Scope of Work Repair Steam Tunnels.docx
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- Attached to
- Z1LC-- 640A0-22-903 Repair Steam Tunnels
- Solicitation number
- 36C26123R0014
About this file
The statement of work outlines the requirements for replacing underground steam lines at the VA Palo Alto Health Care System Menlo Park campus. The contractor shall provide all labor, materials, equipment, supervision and services to replace approximately 500 linear feet of 2-inch condensate return piping and 100 linear feet of 3-inch high pressure steam supply and 2-inch condensate piping between specified manholes. The work must be completed within 180 days of notice to proceed and coordinated to minimize disruption to direct patient care. The contractor shall comply with all applicable codes and safety standards, obtain necessary approvals, and restore all areas after completion of the work.
The related sources sought notice requests information from qualified businesses, including SDVOSB/VOSB, SDB, WOSB, HUBZone, 8(a), and small businesses, to identify potential contractors interested and capable of performing the steam tunnel repair work. Responses are requested by November 30, 2022 to assist in determining the appropriate acquisition method and potential for set-asides.
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| 36C26123R0014.docx | DOCX document | |
| Sources Sought Response Form 36C26123R0014.docx | DOCX document |
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SCOPE OF WORK
PROJECT #640A0-22-903
“Replace Underground Steam Lines”
1. General Intent
1.1 The contractor shall provide all tools, materials, supervision, other items and services necessary to provide a complete turn key replacement of the out dated, leaking and energy deficient steam lines in two (2) separate locations at the VAPAHCS Menlo Park Division 795 Willow Road Menlo Park, CA 94025. (see attachments)
1.1. The contractor shall perform to the standards of this contract. This project shall take no longer than 180 days from the notice to proceed to complete.
1.2. This project encompasses underground work on the existing steam supply & condensate return system for building domestic hot water and space heating (HVAC) to direct patient care areas.
1.3. This project shall be coordinated with the appointed COR (Contracting Officers Representative) to ensure minimal interruption to DIRECT PATIENT CARE.
1.4. Contractor shall abide/ follow all current accepted/ applicable codes, standards, practices and policies in use at the VAPAHCS at the time of the notice to proceed. In the event of overlapping or conflicting codes, standards etc. the COR is the authority having jurisdiction (AHJ) having the final decision, work shall continue at no additional cost to the government.
2. Summary of Major Tasks.
2.1. The contractor shall survey the existing condition of roadways, walkways, patios, landscaping, vegetation etc. in each work locations and provide pictures of the surveyed areas of work to the project COR before beginning work. Contractor shall restore all locations back to the original site condition and minimize excavation/ exposure. Due to patient privacy concerns no pictures shall be taken without the Contracting Officers written approval and taken in the COR’s presence.
2.2. Contractor shall provide a detailed and expanded contract schedule per specification 01 00 00 General Requirements to the CO as an evaluation factor and resubmit an updated copy after award to the COR.
2.3. Contractor provides all material submittals for prior approval to COR before actual purchase.
2.4. The contractor shall identify all existing underground utilities i.e. electrical, natural gas, water, Fire Protection, sewer, communications systems etc. before work begins in the work areas.
2.5. Contractor shall provide shop drawings of new steam pipe installations.
2.6. Contractor shall Saw-cut and remove existing asphalt/ pavement, concrete walkways/ patios and existing (old) steam piping etc. as needed. Disposal of materials is at the contractor’s expense.
2.7. Backfill trenches and compact the dirt to 95% compaction in roadways and 75% compaction in planter beds, reuse of dirt shall be permitted.
2.8. Contractor shall be responsible for maintaining safe work conditions to include but not limited to traffic control, trenching/ trenches, steam lines and manholes etc. Open trenches, welding etc. shall be protected from patients, staff, visitors and vehicle traffic at all times.
2.9. Open trenches shall be covered with the appropriate material and area left in a clean safe condition at the end of each workday.
2.10. All manhole penetrations shall be sealed and watertight.
2.11. Contractor shall provide a weekly summary report of completed and projected tasks. Format to be approved by COR.
2.12. Contractor shall be required to attend the standard VAPAHCS shutdown safety meeting held at the Palo Alto Division Building 6 conference room number C-341 @ 1:00pm on the Friday before each and every shutdown.
2.13. Contractor is responsible for safely securing the work site during and after hours, on site security is not required.
2.14. Contractor shall provide traffic detour signage as required when closing roadway or walkways for each location, signage and posting plan shall be submitted to the COR for review and approval prior to posting.
3.0 Summary of the Scope of Work
3.1. Location #1 Remove and Replace approximately five hundred (500) linear feet of 2” condensate return piping between manholes 2-9 and 2-10. Work process is in the road between building 303 and 332 on Shoppe Lane. This section of steam line is beneath the existing road and will require road closure and pedestrian protection.
3.2. Location #2 Remove and Replace approximately one hundred (100) linear feet of 3” high pressure steam supply and 2 ½” condensate piping between manholes 2-1 and 2-0. NOTE Loading dock of Building 331 will be inaccessible.
3.3. Replace all excavated fill, base, road, and sidewalk removed for access to the lines per the applicable specifications and standards.
4.0 Quality Control
| 4.1. | The Contractor shall implement and maintain a complete quality control (QC) program so that all requirements are provided for as specified in all sections of this contract. The Contractor’s QCP shall include but not be limited to the following: |
| 4.1.1. | A statement describing how the Contractor will meet the basic requirements of this contract (including staffing levels, time of response) shall be provided to the COR fifteen (15) days after effective date of contract award and whenever there are major turnover of personnel. A major turn-over is two or more employees. |
| 4.1.2. | A method for identifying deficiencies in the quality of services performed before the performance deficiency becomes unacceptable. The QCP shall contain processes for corrective actions without dependence upon Government direction and shall maintain records of all Contractor QC inspections and corrective actions. |
| 4.1.3. | A method of recording or logging the activities of the Contractor, which would demonstrate the Contractor's ability to maintain the minimum requirements of this contract. |
| 4.1.4. | Three copies shall be submitted to the COR within 5 working days when changes are made thereafter. After acceptance of the quality control plan, the Contractor shall receive the COR’s approval in writing of any proposed change to the QAP. |
| 5.0 | Hours of Operation – Location – |
| 5.1. | The Contractor is responsible for conducting business during normal hours between 7:00 am to 6:00 pm, Monday thru Friday except on Federal holidays or when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government directed facility closings. |
NOTE: Loud noise such as operating heavy equipment, vehicle traffic, asphalt/ concrete cutting etc. shall not be permitted between the hours 7:00am – 8:00am Monday thru Friday.
| 5.1.2. | Contractor shall provide requests of critical tasks involving utility shutdowns a minimum of four weeks in advance to the COR. Utility shutdown shall not continue without the COR’s approval. |
| 5.1.3. | Federal Holidays. The Contractor shall not work on recognized holidays: New Year’s Day, Martin Luther King Day, President’s Day, Memorial Day, Independence Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving Day, Christmas Day and any other day designated by the President. |
| 5.1.4. | Place of Performance: The work shall be performed at the VA Menlo Park Medical Center located at 795 Willow Road Menlo Park, CA 94025 |
| 6.0 | Security Requirements |
| 6.1. | The Contractor shall wear and display temporary ID badges to be provided by the VA Police IAW Health Care System (HCS) Memorandum (Memo) No. 07-10-14, Attachment C. |
| 6.1.2. | Physical Security. The Contractor shall safeguard government equipment, information and property provided for Contractor’s use. The Contractor shall secure government facilities, equipment and materials at the end of each work period. |
| 6.1.3. | Key Control. There shall be no government keys issued on this contract/ project. |
| 6.1.4. | Lock Combinations. The Contractor shall establish and implement methods of ensuring that all lock combinations are not revealed to unauthorized persons. The Contractor shall ensure that lock combinations are changed when personnel having access to the combinations no longer have a need to know such combinations. These procedures shall be included in the Contractor’s QAP. |
| 7. | Qualifications of Contractor Personnel |
| 7.1. | The Contractor shall be fully staffed on the first day of contract performance, and prepared to maintain a fully trained staff through the life of the contract. The Contractor shall have sufficient and qualified staff to begin work on effective date of contract. |
| 7.1.2. | Project Manager. The Project Manager (PM) shall be physically on-site during normal work hours and shall be responsible for performance of all work. The PM shall possess a minimum of eight years’ experience within the last ten years. PM’s work experience should be similar to the size and magnitude of this contract and fully conversant in the English language. |
| 7.1.3. | Post Award Conference and Periodic Progress Meetings. The Contractor shall attend the post award conference and periodic progress meetings as scheduled by the COR. The CO, COR and any other Government personnel, as appropriate, may meet periodically with the contractor to review the contractor's performance. |
| 7.1.4. | The Contractor shall submit a resume of qualifications to the COR for key personnel proposed for the project. All Contractor employees will be approved by the COR prior to start of work. If, at any time from date of award to the end of the contract, a non-key Contractor personnel is no longer available, the COR has the right to accept or reject new personnel. |
| 7.1.5. | Removal of Personnel. The Contractor shall remove any employee from the performance of this contract immediately upon receipt of CO notice. The Contractor employees shall be removed immediately when he/she is involved in a violation of the Terms and Conditions of the contract, criminal behavior, violation of VA security, confidentiality requirements and/or other disciplinary reasons. |
8.0 Contracting Officer Representative (COR)
| 8.1. | Designation of COR. Upon award of the contract the Contractor will receive a copy of the COR Delegation Letter. The letter will state the responsibilities and limitations of the COR, especially with regard to changes in cost or price, estimates or changes in delivery dates. The COR is not authorized to change any of the terms and conditions of the resulting order. |
| 8.1.2. | The COR will be authorized to perform the following functions |
| 8.1.3. | Monitor and inspect Contractor’s performance |
| 8.1.4. | Maintain written and oral communications with the Contractor concerning technical aspects of the contract |
| 8.1.5. | Issue written interpretations of technical requirements, including Government drawings, designs and specifications |
| 8.1.6. | Communicate with the CO and the Contractor of any deficiencies |
| 8.1.7. | Coordinate availability of government furnished property |
| 8.1.8. | Provide site entry of Contractor personnel. |
9.0 Definitions and Acronyms used in SOW
| 9.1. | Contractor - A supplier or vendor awarded a contract to provide specific supplies or service to the government. The term used in this contract refers to the prime. |
| 9.2. | Contracting Officer (CO) - The person with the authority to enter into, administer, and or terminate contracts, and make related determinations and findings on behalf of the government. Note: The only individual who can legally bind the government. |
| 9.3. | Contracting Officer Representative (COR) – A VA employee delegated by the CO to administer the contract. The delegation will be in writing and will state the scope of authority and limitations. The COR will have the authority to provide technical direction to the Contractor as long as that direction is within the scope of the contract, does not constitute a change, and has no funding implications. The COR do not have the authority to change the terms and conditions of the contract. |
| 9.4. | Deliverable - Anything that can be physically delivered, but may include non-manufactured things such as meeting minutes or reports. |
| 9.5. | Key Personnel – Those individuals identified to be important to the Contractor’s performance. |
| 9.6. | Physical Security - Actions that prevent the loss or damage of Government property. |
| 9.7. | Quality Assurance - The government procedures to verify that services being performed by the Contractor are performed according to acceptable standards. |
| 9.8. | Quality Assurance Surveillance Plan (QASP) - An organized written document specifying the surveillance methodology to be used for surveillance of contractor performance. |
| 9.9. | Quality Control Plan – The Contractor’s plan to ensure the necessary measures are taken to meet the terms and conditions of the contract. |
| 9.10. | Sub-contractor - One that enters into a contract with a prime contractor. The Government does not have “privity of contract” with the subcontractor. |
| 9.11. | Work Day - The number of hours per day the Contractor provides services IAW with the contract. |
| 9.12. | Work week - Monday through Friday, unless specified otherwise. |
| 9.13. | Random Sampling – One of many methods used by the COR to monitor the Contractor’s work and performance. |
| 9.14. | 100% Inspection – This method will be used for tasks that occur infrequently. The COR or designated representative will inspect and evaluate performance. |
| 9.15. | Periodic Surveillance – This method is used to evaluate on a periodic basis such as monthly, quarterly or semi-annually. |
| 9.16. | Acronyms commonly used |
| ACOR | Alternate Contracting Officer's Representative |
| CCE | Contracting Center of Excellence |
| CFR | Code of Federal Regulations |
| CONUS | Continental United States (excludes Alaska and Hawaii) |
| CO | Contracting Officer |
| COR | Contracting Officer Representative |
| COTS | Commercial-Off-the-Shelf |
| FAR | Federal Acquisition Regulation |
| HIPAA | Health Insurance Portability and Accountability Act of 1996 |
| IAW | In Accordance With |
| OCI | Organizational Conflict of Interest |
| PIPO | Phase In/Phase Out |
| POC | Point of Contact |
| PRS | Performance Requirements Summary |
| SOW | Performance Work Statement |
| QA | Quality Assurance |
| QAP | Quality Assurance Program |
| QASP | Quality Assurance Surveillance Plan |
| QC | Quality Control |
| QCP | Quality Control Program |
| SOW | Statement of Work |
TBD To Be Determined
| TE | Technical Exhibit |
| VAPAHCS | VA Palo Alto Health Care System |
| 10. | Government Property, Facilities, Equipment and Other Services |
| 10.1. | Shut-Down Utility Services. The Government will provide manpower to assist in the shutdown of utility systems where the Contractor is required to service only through approved utility shutdown request. Shutdown requests shall be submitted to the COR no later than 4 weeks in advance and approved by the COR before work will commence. Shutdowns will not be authorized on holiday weekends (usually 3 days in length). |
| 10.2. | Using Government facilities during performance: |
| 10.2.1. | The Contractor shall be in proper attire (shirt and shoes required). The Contractor shall make every effort to keep the areas clean and tidy. The Contractor shall clean-up areas after each day’s work. NOTE Access to patient areas is prohibited. |
| 10.2.2. | Latrines Usage. The Contractor is permitted to use the VA toilet facilities within building 370 (maintenance shop), however, the Contractor will ensure that the facilities are kept clean and will be responsible for any damage done by the Contractor’s workers. |
| 10.2.3. | Parking. The Contractor shall adhere to the rules and regulations of the station when parking within the facility. |
| 10.2.4. | Specific parking areas may be assigned to the Contractor. Violators will be ticketed. The Contractor shall not use parking spaces reserved for engineering vehicles or lawn areas or “back in” into a parking space. |
| 10.2.5. | Contractor Deliveries. The COR will assign routes for the delivery of materials and supplies to the job site. The Contractor or construction traffic will not block any road or street, walk or building egress without requesting approval in a timely manner. |
| 10.2.6. | Loading and Unloading. Building loading docks and landings may be used to load or unload construction materials when approved by the COR. However, any vehicle left unattended for more than a few minutes may be cited by the VA Police. Some areas may be reserved for VA operations only during certain hours. |
| 10.2.7. | VA Police. The VA Police are Federal Police Officers with full authority to make arrests, investigate crime, and to issue citations. Citations issued for driving, parking violations or other offenses may require an appearance in the Federal District Court and/or payment of a fine. |
| 10.2.8. | Speed Limits. For the safety of patients, speed limits and other driving and parking codes will be strictly enforced. The speed limit on VA roads is 15 MPH under ideal conditions. In parking lots, the speed limit is 5 MPH. |
| 10.2.9. | Locked Areas. The Contractor is to coordinate access to locked areas with the COR, including obtaining keys required for access to work sites. All buildings at the VAMC are locked during other than normal work hours. When the Contractor has approval to work other than normal work hours, he will need to make arrangements for his workers to have access to job sites. |
10.2.10. Operations and Storage Areas will be confined to areas designated by the COR or approved in writing by the COR. The Government will not be responsible for tools, equipment or other materials left or stored on Government facilities, unless exceptions are provided in the contract.
10.2.11. Utilities. The VA will provide utilities in the facility and will be available for the Contractor to use in the performance of the contract. The Contractor shall exercise conservation practices. The Contractor is expected to turn off water faucets or valves after use. The Contractor is required to utilize GFCI protectors with all plugged in equipment. The Contractor is required to hardwire temporary power distribution boxes when large electrical loads are required to prevent tripping breakers and interrupting service.
| 10.3. | The Contractor shall NOT turn-on or turn-off any utility service such as water, gas, medical air and gas, steam, sewer, electric, fire protection or communication without prior approval of the Chief of Engineering, VAPAHCS. This includes those interruptions required by the contract. |
| 10.4. | Shutdowns. Written requests for utility shutdowns shall be completed by the Contractor and submitted to the COR at least four weeks before the scheduled work. Lock-out / tag-out (LOTO) shall be strictly adhered to on any disruption or shut-down of any energy source. Any emergency requiring an immediate shutdown shall be reported to the COR. The COR will notify the engineering office and the appropriate Chief, Maintenance and Repair or site designee. The Contractor shall prepare and forward to the COR or designated representative, a written report of the situation, why it happened, a schedule of any further corrective work needed, and what, if any steps will be taken to prevent a recurrence. |
| 10.5. | Government Furnished Equipment (GFE). The VA will not provide any equipment or materials to be used in this contract. |
| 11. | Contractor Furnished Equipment (CFE) and Responsibilities |
| 11.1. | Secured worksites. The Contractor shall secure the worksite and provide construction safety and infection control barriers, including but not limited to temporary fencing, trench covers, etc. or wherever work may cause injury to workers, patients, visitors and VA personnel. |
| 11.1.1. | The Contractor shall conform to the rules and regulations as set forth by OSHA Safety and Health Standards, 29 CFR Part 1926 - Safety and Health Regulations for Construction and Title 8, California Administrative Code - Construction Standards. When the standards differ, the more restrictive standard shall apply, COR shall make the final determination. Construction site signage is required. Construction sites outside of existing structures shall be enclosed by 6 feet tall metal fencing. |
| 11.2. | CFE Equipment, Supplies and Materials: The Contractor shall furnish materials, supplies, and equipment necessary to meet the requirements under this SOW. |
| 11.2.1. | Protective Clothing/Equipment. The Contractor shall wear and use protective clothing and gear when required. This includes hard hats, goggles, protective shoes, gloves, harnesses, masks or breathing apparatus, etc. |
| 11.2.2. | Telephones. The VA will not provide phones to the Contractor. However, the Contractor may use the VA telephone lines to contact the COR, the Engineering Service office, or when authorized by the COR, to call their office concerning contract matters. Telephone calls for the Contractor will not be accepted by the VA. |
| 11.3. | Waste and Debris. The Contractor shall remove any waste and debris created in executing the contract and shall dispose the waste outside of the VAMC. The Contractor may bring in a bin or dumpster for waste, however, must have the COR’s written approval prior to locating the bin at a specific location. Contractor’s debris shall be covered when taken from work sites to dump area. This is critical when carried through patient care areas. |
| 12. | Specific Tasks to the Major Tasks in SOW 2.0 |
| 12.1. | Mobilization-The Contractor shall provide the COR with a request for laydown area to include but not be limited to area and description of what will be placed. The COR shall identify Contractor Laydown and parking location after the request is reviewed and accepted. |
| 12.1.1. | The contractor shall install temporary fencing per Specs 01-00-00-6 section 1.6. (F) Operations and Storage areas |
| 12.2. | Storage- Contractor shall determine storage requirements and install in designated laydown area identified by COR. |
| 12.3. | Contractor shall gather all tools, machinery and equipment to perform required services within this SOW securing in storage container/area. |
| 12.4. | Provide required documents as stated in section 3.0 of the SOW. |
| 12.5. | Install Safety signage per specification 10-00-00-21 section 1.30 Safety sign(s). |
| 12.6. | Site Preparation |
| 12.6.1. | The COR shall identify the work zone, new equipment location and location restraints. |
| 12.6.2. | The Contractor shall identify work hazards IAW OSHA Hazard communication standard (29 CFR 1910.1200). |
| 12.6.3. | The Contractor shall protect existing vegetation, structures, equipment, utilities, and improvements per specification 01 00 00.1.10. |
| 12.7. | Demobilization Activities |
| 12.7.1. | Clean Up Responsibility. The Contractor shall clean and remove all debris, trash, supplies, equipment and CFE property upon completion of project. Clean up activities includes the disassembly, removal, and site cleanup of offices, buildings, and other facilities assembled on the site. The Contractor shall NOT dispose the waste and debris on VA property to include the VA trash containers or dumpsters. The Contractor may provide its own trash bin or dumpster with prior approval from the COR. Location of Contractor’s bin will be decided by the COR. |
| 12.7.2. | Clean-Up. The Contractor shall not allow waste or debris to accumulate in facility corridors or any other building areas where it may pose a safety hazard. Debris and trash shall be covered when it is transported through patient care areas. Contractor shall adhere to up IAW Section 01 00 00.1.8 Infection Prevention Measures and clean up sections of related work specifications. |
| 12.7.3. | The Contractor shall restore any damage to vegetation, structures, equipment, utilities, and improvements per Section 01 00 00.1.11 |
| 12.8. | Documentation |
| 12.8.1. | Work plan. The Contractor shall submit a work plan outlining the company plans to complete a quality project within a given amount of time and in compliance with this firm fixed price contract. |
| 12.8.2. | Schedule. The Contractor shall submit project schedule IAW Section 01 32 13 16.15 Project Schedules and simplified three-week look-ahead schedule. |
| 12.8.3. | Submittals. The Contractor shall submit project submittals per Section 01 03 23 Shop Drawings, Product Data, and Samples for COR approval. |
| 12.8.4. | Quality Control Plan. The Contractor shall outline the procedures that the contractor will use to ensure that a high quality product is produced for this contract. See SOW 3.0. |
| 12.8.5. | Safety Plan. The Contractor shall outline the safety procedures that comply with applicable federal, state and local laws, the Occupational, Safety and Health Act (OSHA) (Public Law 91-596) and the resulting standards, OSHA Standards 29 CFR 1910 and 1926, as applicable, and the protection of their employees. Additionally, the Contractor is responsible for the safety and health of all subcontractor employees. |
| 12.8.6. | Meeting minutes. The Contractor shall record and track meeting minuets and submit to COR for editing and approval. |
| 12.8.7. | Inspection records. The Contractor shall submit weekly inspection testing and reports to COR. |
| 13. | Applicable Publications |
| 13.1. | The Contractor shall abide by the applicable regulations, publications, manuals, and local policies and procedures as set forth in the Terms and Conditions of this contract. |
14.0 Deliverable Schedule
| Deliverable |
| Frequency |
| Format |
| Submit To |
| Work plan |
| Updated weekly submissions |
| Electronic |
| COR |
| Schedule |
| Updated weekly submissions |
| Electronic |
| COR |
| Submittals |
| Daily |
| Electronic |
| COR |
| Quality control plan |
| 15 days post award, updated as needed/changes occur |
| Electronic |
| COR |
| Safety plan |
| 15 days post award |
| Electronic |
| COR |
| Meeting minutes |
| Weekly |
| Electronic |
| COR |
| Inspection records |
| Weekly |
| Electronic |
| COR |
| Shutdown request |
| 28 Days prior to shutdown date requested |
| Electronic |
| COR |
The following attachments pertain to the Statement of Work:
ATTACHMENTS
A. Menlo Park B-331 Steam Exhibit (FOR REFERENCE ONLY, NOT FIELD VERIFIED) Drawing # CU-STM.
B. SPECIFICATIONS
a. 01 00 00 General Requirements
b. 01 33 23 Shop Drawings
c. 01 35 26 Safety Requirements
d. 01 42 19 Reference Standards
e. 01 45 00 Quality Control
f. 01 74 19 Construction Waste Management
g. 03 30 00 Cast-In Place Concrete
h. 13 05 41 Seismic Restraint Requirements
i. 31 20 00 Earthwork
j. 31 20 11 Earth Moving (Short Form)
k. 32 12 16 Asphalt Paving
l. 32 17 23 Pavement Markings
m. 33 63 00 Steam Energy Distribution
File details come from the government source that posted it. Updated .