Z1DA--528-21-122 parking lot repairs-buffalo

528-21-122

Parking Lot Repairs

Construction Scope of Work

Parking Lot Repairs

Project 528-21-122

Location

Work performed under this scope will be conducted on parking lots and drive areas within the VA Western New York Healthcare System (VAWNYHS) at the Buffalo VA Medical Center (VAMC) located at 3495 Bailey Avenue Buffalo, NY 14215 under VA Project Number 528-21-122.

Background

Portions of the VA parking lots, and drive areas have been identified as needing repair and / or preventative maintenance. Parking areas considered for this project include areas surrounding the building and the parking lot located on New York State owned university property adjacent to the VA medical campus on the west side of Bailey Avenue.

Purpose

The intent of this effort is to perform maintenance on and / or restore damaged or dilapidated parking and drive areas to improve usability and extend service life.

1.4 Scope

Work under this effort is fully described in the project drawings and specifications; and generally includes:

Cold milling of asphalt

Saw cutting asphalt and concrete

Installing a new underground duct bank and pull boxes, including hydro excavation and material backfill and compaction

Place and compact asphalt binder and top courses

Pouring new concrete curb and sidewalk

Asphalt crack sealing

Asphalt fog sealing

New thermoplastic and painted pavement markings

Site Conditions, As Built and Record Documents

Although the VA makes every effort to keep drawings current to existing conditions, changes and updates are sometimes not recorded. It is therefore the Contractor s responsibility to perform field investigation and verify of the accuracy of the drawings with the actual conditions.

The contractor shall check existing conditions at the project site prior to bidding. Site visits must be coordinated with the VA.

1.4.2 Quality Assurance/Quality Control

The Contractor is responsible for reviewing works completed by their personnel and by any subcontractors that the Contractor has hired to assist with the completion of this SOW. Any unsatisfactory work shall be removed / reworked at the contractor s expense.

1.4.3 Hazardous Materials

No hazardous materials are expected to be encountered as part of this project.

1.4.4 Personal Protective Equipment (PPE)

The Contractor is responsible for obtaining/providing, inspecting, and maintaining any required Personal Protective Equipment (PPE) and equipment necessary to perform services identified in this SOW.

1.5 Approach

1.5.1 General

This Scope of Work has been broken down into general requirements that are applicable to the entire contract and the specific construction effort:

General (Section 3.1)

Construction (Section 3.2)

The bidding Contractor(s) will have to conduct a brief pre award site survey of the campus. This will be arranged through the contracting officer and conducted as a group or individually as per the contracting officer.

1.5.2 Phasing

The project includes 9 separate areas of work in and around the medical campus. Coordination with the VA is required to determine an appropriate schedule of work which will inherently require phasing of work areas. The contractor will be required to submit a proposed work schedule with an area phasing plan to the VA for review and approval prior to the start of construction.

The medical campus must remain open and be able to accommodate patients, visitors, and employees during normal operating hours (7:00 am 4:30 pm, Monday through Friday). The vast majority of work associated with this project must occur outside of normal operating hours. Night and weekend work is required.

1.6 Site Information

1.6.1 Safety

All Contractor personnel working onsite at the Medical Center will be required to attend a 1-hour Buffalo VAMC site specific safety training class. This class will be held on site and will be taught by a member of the Buffalo VAMC safety office. Attendance to this class and proof of the 10-hour OSHA requirement will allow Contractor personnel to obtain a photo ID badge from the Buffalo VAMC Police. All Contractor personnel shall wear this badge above the waist at all times while on the Buffalo VAMC campus. Participation in this class is mandatory and must be done prior to the commencement of work on-site. The training and the badge will be valid for 3 years from the date of issue.

If this training has been completed previously (as evidenced by a valid Buffalo VAMC Contractor Photo ID) then no repeat training will be required until the printed expiration date. Personnel must attend the safety training class to renew an existing badge.

1.6.2 Access

Although the VAWNYHS campuses are public facilities, access to facility maintenance areas, electrical areas, mechanical areas, roof access, and certain other portions of the medical facility are restricted. Accessing these areas may require advance notice, pre-approval, and scheduling to gain entry.

All visits and access requests to the VAWNYHS under this scope of work shall be coordinated through the Contracting Officer Representative (COR).

1.6.3 Photography

It is VHA policy to respect the privacy of all persons (e.g., Veterans, patients, residents, members of the VHA workforce, and visitors) consistent with the needs of operating a national health care system. Privacy protections on VHA premises vary according to the needs and purposes of different types of areas, the persons included, and the purpose of the production and use of photographs, digital images, and video or audio recordings (excerpt from VHA Directive 1078).

The Contractor shall ensure that any photographs taken do NOT include any VHA patients, members of the VHA workforce, or visitors to the VAMC facility.

2. Applicable Documents

The following documents are applicable to this Scope of Work (SOW) to the extent specified herein. While every effort has been made to ensure the completeness of this list, document users are cautioned that they must meet all specified requirements of documents cited in sections 3 of this SOW, whether or not they are listed here.

2.1 Government Documents

The following directives, guides, handbooks, and drawings form a part of this document to the extent specified herein. Unless otherwise specified, the latest revisions available shall be used.

Copies of construction related Department of Veterans Affairs directives, guides, and handbooks are available from the Office of Construction and Facilities Management website:

http://www.cfm.va.gov/til/index.asp

DEPARTMENT OF VETERANS AFFAIRS

DIRECTIVES

1078

PRIVACY OF PERSONS REGARDING PHOTOGRAPHS, DIGITAL IMAGES, AND VIDEO OR AUDIO RECORDINGS

2.2 Veterans Health Administration Western New York Documents

The following drawings and documents form a part of this document to the extent specified herein.

Documents identified as AS MODIFIED FOR VA PROJECT 528-21-122 are base VA documents that have been tailored to the needs of this specific effort. While the base VA documents are available on the Office of Construction and Facilities Management website listed above, the Contractor shall use the modified version listed below, NOT the base document. Copies of these documents are available from the CO, COR, or Technical POC.

VA WESTERN NEW YORK HEALTHCARE SYSTEM, BUFFALO VA MEDICAL CENTER

DRAWINGS

PG-18-1: MASTER CONSTRUCTION SPECIFICATIONS, SECTION 00 01 15 LIST OF DRAWING SHEETS (AS MODIFIED FOR VA PROJECT 528-21-122) lists all drawings for this construction effort.

SPECIFICATIONS (AS MODIFIED FOR VA PROJECT 528-21-122)

PG-18-1: MASTER CONSTRUCTION SPECIFICATIONS, SECTION 00 01 10 TABLE OF CONTENTS (AS MODIFIED FOR VA PROJECT 528-21-122) lists all relevant and modified construction specifications for this construction effort.

2.3 Non-Government Publications

All work shall be accomplished in strict accordance with the latest codes and standards. The Contractor shall follow any/all applicable standards and codes, including, but not limited to applicable NFPA standards, NEC, JCAHO, OSHA, ANSI, ASHRAE, and any other codes.

2.4 Order of Precedence

In the event of a conflict between the text of this document and the references cited herein, the text of this document takes precedence. Nothing in this document, however, supersedes applicable laws and regulations unless a specific exemption has been obtained.

3. Requirements

The Contractor shall provide personnel, equipment material, services, and facilities to perform, accomplish, and deliver the required services detailed in this scope of work.

3.1 General

This section contains general information that is applicable for the duration of the contract (i.e. applies to all Parts of this effort).

3.1.1 Status Updates

The Contractor shall prepare and submit status reports throughout the duration of the contract. The frequency of status reports will be approximately once per month, or at the request of the project COR. The reporting period will begin at Notice to Proceed. The contents of status reports shall include but is not limited to the following information/topics:

Summary of Completed Works and Current Status of Project

Progress Anticipated (for the next 4 weeks)

Updated Schedule

Problems Encountered and Anticipated

Status reports may be organized in Contractor specified format. Status reports will be supplied as a digital product to the Government in a Microsoft Word compatible format (*.DOC, *.DOCX) or Portable Document Format (*.PDF). Status reports shall be submitted via email to the CO and COR.

3.1.2 Meetings

Several different meetings are identified under this contract. Information contained within this section is relevant to all meetings. Any meeting specific details can be located in its respective section of this SOW.

3.1.2.1 Meeting Scheduling

All meetings identified within this SOW are to be coordinated and scheduled with the COR.

3.1.2.2 Meeting Agenda

The Contractor shall provide a meeting agenda 5 business days prior to the scheduled date of the meeting.

Meeting agendas may be organized in Contractor specified format. Meeting agendas will be supplied as a digital product to the Government in a Microsoft Word compatible format (*.DOC, *.DOCX) or Portable Document Format (*.PDF). Meeting agendas shall be submitted via email to the COR.

3.1.2.3 Meeting Presentation Materials

Any required presentation materials (e.g. handouts, slide presentation, design information, drawings, schedules, cut sheets, etc. ) shall be provided to the Government at the same time as the meeting agenda.

Meeting presentation materials may be organized in Contractor specified format. Meeting presentation materials will be supplied as a digital product to the Government in a Microsoft Office compatible format (*.DOC, *.DOCX, *.PPT, *.PPTX), Portable Document Format (*.PDF), or AutoCAD (*.DWG, *.DXF) as applicable to the specific document and meeting.

While email is acceptable method to receive this information, note that the VA has a size restriction for attachments on email. No email can be sent or received by the VA that is larger than 5MB. If meeting presentation materials are larger than this size, the Contractor must determine an alternate method to submit the required materials by the due date (e.g. FTP website, optical digital media, or certified mail).

3.1.2.4 Meeting Minutes

The Contractor shall provide meeting minutes to document the discussion had during the meeting. The contents of meeting minutes shall include but is not limited to the following information/topics:

Meeting attendees

Narrative to describe contents of meeting (will likely mirror the meeting agenda)

List of action items (for both the Government and the Contractor)

Presentation materials used during the meeting should be included as enclosures

Meeting minutes may be organized in Contractor specified format. Meeting minutes will be supplied as a digital product to the Government in a Microsoft Word compatible format (*.DOC, *.DOCX) or Portable Document Format (*.PDF).

The Contractor shall provide draft meeting minutes within 5 business days of the meeting. The Government will review and provide comments back to the Contractor within 3 business days of receipt of the draft meeting minutes. The Contractor shall finalize the meeting minutes and submit the final meeting minutes to the Government within 3 business days of receipt of Government comments.

3.2 Construction

The Contractors scope of work for Construction shall include, but is not limited to the following:

3.2.1 Kick-off Meeting and Site Conditions Assessment

The Contractor shall conduct a project kick-off meeting at the Buffalo VAMC or virtually using available internet-based meeting software. The meeting shall take place a short time after the project has been awarded. During the kick-off meeting the Contractor shall discuss schedule, approach to the project, and risks involved.

Prior to the Kick-off Meeting, the Contractor shall review existing parking and drive areas to assess existing site conditions and develop the project schedule and area phasing plan. VA owned record drawings may be available for select areas and will be provided to the contractor as requested.

Site surveys shall be conducted in accordance with Section 1.6.2.

3.2.2 Submittals

In accordance with the terms of PG-18-1 MASTER CONSTRUCTION SPECIFICATIONS; SECTION 01 33 23 SHOP DRAWINGS, PRODUCT DATA, AND SAMPLES (528-21-122), the contractor shall provide submittals and shop drawings for review prior to starting work.

A submittal log has been generated for this effort and represents a list of the minimum required submittals based upon the current construction documents. Although every attempt has been made to ensure that this list is complete, additional submittals not listed below may be required.

Table 1: Submittal Log

ID

SPEC

SECTION

DESCRIPTION

01

01 00 00

1.6.I

Work Plan Narrative

02

01 32 16.15

1.5

Project Schedule

03

01 35 26

1.4

Accident Prevention Plan

04

01 35 26

1.5

Activity Hazard Analysis

05

01 35 26

1.8.E

Safety Training Records

06

01 35 26

1.13

Fire Safety Plan

07

01 74 19

1.5

Debris Management Plan

08

07 92 00

1.4

Joint Sealant Materials

09

26 05 11

1.12

Underground Duct Bank Materials

10

31 20 11

2.1.E

Soil Testing Report (Topsoil)

11

32 05 23

1.5

Concrete Mix and Cure Materials

12

32 12 16

1.5

Asphalt Materials / Mix Designs

13

32 17 23

1.3

Pavement Markings Shop Drawings

3.2.3 Preconstruction Conference

Once the submittals have been approved, the Contractor shall attend a Preconstruction Conference on site at the VA, or virtually if needed. This meeting will be a follow-up to the kickoff meeting and existing site condition assessment. In preparation for this meeting the Contractor shall submit:

An updated work plan that includes work area phasing, scheduling, and proposed workdays, and hours. Note that most maintenance or repair efforts associated with this project will need to be performed outside of normal operating hours. Normal operating hours are 7:00 am to 4:30 pm, Monday through Friday. Night and / or weekend work is required to complete this project.

RFIs as needed to clarify details on the work to be performed.

Any action items resulting from this meeting shall be addressed prior to ordering any materials or starting construction.

This meeting shall comply with the terms of PG-18-1 MASTER CONSTRUCTION SPECIFICATIONS; SECTION 01 35 26 SAFETY REQUIREMENTS (528-21-122); Article 1.6 Preconstruction Conference.

3.2.4 General Construction

The Contractors scope of work for General Construction shall include, but is not limited to, the procedures outlined in PG-18-1: MASTER CONSTRUCTION SPECIFICATIONS (528-21-122).

Work includes, but is not limited to, all labor, materials, equipment, and supervision to perform the required parking lot and drive area preventative maintenance and repairs as described in the drawings, specifications, and this SOW.

3.2.5 Construction Inspections

Periodic formal and informal construction inspections will be performed by VA staff throughout the construction process to assess the quality and compliance of the project in comparison to the Contract Documents.

Any findings identified during an inspection as having a negative impact on the project will be photographed, documented in writing, and delivered to the contractor.

The Contractor shall respond in writing and provide evidential proof of compliance/rectification/resolution to each finding identified.

Some findings may require resolution prior to moving to the next construction process.

3.2.6 Status Meetings

The Contractor shall attend periodic status meetings with the VA to discuss construction progress, submittals, and RFIs during the course of the project. The project is anticipated to have a duration of no longer than 4 months. The project duration is from the date of award to date of project completion and VA acceptance.

Status meetings will commence after the Preconstruction Conference is held. Status meetings shall be held every two weeks for the remainder of the effort. At a minimum, status meeting attendees shall be the VAMC COR and at least one representative from the prime Contractor. Meetings may be in person, virtual or via conference call. Additional personnel may be invited to the meeting as required.

As part of the last status meeting, a complete review of works completed on site will be conducted.

The Contractor shall provide meeting minutes in accordance with the terms of Section 3.1.2.4.

4. Verification

Final review and inspection of completed works shall be conducted jointly before the VA accepts the product. The groups that will participate in the verification process include:

Prime Contractor

Subcontractor(s) (as applicable)

VA Engineering

Works completed will be checked against project documents including specifications, drawings, this scope of work and VA regulatory requirements as applicable.

All areas where work was performed will be inspected. For any area of work that fails inspection, the Contractor shall troubleshoot the issue and determine the FboNotice cause of the problem.

If the FboNotice cause is the result of the construction work, the Contractor shall repair and/or replace the faulty construction work at no additional cost to the Government.

If the FboNotice cause is the result of faulty equipment (manufacturer defect), the Contractor shall coordinate with the manufacturer or fabricator to repair and/or replace the faulty equipment and any subsequently damaged equipment at no additional cost to the Government.

Delivery

5.1 Technical POC

The Contractor shall coordinate all visits and meetings with and provide the required quantity of submittals to the project COR:

Robert Cebulski

VA Western New York Healthcare System

Buffalo VA Medical Center

3495 Bailey Avenue

Buffalo, NY 14215

Phone:

(716) 578-8938

Email:

robert.cebulski@va.gov

5.2 Schedule and Submittals

The Period of Performance for the total effort will not exceed 120 calendar days.

Independent of the not to exceed period of performance, the Contractor shall comply with the individual relative and absolute timelines identified in this SOW.

The Contractor is responsible for submitting a detailed schedule in accordance with PG-18-1 MASTER CONSTRUCTION SPECIFICATIONS; SECTION 01 32 16.15, PROJECT SCHEDULES (528-21-122). This schedule must include all administrative work (preparatory as well as any permitting or shut down requests) and must also show associated predecessor and successor logic associated with all tasks performed under this contract.

Government Furnished Information, Materials, & Equipment

The government shall supply the following information:

All Buffalo VAMC drawings and modified program guides and specifications from section 2.2.

Government Furnished Materials (GFM) and Government Furnished Equipment (GFE) are not required for this project.