Scope of Work Description r.pdf

Back Dock Improvements – Lifts Replacements Veteran Healthcare System of the Ozarks (VHSO) Department of Veteran Affairs Fayetteville, AR

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Scope of Work Description:

1. Project Location: Back Dock Building 1 Veteran Healthcare System of the Ozarks 1100 N College Ave Fayetteville, AR 72703

2. Project Background:

(a) VHSO has two dock lifts available for the movement of supplies on and off the main receiving dock for building 1. These lifts are used in the delivery of mission critical supplies such as pharmaceuticals and oxygen tanks. During routine maintenance it was discovered that they are beyond normal maintenance and will need to be replaced. They are currently functioning, but the service technicians that repaired them stated that the fixes are at best a band-aid and will not be sufficient in the long term.

3. The general requirements of this project must include:

a) The removal and replacement of the existing dock lift must be in accordance with this Statement of Work and the FAR Solicitation and Contract clauses that are identified in the complete Solicitation package:

i. Contractor will be responsible for all decommissioning, removal, and legal disposal of the existing dock lift, associated utilities, and auxiliary lift components.

ii. Contractor will be responsible for all site and utility demolition, debris removal and legal disposal. Provide site preparations for new installation requirements in accordance with Statement of Work and manufacturer’s instructions.

iii. Contractor will be responsible for procurement and installation of new dock lift and all site/utility improvements as identified in the Statement of Work and in accordance with manufacturer’s instructions.

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iv. Contractor to provide startup, testing, and training of Government staff on new lift operation and maintenance requirements.

b) The repair/replacement must be performed in a neat, workmanlike manner to provide code-compliant, complete, properly functioning installation.

c) Contractor must be responsible for all project waste including hauling away, directing waste to recycle, and legally disposing of remaining waste.

d) Demolition / new installation activities must be sequenced and scheduled to minimize its impact on daily facility operations.

i. Contractor will coordinate with EPM/COR and shipping / receiving staff prior to the beginning of construction activities to identify a logistics plan for maintaining shipping and receiving activities during construction.

ii. Any shutdowns of electrical / water distribution at the facility must be thoroughly coordinated with the facility and must occur during time periods acceptable to the facility.

iii. In order to accomplish this requirement, the Contractor must have new equipment in place and functional to the greatest extent possible; and must have plumbing installations in place to the greatest extent possible.

e) Contractor must provide all labor, equipment, and materials needed for the indicated replacement.

4. Government-Furnished Equipment and Services:

(a) Forklift and Operator The Government may provide a forklift and a qualified operator for use by the contractor during the installation of equipment, subject to the following conditions:

i. The contractor must request and coordinate the use of the forklift and operator with the Contracting Officer's Representative (COR) at least 4-5 business days in

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advance. Requests should include the expected date(s) and duration of use, as well as any specific requirements.

ii. The contractor shall use the government-provided forklift and operator solely for the purposes authorized in this contract. The contractor is responsible for ensuring that the equipment is used in a safe and appropriate manner and returned in the same condition as it was received, subject to reasonable wear and tear.

iii. The contractor will be liable for any damage to the forklift or injury to the operator due to negligence or improper use by the contractor’s personnel. The contractor will bear the costs of any repairs or replacements required due to such damage.

5. Contractor(s) are strongly encouraged to visit the site of the proposed work and review the existing conditions there relating to construction and labor, and to be fully informed as to the facilities involved, and the difficulties and restrictions that may affect the performance of the Contract. Failure to visit the site will not disqualify those submitting a proposal. However, change order requests for items that could have been reasonably ascertainable from a site visit (and included in a proposal) will be reviewed by the CO and evaluated accordingly.

6. After project award, the Contractor must confirm all existing conditions and dimensions prior to proceeding with any project activities; identify all existing conditions that may impact the work; and alert the CO and COR immediately if conditions are discovered that differ from the SOW. Contractor must point out discrepancies between work identified in this SOW and actual field-verified conditions--if they exist, prior to performing work.

7. Period of performance is ninety (90) days after written notice to proceed.

8. The Contractor must furnish all labor, materials, equipment, supplies, transportation, utilities, supervision, safety equipment, and incidentals for all elements of the work to provide a complete and properly functioning installation in accordance with this Statement of Work. The installation must be ready for use by Final Completion date.

9. Contractor must not leave unattended out-of-service any utility, fire protection, life safety system, or security system without written permission of the COR. If a utility, fire protection, life safety system or security system is not functional at the end of a work period without written permission of the COR, then the Contractor must restore the

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system(s) to working order prior to leaving the job site or must furnish an around-the-clock watch subject to COR written approval until the system is functional. If the Contractor fails to do so, the Contractor must reimburse the Government a fee equal to the amount of costs incurred by the Government to furnish around-the-clock watch and/or repair the system(s).

10. Contractor cannot rely on available VA as-built drawings to identify all existing underground utilities. Prior to any excavating, contractor must be required to make sure that the location of all underground utilities in excavation sites is accurately designated.

Contractor must be responsible for all costs related to identification of underground utilities. Contractor must provide a comprehensive report on all underground utilities, which must include survey ground marks laid out and an illustration of job-site showing underground utilities. The Utility Location & Coordination Uniform Color Code must be used for the ground marks and illustrations. Damage to underground utilities as a result of contractor’s excavation activity must be repaired at contractor’s expense.

(a) It may be necessary for contractor to employ the services of a Subsurface Utility Engineering firm to conduct surveys to locate all underground utilities in areas to be excavated. Such surveys might utilize geophysical prospecting techniques and electromagnetics. In some circumstances these conventional methods do not precisely locate the utilities, in which case the following additional means may be utilized: TV video pipe inspection, ground penetrating radar (for non-metallics), and vacuum excavation.

11. Contractor is solely responsible for safety measures and conformance to applicable requirements.

(a) Contractor must provide all means and methods to protect the facility and its installations from all project activities, including protecting the facility from environmental elements as the improvements are completed.

(b) Contractor’s highest priority must be safety. Contractor work must be in accordance with Federal, State, Local OSHA codes, regulations, latest edition of NEC, latest edition of NFPA 70E, and 01 35 26 Safety Requirements specification.

Contractor must furnish and use required safety items, including, but not limited to, safety signage, cones, barricades, and must furnish and wear required Personal Protective Equipment (PPE).

(c) Contractor must be responsible to develop a phasing and Infection Control Risk Assessment (ICRA) that incorporates requirements of specifications 01 00 00 General Requirements to meet requirements of VHSO and VHSO ICRA.

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12. Basis-of-design products are indicated in this SOW to convey a specified standard of quality and salient characteristics desired but are not to be considered a single source specification. Contractor-proposed equals will be considered.

(a) The Contractor must compare and validate that quality and salient characteristics are equal and approve the proposed equal products prior to submission for Government review and approval. Additional work required to incorporate Contractor-proposed equals must be at the Contractor’s expense.

(b) All Contractor-proposed equal equipment, materials, manufacturers, or installation will be reviewed. It must be the Contractor’s burden to furnish all documentation and / or samples to show equality with specified items.

Facility’s decision on equality is final.

(c) All submittals/quotes will reflect:

I. Provide submittals for all proposed equipment and auxiliary components providing salient characteristics, manufacturer's warranty, and quantity.

II. Provide subcontracting plan, indicate if the subcontractor is SDVOSB certified, roster of subcontractor personnel working on site, their role in this project, and their resume providing past experience and training relevant to this project.

III. Rental equipment used in installation (if applicable).

IV. Labor V. Provide a detailed projected schedule to include a Gant Chart starting at day of award/notice to proceed.

(d) All submittals must be distributed to and reviewed by the Government prior to commencing work at the site. Purchase of materials prior to award are at the Contractor’s risk.

13. Minimum Qualities and Characteristics for two (2) dock lifts and all auxiliary components:

(a) Kelly Model KDL-7295-15K-Pit Mounted or Equal

(b) 18” standard solid or split bridge plate

(c) Dual hydraulic lifting cylinders

(d) Dual safety chains across operating ends

(e) Velocity fuses on lift cylinders to prevent uncontrolled descent

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(f) Manual lowering valve to lower lift in event of power loss

(g) Accordion Bellow skirting to prevent debris from collecting in pit.

(h) Spring-assisted bridge

(i) Electric toe-guards

(j) Maintenance safety strut

(k) Removable handrails.

(l) Pre-wired Nema 4x push button control

(m) 15,000lbs Lifting Capacity

(n) Guard Rails (removable)

14. Contractor must coordinate all work activities with the COR prior to beginning any work.

All work must be scheduled in a manner that ongoing research is not jeopardized, and facility’s ongoing day-to-day operations are not affected negatively, including air quality.

(a) Project must be left broom-clean at the end of each workday.

(b) During pre-construction meeting, Contractor must verify all parking, security, health requirements, laydown, and staging areas with the VHSO staff.

15. After award Contractor must prepare and submit to COR by email:

a. Daily Construction Reports: Prepare a daily construction report recording the following information concerning events at Project site:

i. List of subcontractors at Project site.

ii. List of separate contractors at Project site.

iii. Approximate count of personnel at Project site.

iv. Equipment at Project site.

v. Material deliveries.

vi. General weather conditions, including presence of rain or snow.

vii. Accidents.

viii. Meetings and significant decisions.

ix. Unusual events

x. Stoppages, delays, shortages, and losses

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xi. Meter readings and similar recordings.

xii. Emergency procedures.

xiii. Orders and requests of authorities having jurisdiction.

xiv. Change Orders received and implemented.

xv. Construction Change Directives received and implemented.

xvi. Services connected and disconnected.

xvii. Equipment or system tests and startups

(b) Material Location Reports: At weekly intervals, prepare and submit a comprehensive list of materials delivered to and stored at Project site. List must be cumulative, showing materials previously reported plus items recently delivered. Include with list a statement of progress on and delivery dates for materials or items of equipment fabricated or stored away from Project site.

Indicate the following categories for stored materials:

i. Material stored prior to previous report and remaining in storage.

ii. Material stored prior to previous report and since removed from storage and installed.

iii. Material stored following previous report and remaining in storage.

(c) Reporting Unusual Events: When an event of an unusual and significant nature occurs at Project site, whether related directly to the Work, prepare and submit a special report. List chain of events, persons participating, response by Contractor's personnel, evaluation of results or effects, and similar pertinent information. Advise COR/ACOR in advance when these events are known or predictable.

16. Records Management: Contractors whose employees create, work with, or otherwise handle Federal records, as defined in Section B, regardless of the medium in which the record exists.

a. “Federal record” as defined in 44 U.S.C. § 3301, includes all recorded information, regardless of form or characteristics, made or received by a Federal agency under Federal law or in connection with the transaction of public business and preserved or appropriate for preservation by that agency or its legitimate successor as evidence of the organization, functions, policies, decisions, procedures, operations, or other activities of the United States Government or because of the informational value of data in them.

b. The term Federal record:

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i. Includes U.S. Department of Veterans Affairs (VA) records.

ii. Does not include personal materials.

c. Applies to records created, received, or maintained by Contractors pursuant to their VA contract.

d. May include deliverables and documentation associated with deliverables.

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

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

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

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

21. The Contractor must immediately notify the appropriate Contracting Officer upon discovery of any inadvertent or unauthorized disclosures of information, data, documentary materials, records, or equipment. Disclosure of non-public information is limited to authorized personnel with a need-to-know as described in the contract. The Contractor must ensure that the appropriate personnel, administrative, technical, and

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physical safeguards are established to ensure the security and confidentiality of this information, data, documentary material, records and/or equipment is properly protected. The Contractor must not remove material from Government facilities or systems, or facilities or systems operated or maintained on the Government’s behalf, without the express written permission of the Head of the Contracting Activity. When information, data, documentary material, records and/or equipment is no longer required, it must be returned to VA control, or the Contractor must hold it until otherwise directed. Items returned to the Government must be hand carried, mailed, emailed, or securely electronically transmitted to the Contracting Officer or address prescribed in the contract. Destruction of records is EXPRESSLY PROHIBITED unless in accordance with Paragraph (4).

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

23. The Contractor must only use Government IT equipment for purposes specifically tied to or authorized by the contract and in accordance with VA policy.

24. The Contractor must not create or maintain any records containing any non-public VA information that are not specifically tied to or authorized by the contract.

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

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

27. All Contractor employees assigned to this contract who create, work with, or otherwise handle records are required to take VA provided records management training. The Contractor is responsible for confirming training has been completed according to agency policies, including initial training and any annual or refresher training.

28. The Contractor must incorporate the substance of this clause, its terms and requirements including this paragraph, in all subcontracts under this contract, and require written subcontractor acknowledgment of same.

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29. Violation by a subcontractor of any provision set forth in this clause will be attributed to the Contractor.

30. Site Supervision: Contractor must submit written qualifications of proposed site superintendent(s) to the CO and COR for consideration. Contractor must furnish superintendent(s) with written COR approval to continuously supervise on site contract activities. Contractor superintendent(s) must not engage in any direct trades’ labor.

(a) Contractor must coordinate with VA Police and COR to comply with the VHSO security management program, including but not limited to, obtain onsite access permission by the VA Police, be identified by Contractor and project, and restricted from unauthorized access.

(b) While on campus, Contractor must wear a visible VHSO issued identity Badge.

Contractor can be subject to inspection of personal effects when entering or leaving the project site and VHSO property. Contractor site superintendent must escort Contractor employees to Engineering Shop (Building 37) to obtain badge(s). Contractor must maintain a Badge Log with Employee Names, Badge ID Numbers, Start Date(s), Departure Date(s), ID Lost Date(s), and ID Return Date(s). Contractor must update Badge Log and furnish to the COR weekly or as directed in writing by COR. Contractor must report lost Badge(s) immediately to the COR and document on Badge Log. Contractor must return Badge(s) immediately on day of departure of employee from project to COR and document on Badge Log. Contractor must return remaining Badge(s) at project closeout to COR. Contractor must reimburse the Government a $100.00 fee for each lost or unreturned Badge.

(c) Contractor site superintendent may check out a key to access mechanical and electrical rooms as project requires. Contractor site superintendent must check out and return a key at Engineering (Building 37) daily and the key must not leave VHSO property.

Contractor site superintendent must notify the COR when a key is lost. Contractor must reimburse the Government a $3,500.00 fee for each lost or unreturned key(s).