Statement of Work.docx

689-21-111 Upgrade OR Utilities

STATEMENT OF WORK

Supplement A, B, C

VA NRM Construction Project Number: 689-21-111

Upgrade OR Utilities

VA Connecticut Healthcare System (VACHS) – West Haven Campus

West Haven Campus

950 CAMPBELL AVENUE

WEST HAVEN, CT 06516

TABLE OF CONTENTS:

BACKGROUND

SCOPE OF WORK

ADMINISTRATIVE PROCEDURES

MATERIAL TO BE PROVIDED TO THE A/E BY THE VA

DELIVERABLES

DESIGN REVIEWS – SCHEDULES AND REQUIREMENTS

CONSTRUCTION PERIOD SERVICES

APPENDIX A: ENVIRONMENTAL ASSESSMENT SCOPE OF WORK

APPENDIX B: INFECTION PREVENTION MEASURES

APPENDIX C: VA INFORMATION AND INFORMATION SYSTEM SECURITY/PRIVACY LANGUAGE FOR INCLUSION INTO CONTRACTS, AS APPROPRIATE

APPENDIX D: SPECIFICATION CLARIFICATION AND REQUIREMENTS

I. BACKGROUND

The VA Medical Center, West Haven currently has seven Operating Rooms within the Surgical Suite where both in-patient and out-patient surgeries are performed. The existing utility systems that feed this area are outdated and failing. The VA Medical Center would like to upgrade the utilities that feed the Surgical Suite, and a future planned Hybrid OR within the existing surgical suite. The 689-10-121 OR Controls project went out for bid in January 2020 and did not produce a viable proposal. The project was cancelled. The 689-19-001 Hybrid OR Suite design contract was awarded in September 2019 to be incorporated into the OR Controls project. This project was also cancelled when the OR Controls project was cancelled.

The VA Connecticut Healthcare System seeks Architectural and Engineering Services to design complete utility replacements and upgrades that meet current VA requirements for the existing OR suite with accommodations made for a future Hybrid OR. The OR Utility upgrade and new Hybrid OR also known as Transcatheter Aortic Valve Replacement Surgery (TAVRS) design includes reconfiguring and modernizing approximately 6,000 square feet of existing Operating Room space including a new Hybrid OR, Ambulatory Patient Unit, Pre-Op and Post Surgery and storage considerations for Sterile and Reusable Medical Equipment (RME). All accommodations for a future Hybrid OR shall be incorporated into this project.

The timeframe of this project construction is of a critical nature and complex phasing shall be included to limit the shutdown of the surgical suite to less than 60 days.

VAMC West Haven is seeking full Design and Construction Administration services, and Activation support to upgrade to current VA Standards for OR, Space & Arrangement, Building Systems, Equipment, and Technology.

II. SCOPE OF WORK

Project Scope and Objectives:

Locations for work are Building 1; 3rd Floor Surgical Suite; Ancillary Spaces and Operating Rooms.

Additional work will be required in mechanical rooms and other areas supporting the OR. New Sterile and RME storage areas shall be created and/or upgraded to allow equipment and supplies from the OR to be stored in the appropriate environment during construction.

Document Review

The Government will provide information as requested and outlined below.

1. A/E shall review the final construction documents VA Project 689-10-121 OR Control System Replacement dated March 29, 2020. The A/E shall have a thorough understanding of this construction package and phasing requirements outlined in this construction package.

2. The A/E shall review the 15% programming submission VA Project 689-19-001 Hybrid OR dated May 15,2020. Review all correspondence with Central office pertaining to the recommended location, technical impacts, etc. of the proposed Hybrid OR. All planning for this Hybrid OR project shall be considered and accommodated in the 689-21-111 Upgrade OR Utilities design and construction to minimize conflicts and reduce the need for changes in a future Hybrid OR project. Review Hybrid OR engineer’s comments pertaining to the utilities proposed on the 689-10-121 construction package.

3. The A/E shall review and incorporate the 689-19-002 Medical Gas project and understand its status, and impacts on this project.

4. The A/E shall review the locations of existing architectural and structural, HVAC and Controls, Medical Gas, Mechanical, plumbing, steam, electrical, fire protection, pneumatic tube, nurse call, communications, booms and lights, etc. system’s drawings within the project area. The VA shall provide the A/E with copies of available as-built site plans, master floor plans, elevations, and structural plans in AutoCAD or .pdf format. These drawings will be provided for reference purposes only. The A/E shall be responsible for verifying all such plans for dimensional accuracy and other features and representations critical to the design prior to their use in production of final plans.

5. The A/E shall have a thorough understanding of the latest version of the VA Surgical and Endovascular design guides and all available guidance on the VA Technical Information Library (TIL). Not limited to, but in addition to HVAC, electrical, RME storage, Hybrid OR design standards, the Physical Security Design Resiliency Manual requirements shall be incorporated into the design. Review OR Boom and lights Requirements. Review Sterile Processing Service (SPS) directive 1116 (2) and follow Memorandum Interim Guidance for Heating Ventilation and Air Conditioning Requirements Related to Reusable Medical Equipment Reprocessing and Storage. Specific sections of the VA Master Construction Specifications, Design and Construction procedures, Standard Details and CAD standards, Design Manuals, etc. can be found via the internet for acquisition and editing by the A/E at http://www.cfm.va.gov/TIL/. A/E shall be responsible for providing a design that meets all VA requirements.

6. The A/E shall review existing documents and testing previously performed to confirm the locations of asbestos containing materials or regulated or hazardous materials within the project area.

7. The A/E shall review available mapping and data collected for the major clinical tower project.

Site Inspection

8. The A/E shall conduct on-site observation and inspections of existing conditions within the OR, mechanical spaces and potential locations for sterile RME and medical supply storage. Site Investigations of the OR suite by the A/E shall occur on Saturdays and Sundays. Site inspections of the campus grounds, mechanical spaces, and other non-surgical areas by the A/E shall occur during regular working hours 7:00am-6:00pm.

9. The A/E shall thoroughly investigate all physical, lighting, glare, noise, vibration, and other impacts to nearby inpatient units or other patient care areas that could be impacted by construction. Proper planning and phasing shall be implemented to minimize or eliminate impacts.

Interviews

10. The A/E shall Interview stakeholders for local needs, requirements and concerns. The A/E shall also develop an existing and new furniture, fixtures, and equipment (FF&E) list.

11. The A/E shall interview Subject Matter Experts (SMEs) in the areas of utility design, OR Hybrid, and PSDRM requirements within VA Construction Facilities Management and VA Healthcare Engineering. These SMEs shall provide technical direction and oversight.

12. The A/E shall work with VA Biomed/Clinical Engineering and Medical Design Consultant to develop OR Medical Equipment needs, an itemized equipment list for VA Biomed/Clinical Engineering that needs to be removed and reinstalled as part of the construction project; and a management and coordination plan for equipment removal and installation. Identify square footages required for storage of these items.

Preliminary Studies

13. The A/E shall conduct an electrical load study/analysis to investigate and determine the existing loads and new loads required; also provide coordination study and review additional electrical load studies previously performed for the facility.

14. The A/E shall conduct a structural load study to investigate and determine existing loads for all areas impacted by this project.

15. The A/E shall conduct any additional required surveys to research and investigate the entire area of construction and all materials, including the utilities above the ceiling and within the walls for regulated or hazardous materials. Any required destructive testing shall be performed while protecting the occupants of the space.

16. The A/E shall provide a summary of all VA design standards and guides that will be adhered to during design.

Construction, Commissioning and Activation Documents

17. The A/E shall provide initial programming, schematic design concept 35% design documents, design development 65% documents, and 100% construction documents that meet project objectives.

18. The A/E shall provide a third party Commissioning Plan in accordance with the VA Whole Building Commissioning Process Manual dated May 01, 2013 and with minor revisions 11/01/2013.

19. The A/E shall develop a Furniture, Fixtures, and Equipment (FF&E) Activation Package and Master Inventory List. Document all equipment, furnishings, and FF&E needs for the space. VA Logistics will purchase in accordance with the activation plan. The A/E shall develop detailed FF&E lists, with line item and total costs. The documents shall delineate contractor furnished/contractor installed, VA furnished/contractor installed, VA furnished/VA installed. All required electrical, data and wall backing shall be coordinated and included in the design. VA shall approve all FF&E specific to this project.

III Project Objectives:

1. Upgrade utilities within the Surgical suite, Sterile, RME and medical supply storage locations, mechanical spaces, and other areas required to upgrade the utilities in the surgical suite.

a. Architectural

b. Civil/Structural

c. Mechanical, plumbing, and steam

d. HVAC system

e. Electrical power distribution

f. Fire Protection

g. Medical Gas

h. Pneumatic tube

i. Nurse Call

j. Data and Communications including EHRM

2. Provide initial programming through 35% design to accommodate a follow on project to design and install a Hybrid OR. The design shall minimize conflicts, and reduce changes in the future to accommodate the Hybrid OR. The utilities installed under this project shall be located have the capacity to support the future Hybrid OR. Although the documents produced for this project will not include construction of the Hybrid OR, all planning for the future Hybrid OR and the utilities needed to support it shall be completed under this project.

3. Minimize impacts to the surgical service

a. Detailed phasing plan, considering all material availability and lead times

b. Limit OR Closure to 60 days

4. Minimize impacts (noise, vibration, etc.) to surrounding areas of the hospital.

Design Scope – General: The A/E shall develop and provide a set of drawings and Specifications for programming, conceptual, design development and final design purposes which meet the previously stated Project Scope and Objectives. The A/E shall also provide equipment arrangement locations. The A/E shall design for LEED Silver Certification where economically feasible. Documentation for application for Certification will not be required.

The A/E shall work closely with VA Project Management through the conceptual planning and design phases to ensure coordination with various VA staff. The drawings shall contain boldly printed instructions requiring the same level of coordination by the construction contractor and subcontractors.

General Requirements: The A/E shall produce designs that comply with the latest editions of all applicable DVA guidelines (e.g. Construction Standards, Master Specifications, Standard Details, Special Design Criteria), NFPA, JC, Federal and State codes pertinent to the project scope.

Hazardous Materials: The A/E shall have all areas to be impacted by design or construction tested for asbestos and lead containing materials and incorporated into the plans and specifications. This information shall be incorporated into the construction contract documents.

Safety Plan: VA construction projects have requirements for the General Contractor to establish a safety plan per OSHA, AIA, and VA guidelines. The A/E shall specify the applicable standards and method of plan development for both the area of work and interaction of work within the facility. Infection Prevention Measures, and security plan shall also be included in the Safety Plan. The A/E shall also be responsible for developing their own safety for all site investigations, which shall include asbestos awareness training and procedures when encountering asbestos. The A/E shall include COVID-19 related items into their safety plan as required by local and VAMC West Haven campus requirements.

Quality Control Plan: The A/E shall specify the applicable standards and method of development for a Quality Control Plan. The A/E shall not be responsible for the development of the contractor’s plan, but only for identifying and specifying the appropriate standard forms for Quality Control inspections that will become part of the overall construction plan. The A/E shall submit their own QA/QC plan.

Utility Shutdowns: The VA has a mandatory requirement to obtain approval for utility shutdowns. The A/E shall provide a list of all utility shutdowns required for this project and identify and define the procedure for each shutdown in a Construction Schedule Gant Chart. This will include, but not be limited to, electrical, mechanical and plumbing tie-ins. The A/E shall provide estimated time of each outage and provide a narrative to the impact of the shutdown.

III. ADMINISTRATIVE PROCEDURES

A. After award and issuance of the Notice to Proceed, the A/E will coordinate all site visits through the COR. A copy of the COR’s authorized duties and responsibilities will be provided by the CO.

B. All A/E personnel, their sub-contractors and representatives visiting VA sites will be required to sign in upon arrival and sign out upon leaving in a log book which is kept in the Engineering Design and Development Section in Building 15. Each visiting individual will be required to enter their name, their company’s name, VA project title, date, reason for the visit, and the times of arrival and departure. Additionally, all persons shall be badged. Arrangements for all site visits shall be made in advance.

IV. DELIVERABLES

The A/E shall develop and provide to the VA the following:

A. Meeting Minutes: The A/E shall take minutes of all conferences and other meetings with the VA (including site visits) and shall provide a copy to the Contracting Officer and the COR.

B. Drawings: The A/E shall deliver to the VA fully developed Drawings on current year AutoCAD and a REVIT file using the VA standard BIM Guidelines. Hard Copy drawings shall be plotted at 1:96 scale minimum. Larger more appropriate scales shall be used for sections and details.

C. Specifications: The project specifications shall be prepared in Microsoft Word by the A/E from the VA Master Specifications. The general format shall include; Part 1 – General, Part 2 – Products, and Part 3 – Execution. Part 1 shall include the general requirements, identify applicable standards, and identify submittals required for a particular specification. Part 2 shall include descriptions of the salient characteristics of the products. Part 3 shall include a description of the methods used to install items of construction. The A/E shall identify all VA Master Specification sections applicable to the project and edit them accordingly to fit the scope of work. If additional specification sections are needed that are not listed in the VA master Specs, the A/E is responsible to write and edit an appropriate CSI format specification section. Specifications shall be printed on 8-1/2” x 11” bond paper using 12 pt. Times-New Roman fonts.

The A/E shall incorporate into the specifications and its construction site inspection procedures the applicable Infection Control and Dust Control provisions.

D. Construction Cost Estimates: The A/E shall prepare a Construction Cost Estimate in Microsoft Excel using the CSI 34 – division format. The Cost Estimates shall include a copy of the quantity take-offs, breakdown of individual line items that accurately reflect the quantity take-off of the various categories of work involved, unit of measure, quantities, unit cost, 10% overhead, and 10% profit. All cost data shall be taken from the most current version of a recognized industry standard, e.g. Means Estimating Guides. For items that are not in the industry standards, vendor quotes and justification for labor hours shall be provided. Construction Cost Estimates shall be submitted with 35%, 65% and 95% design reviews and include a cost breakdown.

E. Submittal Register: The A/E shall develop a list of all submittals required by the specifications in Section 1 of each individual specification. The register shall include specification reference, and item to be reviewed approved.

F. Narratives: Written narratives shall be used as part of each design submission. The narrative, or basis of design, should be used to elaborate on and provide an explanation of key design decisions relating to constructability, and in general to communicate all information relevant to the design submission.

G. Construction Schedule: The A/E shall also establish a preliminary construction schedule indicating the entire length of time estimated for the completion of the construction contract, measured in weeks. The A/E shall provide a commensurate Gant chart for the construction activities to include critical path items. For example, utility shut downs. This schedule shall include pre-construction activities (such as submittals, mobilization, preparation for OR shutdown), specific construction activities/events, special phasing requirements and final activation of the space.

H. Phasing: The A/E shall develop a phasing plan taking into consideration minimal disruption to patients, current staff, maintaining emergency egress, storage of construction equipment and materials, security and access, debris removal and maintenance of the clean environment. The specific phasing requirements shall be established by the VA prior to the 35% design submission. The VA will notify the A/E on the availability of the entire work area or if partial areas will be required for the duration of construction.

V. DESIGN REVIEWS – SCHEDULES AND REQUIREMENTS

The following design submissions will be required:

Programming/Schematic Design Submission – 35% (60 Calendar Days from NTP) Design Development Submission – 65% (120 Calendar Days from NTP) Construction Documents and Back check Design Submission – 95% (150 Calendar Days from NTP) Final Design Submission (180 Calendar Days from NTP)

The A/E shall examine the schedules set forth below and recommend to the VA any improvements in the allocations of time allowed for each phase, the net effect of which would be to either provide more time for phases needing more time or to shorten the schedule.

A. First Submittal Schematic Design Submission (35%) For this submission, the A/E shall produce a clean and up to date physical schematic.

a. Preliminary Studies:

Provide required preliminary studies including the electrical load study/analysis, structural load study, regulated hazardous materials study and a summary of Applicable VA design standards and guides the A/E shall follow during design.

b. Narrative:

Provide a written narrative with a summary of the meetings with the VA Design Team as well as a presentation, discussion and recommendation of the design alternatives which have been explored and evaluated. Key decisions/choices which were made by the VA Design Team prior to the schematic design submission should be documented. The schematic design narrative shall also identify each and all required systems, utilities (including preliminary HVAC calculations) and major (built-in) equipment with a brief description of its type, location, use and extent.

The A/E shall address constructability issues and their impact on project construction cost.

c. Drawings:

The A/E shall provide preliminary schematic drawings that show improvements within the project limits.

Identify and verify as-built conditions in walls and overhead spaces in those areas that will be impacted and propose solutions to re-route existing utilities or avoid utility conflicts.

Review existing environmental reports covering the project area. Identify existing asbestos, lead based paint, and other environmental hazards locations that will be impacted and identify locations that require further testing.

One C size Drawing set and electronic version of CAD work completed to date.

d. Specifications:

The A/E shall provide an index of all VA Master Specifications which are anticipated to be used for this project.

e. Cost Estimates:

The A/E shall provide a complete cost estimate with as detailed a breakdown as possible for this stage of design. Separate cost estimate figures shall be given for design alternatives being presented for consideration as part of the schematic design.

f. Construction Schedules and Phasing Plans:

The A/E shall provide a preliminary construction schedule and phasing plan.

g. The A/E shall provide a completed VA infection control form addressing all areas.

h. The A/E shall provide a completed A/E Review Checklist for all applicable disciplines.

i. The 35% schematic package shall include preliminary concepts of the proposed design. This shall be submitted 60 calendar days after Notice to Proceed (NTP).

The VA will provide 35% review comments to A/E no-later than 70 calendar days after NTP.

The 35% schematic review package meeting with the VA at 80 calendar days after NTP.

B. Second Submittal Design Development Submission (65%)

a. Narrative:

Provide a written narrative that builds upon the Schematic narrative and continues to document key decisions. This narrative should be used to further describe and explain important aspects of the design, especially those not yet appearing in the form of a drawing. As an element of the design development narrative, include an outline of work yet to be completed and included on the drawings as part of the Design Development submission (details, elevations, schedules, etc.). The A/E shall further develop constructability issues and their impacts on project construction cost and schedule. Engineering Calculations shall be included as an appendix.

b. Drawings:

The A/E shall provide design development drawings that show detailed plans to improve the space within the project limits.

One F size (30”x42”) and one C size Drawings and one electronic version of CAD work completed to date.

c. Specifications:

The A/E shall provide Specifications based on criteria established at the initial design meeting as required for supplementing the construction drawings. The A/E shall provide a draft of all proposed specification sections: General Conditions, Submittals, Demolition, etc. in electronic format.

d. Cost Estimates:

The A/E shall provide an accurate and detailed cost estimate which will show that represent the scope and design of the project.

e. Construction Schedules and Phasing Plans:

The A/E shall provide a detailed construction schedule and phasing plan to support the design.

f. The A/E shall provide a completed VA infection control form addressing all areas.

g. The A/E shall provide a completed A/E Review Checklist for all applicable disciplines.

h. 65% Review Schedule:

The 65% design development package shall include detailed design. This shall be submitted 120 calendar days after Notice to Proceed (NTP).

The VA will provide 65% review comments to A/E no-later than 127 calendar days after NTP.

The 65% review package meeting with the VA at 134 calendar days after NTP.

C. Third Submittal Construction Documents and Back check Design Submission (95%)

a. Narrative:

The A/E shall provide a written narrative with a concise and complete record of the design process including all key design decisions and the background and reasons for the intent of these design decisions. The narratives shall include all records of the meetings with the VA Design Team as well as a presentation, discussion and recommendation of various design alternatives which have been explored and evaluated. Key decisions/choices which were made by the VA Design Team should be documented. The design narrative shall also identify each and all required systems, utilities, and major (built-in) equipment with a brief description of its type, locations, use and extent. The A/E shall address constructability issues and their impacts on project construction cost and schedule. Engineering Calculations shall be included as an appendix.

b. Drawings:

The A/E shall provide detailed final drawings and calculations based on information collected, and VA comments on the 65% design submittal.

One F size (30”x42”) and one C size Drawing and one electronic version of CAD work.

c. Specifications:

Provide all Specifications that are required for the construction package. The specifications shall be free of writer’s notes and any editing comments. All information that is not required for this project shall be removed from each individual specification section.

d. Cost Estimates:

A complete takeoff cost estimate based on the Construction Documents Submission.

e. Construction Schedule and Phasing Plans:

Provide a detailed Construction Schedule and Construction Phasing Plan. All utility shutdowns shall be included.

f. Safety Plan:

Provide a list of all applicable standards, method of plan development, a VA Infection Control form, and address all Interim Life Safety Measures.

g. Quality Control Plan:

Provide a list of all applicable standards and method of plan development of a Quality Control Plan.

h. The A/E shall provide a completed VA Infection Control form addressing all areas.

i. Completed A/E Review Checklist:

Provide a completed A/E Review checklist for all applicable disciplines.

j. 95% Review Schedule:

The 95% final design package shall include final detailed design. This shall be submitted 150 calendar days after Notice to Proceed (NTP).

The VA will provide 95% review comments to A/E no-later than 157 calendar days after NTP.

The 95% review package meeting with the VA at 164 calendar days after NTP.

D. Final Design Submission (100%) One set of original 100% Final Design Drawings to be submitted at 180 calendar days after Notice to Proceed (NTP).

One set of indexed and bound Specifications.

Two CD’s each of;

a. Final Drawings in AutoCAD, REVIT using the VA standard for BIM Guidelines (to include PDF versions of each sheet),

b. Final Drawings in Hard Copy format shall be plotted at 1:96 scale minimum.

c. Specifications,

d. Construction Cost Estimate,

e. Construction Duration Estimate,

f. Phasing Requirements, and

g. Narrative with Engineering Calculations, Safety Plan and Quality Control Plan,

h. Furniture, Fixtures, and Equipment List and Itemized Costs (Activation planning)

For bidding purposes upon final approval by the VA of all 100% construction documents the A/E shall deliver to the VA; one (1) set of C-size Drawings and one (1) set of bound specifications. In addition, the A/E shall provide support for any RFIs that are submitted during the bidding process, including formal responses and redesign if necessary. The A/E shall also provide support during the source selection as needed.

VI. CONSTRUCTION PERIOD SERVICES (To be awarded only at the time of construction award) A. General: The Contracting Officer reserves the right to terminate any construction period services, without payment for services completed, if such services are not needed or are not being adequately completed.

B. Response to RFI’s: The A/E shall be responsible for evaluating RFI’s to determine if a change will be required. The A/E shall then provide recommendations to the Contracting Officer. Within 48 hours, the A/E shall provide in writing the information, clarification or revision material needed to properly answer the RFI and to resolve the issue. The A/E shall include a cost/credit estimate for RFI’s which result in a change to contract cost.

C. Submittal Review: The A/E shall review Contractor submittals. The A/E will be required to review contract submittal for adherence to contract requirements and then forward their recommendation of approval/disapproval to the VA Contracting officer representative COR within 7 calendar days. The Contracting Officer shall take final action of approval/disapproval on each submittal and shall prepare and send a formal return of submittal to the contractor.

D. Commissioning: The A/E shall refine the Commissioning plan to activate the project.

E. Site Visits: Day to day construction administration will be performed by the COR. The A/E shall make weekly site visits during construction as well. Field Reports shall be generated for each visit.

F. Asbestos and Lead Inspection: The A/E shall perform all inspection and documentation services required during asbestos and lead abatement activities.

G. Photographic Documentation: The A/E shall be required to prepare photographic documentation in accordance with VA master specifications during the period of construction.

H. Record drawings: The A/E shall verify as-built conditions from contractor-supplied marked up prints, and prepare as-built documents for the VA. One E size and one C size Drawing and one- electronic version of CAD work.

END OF STATEMENT OF WORK

APPENDIX A

ENVIRONMENTAL ASSESSMENT – SCOPE OF WORK

Section I

1.1 GENERAL:

A. This Scope of Work (SOW) is applicable to renovation and/or remodeling projects that may contain asbestos, lead, mold, and other potentially hazardous or regulated substances in which the VA Industrial Hygienist (VPIH) is hired by the A/E. In this document, the term A/E may also refer to as a contractor.

B. These special instructions cover the A/E and VPIH services for the Design Development and the Construction Documents stages of the VA process and the construction period services of a project. The VPIH hired by the A/E is not only required to have the experience and expertise of all aspects of hazard analysis and abatement but also have experience working as a member of a A/E design team.

C. The assessment and inspection portion of the services shall be completed by VPIH personnel who are licensed by the State of Connecticut Department of Public Health as asbestos inspectors for those performing asbestos inspection or assessment. VPIH personnel who perform lead paint inspection or assessment shall be licensed by the State of Connecticut Department of Public Health as a Lead Inspector or Lead Risk Assessor. VPIH personnel who perform microbial inspection or assessment shall show proof of expertise through experience and training in microbial and mold remediation inspection and assessment techniques.

D. The design documents shall be produced using VA Master Specifications by the VPIH with personnel who are licensed by the State of Connecticut Department of Public Health as an Asbestos Project Designer, Lead Project Planner/Designer, have expertise, experience, and training in microbial and mold remediation techniques, and are reviewed and approved by a Certified Industrial Hygienist (CIH) accredited by the American Board of Industrial Hygiene (ABIH).

E. A/E shall be responsible for providing all design documents related to demolition, phasing and other related documents for the project, (as determined by VA if proposed abatement impacts the specific construction project). The VPIH working for the A/E shall design and produce all hazard analysis and abatement contract documents and fully coordinate these drawings with A/E firm contract documents. Work requirements are listed in SECTION 2.2 for the VPIH.

F. The A/E will employ an independent industrial hygienist (VPIH) consultant and/or use its own qualified personnel to perform various services on behalf of the VA. The VPIH will perform the necessary monitoring, inspection, testing, and other support services to ensure that VA patients, employees, and visitors will not be adversely affected by abatement work, and that abatement work proceeds in accordance with specifications, that the abated areas or abated buildings have been successfully decontaminated. The work of the VPIH consultant in no way relieves the Contractor from their responsibility to perform the work in accordance with contract/specification requirements, to perform continuous inspection, monitoring and testing for the safety of their employees, and to perform other such services as specified. The cost of the VPIH and their services will be borne by the VA except for any repeat of final inspection and testing during monitoring services that may be required due to unsatisfactory initial results, as specified. The VPIH during asbestos abatement oversight shall be licensed by the State of Connecticut Department of Public Health as an Asbestos Project Monitor with project oversight by a Certified Industrial Hygienist (CIH) accredited by the American Board of Industrial Hygiene (ABIH).

Section 2

2.1 Project Scope of Work (SOW)

The VPIH shall perform an environmental assessment of the proposed work areas, and areas adjacent to, directly above and below work areas that will be impacted by the project and any other areas not indicated in this section determined by the A/E that may be impacted during the project. Areas that could be impacted by this project should be carefully inspected including walls, floors, shafts and above ceiling and the precise location and quantity of all hazardous materials including but not limited to asbestos, lead, polychlorinated biphenyls, and mold should be provided. The VPIH will have access to all the historical records available for the areas impacted by the project before the beginning of the inspection.

2.2 VPIH Services Scope of Work:

1. All areas that may be impacted by this project (as described in General AE Scope Of Work section) shall require environmental assessment for the presence of asbestos-containing materials, lead-based paint, silica, and other environmental hazards (e.g. PCB, mercury, refrigerant, polychlorinated biphenyls, etc.).

In addition, any areas located adjacent to, above, and below these rooms will require assessment if planned project activities impact these areas. This determination of these additional locations should be made prior to initiating field portion of the environmental assessment.

VPIH Services will include:

2. Asbestos Inspection:

a. A State of Connecticut licensed Asbestos Inspector will conduct an asbestos inspection in each impacted area to meet the requirements of EPA NESHAP/AHERA inspection and State of Connecticut regulations.

b. The inspector will collect bulk samples of suspect materials using approved EPA protocol for analysis by polarized light microscopy (PLM) method in a NVLAP accredited laboratory.

c. The inspector will check above ceiling spaces, including the existing HVAC system and all access hatches leading to above ceiling equipment for presence of suspect asbestos-containing materials and/or debris that might have become dislodged from above equipment.

d. The inspector may be required to perform selective demolition to expose concealed potential asbestos containing materials in the following areas, if impacted by the project: below existing flooring, inside wall cavities and chases, and inside ceiling chases.

3. Lead Inspection:

a. A state licensed Lead Inspector/Risk Assessor will test suspect surfaces and building components that may be impacted by the project for lead-based paint or lead-containing materials.

b. An X-ray Fluorescence Analyzer (XRF) will be used to identify the presence of lead or lead-based paint on/in building components prior to project activities.

c. Representative composite TCLP (Toxicity Characteristic Leaching Procedure) lead sample(s) may be collected as necessary to determine if demolition debris is either classified as hazardous waste or solid waste, depending on lead content and/or leachable lead content.

d. Ceiling spaces shall be included in the scope for inspection for the presence of lead-based paint or lead-containing components.

4. Mold Assessment: An inspector shall conduct a visual assessment of existing conditions for any visible mold and water damaged building materials in each area that will be impacted by this project.

5. Other Hazardous or Regulated Materials Assessment: During above inspections, also record any other hazardous or regulated materials noticed in the impacted areas and their conditions, such as mercury-containing equipment or items, refrigerant in any AHU, PCB-containing materials or equipment or items, etc.

6. VPIH Project Monitoring: During any asbestos abatement activities, provide VPIH monitoring services as specified in VA Master Specifications.

7. Written Reports:

a. A written report will be generated to summarize work activities and detail the findings of the each inspection.

b. The asbestos inspection report will include quantities and locations of asbestos-containing materials identified, sample location diagrams, photographs of each homogenous area and any damaged materials as documentation of present conditions, sample log and results, as well as the completed laboratory analysis.

c. The lead inspection report will include locations and components of lead-based paint, a sample location diagram, sample log and results, as well as any laboratory analysis.

d. Two (2) hard copies and one electronic copy of the final report shall be provided, with electronic copy in PDF format. All data tables must be provided in Microsoft Excel format. All sample locations must be identified on a print and marked in the field.

8. Abatement Specifications:

a. A State licensed Project Designer will review all inspection results and visit the site if regulated or hazardous materials have been identified in the impacted area.

b. Develop a written specification in accordance with the VA Master Spec for abatement of all asbestos-containing materials to be impacted by the renovation work and lead compliance during abatement and renovation for each area that requires asbestos and/or lead abatement.

c. The specification shall include the quantity and location of asbestos-containing materials to be removed and CAD drawings shown containment locations.

d. The materials for constructing the containments shall be outlined as well as methods of asbestos removal and disposal requirements, engineering controls during abatement.

e. Regulatory requirements specific to the site and final clearance criteria shall be detailed.

f. The specification will also provide appropriate guidance related to the lead compliance and disposal of lead-contaminated demolition debris, and other regulated or hazardous materials identified in the project impacted areas.

9. Final payment for design services will not be made until all project documents are received during the design phase and final payment will not be made until project close-out documentation including, but not limited to, VPIH site logs, monitoring results, and waste manifests is received after the completion of VPIH construction period services.

END OF APPENDIX

APPENDIX B

INFECTION PREVENTION MEASURES

A. Implement the requirements of VA Medical Center’s Infection Control Risk Assessment (ICRA) team. ICRA Group may monitor dust, in the vicinity of the construction work, and require the Contractor to take corrective action immediately if the safe levels are exceeded.

B. Establish and maintain a dust control program as part of the contractor’s infection preventive measures in accordance with the guidelines provided by ICRA Group as specified here. Prior to start of work, prepare a plan detailing project-specific dust protection measures, including periodic status reports, and submit to Project Manager and Facility ICRA team for review for compliance with contract requirements in accordance with Section 01340, SAMPLES AND SHOP DRAWINGS.

1. All personnel involved in the construction or renovation activity shall be educated and trained in infection prevention measures established by the medical center.

C. Medical Center Infection Control personnel shall monitor for airborne disease (e.g. aspergillosis) as appropriate during construction. A baseline of conditions may be established by the medical center prior to the start of work and periodically during the construction stage to determine impact of construction activities on indoor air quality. In addition:

1. The Project Manager and VAMC Infection Control personnel shall review pressure differential monitoring documentation to verify that pressure differentials in the construction zone and in the patient-care rooms are appropriate for their settings. The requirement for negative air pressure in the construction zone shall depend on the location and type of activity. Upon notification, the contractor shall implement corrective measures to restore proper pressure differentials as needed.

2. In case of any problem, the medical center, along with assistance from the contractor, shall conduct an environmental assessment to find and eliminate the source.

D. In general, following preventive measures shall be adopted during construction to keep down dust and prevent mold.

1. Dampen debris to keep down dust and provide temporary construction partitions in existing structures where directed by Resident Engineer. Blank off ducts and diffusers to prevent circulation of dust into occupied areas during construction.

4. High risk patient care areas may require additional measures like air locks, special signage, smoke and negative pressure alarms.

5. Identify these areas clearly on the drawings and work with Medical Center personnel to achieve desired level of isolation suited to the scope of risk involved.

6. Do not perform dust- producing tasks within occupied areas without the approval of the Project Manager. For construction in any areas that will remain jointly occupied by the medical Center and Contractor’s workers, the Contractor shall:

a. Provide dust proof fire-rated temporary drywall construction barriers to completely separate construction from the operational areas of the hospital in order to contain dirt debris and dust. Barriers shall be sealed and made presentable on hospital occupied side. Install a self-closing rated door in a metal frame, commensurate with the partition, to allow worker access. Maintain negative air at all times. A fire retardant polystyrene, 6-mil thick or greater plastic barrier meeting local fire codes may be used where dust control is the only hazard, and an agreement is reached with the Resident Engineer and Medical Center.

b. HEPA filtration is required where the exhaust dust may reenter the breathing zone. Contractor shall verify that construction exhaust to exterior is not reintroduced to the medical center through intake vents, or building openings. Install HEPA (High Efficiency Particulate Accumulator) filter vacuum system rated at 95% capture of 0.3 microns including pollen, mold spores and dust particles. Insure continuous negative air pressures occurring within the work area. HEPA filters should have ASHRAE 85 or other pre-filter to extend the useful life of the HEPA. Provide both primary and secondary filtrations units. Exhaust hoses shall be heavy duty, flexible steel reinforced and exhausted so that dust is not reintroduced to the medical center.

c. Adhesive Walk-off/Carpet Walk-off Mats, minimum 24” x 36”, shall be used at all Interior transitions from the construction area to occupied medical center area. These mats shall be changed as often as required to maintain clean work areas directly outside construction area at all times.

d. Vacuum and wet mop all transition areas from construction to the occupied medical center at the end of each workday. Vacuum shall utilize HEPA filtration. Maintain surrounding area frequently. Remove debris as they are created. Transport these outside the construction area in containers with tightly fitting lids.

e. The contractor shall not haul debris through patient-care areas without prior approval of the Resident Engineer and the Medical Center. When, approved, debris shall be hauled in enclosed dust proof containers or wrapped in plastic and sealed with duct tape. No sharp objects should be allowed to cut through the plastic. Wipe down the exterior of the containers with a damp rag to remove dust. All equipment, tools, material, etc. transported through occupied areas shall be made free from dust and moisture by vacuuming and wipe down.

f. Using a HEPA vacuum, clean inside the barrier and vacuum ceiling tile prior to replacement. Any ceiling access panels opened for investigation beyond sealed areas shall be sealed immediately when unattended.

g. There shall be no standing water during construction. This includes water in equipment drip pans and open containers within the construction areas. All accidental spills must be cleaned up and dried within 12 hours. Remove and dispose of porous materials that remain damp for more than 72 hours.

h. At completion, remove construction barriers and ceiling protection carefully, outside of normal work hours. Vacuum and clean all surfaces free of dust after the removal.

E. Final Cleanup:

1. Upon completion of project, or as work progresses, remove all construction debris from above ceiling, vertical shafts and utility chases that have been part of the construction.

2. Perform HEPA vacuum cleaning of all surfaces in the construction area. This includes walls, ceilings, cabinets, furniture (built-in or free standing), partitions, flooring, etc.

1. All new air ducts shall be cleaned prior to final inspection. SPEC WRITER NOTE: On small projects developed at Medical Center, Engineering Officer may tag items to be removed and stored, instead of noting such items on drawings or in specifications.

APPENDIX C

VA INFORMATION AND INFORMATION SYSTEM SECURITY/PRIVACY LANGUAGE FOR INCLUSION INTO CONTRACTS, AS APPROPRIATE

1. GENERAL

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.

2. ACCESS TO VA INFORMATION AND VA INFORMATION SYSTEMS

a. 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.

b. 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.

c. Contract personnel who require access to national security programs must have a valid security clearance. National Industrial Security Program (NISP) was established by Executive Order 12829 to ensure that cleared U.S> defense industry contractor personnel safeguard the classified information in their possession while performing work on contracts, programs, bid, or research and development efforts. The Department of Veterans Affairs does not have a Memorandum of Agreement with Defense Secretary Service (DSS). Verification of a Security Clearance must be processed through the Special Security Officer located in the Planning and National Security Service within the Office of Operations, Security, and Preparedness.

d. Custom software development and outsourced operations must be located in the U.S. to the maximum extent practical. If such services are proposed to be performed abroad and are not disallowed by other VA policy or mandates, the contractor/subcontractor must state where all non-U.S. services are provided and detail a security plan, deemed to be acceptable by VA, specifically to address mitigation of the resulting problems of communication, control, data protection, and so forth. Location within the U.S. may be an evaluation factor.

e. The contractor or subcontractor must notify the Contracting Officer immediately when an employee working on a VA system or with access to VA information is reassigned or leaves the contractor or subcontractor’s employ. The Contracting Officer must also be notified immediately by the contractor or subcontractor prior to an unfriendly termination.

3. VA INFORMATION CUSTODIAL LANGUAGE

a. Information made available to the contractor or subcontractor by VA for the performance or administration of this contract or information developed by the contractor/subcontractor in performance or administration of the contract shall be used only for those purposes and shall not be used in any other way without the prior written agreement of the VA. This clause expressly limits the contractor/subcontractor’s rights to use data as described in Rights in Data – General, FAR 52.227-14(d) (1).

b. VA information should not be co-mingled, if possible, with any other data on the contractors/subcontractor’s information systems or media storage systems in order to ensure VA requirements related to data protection and media sanitization can be met. If co-mingling must be allowed to meet the requirements of the business need, the contractor must ensure that VA’s information is returned to the VA or destroyed in accordance with VA’s sanitization requirements.