S02 Sol R0036 AttE SOW.Att00_Descriptive Project Scope of Work 578-25-003_r.pdf

Template Version 1 1

Statement of Work

Renovate Elevators in Building 200 Construction

Project 578-25-003

January 29, 2025

Attachments: 1) Contractor Parking

2) Contractor Badging - Fingerprint Request Form 2025

3) Emergency Contact List

4) No Smoking Policy 10-1-19

5) Safety and Health during Construction Activities

A. Pre-construction/Safety Risk Assessment (PCRA)

B. National Environmental Protection Act Assessment (NEPA)

C. Construction Safety Checklist

D. GEMS Awareness Competent Person Training

E. Construction Project Waste Minimization Report

F. Hines VAH Contractor Safety Disciplinary Procedure

G. Hines VAH COR Letter of Concern for Safety Non-Compliance

H. OSHA Required Competent Person Inspections

I. Crane Operation & Minimum Criteria Inspection Checklist

J. Hines VA Hospital Planned Critical Lift Plan & Crane Permit

6) Pre-Construction Checklist

7) PCRA - Pre-Construction Risk Assessment

8) ILSM - Interim Life Safety Measures

9) ICRA - Infection Control Risk Assessment

10) Infection Control Barrier Sample

11) Above Ceiling Entry and Wall Construction Permits

12) Cutting Welding and Other Hot Work

13) OIT Horizontal Cable Requirements

14a) 578-25-003 Specifications Book Volume I

14b) 578-25-003 Specifications Book Volume II

15a) 578-25-003 100% Bid Drawings (Part 1)

15b) 578-25-003 100% Bid Drawings (Part 2)

15c) 578-25-003 100% Bid Drawings (Part 3)

15d) 578-25-003 100% Bid Drawings (Part 4)

15e) 578-25-003 100% Bid Drawings (Part 5)

16) 578-25-003 Basis of Design (BOD) Existing Condition Photos

17) Building 200 Elevator Study Existing Condition Photos

18) Building 200 Colored Space Drawings

19) Building 220 Colored Space Drawings

References: 1) VA’s Technical Information Library (TIL)

2) Master Construction Specifications (PG-18-1)

3) Standard Details (PG-18-4)

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4) Environmental Planning Guidance (PG-18-17)

5) 2011 Asbestos Survey for the Edward Hines Jr. Veterans Affairs Hospital

(available on request)

6) 2013 Historic Preservation Plan for the Edward Hines Jr. Veterans Affairs

Hospital (available on request)

7) 2022 Statement of Conditions Survey for the Edward Hines Jr. Veterans

Affairs Hospital (available on request)

A) Mission

Engineering Service’s mission is the total oversight and management of the environment of care, as it pertains to the physical infrastructure and base plant operations, at the Edward

Hines VA Hospital. Engineering support is for customers that include, but are not limited to, patients, visitors, clinic staff and administrative employees.

B) Goals

The goal of this package is to award a best value contract for replacement of the five (5) passenger and three (3) service elevators in Building 200 at the Edward Hines Jr. Veterans

Affairs Hospital.

C) Current Conditions

Building 200 construction was completed in 1971 and serves as the primary healthcare facility on Campus. The building contains eight (8) traction and seven (7) hydraulic elevators in varying conditions. Some of the equipment has been modernized in the 80’s and 90’s but overall, the equipment is in average to poor condition and operating at its useful life expectancy.

D) Justification

The five (5) passenger elevators and three (3) service elevators are beyond their useful life. They are failing faster than they can be repaired, resulting in excessive wait times for patients and staff. Repairs are becoming increasingly more difficult to perform due to a diminishing inventory of available parts, further extending their downtime.

This package is necessary to correct the following FCA deficiencies:

1) FCA Record Number 42303 is graded as “D” – P1-P5: Equipment is in poor condition nearing end of useful life. Gearless Montgomery passenger elevators, modernized in 2006. Motor generator drive. Mac door equipment with T.L. Jones door reversal. 16 stop, 4,000 lbs. 600 fpm. Controllers MCE system- Digital 12 Pulse

SCR drives are all working. Recommended brakes be reconditioned and adjusted.

Recommend a modernization to these units in the near future as they are in constant demand and are wearing fast.

2) FCA Record Number 42304 is graded as “F” – S6, S8: Montgomery gearless passenger elevators, modernized in 2005 in poor condition near end of useful life.

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Motor generator drive. MAC door equipment with Adams ICU infrared door reversal.

16 stop, 5000 lbs. @ 600 fpm. Recommend a modernization to these units in the near future as they are in constant demand and are wearing fast. Also recommend a door and wall be placed on the 1st floor to separate the passenger and the service cars to help with elevator traffic performance times.

3) FCA Record Number 162150 is graded as “F” – S7: Gearless Montgomery machine.

Motor generator drive. Modernized 2005. 16 stop, 5000 lbs. capacity operating at 600 fpm, 16 stops. Equipment is in failing condition and near end of useful life.

In addition to the deficiencies listed above, all eight (8) of these traction elevators in

Building 200 have reached or exceeded their useful life expectancy and should be replaced.

E) Objectives

The primary objectives of this contract are to furnish all labor, materials, equipment, tools, and qualified supervision as outlined below:

1) CLIN-1

a. Renovate all 5 passenger elevators, P1-P5, and all 3 service elevators, S6-S8, in

Building 200.

b. Renovate the Elevator Penthouse, Room 1700.

c. Ensure all 8 elevators and associated support equipment comply with the latest codes and standards.

2) CLIN 2

a. Renovate the first-floor elevator lobby and construct a wall separating the passenger and service elevators.

3) CLIN 3

a. Renovate the basement and 2nd to 14th floor elevator lobbies.

4) CLIN 4

a. Demolish the six elevator penthouse AHUs and replace with new.

As part of all CLINs, perform the work in a manner least likely to interfere with the daily operations of the hospital.

F) Acronyms and Definitions

The following is a listing of acronyms and/or definitions to terms that may be used in this document.

ABAAS Architectural Barriers Act Accessibility Standards

A/E Architect and Engineer (firm)

AHU Air Handling Unit

ASME American Society of Mechanical Engineers

ATS Automatic Transfer Switch

BAS Building Automation System

CCE Construction Cost Estimate

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CCD Contract Completion Date

CLIN Contract Line-Item Number

CO Contracting Officer

COR Contracting Officers Representative as delegated by the CO

CS Contracting Specialist assigned by the CO

EHVAH Edward Hines Veterans Affairs Hospital

FCA Facilities Condition Assessment

GC General Contractor (firm)

GFE Government Furnished Equipment

GFI Government Furnished Information

GLAC Great Lakes Acquisition Center

HEFP Healthcare Environment and Facilities Program

HVAC Heating/Ventilation/Air Conditioning

ICB Infection Control Barrier

IPPS Invoice Payment Processing System

LF Linear or Lineal Feet

NTP Notice to Proceed

OIT Office of Information & Technology

PDT Project Delivery Team – Typically comprised of the CO/CS, the COR, and EHVAH staff

PIV Personal Identity Verification

PO Purchase Order

POP Period of Performance

QCM Quality Control Manager

QCRP Quality Control “responsible person”

RFI Request for Information

SF Square Feet

SOW Statement of Work

TIL Technical Information Library

VA Department of Veteran Affairs

WAP Wireless Access Point

G) Requirements

This SOW presumes the Contractor will not need access to any VA Sensitive Information to execute the contract.

The awarded Contractor will adhere to all codes, standards, guidelines, and design requirements found in the VA’s Technical Information Library (TIL) including but not limited to the following:

1) Pre-bid site visit:

a. A pre-bid site walk through is encouraged and should be coordinated by the CO.

The intent of this walkthrough is to give the Contractor access to the project site so that an accurate evaluation of the project requirements and site assessment can be made.

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b. Exploratory demolition (including core sampling and hazardous material sampling) is permitted but must be coordinated with the COR.

2) RFI Submittals:

a. RFIs shall submit RFIs to the CO; questions are dues NLT five (5) calendar days after the site visit.

b. Unless otherwise stated the Contractor shall allow the government fourteen (14) calendar days to respond to an RFI.

3) Infection Control Barrier (ICB):

a. Temporary construction partitions shall be smoke-tight and built of noncombustible materials that will not contribute to the development or spread of fire.

b. Barriers shall not obstruct access to emergency services and for fire, police, and other emergency forces.

c. The Contractor shall provide and install a rigid infection control panel system manufactured by Edge Guard out of Bement, Illinois or an approved equal.

http://www.edge-guard.com/home.html. Salient details of the infection control barrier are:

i. The ICB must be fire-resistant.

ii. The barrier must be water resistant; capable of being cleaned and sanitized.

iii. Installation of the barrier shall not:

1. Generate dust outside the barrier.

2. Generate excess noise outside the barrier.

3. Generates excess fumes outside the barrier.

iv. Demobilization of the barrier shall not:

1. Generate dust outside the barrier.

2. Generate excess noise outside the barrier.

3. Generates excess fumes outside the barrier.

4. Require floor, wall, or ceiling repairs upon removal.

v. The barrier should be environmentally responsible.

1. The materials should be reusable.

2. The materials should not contribute to unnecessary waste to our landfills.

d. Fire-resistant plastic sheeting may be used to supplement the rigid infection control panel system. COR approval is required.

i. The Contractor shall submit an RFI requesting approval during the bid period.

e. Wood studs, plywood, OSB, particle board, pressboard, or other flammable materials are not allowed at Hines.

f. Manometers shall be installed on the ICB adjacent to every entrance of the work zone to monitor negative pressure within the work zone. See Attachment 10.

g. All doors to rooms inside the work zone but directly impacted by the work shall have their doors shut and the perimeters taped to prevent the migration of dust and debris into these rooms.

h. Cover all sprinkler heads (daily), signs, data transmitters, and light fixtures.

Cover the supply and return diffusers within the work zone to prevent the spread of dust and fumes to other areas outside the work zone.

i. Rigid infection control panel system and manometers are to be submitted and approved by the COR prior to installation.

http://www.edge-guard.com/home.html

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j. The following is a manner acceptable to Hines Infection Control to maintain negative pressure inside an infection control barrier with no reasonable access to discharge air to the exterior.

i. Install a floor-to-ceiling infectious control barrier (ICB) meeting the fire-rating required.

ii. Cover all sprinkler heads (daily), signs, data transmitters, and light fixtures.

Cover the supply and return diffusers within the work zone to prevent the spread of dust and fumes to other areas outside the work zone.

iii. Place the air scrubber inside the ICB with a HEPA filter. The air scrubber will draw air from inside the ICB.

iv. Place a flapper valve connection on the ICB near to the ceiling.

v. Route the filtered air from the scrubber via a collapsible duct to the flapper valve thus maintaining negative pressure inside the ICB.

vi. If the power should accidently get cutoff, the flapper valve will swing close thereby maintaining the integrity of the ICB.

4) The Contractor shall post and maintain the final signed PCRA, ICRA, ILSM and

Emergency Contact Information (when issued) at the entrance to the ICB for the duration of the project. See Attachment 10. The Contractor will update the postings when new documents are issued.

5) Equipment Lead time:

a. Equipment lead times shall be incorporated into the project schedule and used in conjunction with the baseline for the project start date.

b. The contractor shall make an informed bid submission by working with suppliers and considering all potential long-lead items involved with the project reasonably known or considered to impact the start, performance, and completion of the project.

c. For delays in the equipment delivery not caused by the government, the contractor shall bear the cost of temporary materials, equipment, labor, and services for the time period between the end of the period of performance and the final installation of the contract’s specified materials and equipment.

6) EHVAH Permits:

a. Unless otherwise stated the Contractor shall submit for all required VA permits

(i.e. above ceiling or dig) fourteen (14) calendar days prior to the event based on the approved project schedule with the COR.

7) Project Pay Applications:

a. Pay applications shall be initiated by the contractor in the form of a draft “pencil draw” submission to the COR.

i. Prior to submission the contractor will review the amounts, date of the application, the application number, and the purchase order (PO) for the project are correct.

ii. The COR may question the pencil draw and request revisions.

iii. Upon approval by the COR, the application will be reviewed by the CO.

iv. Upon approval by the CO, the application will be submitted into the electronic

Invoice Payment Processing System (IPPS). Approval within IPPS can take days or sometime weeks to be processed.

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b. All submitted project pay applications require certified payroll and waste report documents to be current with each pay submission.

i. Certified payroll documents shall be submitted to the COR and CO weekly.

ii. Waste reports shall be submitted even when no waste has been produced. The contractor shall validate this by submitting a quantity of zero on the waste report.

iii. Approval of all invoices will require documents to be current.

c. With each invoice submission an updated, full schedule shall be submitted noting any changes in non-critical and critical paths, modifications approved, delays by the government, delays by the contractor, issuance dates for Letters of Concern and Letters of Cure, and other elements that impact the project completion date.

i. Submission of a 3-week look ahead schedule will not be accepted.

8) Work outside of normal business hours or weekends:

a. Where work is required that will impact other elevators, the contractor shall schedule the work as off-hours.

b. All work performed after hours or on weekends requires coordination with the

COR and shall be requested fourteen (14) calendar days prior in writing or e-mail to the COR and CO for approval.

c. No work shall take place without written or e-mail confirmation from the project

COR.

9) Utility Shutdowns:

a. When possible, utility shutdowns shall occur off-hours.

b. The Contractor shall provide twenty-one (21) calendar days’ advance notice for any planned utility shutdowns to all allow the station to notify staff/visitors and prepare contingency plans if necessary.

c. Failure to submit the shutdown requests in a timely manner is not justification for a claim of delay on the part of the government.

d. Planned utility shutdowns should be indicated on the project schedule.

10) Submittals and Shop Drawings:

a. Unless otherwise stated the Contractor shall provide shop drawings and equipment submittals for review and approval by the COR seven (7) calendar days prior to the start of construction.

b. No work shall be started prior to review and approval by the COR.

c. All submitted samples shall have stickers noting places for review and comments by the general contractor, A/E, and the government.

11) Certifications:

a. When applicable, the Contractor shall provide certifications for all personnel performing any welding and shall certify all welds prior to the start-up of any of the units.

b. These certifications shall be supplied to the COR and retained as a permanent record of the project folder.

c. Personnel certifications shall be provided to the COR prior to the start of construction.

d. All weld certifications shall be provided to the COR at the end of every work week when applicable.

12) OSHA Certification:

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a. The Contractor shall have an OSHA certified site superintendent on site whenever any work is being performed.

b. A copy of the OSHA certification shall be supplied to the COR prior to the start of any work and retained as part of the project folder.

13) Post-Award meeting:

a. The meeting shall be coordinated through the COR and CS/CO.

b. The meeting shall take place after the Notice to Proceed has been issued but prior to the start of demolition/construction.

c. The Contractor shall schedule and attend a “Page-Turn” meeting in which the

Designer of Record will be in attendance. The goal of this meeting is to clarify any confusion the Contractor may have regarding the contract documents in advance of commencing construction activities, delivery of project submittals, submission of the project schedule, the coordination of project phasing, etc.

H) Scope of Work

The Scope of Work for this contract includes all labor, management, materials, and equipment for renovation of elevators P1-P5 and S6-S8, the complete upgrade of Elevator

Penthouse Room 1700, renovation of all 16 elevator lobbies, and replacement of the Elevator

Penthouse AHUs. All measurements/dimensions are approximate. The Contractor must verify all measurements/dimensions.

The Contractor shall inspect the area under contract prior to commencing work and identify any pre-existing damage and provide an Existing Site Conditions report with related photos to the Contracting Officer for review and approval.

Any deviation from this scope of work requires the express authorization of the Contracting

Officer. The Contracting Officer Representative (COR) does not hold the authority to authorize changes to this scope of work.

1) Continued Use.

a. The Medical Center maintains operations 24 hours a day, 7 days a week.

Therefore, any interruption in service must be scheduled and coordinated with the

COR to ensure that no lapses in operation occur.

b. It is the Contractor’s responsibility to develop a work plan and schedule detailing, at a minimum, the procedures to be employed, the equipment and materials to be used, the interim life safety measure to be used during the work, and a schedule defining the duration of the work with milestone subtasks.

c. No more than 2 elevators may be out of service at any time unless authorized by the VA.

d. For penthouse and ATS installation work requiring a shutdown of more than 2 elevators, the contractor shall notify the COR at least 30 days prior to the scheduled shutdown. All shutdown work is to occur on weekends or overnight.

2) CLINs.

a. See Attachments 14 and 15.

b. CLIN 1 - Renovation of elevators P1-P5 and S6-S8, and the complete upgrade of

Elevator Penthouse Room 1700.

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i. Elevator Renovation – All work associated with the modernization of elevator equipment for passenger and service elevators P1-P5 and S6-S8.

1. Renovation includes:

a) Elevator car emergency communications infrastructure.

b) Electrical power distribution, raceways, and cabling.

c) HVAC modifications and controls .

d) Refurbishment of stainless-steel doors and frames.

e) Fire suppression elements.

f) All thermal and moisture protection, including misc. firestopping.

g) All hoist machines, ropes, governors, slings, buttons, panels, indicators, switches, outlets, and any additional support equipment required for modernization.

h) Renovation of cab finishes, including:

1. Flooring.

2. Wall panels.

3. Wall protection.

4. Drop island ceiling.

5. Lighting.

ii. Elevator Penthouse Upgrades – All work associated with the replacement and upgrade of the elevator penthouse equipment and utilities for all eight (8) traction elevators.

1. Complete renovation of all elevator equipment located in the elevator penthouse Room 1700, including but not limited to:

a) Elevator motion controls systems.

b) Isolation-bypass transfer switches.

c) Electrical panels, power distribution, raceways, cabling, and associated runs.

d) All electrical runs to and from the penthouse to each elevator cab and the Hines campus generators as required.

e) All data runs to and from the penthouse to each elevator cab and

Building 200 telecom closet.

f) All penthouse lighting, power, and controls.

g) All MEP piping and conduit demolition and rerouting as necessary to facilitate the scope of work.

h) All fire suppression and controls.

2. System converted from 240V to 480V.

iii. ATS Installation – All work associated with the replacement and installation of new elevator ATSs.

1. Installation and replacement of one (1) 800A ATS, and one (1) 1600A

ATSs in the Building 200 Electrical Room C014:

a) Demolish the Northwest wall section of C014 and remove existing

Chiller ATS.

b) Demolish abandoned plumbing lines, lockers, and cage ~16” inside

C017.

c) Install a new 1600A ATS in C014 and reseal the room with 2-hour fire rated walls.

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d) Run power from C014 to the elevator penthouse and ensure all elevators are switched over to the new 1600A ATS.

e) Demolish existing elevator ATS in the Northeast corner of C014.

f) Install new 800A ATS in the Northeast corner of C014.

iv. Fire Control Panel – Installation of a new fire control panel located in Room

A102C.

1. Include space to support a minimum of 14 elevators

2. Reroute existing wiring in A102C.

3. Pull all required power and data connections for all 8 elevators in the elevator penthouse.

4. Make final connections to each elevator cab.

v. Elevator Emergency Response System – Installation and setup of code compliant elevator emergency response system.

1. Must meet latest ASME 17.1 requirements.

2. Perform all required data runs between the elevator, penthouse, and telecom room to enable the system for each elevator.

3. Coordinate and facilitate installation of all required hardware and activation of the system for each elevator.

Upon completion of CLIN 1, the VA shall receive fully functioning and code compliant elevators and penthouse.

c. CLIN 2 – 1st Floor Elevator Lobby – All work associated with the renovation of the first-floor elevator lobby.

i. First Floor Renovation includes:

1. Leveling and new terrazzo tile flooring.

2. Painting of walls.

3. Wall protection – handrails, crash rails, and corner guards.

4. Demolish existing mailbox.

5. New separating wall and door between the passenger and service elevator lobbies.

ii. Lobby renovation to occur in a fashion that minimizes impact to the patient flow. Only 1 elevator may be shutdown at any time, and after hours or weekend work will be required. A proposed phasing plan is included in the bid documents.

d. CLIN 3 - Elevator Lobby Renovations – All work associated with the renovation of the basement and 2nd – 14th floor elevator lobbies.

ii. Renovation of elevator lobbies will be by floor, and the floor(s) in scope will be specified in the contract.

iii. Elevator Lobby Renovation includes:

1. Leveling and new flooring.

2. Painting of walls.

3. Wall protection – handrails, crash rails, and corner guards.

4. Asbestos abatement as required.

5. New separating wall and door between the passenger and service elevator lobbies.

iv. Lobby renovation to occur in a fashion that minimizes impact to the patient flow. Only 1 elevator may be shutdown at any time, and afterhours or

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e. CLIN 4 – Penthouse AHU Replacement – All work associated with the replacement of all six (6) Air Handling Units (AHUs) in the elevator penthouse.

i. Demolish and remove all six existing AHUs.

ii. Install six new AHUs and tie into the existing Building Automation System

(BAS).

3) Phasing.

a. The project work will be performed in twenty-three (23) phases:

i. Phase 1 – CLIN 1 - Elevators P1, Penthouse Upgrades, ATS Installation, and Fire Control Panel.

ii. Phase 2 - CLIN 1 - Elevators P3 and S6.

iii. Phase 3 - CLIN 1 - Elevators P4 and S7.

iv. Phase 4 - CLIN 1 - Elevator P5 and S8.

v. Phase 5 - CLIN 1 - Elevator P2.

vi. Phase 6 - CLIN 2 - 1st Floor Elevator Lobby Part 1 (Separation Door)

vii. Phase 7 - CLIN 2 - 1st Floor Elevator Lobby Part 2 (Quadrant 5B)

viii. Phase 8 - CLIN 2 - 1st Floor Elevator Lobby Part 3 (Quadrant 5C)

ix. Phase 9 - CLIN 2 - 1st Floor Elevator Lobby Part 4 (Quadrant 7A)

x. Phase 10 - CLIN 2 - 1st Floor Elevator Lobby Part 5 (Quadrant 7B)

xi. Phase 11 - CLIN 2 - 1st Floor Elevator Lobby Part 6 (Quadrant 8A)

xii. Phase 12 - CLIN 2 - 1st Floor Elevator Lobby Part 7 (Quadrant 8B)

xiii. Phase 13 - CLIN 2 - 1st Floor Elevator Lobby Part 8 (Quadrant 8C)

xiv. Phase 14 - CLIN 2 - 1st Floor Elevator Lobby Part 9 (Quadrant 8D)

xv. Phase 15 - CLIN 3 - Basement & 2nd-14th Floor Lobbies (Quadrant 5B)

xvi. Phase 16 - CLIN 3 - Basement & 2nd-14th Floor Lobbies (Quadrant 5C)

xvii. Phase 17 - CLIN 3 - Basement & 2nd-14th Floor Lobbies (Quadrant 7A)

xviii. Phase 18 - CLIN 3 - Basement & 2nd-14th Floor Lobbies (Quadrant 7B)

xix. Phase 19 - CLIN 3 - Basement & 2nd-14th Floor Lobbies (Quadrant 8A)

xx. Phase 20 - CLIN 3 - Basement & 2nd-14th Floor Lobbies (Quadrant 8B)

xxi. Phase 21 - CLIN 3 - Basement & 2nd-14th Floor Lobbies (Quadrant 8C)

xxii. Phase 22 - CLIN 3 - Basement & 2nd-14th Floor Lobbies (Quadrant 8D)

xxiii. Phase 23 - CLIN 4 - Penthouse AHUs

Note: The 100% Bid Drawing phasing assumes some overlap of work between

CLINs. The contractor should use the SOW phasing above, and bid assuming

CLINs are executed independent from one another.

b. Work in each location shall be executed uninterrupted until complete. No work shall commence for a follow-on phase until the work is completed and accepted by the COR in the prior phase.

c. All materials shall be approved by the COR prior to ordering by the Contractor.

d. All materials for each CLIN shall be purchased at the same time and stored securely at a location within 20 miles of the Hines VA. The COR shall inspect the material initially and randomly as needed.

i. Secure storage is defined as a separate, fenced area or a separate room where only materials related to this project are stored and is locked.

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e. No demolition or construction work shall commence on a CLIN until the material arrives at the storage facility and is confirmed by the COR.

I) Constraints

1) Work hours for EHVAH staff are from 7:30 am until 4:00 pm, Monday through

Friday. Weekend and overnight work may be required for coordinated shutdowns and must be scheduled with the COR 30 days in advance.

2) Photographs may be taken of the work performed at the jobsite. However, photographs containing patients and/or staff are a violation of the Patient Privacy and hospital policy. Both violations are subject to penalties and dismissal. Permission from the EHVAH Public Affairs Officer (PAO) is required and should be coordinated with the project COR.

3) VHA Directive 1085 implements a smoke-free policy for patients, visitors, contractors, volunteers, and vendors at VA health care facilities.

4) Maximizing Use of American-Made Goods, Products, and Materials

a. The Buy American Act required the United States government to prefer U.S.-made products in its purchases.

b. It is the policy of the United States to buy American and to maximize, consistent with law, the use of goods, products, and materials produced in the United States.

c. Material purchases should adhere to this policy to the greatest extent possible.

5) The Hines VA is more than 100 years old. It was not uncommon for lead paint to be found but Hines does not specifically track lead paint in our buildings and structures.

Therefore, all paint coatings encountered and to be disturbed as part of the project must be assumed and treated as containing lead and handling accordingly per this specification.

6) The contractor badging process is a required security procedure of all VA stations. It is the responsibility of the general or prime contractors to notify their subcontractors of this requirement. All contracted workers visiting the jobsite will need to receive a contractor’s Flash badge. This is to be done before any construction or demolition work is started on the project. Failure to obtain and display the proper badge could result in the worker being removed from the station by Hines Police.

The procedure to follow is:

a. The Contractor shall have 2 weeks’ notice from award to Notice to Proceed

(NTP) to on-board team members with the necessary badging.

b. The Contractor shall fill out Contractor Badging Form – See Attachment 2.

c. Two (2) forms are personal identification are needed. Valid (unexpired) forms of

ID include:

i. Current Driver’s License. A Real ID is required.

ii. An original social security card (not laminated). Substitutes may include:

1. Current Passport

2. Original birth certificate (not a copy)

3. Additional forms of identification can be found on Page 2 of the

Contractor Badging Form – See Attachment 2.

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d. The Contractor shall coordinate with COR and bring the completed Contractor

Badging Form to Mikel Jones (Bldg. 2, Rm 119) to coordinate for fingerprints

(Phone: 708 202-8387, ext. 21322; Email: mikel.jones@va.gov).

e. Once the form is approved by Mikel Jones, contractors shall take a copy of the form to Human Resources located in Building 17 for fingerprinting. The hours for fingerprinting are 8:00 AM to 3:00 PM. The other copy will stay with Hines

Engineering.

f. Upon a favorable fingerprint adjudication, the contractor will schedule an appointment with HR to receive a Flash badge. The link to schedule this appointment will be provided by Mikel Jones upon notification of successful fingerprint adjudication.

g. The badge expires in 182 calendar days. It is the responsibility of the badge holder to schedule and renew their badge if they expect to be on the jobsite more than 182 calendar days from the date of issuance.

h. At the completion of the project, all prime and subcontractor badges need to be returned to the station. It is the responsibility of the general or prime contractors to see that all badges are returned to the COR once work on the project is complete.

J) Tasks and Responsibilities

A pre-construction (kick-off) meeting between the Contracting Officer (CO) or

Contracting Specialist (CS), the Contracting Officers Representative (COR), and key GC team members will be conducted to review project objectives, scope, deliverables, communication, site access, schedule, and responsibilities. During this meeting the Notice to Proceed (NTP) should be signed. After this meeting the awarded GC firm shall provide their services according to the approved project schedule.

1) Preconstruction Period: The Contractor shall provide the following:

a. Logistics Plan: A comprehensive narrative describing the chronological planned development of the project. The Logistics Plan includes an organizational chart, hourly rates, staging plan, description of means and methods, and hours of work.

b. Construction Security Plan: Defines both physical and administrative security.

c. Construction Phasing Plan: It is the Contractor’s responsibility to develop a work plan and schedule detailing, at a minimum, the procedures to be employed, the equipment and materials to be used, the interim life safety measure to be used during the work, and a schedule defining the duration of the work with milestone subtasks.

d. Submittal Registry: The Submittal Registry shall include a listing of all documentation required for pre-approved submissions including shop drawings, technical data, product performance information, calculations, and samples.

e. Accident Prevention Plan: The APP (aka Construction Safety & Health Plan) shall interface with the Contractor's overall safety and health program.

f. Activity Hazard Analyses: AHAs are also known as Job Hazard Analyses, Job

Safety Analyses, and Activity Safety Analyses.

mailto:mikel.jones@va.gov

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g. Construction Schedule: WBS schedule including start/end dates, duration, and sequencing, preferably in MS Project or Primavera format (include floats).

h. Schedule of Values: A detailed Breakdown for Payment, including design stages, work performed, and work invoiced per Progress Payment submission.

i. The Schedule of Value is a representative breakdown of the contractors firm, fixed-price bid. Each portion of the Schedule of Values represents the amount the government paid to the contractor for that portion of the work.

ii. Because the contractor’s bid was fixed, so too is the Schedule of Values. It is not fluid and does not change after submission and approval. The Schedule of

Values can only be modified through a bi-lateral agreement between the government and the contractor.

iii. The government will utilize the Schedule of Values as a basis of negotiations for contract modifications. This is especially true when a credit is due to the government for all or measurable parts of certain portions of the firm, fixed-price contract.

i. Existing Conditions Survey: Before any work is started, the Contractor shall make a thorough survey with the COR of the buildings or areas of buildings in which alterations occur and areas which are anticipated routes of access, and furnish a report, signed by both, to the Contracting Officer.

j. Infection Control Plan (ICP): Narrative description of the dust control and debris disposal process including disposal destination and methodology.

k. Quality Control Plan (QCP): Describes the methods by which the Contractor will ensure all work is being accomplished in accordance with specifications and this

SOW.

l. Environmental Protection Plan: The Contractor shall meet with the COR to discuss the proposed Environmental Protection Plan and to develop mutual understanding relative to details of environmental protection.

m. Document Submissions. All documents included as Attachments to this SOW that are required to be filled out and signed or jointly signed by the Contractor.

n. Demolition Debris Management Plan.

o. Certificates, Licenses, and Training Documents.

p. Obtain PIV badges.

q. RFI’s: Other than those resulting directly from demolition or construction.

2) Construction Period: Along coordinating the construction of the project, the

Contractor shall provide the following during construction services:

a. Display the signed PCRA, ICRA, ILSM and Emergency Contact Information in a location coordinated with the COR.

b. Submit RFI’s during construction as necessary.

c. Attending and run weekly construction meetings.

i. Take notes and attendance, produce, and distribute minutes. Note – Failure to produce fair, unbiased meeting minutes will result CO disciplinary action.

ii. Track and RFI’s, submittals, and modifications through various logs.

iii. Request permits and shutdowns.

iv. Request inspections, reviews, and punch list.

v. Address any obstacles and work to coordinate resolutions.

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d. Attend site visits, field inspections, and punch list inspections as requested by the

COR.

3) Construction Close-out Period:

a. The Contractor shall provide the following:

i. Inspection and Approval by the COR and/or the CO.

ii. Final Approval and Beneficial Occupancy when applicable.

iii. Warranties documents and O&M Manuals.

iv. As-built drawings and record submittals.

v. Staff training when applicable.

vi. Contractor Release of Claims.

vii. All Waste Reports submitted per Safety and Health during Construction

Activities.

viii. Existing Conditions Re-survey.

b. The COR shall review the Contractor’s close-out submissions for thoroughness and conformance with the contract document requirements. The COR shall also review field-marked as-built drawings for conformance with final installations.

c. The COR shall utilize these as-built drawings and specifications from the

Contractor and generate as recorded drawings and specifications

K) Deliverables

1) The Contractor shall provide all submittals required by the Specifications Book.

L) Time Frames

1) This project for all CLINs shall be completed within eight hundred twenty-nine (829) calendar days once the NTP is issued.

a. Phasing – This project shall be executed in twenty-three (23) phases based upon the work locations. Work in each location shall be executed uninterrupted until complete. No work shall commence for the follow-on phase until the work is completed in the prior phase.

i. Phase 1 - CLIN 1 - 112 calendar days.

ii. Phase 2 - CLIN 1 - 112 calendar days.

iii. Phase 3 - CLIN 1 - 112 calendar days.

iv. Phase 4 - CLIN 1 - 112 calendar days.

v. Phase 5 - CLIN 1 - 112 calendar days.

vi. Phase 6 - CLIN 2 - 7 calendar days.

vii. Phase 7 - CLIN 2 - 7 calendar days.

viii. Phase 8 - CLIN 2 - 7 calendar days.

ix. Phase 9 - CLIN 2 - 7 calendar days.

x. Phase 10 - CLIN 2 - 7 calendar days.

xi. Phase 11 - CLIN 2 - 7 calendar days.

xii. Phase 12 - CLIN 2 - 7 calendar days.

xiii. Phase 13 - CLIN 2 - 7 calendar days.

xiv. Phase 14 - CLIN 2 - 7 calendar days.

xv. Phase 15 - CLIN 3 - 7 calendar days.

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xvi. Phase 16 - CLIN 3 - 7 calendar days.

xvii. Phase 17 - CLIN 3 - 7 calendar days.

xviii. Phase 18 - CLIN 3 - 7 calendar days.

xix. Phase 19 - CLIN 3 - 7 calendar days.

xx. Phase 20 - CLIN 3 - 7 calendar days.

xxi. Phase 21 - CLIN 3 - 7 calendar days.

xxii. Phase 22 - CLIN 3 - 7 calendar days.

xxiii. Phase 23 - CLIN 4 - 30 calendar days.

b. Pre-construction (kick-off) Meeting is when the Notice to Proceed (NTP) is signed.

c. Pre-Construction Period duration is NTP + 90 calendar days. Within this period the Contractor shall provide all materials included under Tasks and

Responsibilities and the following:

i. Logistics Plan.

ii. Construction Security Plan.

iii. Construction Phasing Plan.

iv. Submittal Registry.

v. Accident Prevention Plan.

vi. Activity Hazard Analyses.

vii. Construction Schedule.

viii. Schedule of Values.

ix. Existing Conditions Survey.

x. Infection Control Plan.

xi. Quality Control Plan.

xii. Environmental Protection Plan.

xiii. Document Submissions.

xiv. Demolition Debris Management Plan.

xv. Certificates, Licenses, and Training Documents.

xvi. Obtain PIV badges.

d. Construction Period - To be determined based upon the approved schedule for construction. The estimated construction period is 709 calendar days with all product submittals to be delivered prior to the start of construction to the COR for review and approval. No demolition or construction shall be started without the review and approval from the COR for those items listed in the Pre-Construction

Period unless authorized in writing by the COR or the CO.

e. Construction Closeout Period duration is 30 calendar days. The Contractor shall submit within 15 calendar days from EHVAH acceptance of the completed punch list items and commissioning reports (if applicable). Within this period the

Contractor shall provide all materials included under Tasks and Responsibilities and the following:

i. Inspection and Approval by the COR and/or the CO.

ii. Final Approval and Beneficial Occupancy when applicable.

iii. Warranties documents and O&M Manuals.

iv. As-built drawings and record submittals.

v. Staff training when applicable.

vi. Contractor Release of Claims.

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vii. Waste Reports.

viii. Existing Conditions Re-survey.

M) Performance Monitoring

1) The Government will periodically evaluate the Contractor’s performance by appointing a representative(s) to monitor such performance and ensure services are received. The Government representative will evaluate the Contractor’s performance through intermittent on-site inspections of the Contractor's performance.

2) The Government reserves the right, upon award of this contract, to disseminate within the Government, for official use, without prior approval of the contractor, the Quality

Control Plan and other plans and documents identified and submitted by the contractor for the intended use of inspection, surveillance, or for any administrative or contractual function under this contract.

N) Other Pertinent Information or Special Considerations.

1) All Contractor personnel shall be certified by appropriate federal and state regulatory agencies to meet federal and local certification requirements as applicable. All licenses, permits, and welding certifications shall be kept current throughout the period of performance of the contract. The Contractor shall provide the Government copies of such certificates.

2) Per VA Information Security Program policy – VA Directive and Handbook 6500 and 6500.6, Appendix A, contractor storage, generation, transmission or exchanging of VA sensitive information during this construction project is not acceptable.

3) All work shall be scheduled to meet requirements of EHVAH. All work shall be coordinated through the Contracting Officer. Local coordination shall be routed through the Contracting Officer’s Representative.

4) The Contractor shall provide to the Contracting Officer record of work certifications for all trade’s relative to this contract 5 calendar days prior to beginning work.

Certifications shall include welders, pipe installers, machine operators, etc.

5) The Contractor is responsible for repairing any damages to existing utilities incurred during construction or demolition.

6) Utilities within the area and identified on existing drawings are not to be interpreted as the exact location, or as the only existing site conditions. The Contractor shall verify all existing conditions and proceed with caution around any anticipated obstructions.

7) Where any work disturbs the grass areas, sod, walls, ceilings, floors, windows, entrances or building structures, etc. or where new and old work join, the Contractor shall restore, repair, or refinish affected areas or surfaces to their original condition, or as existed before the commencement of this project. Upon completion of the contract, the Contractor shall deliver all work complete and undamaged. Any damage that may be caused by the Contractor or his work crews or subcontractors to any existing structure, grounds and utilities shall be repaired or replaced to their original condition.

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8) Should a conflict exist between VA requirements and VA adopted nationally recognized codes and standards, the conflict shall be brought to the attention of the

Contracting Officer. The resolution of the conflict shall be made by the authority having jurisdiction for VA to ensure system-wide consistency. All work conducted under this scope of work shall comply with the Department of Veterans Affairs

Master Specifications and all applicable state and federal regulations and codes.

O) Risk Control

1) Refer to the attached ICRA form.

P) Government Furnished Equipment (GFE)/Government Furnished Information (GFI)

1) GFE.

a. None

2) GFI.

a. No additional information is intended to be supplied other than information that is requested by the Contractor.

Q) Point of Contact at the EHVAH

1) Aaron Walsh

Engineer, Project Planning Section

Engineering Service

Edward Hines Jr. VA Hospital

5000 S. Fifth Avenue

Building 228, Room 4092

Hines, IL 60141

Aaron.walsh@va.gov

Phone: 708-202-8387 ext. 21152

FAX: 708-202-2167