SOW - Final.pdf

SCOPE OF WORK

PROJECT NO. 658-22-101

REPLACE NURSE CALL

VETERANS AFFAIRS MEDICAL CENTER

SALEM, VA 24153

The contractor shall provide all labor, material, equipment, and qualified supervision necessary to perform work as described in the drawings and specifications for Salem VA Medical Center’s (VAMC) project Replace Nurse Call (658-22-101). The nurse call renovation will include installing a new Salem VAMC Nurse Call system in Primary Care Clinic 1, Primary Care Clinic 2, Primary Care Clinic 3, Woman’s Health Clinic, and all specialty care clinics located on 2J, 2H, 3J, and 3H. Work includes removal of old systems and installation of new infrastructure, networks, and devices to provide a complete and usable system.

The intent of this project is to update the nurse call system to meet the requirements stated in the VA design criteria and the users’ needs.

Place of performance:

Salem VA Medical Center, 1970 Roanoke Blvd, Salem, VA 24153

Magnitude of Construction range:

Between $2,000,000 and $5,000,000.

Construction Schedule:

All work shall be completed within 270 days after NTP (notice to proceed).

SCOPE

The project consists of replacing the existing nurse call or providing new nurse call devices in the Building 5 Women’s clinic as well as the Building 143 basement Primary Care Clinics 1, 2, and 3, second floor specialty clinics 2H and 2J, and third floor specialty clinics 3H and 3J.

Existing Nurse Call Systems

Building 5 Women’s Clinic The Building 5 Women’s clinic contains an existing Rauland Responder 4000 nurse call system. The system consists of dome lights, emergency pull cord stations in the restrooms, and audio duty stations located in the exam rooms. All existing nurse call devices will be removed. Existing junction boxes and conduit will be reused for new devices as practicable.

Building 143 Primary Care Clinic 1 The Building 143 Primary Care Clinic 1 does not contain a nurse call system. It previously had dome lights and emergency pull cord stations in the restrooms, but those stations have been removed. Existing junction boxes and conduit will be reused for new devices as practicable.

Building 143 Primary Care Clinic 2 The Building 143 Primary Care Clinic 2 does not contain a nurse call system.

Building 143 Primary Care Clinic 3 The Building 143 Primary Care Clinic 3 does not contain a working nurse call system. It has Rauland Responder 4000 dome lights and emergency pull cord stations in the restrooms and empty junction boxes in exam rooms where pull stations were removed. All existing nurse call devices will be removed.

Existing junction boxes and conduit will be reused for new devices as practicable.

Building 143 Specialty Care Clinics 2H, 2J, 3H, 3J The Building 143 Specialty Care Clinics 2H, 2J, 3H, and 3J contains an existing Rauland Responder III nurse call system. The system consists of dome lights, emergency pull cord stations in the restrooms, and audio patient stations (typically located in a premanufactured headwall system) with TV control located in the patient rooms. All existing nurse call devices will be removed. Existing junction boxes and conduit will be reused for new devices as practicable.

New Nurse Call Systems Since the clinics in this project are outpatient clinics, there are typically no required nurse call locations.

Audio pull cords will be provided in all clinic restrooms. Consoles will be provided at nurse stations and reception desks. Other clinic specific requirements are listed below.

Building 5 Women’s Clinic The Building 5 Women’s clinic exam rooms will have a four-button station for code calls (programmed for Code Blue, Code White, and Met Code), a separate staff assist button, and an audio station. In addition, each exam room will have a four-button station for workflow in the corridor outside the exam room. Existing junction boxes and conduit will be reused for new devices as practicable.

Building 143 Primary Care Clinics 1, 2, and 3 The Building 143 Primary Care Clinics 1, 2, and 3 will have a four-button station for code calls (programmed for Code Blue, Code White, and Met Code), a separate staff assist button, and an audio station. Existing junction boxes and conduit will be reused for new devices as practicable.

Building 143 Specialty Care Clinics 2H, 2J, 3H, 3J The Building 143 Specialty Care Clinics 2H, 2J, 3H, and 3J will have a four-button station for code calls and staff assist (programmed for Code Blue, Code White, Met Code, and staff assist), a single or double patient bedside station with audio, and TV interfaces. Procedure rooms will contain a four-button station for code calls and staff assist (programmed for Code Blue, Code White, Met Code, and staff assist) and an audio station. Existing junction boxes and conduit will be reused for new devices as practicable.

Alternates Alternate 1 provides a tone/visual system in lieu of the audio/visual system in the Women’s Clinic, Primary Care clinics and Specialty Care clinics 2H, 2J, and 3H. Specialty Care clinic 3J will retain the audio/visual system.

Alternate 2 removes the patient bedside stations from the Specialty Care clinics 2H, 2J, and 3H. Specialty Care clinic 3J will retain the patient bedside stations.

Alternate 3 removes the 4-button staff assist/code stations from the Specialty Care clinics 2H, 2J, 3H, and 3J.

Alternates 2 and 3 are mutually exclusive and cannot both be accepted.

Phasing The Building 5 Women’s clinic contains a functioning nurse call system. In addition to limiting construction activities to times outside of clinic operating hours, the existing nurse call system will remain functional on a room-by-room basis as each exam room and restroom’s nurse call devices are updated.

In the Building 143 Primary Care Clinics and 2H, 2J, and 3H specialty clinics, the existing nurse call systems are not present or not used. Construction will be required to be outside of clinic operating hours, but no special requirements to keep the installed nurse call system functional are anticipated.

The Building 143 Primary Care Clinic 3J contains a functioning nurse call system. In addition to limiting construction activities to times outside of clinic operating hours, the existing nurse call system will remain functional on a room-by-room basis as each exam room and restroom’s nurse call devices are updated.

SITE ACCESS

The Contractor shall obtain and monitor assigned security badges, passes, and/or identification (used by prime contractor, designer, and/or subcontractor staff) used during the duration of the Contract. All security badges or passes shall be returned to the VA campus POC upon expiration of the badge, upon completion of the project, or when possession of the badge is no longer necessary (e.g., upon removal of contracted personnel from specific projects). The Contractor shall ensure access is authorized to the appropriate construction site and routes/areas required to complete the Contract. All personnel shall comply with VA security rules and procedures.

HOURS OF WORK

The normal hours of work on installations are from 7:30 a.m. to 4:30 p.m., Monday through Friday, excluding holidays. This project will require off-hour work including evenings and weekends due to hospital clinic operations. For work during other than these hours of work, the Contractor shall submit, in writing, for the Contracting Officer's approval, a notice of any period of scheduled work other than the normal hours of work specified above. This notice shall be submitted not less than two weeks prior to each period of work scheduled at times other than normal hours of work including holidays.

US Government holidays. When any of the US Government Holidays fall on a non-workday, the holiday will be observed on either the preceding or succeeding workday. The choice of any such preceding or succeeding workday shall be coordinated with the COR and the CO.

FEDERAL HOLIDAYS:

The following Federal Legal Holidays are observed by Salem VA Medical Center:

• New Year’s Day – 1 January

• Martin Luther King’s Birthday – Third Monday in January

• Presidents Day – Third Monday in February

• Memorial Day – Last Monday in May

• Juneteenth/Freedom Day – 19 June

• Independence Day – 4 July

• Labor Day – First Monday in September

• Columbus Day – Second Monday in October

• Veterans Day – 11 November

• Thanksgiving Day – Fourth Thursday in November

• Christmas Day – 25 December

• Any other Federal Holiday granted by the President of the United States

OTHER CONTRACT REQUIREMENTS

COVID SCREENING (IF REQUIRED)

Contractor shall submit to COVID screening daily in accordance with National VA policy when onsite or entering buildings. This will be coordinated with the COR before arrival at any VA facility.

INFLUENZA VACCINE

All contractors shall receive annual seasonal Influenza vaccinations and the GC is responsible for maintaining the required paperwork on site and must provide when requested by VA personnel.

TUBERCULOSIS SCREENING

Contractor shall provide written certification that all contract employees assigned to the work site have had a pre-placement tuberculosis screening within 90 days prior to assignment to the worksite and been found have negative TB screening reactions. Contractors shall be required to show documentation of negative TB screening reactions for any additional workers who are added after the 90-day requirement before they will be allowed to work on the work site.

NICOTINE FREE CAMPUS EFFECTIVE 1 OCT 2019

As part of the U.S. Department of Veterans Affairs’ (VA) commitment to provide excellent health care for Veterans, the department will implement a new policy restricting smoking by patients, visitors, volunteers, contractors, and vendors at its health care facilities by October. VHA’s new smoke-free policy applies to cigarettes, cigars, pipes, any other combustion of tobacco and non-Federal Drug Administration approved electronic nicotine delivery systems (ENDS), including but not limited to electronic or e-cigarettes, vape pens or e-cigars.

COMPLIANCE

Compliance Awareness Training shall be completed by vendor prior to access at the Medical Center.

Vendor has responsibility for “Duty to Report” any fraud, waste and abuse witnessed while on VA premises to the Compliance Officer.

RECORDS MANAGEMENT OBLIGATIONS

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 Medical Center records.

2. does not include personal materials.

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

Center 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, 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. Medical Center 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 the Medical Center or destroyed except for 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, Contractor must report to Medical Center. 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. 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 Medical Center 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. 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 Medical Center 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 Medical Center policy.

8. The Contractor shall not create or maintain any records containing any non-public Salem VAMC information that are 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 Medical Center 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 the Medical Center 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 Medical Center-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. Flowdown 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, 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.