated with this project to the COR.

This includes permits necessary with the City of San Antonio and local Fire departments.

The contractor shall be responsible for coordination with these offices.

2.2.2.11 Infection Control (IC) and Safety– All contractors, construction workers and COR’s must attend the Infection Prevention training every fiscal year. All construction workers shall have a current IC training sticker attached to their badges at all times. If this requirement is not met, workers will be removed from construction site. Refer to construction documents for additional information.

2.2.2.12 Seasonal Influenza Vaccination – VHA Directive 1192.01 establishes policy and provides guidance for the prevention of seasonal influenza in VHA facilities, through the vaccination of health care personnel (HCP). HCP are individuals who, during the influenza season, work in VHA locations or who come into contact with VA patients or other HCP as part of their duties. HCP include all VA contractors who are expected to perform any or all of their work at VA facilities. Contracting Officer (CO) shall ensure the flu vaccination requirements outlined in this directive are expected in all HCP contracts. VA contracting officers are responsible for on-site HCP contract and will inform the contractors about this directive and its requirements.

2.2.2.13 Infection Control (IC) and Safety– All Contractors, construction workers and CORS must attend the Infection Prevention training annually. (Ten-minute DVD). All construction workers will have a current IC training sticker attached to their badges at all times. If this requirement is not met, workers shall be removed from construction site.

2.2.2.14 All contractors must have proof of positive or negative result purified protein derivative (PPD’s) PRIOR to starting work.

2.2.2.15 The Infection Prevention office will be notified of all preconstruction meetings.

2.2.2.16 The infection control risk assessment (ICRA) shall be written into the contract and specifications for all projects to prevent cost discrepancies.

2.2.2.17 Infection Prevention office needs to be notified if the air conditioning (AC) must be interrupted in areas that affect patient care.

2.2.2.18 Construction sign and copy of IC permit shall be posted at project site at all times.

All IC and dust control measures shall be implemented at all times.

2.2.2.19 Alterations: Infection Prevention Office will be notified of any work changes in areas of the building for anticipated routes of access.

2.2.2.20 All construction and installation work will comply with VA specifications for material and workmanship, NEC, NFPA, all applicable city, county, state, federal regulations, codes and OSHA standards. Refer to construction drawings and specs for requirements.

2.2.2.21 A HEPA filtered vacuum shall be used on site for small clean-ups in patient care areas that have an ICRA of 1 or 2.

2.2.2.22 When using the elevators patients are given first priority, please get off the elevator for the patient. NEVER ride in the elevator with patients in beds and/or food service delivering trays.

2.2.2.23 Conduct work to interfere as least as possible with facility operations. All coordination for utilities shutdown shall be coordinated at least 72 hours prior to event with COR. For major utility system shutdowns, coordination shall be done at least 1 week in advance.

2.2.2.24 All fire and smoke wall penetrations shall be fireproofed according to corresponding wall rating. These shall be through a sleeve and sealed with fire barrier compound to be approved by VA.

3. OTHER DELIVERABLES

3.1 Period of Performance: 545 Calendar days after Notice to Proceed

3.2 Performance and Payment Bonds: Due 10 Calendar days after Notice of Award.

3.3 Proof of Insurance: Due 10 Calendar days after Notice of Award.

3.4 Contractor Quality Control Plan (CQCP): The contractor shall develop a quality control plan and shall furnish to VA for review no later than 30 calendar days after the receipt of Notice to Proceed. The plan shall identify personnel, procedures, control, instructions, tests, records, and forms to be used. VA will consider an interim plan for the first 45 calendar days of operation. Construction/Renovation work will be allowed to begin only after acceptance of the CQCP or acceptance of an interim plan applicable to the feature of the work to be started.

Work outside of the features of the work included in an accepted interim plan will not be permitted to begin until acceptance of a CQCP or another interim plan containing the additional features of the work to be started. After acceptance of the CQCP, the Contractor shall notify the COR in writing of any proposed change. Proposed changes are subject to acceptance by the CO.

3.5 Safety Plan: Contractor shall develop and implement a Comprehensive Safety and Energized Electrical work plans to eliminate hazards occurring to the construction services for this project. Contractor shall furnish a hard and a digital copy of the plans for review no later than 10 business days after the notice to proceed. Contractor is responsible for providing enough project lead time to allow for VA review of the Safety and Energized Electrical Plans before acceptance. Construction/Renovation work will be allowed to begin only after VA’s acceptance of the Safety and Energized Plans. The plans shall also describe how the final system installation shall meet all applicable requirements of NFPA30, NFPA30A, NFPA70, NFPA70E, OSHA 1910.335, VHA Directive 1028. The Department of Labor and OSHA requires all contractors involved in installation on VA owned or leased property shall comply as published in the Federal Register Volume 58, No. 124, June 30, 1993. In addition, any contractor that performs construction type work on any VA project as defined by the Scope of the referenced regulation is required to; (1) Provide and maintain his own protective equipment and devices, etc.; and (2) Require all sub-contractors used on site to follow these same provisions in the regulation.

Contractor shall provide OSHA 10 hr. and OSHA 30 hr. training certificates.

3.6 Progress Reports: Shall be submitted electronically every week to the COR and address, at a minimum, the status of deliverables, project schedule, price and technical performance as they relate to the planned and actual work performed during the past two weeks, planned work for the following two weeks and address any open critical issues.

3.7 Permits: Contractor shall submit all permits associated with this project to the COR. This shall include permits necessary with City of San Antonio and local Fire departments. The contractor shall be responsible for coordination with these offices.

3.8 Operations and Maintenance Manuals (O&M): The Contractor shall provide three (3) complete sets of O&M manuals including a recommended spare parts list identifying components adequate for competitive supply procurement for operation and maintenance of the system. The O&M Manuals shall include maintenance and inspection for all equipment. A three-ring binder containing all of the O&M and electronic files on CD-ROM shall be provided within the binder.

3.9 Operations and Maintenance Training: The Contractor shall provide on-site O&M training for the location which will consist of two (2) formal on-site training sessions during a 30-day period to including but not limited to system operation, corrective and preventive maintenance and inspections.

3.10 The contractor shall provide training manuals that include the hands-on exercises, O&M data and troubleshooting guides necessary for personnel to assume full O&M responsibility for the system after completion of the training.

3.11 The contractor shall provide a written training syllabus for the topics and detailed training content for review and approval by the COR at least 30 days prior to the scheduled training.

3.12 The contractor will coordinate with the COR the scheduling of any training classes in advance.

3.13 The COR may require the classes to be provided on non-consecutive days at the convenience of the VA Staff.

3.14 Submittals CD: As part of the closeout documentation, the contractor shall provide the COR, 2 CDs and a link containing all the approved submittals.

4. ACCEPTANCE

4.1 For the purposes of Warranty and payment for the work performed at a location, government “Acceptance” will be provided by the VA upon the completion of all of the following:

4.2 The Contractor has demonstrated/ verified that the implemented ECMs function as intended at commissioning. All punch list items identified during the commissioning have been resolved.

4.3 The Contractor has provided O&M manuals.

4.4 The Contractor has provided Record drawings to include a CD with all as builds CAD files, one full set, and one Mylar full set.

5. CONFIDENTIALITY AND NONDISCLOSURE

5.1 The preliminary and final deliverables and all associated working papers, application source code, and other material deemed relevant by the VA which has been generated by the contractor in the performance of this Order are the exclusive property of the U.S. Government and shall be submitted to the VA-COR at the conclusion of the contract.

5.2 The Contracting Officer will be the sole authorized official to release verbally or in writing, any data, the draft deliverables, the final deliverables, or any other written or printed materials pertaining to this contract. No information shall be released by the contractor. Any request for information relating to this contract presented to the contractor shall be submitted to the CO for response.

5.3 Press releases, marketing material or any other printed or electronic documentation related to this project, shall not be publicized without the written approval of the CO.

5.4 To the extent that the work under this contract requires that the contractor be given access to proprietary business, technical or financial information belonging to the Government or other companies, the contractor shall treat such information as proprietary business sensitive and agrees not to appropriate such information to its own use or to disclose such information to third parties unless specifically authorized by the CO in writing. A mutually agreed to agreement for exchange of sensitive information or nondisclosure agreement may be required.

6. ACCESS & RECORDS

6.1 Information Systems Officer, Information Protection:

The contractor shall not have access to any VA desktop computer nor shall they have access to online resources belonging to the government while conducting services. If removal of equipment from the VA is required, any memory storage devices, such as hard drives, solid state drives and non-volatile memory units shall remain in VA control and shall not be removed from VA custody.

6.2 Privacy Officer:

The contractor shall not have access to protected Patient Health Information (PHI) nor shall they have the capability of accessing patient information during the services provided to the VA and if removal of equipment from the VA is required, any memory storage devices, such as hard drives, solid state drives and non-volatile memory units shall remain in VA control and shall not be removed from VA custody. All research data available for Contractor analyses is de-identified.

6.3 Records Manager:

Contractor shall comply with all applicable records management laws and regulations, as well as National Archives and Records Administration (NARA) records policies, including but not limited to the Federal Records Act (44 U.S.C. chs. 21, 29, 31, 33), NARA regulations at 36 CFR Chapter XII Subchapter B, and those policies associated with the safeguarding of records covered by the Privacy Act of 1974 (5 U.S.C.552a). These policies include the preservation of all records, regardless of form or characteristics, mode of transmission, or state of completion.

1. In accordance with 36 CFR 1222.32, all data created for Government use and delivered to, or falling under the legal control of, the Government are Federal records subject to the provisions of 44 U.S.C. chapters 21, 29, 31, and 33, the Freedom of Information Act (FOIA) (5 U.S.C. 552), as amended, and the Privacy Act of 1974 (5 U.S.C. 552a), as amended and must be managed and scheduled for disposition only as permitted by statute or regulation.

2. In accordance with 36 CFR 1222.32, Contractor shall maintain all records created for Government use or created in the course of performing the contract and/or delivered to, or under the legal control of the Government and must be managed in accordance with Federal law. Electronic records and associated metadata must be accompanied by sufficient technical documentation to permit understanding and use of the records and data.

3. STVHCS and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Records may not be removed from the legal custody of STVHCS or destroyed except for in accordance with the provisions of the agency records schedules and with the written concurrence of the Head of the Contracting Activity. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. In the event of any unlawful or accidental removal, defacing, alteration, or destruction of records, Contractor must report to STVHCS. The agency must report promptly to NARA in accordance with 36 CFR 1230.

4. The Contractor shall immediately notify the appropriate Contracting Officer upon discovery of any inadvertent or unauthorized disclosures of information, data, documentary materials, records or equipment. Disclosure of non-public information is limited to authorized personnel with a need-to-know as described in the [contract vehicle]. The Contractor shall ensure that the appropriate personnel, administrative, technical, and physical safeguards are established to ensure the security and confidentiality of this information, data, documentary material, records and/or equipment is properly protected. The Contractor shall not remove material from Government facilities or systems, or facilities or systems operated or maintained on the Government’s behalf, without the express written permission of the Head of the Contracting Activity. When information, data, documentary material, records and/or equipment is no longer required, it shall be returned to STVHCS control or the Contractor must hold it until otherwise directed. Items returned to the Government shall be hand carried, mailed, emailed, or securely electronically transmitted to the Contracting Officer or address prescribed in the [contract vehicle]. Destruction of records is EXPRESSLY PROHIBITED unless in accordance with Paragraph (4).

5. The Contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under, or relating to, contracts. The Contractor (and any sub-contractor) is required to abide by Government and STVHCS guidance for protecting sensitive, proprietary information, classified, and controlled unclassified information.

6. The Contractor shall only use Government IT equipment for purposes specifically tied to or authorized by the contract and in accordance with STVHCS policy.

7. The Contractor shall not create or maintain any records containing any non-public STVHCS information that are not specifically tied to or authorized by the contract.

8. The Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected from public disclosure by an exemption to the Freedom of Information Act.

9. The STVHCS owns the rights to all data and records produced as part of this contract. All deliverables under the contract are the property of the U.S. Government for which STVHCS shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest. Any Contractor rights in the data or deliverables must be identified as required by FAR 52.227-11 through FAR 52.227-20.

10. Training. All Contractor employees assigned to this contract who create, work with, or otherwise handle records are required to take VHA-provided records management training, Talent Management System (TMS) Item #10176, Privacy and Information Security, Rules of Behavior. The Contractor is responsible for confirming training has been completed according to agency policies, including initial training and any annual or refresher training.

7. COVID -19

7.1 General Requirements for COVID-19

The following VA requirements have been established to ensure the safety of our Veterans, visitors, employees, and contractors at active VHA facilities during resumption of construction activities amid COVID-19:

7.1.1 These apply to all VHA construction activities whether performed by contracted or VA employees.

7.1.2 The VHA facility must provide to construction contractors and VHA construction teams new procedures and protocols mandated by the facility and applicable to facility access and construction activities.

7.1.3 Contractors and VHA construction teams must update and submit revised safety plans to the COR/VA PM, which must include VA and external requirements and guidance listed below in paragraph 4.

7.1.4 The revised Safety Plan(s) must be project and jobsite specific and must include:

7.1.5 Identification in writing of personnel responsible for implementing and verifying compliance with the plan, documentation methods, and worker communication/training.

7.1.6 Requirements mandated by the VHA facility, state, and local agencies in response to the COVID-19 Pandemic.

7.1.7 Compliance with OSHA standards specifically applicable for COVID-19 and incorporate Construction Work Guidance. OSHA Guidance is updated regularly and must be monitored for updates regularly and incorporated. Reference link to OSHA standards for COVID-19 and Construction Work Guidelines: https://www.osha.gov/SLTC/covid-19/

7.1.8 Consideration of CDC guidelines for Construction Workers Guidance. CDC guidance is updated periodically and must be monitored for updates regularly incorporated. Reference link https://www.osha.gov/SLTC/covid-19/ to CDC guidance:

https://www.cdc.gov/coronavirus/2019-ncov/community/organizations/construction-workers.html

7.1.9 If contract performance is affected due to a COVID-19 situation, the Contracting Officer is the authority with whom COR/VA PMs should discuss the impact and potential solutions.

https://www.cdc.gov/coronavirus/2019-ncov/community/organizations/construction-workers.html