SOW - 612A4-25-008 Install Artificial Grass B642.pdf

STATEMENT OF WORK

VA NORTHERN CALIFORNIA HEALTH CARE SYSTEM

INSTALL ARTIFICIAL GRASS B642

PROJECT 612A4-25-008

MARCH 18, 2025

GENERAL INTENTION

A. VA Northern California Healthcare System (VANCHCS) ongoing projects on the Mather

Campus emphasize principles and strategies for mobility, security, and ergonomic features for all users in a health care setting. The purpose of this project is to install artificial grass around

Building 642 Primary Care to provide areas without trip hazards.

B. Contractor shall furnish all labor and materials needed to perform all demolition, replacement, and installation required by this scope located at the Mather CA VHA Campus as required by specifications.

C. Visits to the site by bidders may be made only by appointment with the Contracting Officer for the project.

D. This project is to take no longer than 45 calendar days from notice to proceed.

E. The Contractor shall remove and dispose of all vegetation, soil, landscaping, or debris demolished or excavated as part of this project.

F. Areas requiring fill material shall be filled by the Contractor such that there will be no ponding of storm water and water flows away from buildings, toward storm drains, and in relation to the work required in this scope.

G. The Contractor shall not cover structures, walkways, sidewalks, driveways, curbs but cut around storm drain inlets, etc. instead and secure grass around structure so grass cannot be easily lifted at location.

H. If signs are to be removed; replace original or install new sign and post (of same type, size, material, and color scheme) at location.

I. The Contractor shall provide all training for maintenance of the artificial grass to the facilities staff.

J. Photos provided are for information purposes only, Contractor is to field verify when visiting the site.

K. Contractor shall provide traffic control measures as needed or required; submit plan for review, comments, and approval 3 days in advance.

L. Contractor shall provide acceptable alternate pedestrian routes during the entire performance period; submit plans for review, comments, and approval 3 days in advance.

M. Prior to commencing construction, Contractor shall provide storm catch basins inlet protection which are prefabricated units specifically designed for inlet protection, secured in place on all edges so protection does not fall into structure. Sediment, debris to be removed when it has filled one-third of the capacity of the protection; remove sediment, debris by removing insert, emptying, and reinstalling in catch basin.

N. All construction work shall be during normal work hours, Monday through Friday, from 7:30

AM to 4:00 PM. Any work that creates noise loud enough to impact VA operations is to be accomplished after working hours.

SCOPE OF WORK

A. The Contractor shall provide and install approximately 6140 SF of artificial grass system shown in the attached areas (ATTACHMENT B) that is equal to or greater than Imperial AN

Fescue 65 (see table below). Contractor to procure and install galvanized steel trash racks/debris screens on two storm drain basins located within the stormwater retention pond.

Dimensions of trash rack/debris screen to be verified in the field by the Contractor so that the inlet opening is completely protected and so that the top of the trash rack/debris screen matches elevations of adjacent grade. Contractor to fill the retention pond with river rock to make the pond flush with adjacent grade. The Contractor shall complete all site prep, drainage, installation requirements with the reviewed and approved shop drawings with manufacturer’s approval to meet all manufacturer’s requirements and recommendations for installation of the artificial grass. The artificial grass shall be attached to the perimeter edge of layouts shown in the appendix drawings and photos and as per the manufacturer’s installation requirements. All seams shall be brushed thoroughly before infill materials are installed. All termination shall be as detailed and approved in the shop drawings and photos and as per the manufacturer’s installation requirements.

Property Description ASTM

Yarn Type Nylon

Yarn Color Jade/Spring Green

Thatch Color Sandstone/Olive

Total Face Weight 65 oz/sy

Total Weight 92 oz/sy

Pile Height 1.5 in

Yarn Denier 8800/8-1100

Backing System Black Urethane

Width 15 ft

Tuft Bind 16.5 lbs D1335

Flammability (Pill Test) Pass 2859

Flammability (Critical Radiant Flux) Pass E648

Lead Levels Compliant F1765

Grab Tear Strength Pass 5034

Impact Attenuation Pass – 11 ft F1292

ADA Wheelchair Accessibility Compliant F1951

Water Permeability 442.68 in/hr F1551

Fire Test for Roof Decks Class A E108

Smoke Density Class C E84

Manufacturer’s Warranty 15-Year Warranty

B. The Contractor shall meet with the VAMC’s COR to discuss and outline phasing requirements for the project. These phasing requirements shall describe the general sequence of the project work, estimated project duration, and what Government constraints will exist that will influence the Contractor’s approach to the construction project. The Contractor shall be responsible for recording the phasing requirements. Parking impacts, pedestrian traffic, and vehicle traffic should all be considered; the station cannot suffer construction impacts that unduly inhibit patient flow, or the site traffic flow.

C. Submit a phasing narrative and phasing plans (on reduced size plans) within two weeks after each phasing meeting to the VAMC COR. VA will review these submission(s) and return comments to the Contractor within two weeks of receipt. The Contractor will then use this information in preparing their schematic, design development, and construction document submissions.

D. The VANCHCS is an active hospital and therefore will require consideration to those areas with patients and staff.

E. The Contractor shall be responsible for the administration and management of all aspects of this SOW. This includes responsibility for all Contractor employees, Subcontractors, Agents, and anyone acting for or on behalf of the Contractor.

F. The Government is authorized to restrict the employment under the contract of any

Contractor employee or prospective Contractor employee, who is identified as a potential threat to the health, safety, security, general well-being, or operational mission of the installation and its population.

G. The parties agree that the Contractor’s personnel working as a result of this contract shall not be considered VA employees for any purpose and shall be considered employees of the

Contractor.

H. Plastic sheets shall cover all dirt piles. Contractor shall be responsible for securing all construction materials; there are high winds on site which disperses construction debris and material.

ATTACHMENTS

A. ATTACHMENT A. SPECS

B. ATTACHMENT B. SITE PLAN

C. ATTACHMENT C. SITE PICTURES

RECORDS MANAGEMENT REQUIREMENTS

A. Applicability

This clause applies to all 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.

B. B. Definitions

“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.

The term Federal record:

1. includes VHA records.

2. does not include personal materials.

3. applies to records created, received, or maintained by Contractors pursuant to their VHA contract.

4. may include deliverables and documentation associated with deliverables.

C. Requirements

1. Contractor shall 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.

2. 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.

3. In accordance with 36 CFR 1222.32, the Contractor shall maintain all records created for

Government use or created in the course of 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.

4. VHA 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 VHA or destroyed except 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, the Contractor must report to VHA. The agency must report promptly to NARA in accordance with 36 CFR

1230.

5. The Contractor shall 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 vehicle]. The

Contractor shall ensure that the appropriate personnel, administrative, technical, and 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 shall 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 shall be returned to VHA control or the Contractor must hold it until otherwise directed. Items returned to the Government shall be hand-carried, mailed, emailed, or securely electronically transmitted to the Contracting Officer or address prescribed in the [contract vehicle]. Destruction of records is EXPRESSLY PROHIBITED unless in accordance with

Paragraph (4).

6. 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 VHA guidance for protecting sensitive, proprietary information, classified, and controlled unclassified information.

7. The Contractor shall only use Government IT equipment for purposes specifically tied to or authorized by the contract and in accordance with VHA policy.

8. The Contractor shall not create or maintain any records containing any non-public VHA information that is not specifically tied to or authorized by the contract.

9. The Contractor shall 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.

10. The VHA 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 VHA shall 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.

11. Training. All Contractor employees assigned to this contract who create, work with or otherwise handle records are required to take VHA-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.

[Note: To the extent an agency requires contractors to complete records management training, the agency must provide the training to the contractor.]

D. Flow down of requirements to subcontractors

1. The Contractor shall incorporate the substance of this clause, its terms, and requirements including this paragraph, in all subcontracts under this [contract vehicle], and require written subcontractor acknowledgment of same.

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

END OF STATEMENT OF WORK