SOW Attachment 8 - Statement of Understanding.pdf

Version 0- October 5, 2021

Statement of Understanding:

The intent of this document is to succinctly state the expectations of the execution of contractual obligations and affirm the project manager and superintendent understand these expectations.

Contract, specifications and drawings are the governing legal documents for this project; any conflicting information presented here or elsewhere shall be addressed within an RFI to correct or clarify. This document is not for introducing new post-award criteria, but setting expectations for improved adherence and compliance with the contractual obligations.

Failure to comply with the expectations set herein shall typically result in a warning e-mail requiring correction with repeat offense(s) resulting in a Cure Notice. Continued poor quality and failure to address notices shall initiate the Default process. While this is the standard process enforcement, alternative escalation remains solely at the Contracting Officer’s discretion for egregious violations. The CO may issue a stop work at any time at the GC’s cost due to poor quality as outlined in 01 45 00 and other relevant specifications.

1. General Policies

� All work shall be planned at least 3 business days in advance o Plan shall be sufficiently detailed and adhered to such that the COR can visit ongoing work without requesting location.

o It is the GC’s responsibility to manage their subcontractors and confirm their compliance with planned work.

o 3 week look ahead

� No live work on any utilities or mechanical systems. Electrical or Steam machine etc � No Blocking or impeding vehicle or pedestrian throughways without prior approval � Submittals 01 33 23 o Master list/register of all submittals for tracking against specific requirements.

o Installation and O&M for all equipment and materials. Brochures and simple specification sheets do not satisfy this requirement unless stated otherwise. Prior to procurement.

o GC is responsible for QC check for specification compliance PRIOR to requesting approval o Naming shall include specific specification number(s) which the submission satisfies and submission revision. (eg schedule_01_32_16-1R0, submission 1 of 01 32 16 revision 0) o Multiple products on the same form shall be identified with individual item numbers and reference specific specification section and paragraph for approval.

o Approval is all or nothing. Revisions shall note the change history and contain all items, even if found individually acceptable on the previous revision. Information sheets with multiple products and data sets shall emphasize which are applicable and intended to be used.

� Infection Control Requirements-Note there may be multiple types for the same contract because it depends upon the area and activities. Process needs to be understood and adhered to for all environments

� Scaffolding Inspection shall be completed by VA safety prior to use; contractor is responsible for inspection prior to requesting approval and OSHA adherence. Any modifications require re-inspection prior to use.

� Asbestos Documentation and Clearance Requirements, a pre- abatement meeting is required which is the proper time to establish roles and responsibilities and BEGIN filing paperwork with various agencies.

� GC is responsible for the cleanliness of all work areas by the end of each shift at a minimum. This includes mechanical rooms, attic spaces, and utility closets be clean of trash and tools. Occupied and shared spaces shall plan work to minimize impact on occupants.

� Laydown and construction areas need to be secured from unauthorized access at all times.

� Bonding adjustments due to change orders shall be addressed with separate modification(s) at contract completion or as agreed to by CO. No upfront payments.

� Training shall be conducted and documented by subject matter experts to ensure VA staff can sustain operations and maintenance of all equipment. Training quality and media shall adhere to contract requirements.

� RFIs shall identify/reference specific specification/drawing, or other document sections applicable to the clarity being sought.

� RFIs shall overtly identify when it is expected the response could require a change order for resolution to ensure timely completion of scope.

� Project punchlist shall be reviewed and completed for quality control prior to engaging VA walkthrough and confirmation that everything meets requirements.

2. Permits and Lead times

� Hot work Permit 3 Business Days minimum � Confined Space Permit 3 Business Days minimum 7 business days maximum. Must include preliminary air quality reading.

� Above Ceiling Work Permit 3 Business Days minimum � Three parking passes for utilizing standard employee parking.

o Parking in patient parking or on grass (other than laydown area) is prohibited o All efforts should be made to utilize spaces on the lower lots.

� Fire system changes or functional impacts including egress shall require an ILSM at least 10 days business prior

� Utility shutdowns shall require 10 Business days advanced notice and approval o Contractor is responsible for the organization and execution of all upstream de-energizing and lockout tagout IAW NEC, NFPA, and OSHA guidance. VA can approve or confirm plans but authoring is the GC’s responsibility

� Crane Plan for critical lift require 10 business days and non-critical require at least 5 business days

3. QC Expectations (see 01 45 00)

The quality control is the GCs responsibility the VA’s role is NOT to serve as QA/QC and correct errors, the VA’s role is to verify there are NO errors because the GC has followed the contracting documents and already ensured everything is completed correctly.

3.1 Project Manager

It is expected the PM shall:

� Manage mid- and long-term obligations to adhere to proposed schedule

� Ensure all processes and requirements are understood and adhered to by all involved personnel (including subcontractors and their employees).

� Communicate schedule and ensure adherence with limited change.

� Manage submittal and RFI process confirming quality and specification compliance prior to requesting approval

� Be ultimately responsible for the quality and CQC Plan for all in scope work

3.2 Superintendent

It is expected the Superintendent shall:

� Cognizant of near-term obligations

� Have sufficient competency or resources (e.g. independent verification) to evaluate workmanship

� Ensure all fire systems and life safety systems are functioning prior to leaving site daily.

� Confirm job site security and other safety measures are in place prior to leaving site daily.

� ensuring work performed is at or above acceptable quality

� Actively monitoring onsite work. Must be on site.

� Ensure work is approved and all paperwork/permits are in-hand BEFORE starting.

� Ensure PM is kept up to date on progress

3.3 COR

It is expected the COR shall:

� Keep the CO informed of schedule slips, quality issues, progress, and other technical constraints.

� Advises the CO regarding contract modifications

� Primary point of contact and coordination for all work following the established communication plans. Contractors or subcontractors shall not contact ancillary departments such as police or maintenance unless it is a safety/emergency matter.

� Review submittals and work to confirm completion and adherence. This is a confirmation step not to be used for detecting defects

4. Generic SOP and Lessons Learned

1) Work and plans need approval to ensure no adverse impacts to the facility or patients. (i.e. Ask permission, not forgiveness.)

2) Beware unnecessary assumptions. RFI when in doubt or concurrence is needed for clarity. The most efficient process is to discuss drawings and specifications with subcontractors identifying constraints and solutions prior to engaging the COR and using the RFI process to document the resolution officially.

3) Adhere to planned work and ensure subcontractors do as well

4) Any significant verbal discussions should be documented in Procore or E-mail as appropriate.

5) Schedule changes require written notification and concurrence prior to continuing outside of the plan

6) Precedence is not an argument for future work. (i.e. Acceptability is not based on “other VAs allow…” or “we’ve done it that way for years, that’s how we’ve always done it”). Each contract is unique and decision making shall be based on the contract documents.

Project Manager Sign and Date Superintendent Sign and Date

COR Sign and Date CO Sign and Date

4. Generic SOP and Lessons Learned