SOW Final 6 pages.pdf

Statement of Work Upgrade Doors and Door Hardware (636A8-23-102)

Solicitation# 36C26325B0015 Iowa City, IA VA Medical Center

Project Name. This construction project is titled “Upgrade Doors and Door Hardware.” The Project Number (P/N) associated with this project and used by both the Iowa City Engineering Department and VA Contracting to track this project is P/N 636A8-23-102. All correspondence related to this project must include this title and project number, and later the contract number as well. The location of the Iowa City VA Medical Center campus is 601 Hwy 6 NW, Iowa City, Iowa 52246.

This is a 100% Service-Disabled Veteran Owned Small Business (SDVOSB) Set- Aside. In accordance with Public Law 109-461 and VAAR 819.7003 (b), bidders must be registered and certified in either the legacy Veteran Small Business Certification (VetCert) at (https://veterans.certify.sba.gov) or the newer MySBA Certifications (https://certifications.sba.gov) website as a verified SDVOSB. Only bids from verified SDVOSB’s at the time of bid submission will be deemed responsive. All non-responsive bids will be rejected and ineligible for an award.

Contract Type. This Invitation for Bids (IFB) Solicitation is for an anticipated Firm- Fixed Price Construction Contract. Offerors will be submitting non-negotiable bids in response to the IFB Solicitation.

Magnitude of Construction. As was stated in the Pre-Solicitation Notice and on the SF-1442, and IAW VAAR 836.204, the magnitude of construction for this project is between $2,000,000 and $5,000,000.

NAICS/Product Service Code (PSC). The applicable North American Industry Classification System (NAICS) code for this project is 236220, Commercial and Institutional Building Construction, with the applicable small business size standard of $45 million. In accordance with VAAR 819.7003(b), the bidders must represent to the Contracting Officer that it is a small business concern under NAICS code 236220.

The Product Service Code (PSC) for this acquisition is Z1DA, Maintenance of Hospitals and Infirmaries.

General Project Description/Scope of Work. The contractor will be required to provide all tools, materials, equipment, labor, and supervision necessary to complete the project in accordance with the Specifications, Drawings and Scope of Work. The purpose of this project is to replace and/or upgrade various commercial doors (and certain frames), including steel, aluminum, wood, lead-lined, and auto sliding doors.

There is a large amount of door hardware and accessory installation involved in this project. Additionally, the project requires the installation of several PIV Access Card Readers (ACRs) and keypads, along with the required system components and accessories. It is imperative that these devices properly integrate into the Iowa City https://veterans.certify.sba.gov/ https://certifications.sba.gov/

VAMC’s Lenel brand Physical Access Control System (PACS). Finally, in addition to the door, hardware and PACS device installation work, the project will require any associated demolition, drywall, painting, barrier, and electrical work, as required. See the Specifications, Drawings and Scope of Work for the details of the project.

Estimated Period of Performance (PoP) and Schedule. Per the SF-1442, after a Notice to Proceed (NTP) is issued by the Contracting Officer, the Contractor will have ten (10) calendar days in which to begin performance and a total of 212 days to complete performance on the contract. I

Changes to the Statement of Work (SOW). Any changes to this Statement of Work (SOW) will only be authorized and approved by the express written approval of the Contracting Officer (CO). Any desired project changes must be requested, and approved by the CO only, and expressly in writing. Any costs incurred by the Contractor through the actions of parties other than the CO will be the responsibility of the Contractor.

Warranties. In addition to manufacturer warranties, the Contractor will provide a 1-year warranty, from date of final acceptance, for all work done under the resulting contract.

Pre-Construction Conference. Before any work is started (other than beginning the process for background checks and badging – see below), a Pre-Construction Conference (aka: Post Award Coordination Meeting or Post Award Kick-Of Meeting) between the Contractor, Contracting Officer and Contracting Officer’s Representative (COR)/Project Engineer will be arranged. Such matters as work commencement, sequence of work, estimated time for accomplishment, subcontractor information, and the overall responsibilities of the Contractor, Contracting Officer and COR/Project Engineer in the fulfillment of all aspects of the contract will be discussed.

Additional Required Personnel. The Contractor will be required to provide a mix of personnel qualified in different skillsets for the project. A site Superintendent, Site Safety and Health Officer (SSHO), and a Contractor Quality Control (CQC) Manager will be required for this project. These roles may be filled by the same individual, as long as they are qualified to fill all three roles. The SSHO is required to have proof of OSHA 30 training and 5 years’ experience or 3 year’s experience and either a Certified Safety Professional (CSP) or Certified Construction Safety and Health Technician (CSHT).

Additionally, The CQC Manager must have at least 10 years of experience.

Superintendent OSHA 30 + Experience Site Safety and Health Officer (SHHO) OSHA 30 + 5 years’ experience or 3 years’ experience and either a CSP or

CSHT

Contractor Quality Control (CQC) Manager

10 years of relevant construction experience

VA Handbook 6500.6 Appendix C Training Requirements for Contractor and Sub-Contractor Personnel. In order to comply with various VA requirements, both the facility Information Security Officer and the Privacy Officer have added training requirement for Contractor employees or sub-contractor employees to this project.

See SOW Attachment - VA Handbook 6500.6, Appendix C for all of the requirements pertaining to this project. The following training will be accomplished by Contractor employees and subcontractor employees.

• TMS 20939 VA Privacy Training for Personnel without Access to VA Computer

Systems or Direct Access to or the Use of VA Sensitive Information. Coordinate the Contracting Officers Representative (COR) for specific instructions. See SOW Attachment – TMS 20939 VA Privacy Training.

NARA Language. All on-site Contractors need to be aware of the federal National Archives and Records Administration (NARA) requirements. The COR will ensure that the Contractor is made aware of the requirements during the Pre-construction Conference.

Security & Badging. All Contractor (and sub-contractor) personnel are required to wear PIV badges during the entire time they are on the Iowa City VA Medical Center campus. Contractor personnel will coordinate with the Contracting Officer’s Representative (COR) and/or VA Police to obtain appropriate background screening and badging. After award, the Contractor will immediately begin to coordinate with the Contracting Officer’s Representative (COR) for these requirements.

Note that the badging process can take several weeks to complete. Contractors may begin work once they have submitted for the background check during the badging process. During this time, they must be escorted by a person(s) with a PIV badge. Should a person fail the background check they will not be permitted to perform work on campus. Badging requirements are subject to change and the Contractor will be notified of any such changes to requirements. As per VA Directive 0710, costs of background investigations will be borne by the contractor.

Employee Acceptance, Behavior & Complaints. The Government reserves the right to conduct background checks on all contract employees to vet, accept or reject any of the Contractor’s employees, at any time, and on an on-going basis. Contract employee behavior must always be professional and respectful. This is especially true in a hospital environment (indoors and out). Complaints concerning Contractor’s employees will be investigated, substantiated, and discussed between the Superintendent/Contractor, Contracting Officer’s Representative (COR), the VA Police, and the Contracting Officer (CO), as necessary. Depending on the nature of the behavior or complaint, either the VA Police or the Contracting Officer (CO) may render a final decision on such matters.

Parking. It is the responsibility of the Contractor’s personnel to park in the appropriate designated parking areas. The Contractor will be provided two (2) parking tags for parking. The facility will not validate or make reimbursement for parking violations of the Contractor’s personnel under any circumstance.

Working Days/Hours & Holidays.

• Routine Work Hours. The Contractor (and sub-contractors) will perform some work on this project during Routine Work Hours. Routine Work Hours are defined as Monday through Friday (except for Federal Holidays) between the hours 8:00 AM to 4:30 PM.

• Outside Routine Work Hours. The Contractor (and sub-contractors) will perform some work on this project during Outside Routine Work Hours. This will include overnight and weekend work. All work performed Outside Routine Work Hours will be coordinated with and approved by the Contracting Officer’s Representative

(COR).

• Federal holidays observed by the federal government can be located at https://www.opm.gov/policy-data-oversight/pay-leave/federal-holidays/.

• When a federal holiday falls on a Sunday, the following Monday will be observed as a legal holiday. When a holiday falls on a Saturday, the preceding Friday is observed as a legal holiday by federal government agencies, including the VA.

Also included, would be any other day specifically declared by the President of the United States of America to be a National Holiday.

Project Phasing Schedule. Reference IFB Attachment – Drawings, Door Schedule, page 26 of 40, Phasing column. Notice that nearly all work activities are listed as either Night, Weekend, Coordinate with COR and some others. VA understands that this is going to cause a significant number of Contractor questions. Included with Amendment 0001, scheduled to be issued NLT 8/29/2025, VA will to the extent possible, provide Contractors with a revised Door Schedule that details VA’s intent for when work on each of the door numbers listed on the Door Schedule will occur.

Project Progress and Coordination Meetings. Weekly progress meetings will be held between the Contractor, VA Engineering COR and the AE. The Contractor is to provide an agreed upon agenda and follow-on meeting minutes after these meetings.

Reporting Requirements. Unless otherwise directed by the Contracting Officer’s Representative (COR), the Contractor will provide the COR with a weekly written progress report. Reports are due prior to the start of the weekly progress meeting and will cover:

• Work performed and accomplished the preceding week.

• Work to be performed during the current week.

• Problems that arose the previous week and how the problems were resolved.

• Outstanding issues/problems and how they will be resolved.

Weekly reports will continue throughout the duration of the project.

Manufacturer’s Products & Parts Listed in the Specifications. Page 287 of 486 in the Specifications (See IFB Attachment – Specifications [486 pages]) lists nine (9) https://www.opm.gov/policy-data-oversight/pay-leave/federal-holidays/

Manufacturers whose products also appear in the Specifications as seemingly required products for this project. Elsewhere in the Specifications (see pages 466 and 470) there is one (1) additional Manufacturer named whose product also appears as a required product for this project. After a careful review of all the products and parts listed in the Specifications, the following list is meant to clarify and finalize what Manufacturer’s products and parts are considered by VA Engineering to be: 1) Single Source-required; 2) Brand Name-required; or 3) No Preference (as long as it meets or exceeds the “Salient Characteristics” of the example brand name product or part listed; thereby meeting or exceeding the VA Specification for that product or part. The following table summarizes the requirements discussed above:

Manufacturer Brand/Series Product/Part Disposition Honeywell Lenel Access Control

Readers ACRs Single Source-required

Best Access Systems

Best

CORMAX, X

Series

Door Lock Cylinder Cores

Brand Name-required

Accentra Norton 6000 Series

Door Openers No Preference/ Meet Specification

Accentra HES Electric Strikes No Preference/ Meet Spec

Accentra Yale (Carmel) Door handle lockset No Preference/ Meet Spec

Allegion LCN Door Closers No Preference/ Meet Spec

Allegion Von Duprin Emergency Exit Door Hardware

No Preference/ Meet Spec

Dormakaba KABA Key Punch Door Openers

No Preference /Meet Spec

Security Door Controls

(SDC)

Security Door Controls

(SDC)

Latch Retractor No Preference/ Meet Spec

Hager Various Various No Preference/ Meet Spec

By Others Various Various No Preference/ Meet Spec

Submittals. The Contractor is to provide Submittal Exchange or an equivalent submittal management software for the duration of the project.

Signage. ICRA/PCRA as well as company doing work, and contact info for case of emergency, to be posted on all active construction sites. Where egress is compromised, appropriate signage to direct traffic must be put up.

Coordinating Instructions/Requirements.

• Any shutdown of utility services, if applicable, must be coordinated with the Contracting Officer’s Representative (COR) and proposed in writing a minimum of 2 weeks in advance. No shut down of services can occur without the written approval of the COR.

• After installation, all doors are to be labeled with barcoded stickers. Coordinate with COR.

• All fire rated doors and hardware are to be properly labeled with labels intact and unobstructed. Work will be commissioned to ensure that code is met.

• The Contractor is responsible for removal of all debris. Follow all applicable codes for debris removal and disposal. Refuse dumpsters are provided by the facility due to space considerations. The Contractor is responsible to ensure that all waste is sorted into the correct dumpster by waste type.

• Any damage done to government property as a result of construction activity required for this project will be the responsibility of the Contractor.

Contracting Officer’s Representative (COR). The COR’s contact information will be provided after the award is made.