S02 Statement of Work .pdf

Statement of Work Electrical Deficiencies Phase 3

Project Number 689-23-111

PROJECT OBJECTIVE:

• Demolish and replace the 208V-3W switchgear with new up-to-date 480V-4W equipment and technology in Load Center 1.

• Demolish and replace the 13.8kV distribution switchgear with new up-to date equipment and technology.

• Demolish the 13.8kV-208/120V switchgear and replace with 13.8kV-480/277V switchgear.

• Demolish all (aging) Buss Ducts emanating from Load Center 1. Replace with 480V-4 wire system.

JUSTIFICATION:

• Load Center 1 contains old equipment and technology by today’s standards.

• Replacement parts are becoming obsolete.

• Failures and repairs have occurred often recently because of the component’s service life.

• Repairs have been a challenge due to lack of accessibility to the components, which are inherent with the previous design.

SCOPE OF WORK:

Design Scope

• The Architect-Engineer (A-E) must study and fully understand the current Load Center 1 (LC 1) equipment, schematic, and building structure.

• The A-E must evaluate the existing space as well as offer suggestions and options to increase the space, if needed. Space for mechanicals must be included. Design to the agreed-upon option with the VA.

• The A-E design must include mechanical, plumbing, electrical, electronics, and communications including data, civil, and architectural design.

• The A-E must review and fully understand the latest electrical study with regards to LC 1 and all branches coming from LC 1 that includes the incoming 13.8kV to LC1.

• The A-E must use the latest electrical study in the design of new LC 1 switchgear, circuit branches, and the 13.8kV switchgear.

• The A-E must design to 120% capacity of the existing LC 1 switchgear. Provide spare circuit breakers for future expansion. Provide space for future expansion of the switchgear.

• The A-E must provide an electrical study where the existing LC 1 gears are replaced with the new design.

• The A-E must coordinate all aspects of the design with the VA Contracting Officer’s Representative (VA COR) and Stakeholders.

• The A-E must design a demolition and construction phasing plan and/or contingency plan in order to minimize impact to the facility during construction.

• The A-E must submit a construction cost estimate itemized in Material and Labor

Columns.

• All design and design documents must comply with local, state, Federal, VA Directives, National Fire Protection Association (NFPA), and Occupational Safety and Health

Administration (OSHA) Regulations.

• All components must be made in the United States of America, when available.

• The A-E must provide construction oversight, project management, and materials and process approvals in coordination with the VA COR. This is a Type C service, which will be awarded to the A-E upon award of the construction contract.

General Requirements The A-E must produce designs that comply with the latest editions of all applicable DVA guidelines (e.g. Construction Standards, Master Specifications, Standard Details, and Special Design Criteria to meet Hospital Joint Commission requirements), NFPA, JC, and Federal and State codes as it applies to the project objectives.

• Hazardous Materials: For any area impacted by design or construction, the A-E must test for asbestos-containing and lead-containing materials, which must be incorporated into the plans and specifications. All questionable or unknown items and materials that may contain asbestos or lead must be sampled and tested.

• Safety Plan: VA construction projects have requirements for the General Contractor to establish a Safety Plan per OSHA, AIA, and VA guidelines. The A-E must 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 must also be included in the Safety Plan. The A-E must also be responsible for developing their own safety for all site investigation, which must include asbestos awareness training and procedures when encountering asbestos.

• Quality Control Plan: The A-E must specify the applicable standards and method of development for a Quality Control Plan. The A-E must 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 entire plan.

• Utility Shutdowns: The VA has a mandatory requirement to obtain approval for utility shutdowns. The A-E must provide a list of all utility shutdowns required for this project, and also 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 A-E must provide an estimated time for each outage and provide a narrative to the impact of the shutdown.

Site Survey The A-E must conduct on-site survey(s) as necessary to verify as-built conditions.

Code Study The A-E must conduct a code study to determine code compliance of the proposed design. This must also include a life safety plan.

Construction Cost and Bid Alternatives The A-E must provide a design for this project within the construction estimate considering phasing. At least twenty percent (20%) of the estimated cost/scope of the project must be identified as deductive bid alternatives to provide some flexibility at the time of construction bid. The specific deductive items must be developed at the 35% Design Submission and refined through the Final Design.

ADMINISTRATIVE PROCEDURES:

• A Pre-Proposal Meeting of the A-E, the VA Contracting Officer, and the VA COR will be held prior to preparation of the A-E’s proposal. The Statement of Work and the existing conditions of the site proposed for work will be reviewed. At this time, the A-E will have the opportunity to review and obtain copies of As-Built Drawings and other VA materials as necessary to prepare a proposal. Availability and accuracy of As-Built Drawings cannot be confirmed and must be verified by the A-E.

• The A-E must complete a Contractor Security Control Assessment (CSCA) within thirty

(30) calendar days of award of contract approval plus annually thereafter on pre-renewal date. The CSCA can be found at https://www.google.com/#q=va+contractor+security+control+assessment. Certification and Accreditation (C&A) requirements do not apply and a Security Accreditation Package is not required.

• After award of the Contract and issuance of the Notice to Proceed, the A-E will coordinate all site visits through the VA COR. A copy of the VA COR’s authorized duties and responsibilities will be provided before the Notice to Proceed is issued.

• All A-E personnel, subcontractors, and representatives visiting VA sites will be required to sign-in upon arrival and sign-out upon departure 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 name, company’s name, VA project title, date, reason for the visit, and the times of arrival and departure. Additionally, all persons must be badged.

Arrangements for after-working-hour site visits must be made in advance and during normal working hours.

https://www.google.com/#q=va+contractor+security+control+assessment

MATERIALS TO BE PROVIDED TO THE A-E BY THE VA:

• The VA must provide the A-E 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 A-E must 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 drawing files, copy machines, and paper will be made available for use by the A-E for such document production throughout the project.

• Specific sections of the VA Master Construction Specifications, Design and Construction procedures, Standard Details and CAD standards, Design Manuals, etc. can be found for acquisition and editing by the A-E at http://www.cfm.va.gov/TIL/

DELIVERABLES:

The A-E must develop and provide to the VA the following:

• Meeting Minutes: The A-E must take minutes of all conferences and any other project-related meetings with the VA, including site visits, and must provide a copy to the VA Contracting Officer for a concurrence signature.

• Drawings: The A-E must deliver to the VA fully-developed Project Drawings on current year AutoCAD. Hard Copy drawings must be plotted at a 1:96 scale minimum. Larger, more appropriate scales must be used for sections and details.

• Specifications: The Project Specifications must be prepared in Microsoft Word by the A- E from the VA Master Specifications. The general format must include the following:

Part 1-General, Part 2-Products, and Part 3-Execution. Part 1 must include the general requirements, identify applicable standards, and identify submittals required for a particular specification. Part 2 must include description of the salient characteristics of the products. Part 3 must include a description of the methods used to install items of construction. The A-E must identify all VA Master Specification Sections applicable to the project and edit said Master Specification Sections accordingly to fit the Scope of Work. If additional Specification Sections are needed that are not listed in the VA Master Specifications, the A-E is responsible to write and edit an appropriate CSI format specification section. Specifications must be printed on 8 ½” x 11” bond paper using 12-pt Times-New-Roman fonts.

The A-E must incorporate into the specifications and its construction site inspection procedures the applicable Interim Life Safety Measures and Infection Control Risk Assessment.

• Construction Cost Estimates: The A-E must prepare a Construction Cost Estimate in Microsoft Excel using the CSI 34-division format. The Construction Cost Estimates must http://www.cfm.va.gov/TIL 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, ten percent (10%) overhead, and ten percent (10%) profit. All cost data must 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 justifications for labor hours must be provided.

Construction Cost Estimates must be submitted with each design submission and include a cost breakdown for each alternative.

• Submittal Register: The A-E must develop a list of all submittals required by the Specifications in Section 1 of each individual specification. The Submittal Register should include specification reference and item to be reviewed/approved.

• Narratives: Written narratives must 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 by A-E and/or the VA, objectives, obstacles, alternatives and resolutions, design issues or decisions relating to constructability, and in general to communicate all information relevant to the design submission. Design calculations must be included as an appendix of the narrative.

• Construction Schedule: The A-E must also establish a preliminary construction schedule indicating the entire length of time estimated for the completion of the construction contract, measured in weeks. The A-E must provide a commensurate Gant chart for the construction activities to include critical path items. For example, utility shutdowns.

This schedule must include pre-construction activities (such as submittals and mobilization), specific construction activities/events, special phasing requirements, activation of Electrical Load Center 1A, and demolition of the existing Electrical Load Center 1A

• Phasing: The A-E must develop a phasing plan taking into consideration minimal disruption to current staff, emergency egress maintenance, storage of construction equipment and materials, security and access, debris removal, and maintenance of the clean environment. The specific phasing requirements must be established by the VA prior to the 35% Design submission. The VA will notify the A-E on the availability of the entire work area or if partial areas will be required for the duration of construction.

DESIGN REVIEWS - SCHEDULES AND REQUIREMENTS:

The following submissions will be required:

Programming/Preliminary Schematic Design Submission – 35%;

Design Development Submission – 65%;

Construction Documents and Back Check Design Submission – 100%; and Final Design Submission.

The A-E must examine the Schedules set forth below and recommend to the VA COR and the VA Contracting Officer of any improvements in the allocations of time allowed for each phase, the net effect of which would be to either provide more time for phases needing more time or to shorten the entire design schedule.

First Submittal As-Built Schematic Design Submission (35%) For this submission, the A-E must produce a clean and up-to-date physical schematic.

• Narrative:

Provide a written Schematic Design Narrative that summarizes the meetings with the VA Design Team as well as a presentation, discussion, and recommendation of the design alternatives, which have been explored and evaluated. Key decisions/choices which were made by the VA Design Team prior to the Schematic Design Submission should be documented. The Schematic Design Narrative must also identify each and all required systems, utilities (including preliminary electric power requirement calculations), and major (built-in) equipment with a brief description of its type, location, use, and extent.

The A-E must address constructability issues and impact on project construction cost.

• Drawings:

The A-E must provide preliminary schematic drawings

Identify and verify existing underground utilities and respective locations that will be impacted. Propose solutions to re-route utilities or avoid underground utility conflicts.

Identify and verify as-built conditions in walls and overhead spaces in those areas that will be impacted. Propose solutions to re-route existing utilities or avoid utility conflicts.

Review existing environmental reports covering the project area. Identify existing asbestos, lead-based paint, and other environmental hazards locations that will be impacted. Identify locations that require further testing.

C-size CAD drawings in electronic version of DWG and PDF extensions, completed to-date.

• Specifications:

The A-E must provide an index of all VA Master Specifications, which are anticipated to be used for this project.

• Cost Estimates:

The A-E must provide a complete Construction Cost Estimate with as detailed of a breakdown as possible for this stage of design. Separate cost estimate figures must be given for design alternatives being presented for consideration as part of the Schematic Design.

• Construction Schedule and Phasing Plan:

The A-E must provide a construction schedule and phasing plan.

• The A-E must provide a completed VA infection control form addressing all areas.

• The A-E must provide a completed A-E Review Checklist for all applicable disciplines.

• 35% Review Schedule:

The 35% schematic package must include preliminary concepts of the proposed alternatives, which must be submitted sixty (60) calendar days after the Notice to Proceed (NTP) issuance date.

The VA will provide 35% Review Comments to the A-E no later than seventy-five (75) calendar days after the NTP issuance date.

The 35% schematic review package meeting with the VA personnel at ninety (90) calendar days after the NTP issuance date.

Second Submittal Design Development Submission (65%) This submission is set-up to review the first detailed plans.

Provide a written Design Development Narrative that builds upon the Schematic Narrative, which continues to document key decisions and be used to further describe and explain important aspects of the design, especially those not yet appearing in the form of a Project Drawing. As an element of the Design Development Narrative, the A-E must furnish an outline of work yet to be completed and included on the Project Drawings as part of the Design Development Submission (details, elevations, schedules, etc.). The A-E must further develop constructability issues and impacts on project construction cost and schedule. Engineering Calculations must be included as an appendix.

The A-E must provide design development drawings that show detailed plans to install a new Electrical Load Center 1A to serve the West Haven VAMC.

One (1) F-size (30” x 42”), two (2) C-size Drawings and one (1) electronic version of CAD work completed to-date.

The A-E must provide Specifications based on criteria established at the initial design meeting, as required, for supplementing the construction drawings. The A-E must provide a list of all proposed specification sections: General Conditions, Submittals, Demolition, and all major electrical, civil, structural, mechanical, plumbing, fire protection, and communication components and hardware. The Interim Life Safety Measures and the Infection Control Risk Assessment must be included in the Specifications.

The A-E must provide one (1) electronic version and one (1) copy of unbound proposed Specification sections.

The A-E must provide an accurate and detailed Construction Cost Estimate, which will show that the scope and the design of the project are within the project budget.

Deductive bid alternates should be broken out separately to account for twenty percent (20%) of the overall budget for construction award.

• Construction Schedules and Phasing Plans:

The A-E must provide a detailed Construction Schedule and Phasing Plan to support the design.

• The A-E must provide a completed A-E Review Checklist for all applicable disciplines.

• 65% Review Schedule:

The 65% Design Development Submission must include a detailed design, which must be submitted one hundred twenty (120) calendar days after the NTP issuance date.

The VA will provide 65% Review Comments to the A-E no later than one hundred thirty-five (135) calendar days after the NTP issuance date.

The 65% review package meeting with the VA at one hundred fifty (150) calendar days after the NTP issuance date.

Third Submittal Final Submission (100%) For this submission, the A-E must produce detailed final drawings.

Provide a written Final Design Submission Narrative with a concise and complete record of the design process that shall include all key design decisions as well as the background and reasons for the intent of these design decisions. The Final Design Submission Narrative must 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 that were made by the VA Design Team should be documented. The Final Design Submission Narrative must also identify each and all required systems, utilities, and major (built-in) equipment with a brief description of its type, location, use, and extent. The A-E must address constructability issues and impacts on project construction cost and schedule.

Engineering Calculations must be included as an appendix.

The A-E must provide detailed final drawings and calculations based on information collected along with the VA comments from the 65% Design Submission.

C-size drawing of CAD work completed to-date in electronic format DWG and PDF extensions.

Provide all Specifications that are required for the construction package. The Specifications must be free of writer’s notes and any editing comments. All information that is not required for this project must be removed from each individual Specification Section. The Interim Life Safety Measures and the Infection Control Risk Assessment must be included in the Specifications.

The A-E must provide one (1) electronic version and one (1) copy of unbound proposed Specification sections.

A complete takeoff Construction Cost Estimate based on the Construction Documents Submission.

• Construction Schedule and Phasing Plans:

The A-E must provide a detailed Construction Schedule and Construction Phasing Plan.

All utility shutdowns must be included.

• 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.

• Quality Control Plan:

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

• Completed A-E Review Checklist:

Provide a completed A-E Review checklist for all applicable disciplines.

• Final Design (100%) Review Schedule:

The 100% Final Design Submission must include a final detailed design, which must be submitted one hundred eighty (180) calendar days after the NTP issuance date.

The VA will provide 100% Review Comments to the A-E no later than one hundred ninety-five (195) calendar days after the NTP issuance date.

The Final Design (100%) Review Comments meeting with the VA at two hundred ten

(210) calendar days after the NTP issuance date.

The A-E must issue all of the Revised Final Design (100%) documents to the VA at two hundred twenty-five (225) calendar days after the NTP issuance date.

The A-E must deliver to the VA the following documents:

Final 100% Submittal

One (1) set of original 100% Final Design Drawings, hard copy and electronic version in

DWG and PDF extensions.

One (1) set of indexed and bound Specifications.

Electronic Folder(s) containing the following:

(a) Final Concept Drawings in AutoCAD (to include PDF versions of each sheet),

(b) Specifications,

(c) Construction Cost Estimate,

(d) Construction Duration Estimate,

(e) Phasing Requirements,

(f) Narrative with Engineering Calculations, Safety Plan and Quality Control Plan, and

(g) Equipment List.

For bidding purposes upon final approval by the VA of all 100% Construction Documents (as evidenced by a VA authorized signature on the Mylar title pages), the A-E must deliver to the VA the following documents: one (1) set of C-size Drawings and one (1) set of bound Specifications.

Construction Period Services (To be awarded only at time of construction award)

• General: The VA Contracting Officer reserves the right to terminate any construction period services, without payment for services completed, if such services are not needed or are not being adequately completed.

• Response to Requests for Information (RFIs): The A-E must be responsible for evaluating RFIs to determine if a change will be required. The A-E must then provide recommendations to the VA Contracting Officer and the VA COR. Within 48 hours, the A-E must provide, in writing, the information, clarification, or revision material needed to properly answer the RFI and to resolve the issue. The A-E must include a cost/credit estimate for RFIs which will result in a change to the contract cost.

• Submittal Review: The A-E must review the Construction Contractor’s Material Submittals. The A-E will be required to review the Material Submittals for adherence to contract requirements and then forward a recommendation of approval/disapproval to the VA Contracting Officer within seven (7) calendar days. The VA COR must take final action of approval/disapproval on each Material Submittal, and must prepare and send a formal return of the Material Submittal to the Construction Contractor.

• The A-E must perform SKM System Analysis Modeling based on equipment selected by the Construction Contractor. Approval of equipment submitted must be based on the National Electric Code (2015) definition of selective coordination modeling results.

• Commissioning: The A-E must develop a Commissioning Plan to activate the new Electrical Load Center 1A.

• Site Visits: Day-to-day construction administration will be performed by the VA COR.

The A-E must make Site Visits during construction as well.

• Asbestos and Lead Inspection: The A-E must perform all inspection and documentation services required during asbestos and lead abatement activities.

• Photographic Documentation: The A-E will be required to prepare photographic documentation in accordance with VA Master Specifications during the period of construction.

• Record drawings: The A-E must verify as-built conditions from contractor-supplied marked-up prints and prepare as-built documents for the VA.

One (1) C-size Drawing and one (1) electronic version of CAD work.

END OF STATEMENT OF WORK

A P P E N D I X A

ENVIRONMENTAL ASSESSMENT

SECTION I

General:

1. This Statement of Work (SOW) is applicable to the renovation and/or remodeling projects that may contain asbestos, lead, mold, and other potentially hazardous or regulated substances in which the VA Professional Industrial Hygienist (VPIH) is hired by the Architect-Engineer (A-E). In this document, the term A-E may also refer to as a Design-Build Contractor.

2. These special instructions cover the A-E services and the VPIH services for the Design

Development and the Construction Documents stages of the VA process and the Construction Period services of a project. The VPIH hired by the A-E is not only required to have the experience and expertise of all aspects of hazard analysis and abatement, but also must have experience working as a member of an A-E design team.

3. The assessment and inspection portion of the services shall be completed by VPIH personnel who are licensed through the State of Connecticut Department of Public Health as asbestos inspectors for those performing asbestos inspection or assessment.

VPIH 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. VPIH 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.

4. The Design Documents shall be produced using VA Master Specifications by the VPIH with personnel who are licensed through 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).

5. The A-E 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 VPIH working for the A-E shall design and produce all hazard analysis and abatement contract documents as well as fully coordinate these drawings with the A-E Contract Documents. Work requirements are listed in SECTION 2.2 for the VPIH.

6. The A-E will employ an independent industrial hygienist consultant and/or use its own qualified personnel to perform various services on behalf of the VA. The VPIH 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. The VPIH will ensure that the abatement work proceeds in accordance with specifications and that the abated areas or abated buildings have been successfully decontaminated. The work of the VPIH 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 VPIH and related 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 VPIH during asbestos abatement oversight shall be licensed through the State of Connecticut Department of Public Health as an Asbestos Project Monitor with project oversight by a CIH accredited by the American Board of Industrial Hygiene ABIH.

SECTION 2

2.1 Project Scope:

The VPIH shall perform an environmental assessment of the proposed work areas as well as 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 A-E 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 VPIH will have access to all the historical records available for the areas impacted by the project before the beginning of the inspection.

2.2 VPIH Services Scope of Work:

1. All areas that may be impacted by this project (as described in Section 2.1) shall require environmental assessments for the presence of asbestos-containing materials, lead-based paint, silica, and other environmental hazards (e.g. polychlorinated biphenyls [PCBs], mercury, refrigerant, etc.).

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

VPIH 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 the

Environmental Protection Agency (EPA), the National Emission Standards for Hazardous Air Pollutants (NESHAP), the Federal Asbestos Hazard Emergency Response Act (AEHRA), and the State of Connecticut regulations.

b. The Asbestos Inspector will collect bulk samples of suspect materials using approved EPA protocol for analysis by polarized light microscopy (PLM) method in a National Voluntary Laboratory Accreditation Program (NVLAP) accredited laboratory.

c. The Asbestos 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 Asbestos 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 Toxicity Characteristic Leaching Procedure (TCLP) 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 any above inspections, also record any other hazardous or regulated materials noticed in the impacted areas and respective conditions such as mercury-containing equipment or items, refrigerant in any AHU, and PCB-containing materials, equipment, or items, etc.

6. VPIH Project Monitoring: During any asbestos abatement activities, provide VPIH monitoring services as specified in the 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, and 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, and any laboratory analysis.

d. Two (2) hard copies and one (1) electronic copy of the Final Reports shall be provided with the 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 Specifications 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 that show 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 that are specific to the site and final clearance criteria shall be detailed.

f. The specification will also provide appropriate guidance related to the lead compliance, 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. Final payment for Construction Period Services will not be made until project close-out documentation is received including, but not limited to, VPIH site logs, monitoring results, and waste manifests.

A P P E N D I X B

INFECTION PREVENTION MEASURES

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

2. Establish and maintain a dust control program as part of the Contractor’s infection preventive measures in accordance with the guidelines provided by the ICRA Group. Prior to the start of work, prepare a plan detailing project-specific dust protection measures including periodic status reports, then submit to the VA COR and VAMC ICRA team for review that ensures compliance with contract requirements in accordance with Section 01340, SAMPLES

AND SHOP DRAWINGS.

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

3. 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 VAMC prior to the start of work and periodically during the construction stage to determine impact of construction activities on indoor air quality. In addition:

a. The VA 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.

b. In case of any problem, the VAMC, along with assistance from the Contractor, shall conduct an environmental assessment to find and eliminate the source.

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

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

SPEC WRITER NOTE: Consider the following and coordinate:

b. Analyze each site during design to determine the effects of blocking HVAC ducts and the 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.

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

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

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

f. Do not perform dust-producing tasks within occupied areas without the approval of the VA COR. For construction in any areas that will remain jointly occupied by the VAMC and Contractor’s workers, the Contractor shall:

i. Provide dust-proof, fire-rated, temporary drywall construction barriers to completely 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 the 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 VA COR and the VAMC.

ii. High Efficiency Particulate Accumulator (HEPA) filtration is required where the exhaust dust may reenter the breathing zone. Contractor shall verify that construction exhaust to the exterior is not reintroduced to the VAMC through intake vents or building openings. Install a HEPA filter vacuum system rated at 95% capture of 0.3 microns including pollen, mold spores, and dust particles.

Ensure 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 VAMC.

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

iv. Vacuum and wet mop all transition areas from the construction area to the occupied VAMC at the end of each workday. Vacuums shall utilize HEPA filtration. Maintain surrounding area frequently. Remove debris as debris is created. Transport debris outside the construction area in containers with tightly fitting lids.

v. The Contractor shall not haul debris through patient-care areas without prior approval of the VA COR and the VAMC. If 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 wiping down.

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

vii. 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 twelve (12) hours. Remove and dispose of porous materials that remain damp for more than seventy-two

(72) hours.

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

5. Final Cleanup:

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

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

i. All new air ducts shall be cleaned prior to final inspection. SPEC WRITER NOTE:

On small projects developed at the VAMC, 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 employees, subcontractors, and affiliates only to the extent necessary to perform the services specified in the Contract 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 contract personnel safeguard the classified information in their possession while performing work on contracts, programs, bids, or research and development efforts. The Department of Veterans Affairs (VA) does not have a Memorandum of Agreement with Defense Security 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 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 VA 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 VA 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. This clause expressly limits the Contractor/subcontractor's rights to use data as described in Rights in Data – General in accordance with Federal Acquisition Regulation (FAR) 52.227- 14(d)(1).

b. VA information should not be co-mingled, if possible, with any other data on the Contractors/subcontractor’s information systems or media storage systems in order to ensure VA requirements related to data protection and media sanitization can be met. If co-mingling must be allowed to meet the requirements of the business need, the Contractor must ensure that VA’s information is returned to the VA or destroyed in accordance with VA’s sanitization requirements. VA reserves the right to conduct on-site inspections of Contractor and subcontractor IT resources that will ensure data security controls, separation of data and job duties, and destruction/media sanitization procedures are in compliance with VA directive requirements.

c. Prior to termination or completion of this Contract, Contractor/subcontractor must not destroy information received from VA or gathered/created by the Contractor in the course of performing this Contract without prior written approval by the VA. Any data destruction done on behalf of VA by a Contractor/subcontractor must be done in accordance with National Archives and Records Administration (NARA) requirements as outlined in VA Directive 6300, Records and Information Management; VA Handbook 6300.1, Records Management Procedures; applicable VA Records Control Schedules; and VA Handbook 6500.1, Electronic Media Sanitization. Self-certification by the Contractor that the data destruction requirements above have been met must be sent to the VA Contracting Officer within thirty (30) calendar days of termination of the Contract.

d. The Contractor/subcontractor must receive, gather, store, backup, maintain, use, disclose, and dispose of VA information only in compliance with the terms of the Contract as well as applicable Federal and VA information confidentiality and security laws, regulations, and policies.

If Federal or VA information confidentiality and security laws, regulations, and policies become applicable to the VA information or information systems after execution of the Contract, or if NIST issues or updates applicable Federal Information Processing Standards (FIPS) or Special Publications (SP) after execution of this Contract, the parties agree to negotiate in good faith to implement the information confidentiality and security laws, regulations, and policies in this Contract.

e. The Contractor/subcontractor shall not make copies of VA information except as authorized and necessary to perform the terms of the agreement or to preserve electronic information stored on the Contractor/subcontractor electronic storage media for restoration in case any electronic equipment or data used by the Contractor/subcontractor needs to be restored to an operating state. If copies are made for restoration purposes, after the restoration is complete, the copies must be appropriately destroyed.

f. If VA determines that the Contractor has violated any of the information confidentiality, privacy, and security provisions of the Contract, it shall be sufficient grounds for VA to withhold payment to the Contractor or third party, or terminate the contract for default or terminate for cause under FAR Part 12.

g. If a VHA Contract is terminated for cause, the associated Business Associate Agreement (BAA) must also be terminated and appropriate actions taken in accordance with VHA Handbook 1600.01, Business Associate Agreements. Absent an agreement to use or disclose protected health information, there is no business associate relationship.

h. The Contractor/subcontractor must store, transport, or transmit VA sensitive information in an encrypted form, using VA-approved encryption tools that are, at a minimum, FIPS 140-2 validated.

i. The Contractor’s/subcontractor’s firewall and Web services security controls, if applicable, shall meet or exceed VA’s minimum requirements. VA Configuration Guidelines are available upon request.

j. Except for uses and disclosures of VA information authorized by this Contract for performance of the Contract, the Contractor/subcontractor may use and disclose VA information only in two other situations: (i) in response to a qualifying order of a court of competent jurisdiction or (i i ) with VA’s prior written approval. The Contractor/subcontractor must refer all requests for, demands for production of, or inquiries about, VA information and information systems to the VA Contracting Officer for response.

k. Notwithstanding the provision above, the Contractor/subcontractor shall not release VA records protected by Title 38 U.S.C. 5705, confidentiality of medical quality assurance records and/or Title 38 U.S.C. 7332, confidentiality of certain health records pertaining to drug addiction, sickle cell anemia, alcoholism or alcohol abuse, or infection with human immunodeficiency virus.