SOW 612A4-27-004 Correct Mather Loop Road and Install Speed Bumps_DRAFT.pdf

VA Northern California Health Care System

612A4-27-004

Statement of Work

Correct Mather Loop Road and Install Speed Bumps Project # 612A4-27-004

1. GENERAL INTENTION

A. The purpose of this project is to remediate the existing pedestrian routes at

Sacramento VA Medical Center Parking Lot 4 and crossing Denker St to Building

700. The remediation replaces failing rubber speed bumps with built-in asphalt speed humps, installs a raised crosswalk, expands the existing sidewalk to meet VA access widths, adds a second sidewalk to provide an alternative path, and revises the drive aisle and parking to meet one-way flow for VA Northern California Healthcare System (VANCHCS).

B. Contractor will furnish all labor and materials needed to perform all surveying, demolition, surface preparation, and installation required by this scope and attached specifications.

C. Location of work; the geographic location for service are the following areas:

Sacramento VA Medical Center 10535 hospital Way Mather, CA 95655

D. The contractor will assume that there are no staging areas available within the facility premises. If necessary, staging areas may be put into effect at the discretion of the COR, depending on availability. The Contractor will note that there is absolutely NO Contractor employee parking in Patient Parking Only designated areas. VANCHCS will not invalidate or make reimbursement for parking violations for the Contractor under any conditions.

E. Schedule of work; all work will be performed during normal working hours from 7:30 AM to 4:00 PM, Monday through Friday (not including observed holidays).

Contractor may submit a formal request to the VA COR a minimum of three (3) working days in advance for approval to work off hours.

F. VA Approval of work that is outside of normal working hours is not authorization for the Contractor to submit a claim against the VA to cover premium pay. The Contractor is responsible for planning work based on the constraints stated in this SOW and must account for premium pay in their bid.

G. The Contractor must provide their own parking lot closure signage and barriers notifying the public of the parking lot closure and detours to other available parking.

H. The contractor will dispose of all components demolished or replaced as part of this project.

2. SCOPE OF WORK

A. The contractor must survey the existing features within the project limits, as shown in the Reference Drawings. The surveyor’s report must be a comprehensive document that provides a detailed and accurate depiction of the current state of the site. The report must include existing structures, utilities, and their topographic features. Provide the VA COR with that report for their records.

B. The approximate square footage of the project work areas is as follows:

• Area encompassed within the project limits: 26,516 square feet

• New concrete features: 6,025 square feet

• New asphalt features: 14,730 square feet

These areas are shown in the attached Reference Drawings. This is a brief description of the estimated quantities. These quantities are for informational purposes only and are based on the best information available at the time of the Scope of Work preparation.

C. The Contractor must submit to the VA COR for approval their Site Plan before beginning construction. The Contractor’s Site Plan must be based on their survey report and the remediation needed to meet the requirements shown on the Reference Drawings, as best as possible. The intent of the Site Plan is to confirm minimum dimensions for drive aisles, parking stalls and access routes are met.

D. Contractor must provide VA with a Signage and Barrier plan. The plans will be diagrammatic and show where signage and barriers are to be placed. The plan must show the content of the signage, as well as dimensions. The plans must also show barrier material and dimensions. The intent of the Signage and Barrier plan is to confirm that there is enough information to direct drivers to available parking and to guide pedestrians around the site to prevent unintended access.

E. Generally, the sequence of work will be as follows:

a. After VA has approved the Contractor’s Striping and Signage and Barrier plans, Contractor will close one parking lot at a time by placing signage and barriers at each entry/exit point.

b. Once Contractor has placed their signage and barriers, they will remove all existing striping to expose the asphalt. The Contractor must clean the surface, including removing oil spots, and fill cracks with sealant.

c. After VA has inspected the surface preparation and find it satisfactory, Contractor will apply two layers of sealcoat throughout, and a third layer in drive aisles. Contractor must allow each layer to be properly cured (per manufacturer’s instructions) before applying the next layer.

d. Once all sealcoat layers have been applied and cured, Contractor will mark up the surface with chalk showing striping per their VA approved Striping Plan. VA will inspect and accept the chalk mark ups before Contractor applies striping.

e. Once striping has been cured, the Contractor will remove their signage and barriers and reopen the parking lot before closing the next parking lot.

F. The Contractor will hold weekly meetings with VA to discuss project progress and explain their three-week look ahead schedule.

G. The Contractor will 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.

H. This project is to take no longer than 190 calendar days from notice to proceed (NTP). Administrative NTP, to provide submittals for VA review and approval before mobilization, may be considered at the discretion of the CO.

I. Only the Contracting Officer is authorized to modify the contract. All change orders initiated by the contractor require the contractor to formally submit a request to the Contracting Officer for their consideration. Performing work in addition to the contract without the Contracting Officer agreeing to scope, price and schedule is not authorized.

3. DRAWINGS AND SPECIFICATIONS FOR CONTRACTOR

A. The following documents are attachments to this SOW:

• Reference Drawings

• Specifications

4. RECORDS MANAGEMENT REQUIERMENTS:

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. 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