Spec 00 11 21 SITE PREP-PROJECT 516-15-105 INSTALL TEMP KITCHEN .pdf

Bay Pines VA Healthcare System Project 516-15-105 Install Kitchen Modular Building – Site Preparation

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SECTION 00 11 21

REQUEST FOR PROPOSAL TO DESIGN BUILD

INSTALL KITCHEN MODULAR BUILDING – SITE PREPERATION

PROJECT NO. 516-15-105

A. PART I - GENERAL

A1. Scope of Contract

Provide all labor, materials, tools and equipment, and services necessary to provide utilities for a temporary kitchen modular building

(by others) as further defined by this request for proposal (RFP).

a. The contractor shall provide all services, construction services, supervision, labor, materials, tools and equipment required to design, construct and install the utilities for a kitchen modular building at the Bay Pines VA Healthcare System (BPVAHCS) located at 10000 Bay Pines

Blvd, Bay Pines, Florida 33744.

b. The kitchen modular building utilities provided under this contract shall be designed and constructed to comply with building code requirements and VA Master Construction Specifications PG-18-1 available on the website at:

https://www.cfm.va.gov/TIL/spec.asp

In the event there are conflicts with the building codes and the VA master specifications, the more stringent requirement will govern.

c. The kitchen modular building site will remain in place for a minimum of

(1) year with a (3) months option, and (1) month options to follow with the scheduled renovation of the main kitchen, and site restored to pre-kitchen modular building condition. Contract will include warranty and maintenance.

d. Reference Attachments: “A”(516-15-105 TEMP KITCHEN-OVERLAY), “B”(516-

15-105 TEMP KITCHEN STREET SITE PICs), “C”(516-15-105 VA SUPPLIED

EQUIP-TEMP KITCHEN), and D(TEMP KITCHEN CONCEPT-DRAWING MK-1, 11/4/2020 for location, concept layout, and existing utilities and accesses of the kitchen modular building.

e. Services shall include the following:

1) Services shall include the design of the site based on the final kitchen modular building layout (by others), and site to be installed under this contract in accordance with Specification

Division 31, Earthwork and shall include the following:

a. Tree and/or Shrub Removal: Services shall include the removal of trees and/or shrubs. The removal of trees and/or shrubs

00 11 21-2 shall include the removal of roots and stumps. Final selection of trees and/or scrubs to be removed will be approved by the

VA.

b. Existing Underground Utility Survey: Existing underground utilities shall be located and marked prior to starting any excavation work, to include the removal of trees located on the site for the kitchen modular building and the site.

c. Site preparation: Site preparation for the kitchen modular building shall include; evaluation, reinforcing, shoring of existing asphalt street on which the modular building will be placed. Accesses, shoring, and reinforcing shall be provided for the canopy area and service ramps and integrate with existing sidewalks to the kitchen modular building entrances and all other exit stairs (stairs provided by others).

1. Site Grading: Site preparation services shall include the evaluation of current conditions and grading of the site to facilitate site drainage. Kitchen modular building is proposed to be placed in a current street with existing storm drainage system. The existing storm drain system may be adequate to shed runoff from the kitchen modular building footprint.

2. Kitchen Modular Building Tie Down Coordination: The proposed asphalt site shall be coordinated with the footprint of the final kitchen modular building layout. The proposed asphalt site shall be coordinated with the kitchen modular building tie-down locations and the tie-down requirements. The placement and installation of the tie-downs shall be coordinated with the kitchen modular building manufacturer and their kitchen modular building installer. The tie-down installation shall be reviewed and approved by the kitchen modular trailer manufacturer prior to placement.

3. Site Drainage: The proposed asphalt site should provide adequate drainage to accommodate runoff from the kitchen modular building. The existing site grade elevations shall remain as current. Modifications to kitchen modular building site for runoff will be established in a

00 11 21-3 restorable method. The existing underground storm drain system shall be considered in the final design of the site.

2) Provide the following utilities for the kitchen modular building:

a. Domestic Water and Fire Water Supply: Provide underground or above water utilities to the kitchen modular building per

Specification Section 33 10 00, Water Utilities. Water utilities shall include domestic water (hot and cold) and fire supply. Water supplies will be sized to meet calculated demand of kitchen modular building (determined by others-design). Hot water source may be external or internal to kitchen modular building (determined by others-design). A separate backflow preventer shall be provided for each service. Provide a supervised post indicator valve for the fire supply service including an underground conduit to the modular building point of connection (POC) and connect to the modular building POCs.

b. Post Indicator Valve (PIV): Not required.

c. Fire Alarm System: Provide conduit and wiring to connect the kitchen modular building fire alarm system to the existing facility fire alarm monitoring system for remote monitoring of the kitchen modular building fire alarm system. Connect conduit to the kitchen modular building point of connection

(POC). Wiring shall be terminated in the kitchen modular building FA system annunciator panel located (TBD). The installation shall be coordinated with Simplex-Grinnell which is presently maintaining the facility’s fire alarm system. The conduit and wiring and terminations, including kitchen modular building fire alarm system alarm verification shall be furnished under this contract. The transfer of alarms to the facility’s fire alarm monitoring system shall be tested and verified in accordance with NFPA fire and life safety requirements and VA standards under this contract. All testing shall be performed in the presence of the VA.

3) Sanitary System: Provide underground sanitary sewer in accordance with Specification Section 33 30 00, Sanitary Sewer utilities.

Connect new sanitary line (size TBD) to the POC or manifold system (size TBD) for the kitchen modular building and run sanitary line to existing sanitary manhole or sanitary discharge

00 11 21-4 conduit; size of line design shall be included in services

(demand calculated by others-design).

4) Natural Gas: No natural Gas

5) Data and Communication: Provide data and communication conduits and wiring. Installation shall be coordinated with the requirements of the kitchen modular trailer.

6) Electrical Power: Provide electrical power distribution including transformer and distribution panel to provide power to the kitchen modular building (approximately 4200 SF). Required capacity shall be coordinated with the electrical requirements of the kitchen modular building. Kitchen modular building will consist of 480V/277V and 208V/120V equipment and utilities.

7) Grounding Grid: Provide electrical system grounding grid at kitchen modular building site for grounding of electrical system panels in the kitchen modular building units.

8) Site Lighting: Evaluate existing street-pole LED light poles present with controls to adequately illuminate the proposed kitchen modular building site.

10)Grease Trap: Provide temporary grease trap in accordance with

Specification Section 22-13-23 Part 1, 2.2, Sanitary Waste

Interceptor. Connect sanitary lines to a POC manifold system for the kitchen modular building and run sanitary line to existing sanitary manhole or onsite sanitary main conduit; size of line design shall be included in services.

A2. Definitions

A. Design-Build (DB) as defined by the Department of Veterans Affairs (VA) is the procurement by the Government, under one contract, with one firm or joint venture (JV) for both design and construction services for a specific project.

1. Contracting Officer: The services to be performed under this contract are subject to the general supervision, direction, control and approval of the Contracting Officer.

2. Project Manager /COR: The Contracting Officer's representative responsible for administering contracts under the immediate direction of the Contracting Officer. COR duties, authority and limitations set forth in his delegation of authority from the

Contracting Officer.

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3. Design Build Contract: This term, as used herein, refers to the

Contract(s) to perform the design and construction of the project.

4. Contractor: This term, as used herein, refers to the contractor under this contract or the DB team.

5. AE: This term, as used herein, refers to the Architect-Engineer firm(s)that are a part of the DB team, also referred to as DB/AE.

A2. Selection Procedure

During the review of offers the VA may ask for additional information.

The VA may initiate action to award a contract at any point after review of the offers. Therefore, offers should reflect the offeror’s best terms both from a technical and cost standpoint.

A3. Tentative Schedule:

Schedule Objectives - The anticipated completion of this project is 120 calendar days after “Notice to Proceed” (NTP).

A4. Cost Range

The anticipated cost range for this project is between $58,000 and

$60,000 monthly. This cost range includes setup up, startup, teardown, removal, and maintenance.

A5. Pre-Proposal Conference

A pre-proposal conference will be held at the Bay Pines VA Healthcare

System (DATE, TIME, AND PLACE - TBD). All offerors, consultants, subcontractors, manufacturers and suppliers are invited to attend.

A6. VA INFORMATION AND INFORMATION SYSTEM SECURITY/PRIVACY LANGUAGE:

VA INFORMATION CUSTODIAL LANGUAGE:

a. Contractors, contractor personnel, subcontractors, and subcontractor personnel shall be subject to the same Federal laws, regulations, standards, and VA Directives and Handbooks as VA and VA personnel regarding information and information system security.

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b. If VA determines that the contractor has violated any of the information confidentiality, privacy, and security provisions of the contract, it shall be sufficient grounds for VA to withhold payment to the contractor or third party or terminate the contract for default or terminate for cause under Federal Acquisition Regulation (FAR) part 12.

c. A contractor/subcontractor shall request logical (technical) or physical access to VA information and VA information systems for their employees, subcontractors, and affiliates only to the extent necessary to perform the services specified in the contract, agreement, or task order.

d. All contractors, subcontractors, and third-party servicers and associates working with VA information are subject to the same investigative requirements as those of VA appointees or employees who have access to the same types of information. The level and process of background security investigations for contractors must be in accordance with VA Directive and Handbook 0710, Personnel Suitability and Security Program. The Office for Operations, Security, and

Preparedness is responsible for these policies and procedures.

SECURITY INCIDENT INVESTIGATION:

a. The term “security incident” means an event that has, or could have, resulted in unauthorized access to, loss or damage to VA assets, or sensitive information, or an action that breaches VA security procedures. The contractor/subcontractor shall immediately notify the

COR and simultaneously, the designated ISO and Privacy Officer for the contract of any known or suspected security/privacy incidents, or any unauthorized disclosure of sensitive information, including that contained in system(s) to which the contractor/subcontractor has access.

b. To the extent known by the contractor/subcontractor, the contractor/subcontractor’s notice to VA shall identify the information involved, the circumstances surrounding the incident (including to whom, how, when, and where the VA information or assets were placed at

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c. With respect to unsecured protected health information, the business associate is deemed to have discovered a data breach when the business associate knew or should have known of a breach of such information.

Upon discovery, the business associate must notify the covered entity of the breach. Notifications need to be made in accordance with the executed business associate agreement.

d. In instances of theft or break-in or other criminal activity, the contractor/subcontractor must concurrently report the incident to the appropriate law enforcement entity (or entities) of jurisdiction, including the VA OIG and Security and Law Enforcement. The contractor, its employees, and its subcontractors and their employees shall cooperate with VA and any law enforcement authority responsible for the investigation and prosecution of any possible criminal law violation(s) associated with any incident. The contractor/subcontractor shall cooperate with VA in any civil litigation to recover VA information, obtain monetary or other compensation from a third party for damages arising from any incident, or obtain injunctive relief against any third party arising from, or related to, the incident.

LIQUIDATED DAMAGES FOR DATA BREACH:

a. Consistent with the requirements of 38 U.S.C. §5725, a contract may require access to sensitive personal information. If so, the contractor is liable to VA for liquidated damages in the event of a data breach or privacy incident involving any SPI the contractor/subcontractor processes or maintains under this contract.

b. The contractor/subcontractor shall provide notice to VA of a “security incident” as set forth in the Security Incident Investigation section above. Upon such notification, VA must secure from a non-Department entity or the VA Office of Inspector General an independent risk analysis of the data breach to determine the level of risk associated with the data breach for the potential misuse of any sensitive personal information involved in the data breach. The term 'data breach' means

00 11 21-8 the loss, theft, or other unauthorized access, or any access other than that incidental to the scope of employment, to data containing sensitive personal information, in electronic or printed form, that results in the potential compromise of the confidentiality or integrity of the data. Contractor shall fully cooperate with the entity performing the risk analysis. Failure to cooperate may be deemed a material breach and grounds for contract termination.

SECURITY CONTROLS COMPLIANCE TESTING:

On a periodic basis, VA, including the Office of Inspector General, reserves the right to evaluate any or all the security controls and privacy practices implemented by the contractor under the clauses contained within the contract. With 10 working-days’ notice, at the request of the government, the contractor must fully cooperate and assist in a government-sponsored security controls assessment at each location wherein VA information is processed or stored, or information systems are developed, operated, maintained, or used on behalf of VA, including those initiated by the Office of Inspector General. The government may conduct a security control assessment on shorter notice

(to include unannounced assessments) as determined by VA in the event of a security incident or at any other time.

TRAINING:

a. All contractor employees and subcontractor employees requiring access to VA information and VA information systems shall complete VA Privacy and Information Security Awareness and Rules of Behavior Training before being granted access to VA information and its systems.

(1) Sign and acknowledge (either manually or electronically) understanding of and responsibilities for compliance with the Rules of Behavior before being granted access to VA information and its systems.

b. The contractor shall provide to the contracting officer and/or the COR a copy of the training certificates and certification of signing the

Rules of Behavior for each applicable employee within 1 week of the initiation of the contract and annually thereafter, as required.

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c. Failure to complete the mandatory annual training and sign the Rules of

Behavior annually, within the timeframe required, is grounds for suspension or termination of all physical or electronic access privileges and removal from work on the contract until such time as the training and documents are complete.

2. 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 Bay Pines VA Healthcare System records.

2. does not include personal materials.

3. applies to records created, received, or maintained by Contractors pursuant to their Bay Pines VA Healthcare System 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.

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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. Bay Pines VA Healthcare System 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 Bay Pines VA Healthcare System 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 Bay

Pines VA Healthcare System. 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

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Contracting Activity. When information, data, documentary material, records and/or equipment is no longer required, it shall be returned to

Bay Pines VA Healthcare System 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 Bay Pines VA Healthcare System 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 Bay Pines VA Healthcare System policy.

8. The Contractor shall not create or maintain any records containing any non-public Bay Pines VA Healthcare System 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 Bay Pines VA Healthcare System 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 Bay Pines VA

Healthcare System 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

[Agency]-provided records management training. The Contractor is responsible for confirming training has been completed according to

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[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.

PO Comments:

Contractor will be required to comply with physical security guidelines by either checking in with the VA Police each time they come on-site to perform contracted services or by obtaining a VA Contractor ID badge from the VA Police.

Contractor may not have access to any VA sensitive information under this contract.

Contractor must always be escorted by VA staff or contractor must complete

VA Privacy and Information Security Awareness and Rules of Behavior training.

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