S02-RFP Attachment 16-Final SOW-Col.pdf

Statement of Work Project Title: EHRM – Renovate BLDG 3 – Admin & Training

Project Number: 544-22-703

1. REQUIREMENT:

The contractor shall furnish all labor, tools, equipment personnel, supervision, materials, supplies, management, logistics, and transportation necessary to the intent, end-result, construction and contract document requirements, and the performance requirements described herein.

2. BACKGROUND:

Department of Veterans Affairs, Columbia VA Health Care System (VAHCS) Medical Center is a 216-bed facility, encompassing acute medical, surgical, psychiatric, and long-term care. The hospital is in Columbia, South Carolina and provides primary, secondary, and some tertiary care. Satellite outpatient clinics are located in Anderson, Florence; Greenville; Orangeburg; Rock Hill; Sumter, and Spartanburg, South Carolina.

Electronic Health Record Modernization (EHRM) will need training and administrative support spaces for a temporary time. After EHRM has utilized the space, the VA will use this area for administrative workspace.

3. PERIOD OF PERFORMANCE:

Period of Performance is 300 days from NTP (notice to proceed) to complete all base bid contract items.

This service shall be performed during normal working hours of 7:00 a.m. through 4:30 p.m. from Monday through Friday. Overtime, weekends and holidays will be authorized during emergencies and natural disasters upon approval from the Contracting Officer or Contracting Officer Representative (COR).

Performing on-site work outside normal working hours will require approval from the Contracting Officer and the COR. Requests shall be submitted via email at least 72 hours prior to the requested date and at no additional cost to the Government. Approval is subject to the availability of on-site staff.

Nighttime and weekend work may be required pending hospital operations and contractor scheduling. The Contractor must coordinate and gain approval with the COR for scheduling work outside normal work hours.

Nighttime or Weekend work is required for the following activities:

Task A – Above Ceiling work on the second floor Task B - Chilled and hot water tie ins Task C – Sanitary and Clean water tie ins

4. POST CONSTRUCTION & WARRANTY INSPECTIONS

The warranty period will commence when the government provides final acceptance to the prime contractor. The prime contractor’s warranty period will span 365 calendar days from the acceptance date.

During the warranty period, the contractor shall comply with the warranty management and repair requirements within the contract document in addition to coordinating a three-month and nine-month warranty site inspection.

5. INTENT:

The project scope of work is to renovate approximately 6,768 square feet of the third floor to administrative and training usage. The scope will include removal of partitions and resurfacing the perimeter walls and providing new interior partitions. New ceilings, flooring, doors, and finishes will be provided, but the Training Room/Work Stations are owner furnished and owner installed. The existing fire protection system will be adjusted and extended to cover the newly renovated areas. The HVAC system will include a new custom air handler with VAV terminal units, new ductwork and registers, and -one split system air conditioner. The hot and chilled water will be extended from an existing source to the AHU and the VAVs. A small stainless-steel sink is added to the breakroom, and water and sanitary piping is extended to the sink, and a new floor drain in the mechanical room is provided for condensate. The electrical system includes two new 120/208-volt panelboards for office equipment and devices and the VFDs for the new air handler are fed from the existing 480-volt panelboard 3BHDP. All light fixtures are LED and are controlled by line voltage switching with transfer ceiling switches. Receptacles are provided as shown on the drawings in walls, ceilings, and combination poke through floor boxes. The existing fire alarm system will be modified to service the renovation scope and the DataCom system will add a new IDF and horizontal cabling and ports for the new rooms and workspaces.

The contractor will have limited access to elevators throughout the duration of the contract, which will impact delivery and hoisting of new materials as well as disposal of refuse and debris. The primary means of material delivery and debris removal will be through a window within the third-floor project area. The contractor shall remove the window, protect the window during construction activities, reinstall the window when all hoisting and debris removal activities are complete, perform necessary window repairs, and finish the window per the contract requirements. The contractor is responsible for providing all means and methods for material hoisting and debris removal. Access to the elevators may be requested by the contractor to the COR in writing. Elevator availability and conditions of usage will be provided by the COR to contractor in writing. Any contractor elevator usage without COR approval is unauthorized.

The project includes select remediation of lead-based paint at various locations on the third floor. Most of the remediation is around the window frames and lintels with two areas on plaster surfaces around columns.

The contractor shall provide all materials, equipment, labor, logistics, and supervision to meet the intent, end result, and performance requirements described within. The intent of this contract is to provide the VA with a fully functioning office and administrative area in accordance with the prescribed performance requirements, drawings, and specifications.

Project Goals

1. Timely Completion: Ensuring the project is completed within the agreed-upon schedule, with specific milestones and a final completion date. Keep the COR informed of key project dates.

2. Cost Management: Keeping the project within the agreed upon budget and managing costs effectively, including controlling expenses and addressing any potential cost overruns.

3. Quality and Standards: Adhering to specified quality standards, construction codes, and regulatory requirements to ensure that the final product meets or exceeds expectations.

4. Safety: Maintaining a safe working environment and complying with occupational health and safety regulations to prevent accidents and injuries on the construction site.

5. Scope Management: Clearly defining the scope of work to be performed and managing any changes to the scope to prevent scope creep and ensure that all contractual deliverables are met.

6. Compliance: Ensuring compliance with all relevant laws, regulations, permits, and licenses required for the construction project.

7. Effective Communication: Facilitating clear and effective communication between all parties involved in the project, including the owner, contractor, subcontractors, and other stakeholders.

8. Conflict Resolution: Establishing mechanisms for resolving disputes and conflicts that may arise during the project to minimize disruptions and maintain project progress.

9. Sustainability: Incorporating sustainable building practices and materials to minimize the environmental impact of the construction project.

10. Risk Management: Identifying, assessing, and mitigating potential risks that could impact the project’s success, such as financial risks, legal risks, and project-specific risks.

6. END RESULT:

The end result is to provide a modern, efficient, and flexible workspace that is tailored to meet the administrative and training needs for both Electronic Health Record Modernization (EHRM) and the office administration areas for the VA. This renovation aims to create an environment that fosters collaboration, productivity, and employee well-being. The construction will incorporate state-of-the-art systems for HVAC, lighting, and fire protection to ensure a comfortable and safe atmosphere. The space will be optimized for technological integration with upgraded data and communication systems, enabling seamless connectivity and supporting the organization’s growth. Attention will also be given to sustainability and energy efficiency, using LED lighting, efficient HVAC systems, and high-quality materials to reduce operating costs while enhancing the aesthetic appeal of the environment. Ultimately, the space will provide a functional, welcoming, and adaptable setting that can evolve with the needs of the business.

The contract will be considered complete when the following tasks are accepted by the government:

All construction tasks are accepted by the government All financial documents are finalized and signed by the contracting officer All as-built, closeout, warranty plans, and operational and maintenance files are accepted.

7. PLACE OF PERFORMANCE:

Building 3, Columbia VA Health Care System, 6439 Garners Ferry Road, Columbia, South Carolina 29209. Exact work locations indicated in contract documents.

8. HAZARDOUS MATERIAL LOCATIONS:

The following locations have been identified to contain hazardous materials. It is solely the prime contractor’s responsibility to remove and abate all hazardous materials to include obtaining all necessary licensed and experience labor, funding and obtaining all necessary costs (to include all permits and disposal fees), separating and storing the hazardous material waste on the project site, proper disposal of all waste in accordance with all local, state, and federal requirements.

All abatement activities shall be specifically identified on the contractor’s critical path schedule. The prime contractor shall provide a minimum of 10 weeks’ advance notice for all activities requiring third-party air quality monitoring.

Location 1, Lead based Paint (LBP), Window Frames and lintels. Please see drawing HL-100 for exact location.

Location 2, Lead based Paint (LBP), Plaster surfaces on Columns. Please see drawing HL-100 for exact location.

9. PERMITS AND FEES

The prime contractor is solely responsible for obtaining all necessary permits required to execute the contract and pay all applicable fees for obtaining all permits.

The contractor shall be responsible for obtaining the permit from the municipality and perform all work requirements as the operator of the permit.

10. GOVERNMENT FURNISHED EQUIPMENT

The following government furnished equipment will be installed during the construction period of performance by the government. The contractor shall allot time in the construction schedule to account for government access to all applicable areas to allow the installation.

Network Equipment and Servers (Locations must be securable by the government prior to installation)

Medeco Key systems Office Furniture Media Equipment

11. PERFORMANCE REQUIREMENTS:

The contractor shall:

Take all the necessary precautions to prevent damage outside the specified work area including but not limited to the following: public and private roads, fences, access areas, vehicles, utilities, and existing facilities.

Be financially responsible to make restoration to original condition in the event of damage resulting from contractor activity.

Remove all the debris from VA property at or before the end of each workday.

Be solely responsible for proper disposal of project related debris and shall be done promptly and in accordance with all Federal, State, and local regulations, and ordinance.

Prevent earth and other material generated from work-disturbed areas from entering stormwater collection systems and infrastructure.

Be responsible for furnishing all labor, tools, equipment personnel, supervision, materials, supplies and transportation necessary to perform contract related work.

Be responsible for obtaining and funding any permits required to carry out the terms of the contract.

Be responsible for coordination and payment of any fees required to execute contract.

Abide by all VA Medical Center directives and policies a full list of directives and policies is available here.

Deliverables for Project:

1. Demolish – All areas in the project scope. Removal of partitions.

2. Construct – New Interior partitions.

3. Install – New ceilings, flooring, doors, custom air handler with VAV terminal units, new ductwork and registers and two split system air conditioners. New piping and electrical panels.

4. Restore – resurface the perimeter walls.

5. Renovate – All areas in the project scope.

6. Commission – All systems

Please refer to all drawings and specifications for complete scope of work.

12. REPORT REQUIREMENT:

The Contactor shall provide a final report of service after completion of all investigatory activities. This report shall be submitted to the COR no later than seven (7) calendar days after the conclusion of all investigatory activity.

13. CHECK-IN REQUIREMENTS:

Contractor and all Contractor’s Service Personnel shall check in and out with Engineering in the Engineering Control Center prior to performing and upon completion of all required service. This information is required to contact necessary personnel in case of an emergency during regular hours.

Entry permitted through any accessible administration entrance.

14. SAFETY REQUIREMENTS:

Contractor shall ensure all tools and equipment are secured at all times.

Tools and equipment must be removed from open areas or stored in secured location during breaks, lunch, and/or at the end of each workday.

All debris must be removed from the facility upon completion of service each day.

Contractor shall ensure proper signage, barriers, and/or blockage of service area is provided where applicable, especially at hoist way doors and clearly visible to ensure patient/employee safety is adhered to.

Smoking is not permitted in the WJB Dorn VA Medical Center at any time. All smoking shall be conducted at designated areas on the facility grounds only.

15. TRAINING REQUIREMENTS:

The contractor shall be responsible to hire fully qualified and experienced labor force to meet the requirements of this contract. Certifications, qualifications, and experience requirements are throughout the contract construction documents, and it is the prime contractor’s responsibility to review each requirement, obtain completed training certifications from all hire labor, verification that all training and certifications are current and will remain current throughout the contract period of performance.

The contractor shall ensure that the site safety officer has completed the 30-Hour OSHA Construction Training and 10-Hour OSHA Training Refresher if the 30-hour was completed more than two years prior to the award of the contract.

The OSHA 10-hour is required for all personal performing work on the project site to include the superintendents and quality control inspectors.

Under no circumstances shall the prime contractor allow any work to be performed by anyone who is not properly qualified to complete their respective tasks.