SOW Final.pdf

578-26-702 EHRM Installation of DDPO2 1

Statement of Work

EHRM Installation of DDPO2 - Hines, IL

Project 578-26-702

May 4, 2026

Attachments:

1. Hines Standard Documents

2. PCRA – Pre Construction Risk Assessment

3. ICRA – Infection Control Risk Assessment

4. ILSM – Interim Life Safety Measures

5. 578-26-702 Integration Workbook

6. 578-26-702 Location Floor Plans

7. 578-26-702 Location Photos

8. 578-26-702 Specifications Book

9. Inpatient Mental Health Unit Orientation Information - Non-clinical Staff

References:

1. VA OEHRM Site Infrastructure and End User Device (EUD) Requirements

2. Infrastructure Standards for Telecommunications Spaces

3. Telecommunications and Special Telecommunications Systems Design

Manual, https://www.cfm.va.gov/til/dManual/dmTelecomm.pdf.

4. 2011 Asbestos Survey for EHVAH Edward Hines Veterans Affairs Hospital

(available on request)

5. 2022 Facility Condition Assessment for the EHVAH (available on request)

6. 2024 Statement of Conditions Survey for the EHVAH (available on request)

A) Mission

The Engineering Service’s mission is the total oversight and management of the Environment of Care, as it pertains to the physical infrastructure and base plant operations, at the Edward Hines

Jr.VA Hospital. The Engineering service provides support for its customers which includes, but is not limited to, patients, visitors, clinic staff, and administrative employees.

B) Goals

The VA is currently implementing Electronic Healthcare Records Management (EHRM) nationally. EHRM requires each VHA site to provide additional Data Drops and Power Outlets

(DDPO) for specific equipment and devices. This project will provide for the installation of needed data drops and power outlets to support this effort in Buildings 113, 200, and 228.

https://dvagov.sharepoint.com/sites/VHAOCAMESEHRM/VHA%20Site%20Assessment%20Resources/Forms/AllItems.aspx?id=%2Fsites%2FVHAOCAMESEHRM%2FVHA%20Site%20Assessment%20Resources%2F02%2E%20Technical%20Guidance%2FEHRM%20IO%20Requirements&viewid=d14511ba%2D8bd6%2D461a%2D9a61%2D472a9277303c&FolderCTID=0x0120000A5018382FD62F4CBCF8493FEA8D1F32 https://www.cfm.va.gov/til/dguide/OIT-InfrastrucStdTelecomSpaces-v4-0.pdf https://www.cfm.va.gov/til/dManual/dmTelecomm.pdf

578-26-702 EHRM Installation of DDPO2 2

C) Current Conditions

There are locations within buildings on the Hines campus that require new data drops or power outlets (regular or emergency) for patient care equipment. Currently, these locations lack enough or any data and power to support this equipment.

D) Justification

The VA is currently implementing EHRM nationally. Installing these data drops and power outlets will improve patient care as the station transitions to the new Electronic Health Record

(EHR) system.

E) Objectives

The objectives of this project are to:

1) Provide additional Data Drops and Power Outlets (DDPO) in Buildings 113, 200, and

228 in advance of the station’s goal live date.

2) Place all conduit, raceways, or cables behind the walls or above the ceilings. Surface mounted cables or conduit are not allowed in the rooms unless approved in advance by the COR.

3) Label all data ports per Hines VA standards. Use color-coded cables, faceplates, ports, and jacks per Hines VA standards.

4) Label all emergency power outlets per Hines VA standards. Use red receptacles and faceplates for emergency power outlets.

5) Label all regular power outlets per Hines VA standards. Match receptacles and faceplates colors to adjacent for regular power outlets.

6) Perform the work in a manner least likely to interfere with the daily operations of any clinic, service, or the hospital.

F) Acronyms and Definitions

The following is a listing of acronyms and/or definitions to terms that may be used in this document.

ABAAS Architectural Barriers Act Accessibility Standards

ACM Asbestos Containing Material

A/E Architect and Engineer (firm)

AHU Air Handling Unit

BAS Building Automation System

CCE Construction Cost Estimate

CCD Contract Completion Date

CLIN Contract Line-Item Number

CO Contracting Officer

COR Contracting Officers Representative as delegated by the CO

CS Contracting Specialist assigned by the CO

DDPO Data Drops and Power Outlets

EHRM Electronic Healthcare Records Management

578-26-702 EHRM Installation of DDPO2 3

EHVAH Edward Hines Veterans Affairs Hospital

FCA Facilities Condition Assessment

GC General Contractor (firm)

GLAC Great Lakes Acquisition Center

HEFP Healthcare Environment and Facilities Program

HVAC Heating/Ventilation/Air Conditioning

IDIQ Indefinite Delivery Indefinite Quantity

LF Linear or Lineal Feet

MATOC Multiple Award Task Order Contracting

MEP Mechanical/Electrical/Plumbing

NTP Notice to Proceed

OIT Office of Information & Technology

PCAC VHA Program Contracting Activity Central

PDT Project Delivery Team – Typically CO/CS, COR, and EHVAH staff

PIV Personal Identity Verification

POP Period of Performance

QCM Quality Control Manager

RFI Request for Information

SF Square Feet

TAB Testing and Balancing

TIL Technical Information Library

TO Task Order

TR Telecom Room

VA Department of Veteran Affairs

VA-SEPS VA Space and Equipment Planning Systems

WAP Wireless Access Point

G) Requirements

Where a conflict exists between the Statement of Work (SOW) requirements and the requirements of other associated contract documents, the SOW requirements shall prevail.

This SOW presumes the Contractor will not need access to the Hines LAN or any VA

Sensitive Information to execute the contract.

The awarded Contractor will adhere to all codes, standards, guidelines, and design requirements found in the VA’s Technical Information Library (TIL) including but not limited to the following:

1) Access to work site. The work in Locations 31, 32, and 33 is a controlled access

Inpatient Mental Health Unit. All Contractor access to and egress from the unit must be made through a secure sally port, and in the presence of the Unit Staff.

a. All Contractor personnel accessing the work site must read and acknowledge, in writing, understanding of and compliance with Inpatient Mental Health Unit

Orientation Information - Non-clinical Staff (Attachment 9). The Contractor shall provide written documentation for all personnel before access will be allowed.

Personnel without such documentation will not be allowed to access the work site.

b. The Contractor may encounter a slight wait while transiting the sally port due to the availability of Unit Staff.

578-26-702 EHRM Installation of DDPO2 4

c. The Contractor shall schedule the movement of personnel, materials, and equipment to minimize the number of transitions the sally port.

d. The Contractor shall schedule work operations such that work in a Location shall be accomplished from start to finish without interruption. The Contractor shall have all required materials, equipment, and labor on hand before beginning demolition or other work operations. The intent is to minimize the disruption to the Mental Health patients and Staff.

e. The Contractor must maintain positive control over all tools, materials, and equipment taken into and removed from the work site, and document on inventory lists. Contractor shall provide inventory sheets to the CO or COR upon request. The

Contractor must immediately report any losses or discrepancies to the COR and Unit

Staff. Any missing tools, materials, or equipment could be used by patients to harm themselves or others.

2) Pre-bid site visit:

a. A pre-bid site walk through is encouraged and should be coordinated by the CO. The intent of this walkthrough is to give the Contractor access to the project site so that an accurate evaluation of the project requirements and site assessment can be made.

b. The Contractor shall coordinate with the COR to schedule the site visit seven (7) calendar days prior to the requested date.

c. Exploratory demolition is permitted but must be coordinated with the COR.

3) RFI Submittals:

a. The Contractor shall submit any RFI’s resulting from the site visit within five (5) working days after the inspection to the CO.

b. Unless otherwise stated the Contractor shall allow the COR and CO ten (10) working days to respond to an RFI.

4) Infection Control Barrier (ICB):

a. Temporary construction partitions shall be smoke-tight and built of noncombustible materials that will not contribute to the development or spread of fire.

b. Barriers shall not obstruct access to emergency services and for fire, police, and other emergency forces.

c. The Contractor shall provide and install a rigid infection control panel system manufactured by Edge Guard out of Bement, Illinois or an approved equal.

https://www.edge-guard.com/ Salient details of the infection control barrier are:

1. The ICB must be fire-resistant.

2. The barrier must be water resistant; capable of being cleaned and sanitized.

3. Installation of the barrier shall not:

a. Generate dust outside the barrier.

b. Generate excess noise outside the barrier.

c. Generates excess fumes outside the barrier.

4. Demobilization of the barrier shall not:

a. Generate dust outside the barrier.

b. Generate excess noise outside the barrier.

c. Generates excess fumes outside the barrier.

d. Require floor, wall, or ceiling repairs upon removal.

https://www.edge-guard.com/

578-26-702 EHRM Installation of DDPO2 5

5. The barrier should be environmentally responsible.

a. The materials should be reusable.

b. The materials should not contribute to unnecessary waste to our landfills.

d. Fire-resistant plastic sheeting may be used to supplement the rigid infection control panel system. COR approval is required.

1. The Contractor shall submit an RFI requesting approval during the bid period.

e. Wood studs, plywood, OSB, particle board, pressboard, or other flammable materials are not allowed at Hines.

f. Manometers shall be installed on the ICB adjacent to every entrance of the work zone to monitor negative pressure within the work zone. See Attachment 1.

g. All doors to rooms inside the work zone but directly impacted by the work shall have their doors shut and the perimeters taped to prevent the migration of dust and debris into these rooms.

h. Cover all sprinkler heads (daily), signs, data transmitters, and light fixtures. Cover the supply and return diffusers within the work zone to prevent the spread of dust and fumes to other areas outside the work zone.

i. Rigid infection control panel system and manometers are to be submitted and approved by the COR prior to installation.

j. The following is a manner acceptable to Hines Infection Control to maintain negative pressure inside an infection control barrier with no reasonable access to discharge air to the exterior.

1. Install a floor-to-ceiling infectious control barrier (ICB) meeting the fire-rating required.

2. Cover all sprinkler heads (daily), signs, data transmitters, and light fixtures.

Cover the supply and return diffusers within the work zone to prevent the spread of dust and fumes to other areas outside the work zone.

3. Place the air scrubber inside the ICB with a HEPA filter. The air scrubber will draw air from inside the ICB.

4. Place a flapper valve connection on the ICB near to the ceiling.

5. Route the filtered air from the scrubber via a collapsible duct to the flapper valve thus maintaining negative pressure inside the ICB.

6. If the power should accidentally get cut off, the flapper valve will swing closed thereby maintaining the integrity of the ICB.

5) The Contractor shall post and maintain the final signed PCRA, ICRA, ILSM and

Emergency Contact Information (when issued) at the entrance to the ICB for the duration of the project. See Attachment 1, Document 11. The contractor will update the postings when new documents are issued.

6) Equipment Lead time:

a. Equipment lead times shall be incorporated into the project schedule and used in conjunction with the baseline for the project start date.

b. The contractor shall make an informed bid submission by working with suppliers and considering all potential long-lead items involved with the project reasonably known or considered to impact the start, performance, and completion of the project.

578-26-702 EHRM Installation of DDPO2 6

c. For delays in the equipment delivery not caused by the government, the contractor shall bear the cost of temporary materials, equipment, labor, and services for the time between the end of the period of performance and the final installation of the contract’s specified materials and equipment.

7) EHVAH Permits:

a. Unless otherwise stated the Contractor shall submit for all required VA permits (i.e.

above ceiling or dig) fourteen (14) calendar days prior to the event based on the approved project schedule with the COR.

8) Project Pay Applications:

a. Pay applications shall be initiated by the contractor in the form of a draft “pencil draw” submission to the COR.

1. Prior to submission the contractor will review the amounts, date of the application, the application number, and the purchase order (PO) for the project are correct.

2. The COR may question the pencil draw and request revisions.

3. Upon approval by the COR, the application will be reviewed by the CO.

4. Upon approval by the CO, the application will be submitted into the electronic

Invoice Payment Processing System (IPPS). Approval within IPPS can take days or sometime weeks to be processed.

b. All submitted project pay applications require certified payroll and waste report documents to be current with each pay submission.

1. Certified payroll documents shall be submitted to the COR weekly.

2. Waste reports shall be submitted even when no waste has been produced. The contractor shall validate this by submitting a quantity of zero on the waste report.

3. Approval of all invoices will require documents to be current.

c. With each invoice submission an updated, full schedule shall be submitted noting any changes in non-critical and critical paths, modifications approved, delays by the government, delays by the contractor, issuance dates for Letters of Concern and

Letters of Cure, and other elements that impact the project completion date.

d. Submission of a 3-week look-ahead schedule will not be accepted.

9) Utility Shutdowns:

a. The Contractor shall provide twenty-one (21) calendar days’ advance notice for any planned utility shutdowns to all allow the station to notify staff/visitors and prepare contingency plans if necessary.

b. Failure to submit the shutdown requests in a timely manner is not justification for a claim of delay on the part of the government.

c. Planned utility shutdowns should be indicated on the project schedule.

10) Submittals and Shop Drawings:

a. Unless otherwise stated the Contractor shall provide shop drawings and equipment submittals for review and approval by the COR seven (7) calendar days prior to the start of construction.

b. No work shall be started prior to review and approval by the COR.

c. In addition to submittals required by specifications, the contractor shall submit the following submittals for review:

1. Product data and sample of cable.

2. As-built drawings for all data locations and labels. The Contractor shall provide the central drawing set to the Owner at the end of the project. The marked-up drawing set will accurately depict the as-built status of the system

578-26-702 EHRM Installation of DDPO2 7 including termination locations, cable routing, and all administration labeling for the cabling system. In addition, a narrative will be provided that describes any areas of difficulty encountered during the installation that could potentially cause problems to the telecommunications system.

3. As-built drawings for new power locations. Include one line diagram depicting which circuits feed new outlets and panel schedules for panels feeding new outlet locations.

4. Certification report. All testing documents shall reflect the appropriate labeling scheme.

5. Warranties of installation and cabling system. The Contractor shall provide a system warranty covering the installed cabling system against defects in workmanship, components, and performance, and covering follow-on support after project completion.

11) Certifications:

a. When applicable, the Contractor shall provide certifications for all personnel performing any welding and shall certify all welds prior to the start-up of any of the units.

b. These certifications shall be supplied to the COR and retained as a permanent record of the project folder.

c. Personnel certifications shall be provided to the COR prior to the start of construction.

d. All weld certifications shall be provided to the COR at the end of every work week when applicable.

12) OSHA Certification:

a. The Contractor shall have an OSHA 30-hour certified site superintendent on site whenever any work is being performed.

b. All contractor onsite employees and sub-contractors shall have at least OSHA 10-hour certification.

c. A copy of the OSHA certifications shall be supplied to the COR prior to the start of any work and retained as part of the project folder.

13) EPA / IEPA Notification:

a. Pursuant to 40 CFR 61.145, written NESHAP notification is required to EPA at least

10 working days before the abatement or demolition is to begin.

b. A copy of this notification and acceptance shall be provided to the COR.

14) Post-Award meeting:

a. The meeting shall be coordinated through the COR and CS/CO.

b. The meeting shall take place after the Notice to Proceed has been issued but prior to the start of demolition/construction.

c. The Contractor shall schedule and attend a “Page-Turn”. The goal of this meeting is to clarify any confusion the Contractor may have regarding the contract documents in advance of commencing construction activities, delivery of project submittals, submission of the project schedule, the coordination of project phasing, etc.

d. The COR will invite members of the Hines Electric Shop.

1. The Electric Shop will assist in coordinating the capacity of the regular and emergency panel capacity.

2. The Electric Shop will help assist with any power shutdown coordination.

e. The COR will invite members of the Hines OI&T staff.

578-26-702 EHRM Installation of DDPO2 8

1. The OI&T staff will assist in coordinating the capacity of the network switch and patch panel.

2. The OI&T staff will make the connections from the patch panel to the network switch.

3. The contractor is responsible for providing the patch cables for connecting the patch panel to the network switch.

15) Training / Experience:

a. The designated Prime Contractor SSHO must meet the requirements of all applicable

OSHA standards and be capable (through training, experience, and qualifications) of ensuring that the requirements of 29 CFR 1926.16 and other appropriate Federal, State, and local requirements are met for the project. As a minimum the SSHO must have completed the OSHA 30-hour Construction Safety class and have five (5) years of construction industry safety experience or three (3) years if he/she possesses a

Certified Safety Professional (CSP) or certified Construction Safety and Health

Technician (CSHT) certification or have a safety and health degree from an accredited university or college.

b. The designated Prime Contractor’s On-site Superintendent shall have completed the

OSHA 30-hour Construction Safety Course within the past 5 years and shall have at least 5 years of experience with projects of similar size, scope, and cost. The

Superintendent shall be independent of the SSHO and must always be onsite when construction work is occurring.

c. All designated CPs shall have completed the OSHA 30-hour Construction Safety course within the past 5 years.

16) Data Drops.

a. Install Cat 6A cabling and data drops in accordance with attachments, location drawings, and specifications.

b. Horizontal cabling shall be Category 6A (Cat6A) (ANSI/TIA-1179 Healthcare

Facility Telecommunications Infrastructure).

c. Installation shall be compliant with the BICSI standards (ANSI/NECA/BICSI 568, Standard for Installing Commercial Building Telecommunications Cabling and

ANSI/TIA-1179-A Healthcare Facility Telecommunications Infrastructure for new installations).

1. New cable installations additionally shall be compliant with TIA 568.2-D, TIA

TSB-184-A, and NFPA-70 Section 725.144 to prevent PoE heat accumulation.

Provide certification reports to the COR.

2. Alternatively, new UTP cabling shall carry a UL listed "LP" (Limited Power) rating.

3. Cat6A cable shall be terminated to identified RJ-45 patch panel in IT closet and

CAT6A RJ-45 jack at wall plate and labeled at both ends.

4. Use a cable analyzer to determine cable length (max cable length 90M/295 linear feet) and certify that cable meets or exceeds TIA-EIA-568-C.2.

5. Cables shall be installed in continuous lengths from origin to destination, no splices with a 1’ service loop.

d. Cable management shall be implemented for all patch cables in accordance with Infrastructure Standard for Telecommunications Spaces (latest version on the

TIL), ensuring proper bend radius, bundling, airflow, support and labeling.

e. Copper structured cabling shall be certified as meeting or exceeding TIA-EIA-568.1-

D (max fixed cable length 90M/295 linear feet) independent of media type.

https://www.cfm.va.gov/til/dguide/OIT-InfrastrucStdTelecomSpaces-v4-0.pdf

578-26-702 EHRM Installation of DDPO2 9

f. Use existing raceways as much as possible. Cable shall be installed in accordance with manufacturer’s recommendations and best industry practices. Existing raceways shall not be filled greater than the NEC maximum fill for the raceway type.

g. Install and label outlets, faceplates and patch panels in accordance with specifications and Hines VA standard. Patch panel labels shall include room #, outlet #, jack #. The

Contractor shall submit a labeling plan for outlets, faceplates and patch panels to the

COR for approval prior to initiating installation. All label printing shall be machine generated. Patch cables are to be provided by the Contractor.

h. Confirm locations, including installation height, with COR.

i. Patch and finish disturbed surfaces to match existing.

j. All new cable installation shall be tested and certified. Provide the certification report to COR.

17) Power Outlets.

a. Install conduit and conductors in accordance with attachments, location drawings, and specifications.

b. Use existing conduits and raceways as much as possible. Conductors shall be installed in accordance with manufacturer’s recommendations and best industry practices. Existing raceways shall not be filled greater than the NEC maximum fill for the raceway type.

c. Install and label outlets, faceplates and power panels in accordance with specifications and Hines VA standard. The Contractor shall submit a labeling plan for outlets, faceplates and power panels to the COR for approval prior to initiating installation. All label printing shall be machine generated.

d. Confirm locations, including installation height, with COR.

e. Patch and finish disturbed surfaces to match existing.

H) Scope of Work

The Scope of Work for this project includes all labor, management, and materials for the installation of additional data drops and power outlets for equipment deployment of the Electronic

Health Records Management (EHRM). All measurements/dimensions are approximate. The

Contractor must verify all measurements/dimensions and material quantities required prior to submitting a proposal.

The Contractor shall inspect the area under contract prior to commencing work and identify any pre-existing damage and provide an Existing Site Conditions report with related photos to the

Contracting Officer for review and approval.

Any deviation from this scope of work requires the express authorization of the Contracting

Officer. The Contracting Officer Representative (COR) does not hold the authority to authorize changes to this scope of work.

1) Provide and install normal and emergency power outlets, and data drops to support

EHRM equipment deployment on the Hines campus as shown and described in the project drawings and specifications. See Attachments 5-8.

2) Continued Use – The Medical Center maintains operations 24 hours a day, 7 days a week. Therefore, any interruption in service must be scheduled and coordinated with the

COR to ensure that no lapses in operation occur. It is the Contractor’s responsibility to develop a work plan and schedule detailing, at a minimum, the procedures to be employed, the equipment and materials to be used, the interim life safety measure to be

578-26-702 EHRM Installation of DDPO2 10 used during the work, and a schedule defining the duration of the work with milestone subtasks.

3) Asbestos – Asbestos reports for the buildings are available. See Reference 4. Given the age of the buildings, it is likely present but avoidable by controlling the electrical and data routing pathways.

4) Lead – Given the age of the buildings all paint is assumed to contain lead and shall be properly abated.

5) Phases – The project is to be phased as described under L.1.a of this document.

6) Locations. See Attachments 6 and 7.

a. Location 1

1. Room A125 in Building 113

2. Install a duplex, emergency power outlet as shown on Attachment 7.

3. Power should be taken from the critical power panel in the Penthouse.

4. ICRA Level 3.

5. Work may occur during normal business hours.

b. Location 2

1. Room A002 in Building 200

2. Install a duplex data outlet as shown on Attachment 7.

3. Data should be pulled from 002A or B037A.

4. ICRA Level 4.

5. Work shall occur during after-hours or weekends.

c. Location 3

1. Room ASU 1 in Building 200

2. Install a duplex data outlet as shown on Attachment 7.

3. Data should be pulled from 002A or B037A.

4. ICRA Level 4.

5. Work shall occur during after-hours or weekends.

d. Location 4

1. Room ASU 2 in Building 200

2. Install a duplex data outlet as shown on Attachment 7.

3. Data should be pulled from 002A or B037A.

4. ICRA Level 4.

5. Work shall occur during after-hours or weekends.

e. Location 5

1. Room ASU 3 in Building 200

2. Install a duplex data outlet as shown on Attachment 7.

3. Data should be pulled from 002A or B037A.

4. ICRA Level 4.

5. Work shall occur during after-hours or weekends.

f. Location 6

1. Room B027 (GU 1) in Building 200

2. Install a duplex data outlet as shown on Attachment 7.

3. Data should be pulled from 002A or B037A.

4. ICRA Level 4.

5. Work shall occur during after-hours or weekends.

g. Location 7

1. Room B028 (GU 3) in Building 200

2. Install a duplex data outlet as shown on Attachment 7.

578-26-702 EHRM Installation of DDPO2 11

3. Data should be pulled from 002A or B037A.

4. ICRA Level 4.

5. Work shall occur during after-hours or weekends.

h. Location 8

1. Room B028 (GU 3) in Building 200

2. Install a duplex data outlet as shown on Attachment 7.

3. Data should be pulled from 002A or B037

4. ICRA Level 4.

5. Work shall occur during after-hours or weekends.

i. Location 9

1. Room B029 (GU 2) in Building 200

2. Install a duplex data outlet as shown on Attachment 7.

3. Data should be pulled from 002A or B037

4. ICRA Level 4.

5. Work shall occur during after-hours or weekends.

j. Location 10

1. Room B029 (GU 2) in Building 200

2. Install a duplex data outlet as shown on Attachment 7.

3. Data should be pulled from 002A or B037

4. ICRA Level 4.

5. Work shall occur during after-hours or weekends.

k. Location 11

1. Room D008 in Building 200

2. Install a duplex, emergency power outlet as shown on Attachment 7.

3. Power should be taken from the critical power panel in D010N (D012).

4. ICRA Level 4.

5. Work shall occur during after-hours or weekends.

l. Location 12

1. Room 1324 in Building 200

2. Install a duplex, emergency power outlet as shown on Attachment 7.

3. Power should be taken from the critical power panel in 1367B or 1387B.

4. ICRA Level 4.

5. Work may occur during normal business hours.

m. Location 13

1. Room 1349 in Building 200

2. Install a duplex data outlet as shown on Attachment 7.

3. Data should be pulled from 1387A.

4. Convert existing duplex to quad, emergency power outlet as shown on

Attachment 7.

5. Power should be taken from the critical power panel in 1367B or 1387B.

6. ICRA Level 4.

7. Work shall occur during after-hours or weekends.

578-26-702 EHRM Installation of DDPO2 12

n. Location 14

1. Room 1349 in Building 200

2. Install a duplex data outlet as shown on Attachment 7.

3. Data should be pulled from 1387A.

4. Install a duplex power outlet as shown on Attachment 7.

5. Power should be taken from the regular power panel in 1387B.

6. ICRA Level 4.

7. Work shall occur during after-hours or weekends.

o. Location 15

1. Room 1162 in Building 200

2. Install a duplex data outlet as shown on Attachment 7.

3. Data should be pulled from 1136.

4. ICRA Level 3.

5. Work shall occur during after-hours or weekends.

p. Location 16

1. Room 656 in Building 200

2. Install a duplex, emergency power outlet as shown on Attachment 7.

3. Power should be taken from the critical power panel in 667B or 687B.

4. ICRA Level 4.

5. Work shall occur during after-hours or weekends.

q. Location 17

1. Room 4064 in Building 200

2. Install a duplex data outlet as shown on Attachment 7.

3. Data should be pulled from 4100.

4. ICRA Level 4.

5. Work shall occur during after-hours or weekends.

r. Location 18

1. Room 4068 in Building 200

2. Install a duplex data outlet as shown on Attachment 7.

3. Data should be pulled from 4100.

4. ICRA Level 4.

5. Work shall occur during after-hours or weekends.

s. Location 19

1. Room 4069 in Building 200

2. Install a duplex data outlet as shown on Attachment 7.

3. Data should be pulled from 4100.

4. ICRA Level 4.

5. Work shall occur during after-hours or weekends.

t. Location 20

1. Room 2116 (OR 7) in Building 200

2. Install a duplex data outlet as shown on Attachment 7.

3. Data should be pulled from C228.

4. Install a duplex, emergency power outlet as shown on Attachment 7.

5. Power should be taken from the critical power panel in C2110 or 2212.

578-26-702 EHRM Installation of DDPO2 13

u. Location 21

1. Room A104 in Building 200

2. Install a duplex data outlet as shown on Attachment 7.

3. Data should be pulled from A123E.

4. Install a duplex, emergency power outlet as shown on Attachment 7.

5. Power should be taken from the critical power panel in A108.

6. Install a duplex power outlet as shown on Attachment 7.

7. Power should be taken from the regular power panel in A108.

8. ICRA Level 4.

9. Work shall occur during after-hours or weekends.

v. Location 22

1. Room A142-7 in Building 200

2. Install a duplex data outlet as shown on Attachment 7.

3. Data should be pulled from A123E.

4. ICRA Level 4.

5. Work shall occur during after-hours or weekends.

w. Location 23

1. Room B109 in Building 200

2. Install a power pole with quad, emergency power outlet as shown on Attachment

7.

3. Power should be taken from the critical power panel in B118.

4. ICRA Level 4.

5. Work shall occur during after-hours or weekends.

x. Location 24

1. Room B121A in Building 200

2. Install a duplex, emergency power outlet as shown on Attachment 7.

3. Power should be taken from the critical power panel in B118.

4. Install a duplex power outlet as shown on Attachment 7.

5. Power should be taken from the regular power panel in B118.

6. ICRA Level 4.

7. Work shall occur during after-hours or weekends.

y. Location 25

1. Room C105 (CT) in Building 200

2. Install a duplex data outlet as shown on Attachment 7.

3. Data should be pulled from C121.

4. Install a duplex, emergency power outlet as shown on Attachment 7.

5. Power should be taken from the critical power panel in the C105C.

6. ICRA Level 4.

7. Work shall occur during after-hours or weekends.

z. Location 26

1. Room 1349 in Building 200

2. Install a duplex data outlet as shown on Attachment 7.

3. Data should be pulled from 1387A.

4. ICRA Level 4.

5. Work shall occur during after-hours or weekends.

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aa. Location 27

1. Room B023 in Building 200

2. Install a duplex data outlet as shown on Attachment 7.

3. Data should be pulled from 002A or B037.

4. Install a duplex power outlet as shown on Attachment 7.

5. Power should be taken from the regular power panel in B037A (2 closets).

6. ICRA Level 4.

7. Work shall occur during after-hours or weekends.

bb. Location 28

1. Room D108 in Building 200

2. Install a duplex data outlet as shown on Attachment 7.

3. Data should be pulled from D113A.

4. Install a duplex power outlet as shown on Attachment 7.

5. Power should be taken from the regular power panel in D113B.

6. ICRA Level 4.

7. Work shall occur during after-hours or weekends.

cc. Location 29

1. Room D110C in Building 200

2. Install a duplex data outlet as shown on Attachment 7.

3. Data should be pulled from D113A.

4. Install a duplex power outlet as shown on Attachment 7.

5. Power should be taken from the regular power panel in D113B.

6. ICRA Level 4.

7. Work shall occur during after-hours or weekends.

dd. Location 30

1. Room B1001 in Building 228

2. Install a duplex data outlet as shown on Attachment 7.

3. Data should be pulled from B1006.

4. Install a duplex power outlet as shown on Attachment 7.

5. Power should be taken from the regular power panel in B1005 or B1014.

6. ICRA Level 3.

7. Work shall occur during after-hours or weekends.

ee. Location 31

1. Outside Room 2036D in Building 228

2. Install a duplex data outlet as shown on Attachment 7.

3. Data should be pulled from 2047.

4. ICRA Level 4.

5. Work shall occur during after-hours or weekends.

6. Mental Health Training is Required. See Attachment 9.

ff. Location 32

1. Room 2046 in Building 228

2. Install a duplex data outlet as shown on Attachment 7.

3. Data should be pulled from 2047.

4. Convert existing duplex to quad, emergency power outlet as shown on

Attachment 7.

5. Power should be taken from the critical power panel in 2045 or 2009.

578-26-702 EHRM Installation of DDPO2 15

8. Mental Health Training is Required. See Attachment 9.

gg. Location 33

1. Room 2030 in Building 228

2. Install a duplex data outlet as shown on Attachment 7.

3. Data should be pulled from 2047.

4. ICRA Level 4.

5. Work shall occur during after-hours or weekends.

6. Mental Health Training is Required. See Attachment 9.

I) Constraints

1) Contractor Work Hours.

a. Normal working hours for this contract will be from 7:00AM to 4:30PM (local time), Monday through Friday except for weekends and established Federal Holidays.

b. Performing on-site work outside normal working hours will require approval from the

Contracting Officer and the COR. Requests shall be submitted via email at least 72 hours prior to the requested date and at no additional cost to the Government.

Approvals are subject to the availability of on-site staff.

c. All work in non-clinical, non-patient care spaces may be performed during regular business hours.

d. All work in clinical or patient care areas shall be completed after hours or weekends.

Terminally cleaning of these spaces shall be factored into and shown on the contractor’s schedule.

2) Photographs may be taken of the work performed at the jobsite. However, photographs containing patients and/or staff are a violation of Patient and Hospital Privacy policies.

Both violations are subject to penalties and dismissal. Permission from the EHVAH

Public Affairs Officer (PAO) is required and should be coordinated with the project

COR.

3) VHA Directive 1085 implements a smoke-free policy for patients, visitors, contractors, volunteers, and vendors at VA health care facilities.

4) Maximizing Use of American-Made Goods, Products, and Materials

a. The Buy American Act required the United States government to prefer U.S.-made products in its purchases.

b. It is the policy of the United States to buy American and to maximize, consistent with law, the use of goods, products, and materials produced in the United States.

c. Material purchases should adhere to this policy to the greatest extent possible.

5) The contractor badging process is a required security procedure of all VA stations. It is the responsibility of the general or prime contractors to notify their subcontractors of this requirement. All contracted workers visiting the jobsite will need to receive a contractor’s Flash badge. This is to be done before any construction or demolition work is started on the project. Failure to obtain and display the proper badge could result in the worker being removed from the station by Hines Police.

The procedure to follow is:

a. The Contractor shall have 2 weeks’ notice from award to Notice to Proceed (NTP) to on-board team members with the necessary badging.

b. The Contractor shall fill out Contractor Badging Form – See Attachment 1, Document

1.

578-26-702 EHRM Installation of DDPO2 16

c. Two (2) forms are personal identification are needed. Valid (unexpired) forms of ID include:

1. Current Driver’s License. Real ID is required.

2. An original social security card (not laminated). Substitutes may include:

i. Current Passport

ii. Original birth certificate (not a copy)

Additional forms of identification can be found on Page 2 of the Contractor

Badging Form – See Attachment 1, Document 1.

d. The Contractor shall coordinate with COR and bring the completed Contractor Badging

Form to Mikel Jones (Bldg. 2, Rm 119) to coordinate for fingerprints (Phone: 708 202-

8387, ext. 21322; Email: mikel.jones@va.gov).

e. Once the form is approved by Mikel Jones, contractors shall take a copy of the form to

Human Resources located in Building 17 for fingerprinting. The hours for fingerprinting are 8:00 AM to 3:00 PM. The other copy will stay with Hines

Engineering.

f. Upon a favorable fingerprint adjudication, the contractor will schedule an appointment with HR to receive a Flash badge. The link to schedule this appointment will be provided by Mikel Jones upon notification of successful fingerprint adjudication.

J) Tasks and Responsibilities

A pre-construction (kick-off) meeting between the Contracting Officer (CO) or Contracting

Specialist (CS), the Contracting Officers Representative (COR), and key GC team members will be conducted to review project objectives, scope, deliverables, communication, site access, schedule, and responsibilities. During this meeting the Notice to Proceed (NTP) should be signed. After this meeting the awarded GC firm shall provide their services according to the approved project schedule.

1) Preconstruction Period: The Contractor shall provide the following:

a. Logistics Plan: A comprehensive narrative describing the chronological planned development of the project. The Logistics Plan includes an organizational chart, hourly rates, staging plan, description of means and methods, and hours of work.

b. Construction Security Plan: Defines both physical and administrative security.

c. Construction Phasing Plan: It is the Contractor’s responsibility to develop a work plan and schedule detailing, at a minimum, the procedures to be employed, the equipment and materials to be used, the interim life safety measure to be used during the work, and a schedule defining the duration of the work with milestone subtasks.

d. Submittal Registry: The Submittal Registry shall include a listing of all documentation required for pre-approved submissions including shop drawings, technical data, product performance information, calculations, and samples.

e. Accident Prevention Plan: The APP (aka Construction Safety & Health Plan) shall interface with the Contractor's overall safety and health program.

f. Activity Hazard Analyses: AHAs are also known as Job Hazard Analyses, Job Safety

Analyses, and Activity Safety Analyses.

g. Construction Schedule: WBS schedule including start/end dates, duration, and sequencing, preferably in MS Project or Primavera format (include floats).

h. Schedule of Values: A detailed Breakdown for Payment, including design stages, work performed, and work invoiced per Progress Payment submission.

mailto:mikel.jones@va.gov

578-26-702 EHRM Installation of DDPO2 17

1. The Schedule of Value is a representative breakdown of the contractor’s firm, fixed-price bid. Each portion of the Schedule of Values represents the amount the government paid to the contractor for that portion of the work.

2. Because the contractor’s bid was fixed, so too is the Schedule of Values. It is not fluid and does not change after submission and approval. The Schedule of Values can only be modified through a bi-lateral agreement between the government and the contractor.

3. The government will utilize the Schedule of Values as a basis of negotiations for contract modifications. This is especially true when a credit is due to the government for all or measurable parts of certain portions of the firm, fixed-price contract.

i. Existing Conditions Survey: Before any work is started, the Contractor shall make a thorough survey with the COR of the buildings or areas of buildings in which alterations occur and areas which are anticipated routes of access, and furnish a report, signed by both, to the Contracting Officer.

j. Infection Control Plan (ICP): Narrative description of the dust control and debris disposal process including disposal destination and methodology.

k. Quality Control Plan (QCP): Describes the methods by which the Contractor will ensure all work is being accomplished in accordance with specifications and this

SOW.

l. Environmental Protection Plan: The Contractor shall meet with the COR to discuss the proposed Environmental Protection Plan and to develop mutual understanding relative to details of environmental protection.

m. Document Submissions. All documents included as Attachments to this SOW that are required to be filled out and signed or jointly signed by the Contractor.

n. Demolition Debris Management Plan.

o. Certificates, Licenses, and Training Documents.

p. Obtain PIV badges.

q. RFI’s: Other than those resulting directly from demolition or construction.

2) Construction Period: Along with coordinating the construction of the project, the

Contractor shall provide the following during construction services:

a. Display the signed PCRA, ICRA, ILSM and Emergency Contact Information in a location coordinated with the COR.

b. Submit RFI’s during construction as necessary.

c. Attend and run weekly or biweekly construction meetings.

1. Take notes and attendance, produce, and distribute minutes. Note – Failure to produce fair, unbiased meeting minutes will result CO disciplinary action.

2. Track and RFI’s, submittals, and modifications through various logs.

3. Request permits and shutdowns.

4. Request inspections, reviews, and punch list.

5. Address any obstacles and work to coordinate resolutions.

d. Attend site visits, field inspections, and punch list inspections as requested by the

COR.

3) Construction Close-out Period:

a. The Contractor shall provide the following:

1. Inspection and Approval by the COR and/or the CO.

2. Final Approval and Beneficial Occupancy when applicable.

3. Warranties documents and O&M Manuals.

578-26-702 EHRM Installation of DDPO2 18

4. As-built drawings and record submittals.

5. Staff training when applicable.

6. Contractor Release of Claims.

7. All Waste Reports submitted per Safety and Health during Construction

Activities.

8. Existing Conditions Re-survey.

b. The COR shall review the Contractor’s close-out submissions for thoroughness and conformance with the contract document requirements. The COR shall also review field-marked as-built drawings for conformance with final installations.

c. The COR shall utilize these as-built drawings and specifications from the Contractor and generate as recorded drawings and specifications.

K) Deliverables

1) The Contractor shall provide all submittals required by this SOW, drawings, and the

Specifications Book.

L) Time Frames

1) This project shall be completed within Ninety (90) calendar days once NTP is issued.

a. Phasing – The Contractor shall develop a Phasing Plan and Schedule to perform the work in Phases. The Phasing Plan and Schedule shall be submitted to the COR as submittals for review and approval. Prior to the start of each Phase the Contractor shall submit Coordination Drawings as described in Specification section 013323

SHOP DRAWINGS, PRODUCT DATA, AND SAMPLES 1.8. The Contractor and the COR will coordinate Phase specific ICRA, PCRA and ISLM for each Phase at the beginning of the Project.

b. Pre-construction (kick-off) Meeting is when the Notice to Proceed (NTP) is signed.

c. Pre-Construction Period duration is NTP + 14 calendar days. Within this period the

Contractor shall provide submittals for all materials and submit the following:

1. Logistics Plan.

2. Construction Security Plan.

3. Construction Phasing Plan.

4. Submittal Registry.

5. Accident Prevention Plan.

6. Activity Hazard Analyses.

7. Construction Schedule.

8. Schedule of Values.

9. Existing Conditions Survey.

10. Infection Control Plan.

11. Quality Control Plan.

12. Environmental Protection Plan.

13. Document Submissions.

14. Demolition Debris Management Plan.

15. Certificates, Licenses, and Training Documents.

16. Obtain PIV badges.

578-26-702 EHRM Installation of DDPO2 19

d. Construction Period - To be determined based upon the approved schedule for construction. The estimated construction period is 76 calendar days with all product submittals to be delivered prior to the start of construction to the COR for review and approval. No demolition or construction shall be started without the review and approval from the COR for those items listed in the Pre-Construction Period unless authorized in writing by the COR or the CO.

e. Construction Closeout Period duration is NTP + 90 calendar days. The Contractor shall submit all documents, drawings, and commissioning reports (if applicable) within 15 calendar days from acceptance of the completed punch list items by

EHVAH. Within this period the Contractor shall provide all materials included under

Tasks and Responsibilities and the following:

1. Inspection and Approval by the COR and/or the CO.

2. Final Approval and Beneficial Occupancy when applicable.

3. Warranties documents and O&M Manuals.

4. As-built drawings and record submittals.

5. Staff training when applicable.

6. Contractor Release of Claims.

7. Waste Reports.

8. Existing Conditions Re-survey.

M) Performance Monitoring

The Government will periodically evaluate the Contractor’s performance by appointing a representative(s) to monitor such performance and ensure services are received. The Government representative will evaluate the Contractor’s performance through intermittent on-site inspections of the Contractor's performance.

N) Other Pertinent Information or Special Considerations.

1) All Contractor personnel shall be certified by appropriate federal and state regulatory agencies to meet federal and local certification requirements as applicable. All licenses, permits, and welding certifications shall be kept current throughout the period of performance of the contract. The Contractor shall provide the Government copies of such certificates.

2) Per VA Information Security Program policy – VA Directive and Handbook 6500 and

6500.6, Appendix A, contractor storage, generation, transmission or exchanging of VA sensitive information during this construction project is not acceptable.

3) All work shall be scheduled to meet requirements of EHVAH. All work shall be coordinated through the Contracting Officer. Local coordination shall be routed through the Contracting Officer’s Representative.

4) The Contractor shall provide to the Contracting Officer record of work certifications for all trade’s relative to this contract 5 calendar days prior to beginning work. Certifications shall include welders, pipe installers, machine operators, etc.

5) The Contractor is responsible for repairing any damages to existing utilities incurred during construction or demolition.

6) Utilities within the area and identified on existing drawings are not to be interpreted as the exact location, or as the only existing site conditions. The Contractor shall verify all existing conditions and proceed with caution around any anticipated obstructions.

578-26-702 EHRM Installation of DDPO2 20

7) Where any work disturbs the grass areas, sod, walls, ceilings, floors, windows, entrances or building structures, etc. or where new and old work join, the Contractor shall restore, repair, or refinish affected areas or surfaces to their original condition, or as existed before the commencement of this project. Upon completion of the contract, the

Contractor shall deliver all work complete and undamaged. Any damage that may be caused by the Contractor or his work crews or subcontractors to any existing structure, grounds and utilities shall be repaired or replaced to their original condition.

8) Should a conflict exist between VA requirements and VA adopted nationally recognized codes and standards, the conflict shall be brought to the attention of the Contracting

Officer. The resolution of the conflict shall be made by the authority having jurisdiction for VA to ensure system-wide consistency. All work conducted under this scope of work shall comply with the Department of Veterans Affairs Master Specifications and all applicable state and federal regulations and codes.

O) Risk Control

1) Refer to the attached ICRA form.

P) Point of Contact at the EHVAH

1) Javier Martinez

Healthcare Engineer, Project Planning Section

Engineering Service

Edward Hines Jr. VA Hospital

5000 S. Fifth Avenue

Building 2, Room 109

Hines, IL 60141

Javier.Martinez4@va.gov

Phone: 708-979-6096