Z1DA--Replace Siemens LINAC (VA-21-00007072)

This notice is for Solicitation Number 36C24221B0035 - Project Number 561-CSI-182 Replace Siemens LINAC at the VA East Orange Campus at 385 Tremont Ave, East Orange, NJ 07018.

This shall be a Service-Disabled Veteran Owned Small Business Set-Aside (SDVOSB). As a result, all SDVOSB's may submit a bid, which will be considered by the agency. This project is classified under NAICS Code 236220 and has a size standard of $36.5 Million. The cost estimate range for this project is $2,00,000.00 to $5,000,000.00.

STATEMENT OF WORK (SOW)

Project # 561-CSI-182 Replace Siemens LINAC

1. Contract description

Replace Siemens LINAC and Renovate Adjacent Support Areas.(Bldg 1).

2. Background

Contractor shall provide all work and materials including demolition and removal of existing structures and furnish labor and materials to perform work for VA Project #561-CSI-182 Replace Siemens LINAC at the VA East Orange Campus as required by the contract drawings and specifications.

3. Scope

Replace Siemens LINAC and Renovate Adjacent Support Areas. Project involves Mechanical, Electrical, Plumbing, Sprinkler, Controls, I.T., Medical Gases, Asbestos Abatement, Structural and General Construction Work as depicted in the project drawings and specifications.

4. Detailed Scope of Work

The following scope is not all inclusive and does not alleviate the contractor from completing all aspects of the project bid document as detailed on the project drawings and in the project specifications.

Architectural:

Linac Vault/Treatment Room A-328

An Approx. 550 square foot shielded (mazless) Linear Accelerator Patient Treatment Room with the following features directly within the room: Work Station, Terminal Station, Patient check in Station, Miscellaneous equipment storage, Hand Sink, Dirty Laundry/Hazardous Waste/Waste area, filter and cone storage cabinets, general storage cabinetry (wall, base and full height). The room will be provided with multiple monitors and cameras for Provider and Control Room use.

The space is being designed and planned to provide for a warm, comforting space for the Patient experience. A lit ceiling mounted panel is being provided with a sky graphic presently planned over the Patient treatment table.

Access to the Treatment Room is thru a sliding shielded door that will fully open in 10 seconds and partially open in 5 seconds.

The room is being shielded with standard weight concrete in addition to lead shielding as indicated within the documents. Structural support of the lead shielding is required.

Linac Control Room A-327

An Approx. 195 square foot room with a standing/sitting counter with space for 8 wall mounted monitors (split screen use is planned), 4 keyboard stations (undercounter mount), with additional storage cabinets as detailed and requested. The control room is directly adjacent to the Linac sliding shielded door for quick access to the Patient and treatment room. The wiring and processors of the computer stations is planned to be contained within cabinetry below the work counter. Directly accessed from the Control Room is the Physicist Storage Room and this is where the server for the Linac itself is located.

Physicist Storage Room A-339

An Approx. 85 square foot storage room for the Linac Server and additional equipment storage to support the Linac procedures. Shelving will be provided on two of the walls in this room, 24 and 18 deep.

Patient Access Corridor A-329

This circulation space is separated from Nurses Station A-326 by a sliding door to assist in maintaining patient privacy and a secure treatment area. This larger circulation space provides for a one patient waiting area for staging the next patient and maintains enough space to allow for patient bed access to the treatment room.

Nurse Station A326

The Nurse Station is being streamlined to maintain 6 clear for patient bed access to the Treatment Rooms. A new 2 station sitting height counter with a patient vitals/weight station at the end is planned.

Dosimetry Room A336

An Approx. 334 square foot room with 4 simple work counter locations, 2 full work stations and a larger multi monitor work station, space for a large format copier and handwash station and work counter. This room is for personnel work spaces and for developing patient treatment plans.

Treatment A-338

A new Approx. 165 square foot Treatment Room with exam/treatment table, medical gas and oxygen, new hand wash sink and support storage and provider wall mounted work station for minor procedures.

Structural:

The existing concrete vault must be expanded in width to accommodate the proposed new Elekta Versa HD equipment.  The footprint of the vault will be expanded to the East, into the 1976 Ambulance Garage addition.  The existing vault Eastern wall and 1976 Ambulance Addition wall will be removed at the interface location. The existing reinforced concrete waffle slab roof framing of the 1976 Ambulance Garage addition will be cut back for the expanded vault.  An approximately 400 square foot x 2 -0 thick extension to the existing vault mat floor slab will be constructed to support the new reinforced concrete vault wall and vault door. The room is shielded with standard weight concrete in addition to lead shielding as indicated within the documents. Structural support of the lead shielding is required.

The existing vault roof slab is a two-way slab, which is supported by the existing four perimeter vault walls. Since the Eastern wall of the existing vault is to be removed, a new steel support beam will be installed to support the edge of the existing vault roof slab. The beam will be supported by the reinforced concrete vault walls. A new, approximately 4 -3 thick, reinforced concrete roof slab will be constructed to extend the width of the vault. New reinforced concrete walls will also be constructed to expand the vault. The new roof slab will be supported by the new steel beam and the new reinforced concrete vault walls. The existing 1976 Ambulance Garage addition roof will also be supported from the new vault walls.

The proposed Elekta Versa HD equipment requires a different pit than the existing equipment. The existing pit and associated trenches will be in-filled. A section of the existing vault floor slab will be removed, so a new pit can be poured for the new Elekta equipment. New shielding concrete will be poured on the roof of the existing vault, as per the requirements of the physicist s report. Two new duct openings will be cut through the waffle slab roof of the 1976 Ambulance garage addition. Various Elekta equipment, such as lasers and monitors, will be mounted to the vault walls and ceiling

Mechanical:

Existing Air Handler

The current HVAC system consists of an outdoor central station air handler located on the roof above room A-324. The unit is ducted to serve all spaces of the current X-Ray suites and the LINAC room with the exception of the general offices which are served by as standalone 3-ton ducted split system. There are multiple hydronic and electric reheat coils used to provide area zoning with ceiling diffusers and sidewall grilles to provide distribution of air throughout the suite. The existing air handler shall remain to serve the existing LINAC not being renovated, the exam and waiting areas.

Heating System

The heating system is served by a medium pressure steam service. The air handler utilizes the steam for a preheat steam coil and zone humidification. Steam is also used for a steam to hydronic heat exchanger used to serve the reheat coils. Refer to the construction documents to determine which portions of the heating system are to remain vs. which portions are being demo d and or replaced.

Cooling Supply

The existing air handler is served by a 36 Ton Daikin condensing/compressing unit. This unit provide two refrigerant line sets to a split DX coil in the central station air handler. The existing 36 Ton condensing/compressing unit shall remain to serve the existing LINAC not being renovated, the exam and waiting areas.

New Air Handler

A new HVAC system consists of an outdoor central station air handler with split system DX cooling shall be provided to serve the new LINAC room, Equipment room Control Area, Dosimetry and the Physicist storage room. The new air handler will be roof mounted above the renovated LINAC room. The new compressor/condensing unit will be ground mounted adjacent to the existing 36 ton unit. Hydronic reheat coils shall be used to regulate space temperature.

New Secondary (Redundant) HVAC System for the LINAC Space

The new redundant HVAC system will be a ductless split system serving the LINAC room, adjacent equipment room and the control area. The LINAC will have two recessed ceiling cassette units. The Control area will have two recessed ceiling cassette units. The equipment room will be served by two wall mounted units. The new central station air handler is still the primary HVAC source serving these areas. The ductless split system is a redundant system to ensure functionality of the LINAC if the central station air handler fails or requires service.

Air Distribution

The existing ductwork and reheat coils in the ambulance bay office areas and LINAC being renovated shall be removed and replaced with new. All other ductwork and reheat coils shall be altered as appropriate to continue to serve the existing spaces to remain.

Plumbing:

The project scope for plumbing is limited to replacement/addition of four sinks in the area of renovation. The sinks will be stainless steel with chrome plated brass fixtures. Relocation of existing sanitary lines and extension of domestic water and vent lines will occur.

The existing Air, Oxygen and Vaccum lines and outlets serving the LINAC shall be replaced with new.

Fire Protection:

The existing space is fully sprinklered. The renovation of the space will require sprinkler branch piping to be demoed and new piping to be installed with a new quick response sprinkler head layout to meet NFPA 13 guidelines and in accordance with the construction documents.

Electrical:

The existing LINAC is currently being powered from a bus tap off Sub CN with a 100AF/100AT disconnect switch. The majority of the mechanical equipment and general power needs for the area are connected to power panel PP-LA. The proposed LINAC power load is very similar to the existing LINAC (45 kVA) and requires the same overcurrent protection. The ability to power the new equipment from the same location as the old and keep the power consumption the same is advantageous from a shutdown/disturbance standpoint. There is sufficient panel space from PP-LA and the relocated panels to power the ancillary equipment and new office space. Receptacle spacing and location will be per LINAC installation guidelines and VA Design Manual recommendations.

The existing electrical closet will be relocated to accommodate the new floor plan. The power panels will serve the LINAC and adjacent office area. Each desk area will be incorporated with a quad receptacle and four data ports. The power for LINAC will reflect the drawings from Elekta and the requirements from the VA team including monitors, desk areas, etc.

The lighting for the space will be LED with energy saving lighting controls. Vacancy sensors will be placed in each space with daylight harvesting where applicable. The lights will be fully dimmable. No color tuning or warm to dim options are anticipated for the project. LED decorative panels will be installed in the LINAC space for patient comfort. See attached cutsheets.

Asbestos Abatement:

This project requires abatement of approximately 25 square feet of floor tile and mastic in room A-334 and 160 square feet of exterior HVAC duct insulation and waterproofing at the LINAC roof level directly above the LINAC.

5. Performance Monitoring (if applicable).

Work shall be coordinated with facility thru the Contracting Office Representative (COR). COR will monitor the contractor work performance on daily basis and the contractor is required to submit daily s progress report to the COR.

6. Security Requirements.

General Contractor s employees shall not enter the project site without appropriate security badge. They may also be subject to inspection of their personal effects when entering or leaving the project site.

No photography of VA premises is allowed without written permission of the Contracting Officer except as specifically required by the scope of the work.

VA reserves the right to close or shut down the project site and order General Contractor s employees off the premises in the event of a national emergency. The General Contractor may return to the site only with the written approval of the Contracting Officer.

7. Government-Furnished Equipment (GFE)/Government-Furnished Information (GFI).

N/A

8. Other Pertinent Information or Special Considerations.

a. Identification of Possible Follow-on Work.

Not Used

b. Identification of Potential Conflicts of Interest (COI).

Not Used

e. Inspection and Acceptance Criteria.

The COR is responsible for certifying that the work done under the contract is performed to time and standard. They are also responsible to assure the inspection and acceptance of products provided incidental to services.

9. Risk Control

Contractor shall take all measures for safety & infection control and provide all material necessary for protecting existing equipment and property in affected areas of construction against dust and debris, so that equipment and affected areas to be used in the Medical Centers operations will not be hindered.

Contractor shall permit access to Department of Veterans Affairs personnel and patients through other construction areas which serve as routes of access to such affected areas and equipment. Coordinate alteration work in areas occupied by Department of Veterans Affairs so that Medical Center operations will continue during the construction period.

10. Place of Performance.

Minimize interference of construction activities with flow of Medical Center Personal and traffic, keep roads, walks and entrances to grounds, to parking and to occupied areas of buildings clear of construction materials, debris and standing construction equipment and vehicles.

11. Period of Performance.

Contractor to start immediately after receiving the NTP with consideration to the nature of this project most of the work should be between 15th of December to the 15th of September. Estimate project completion time is 270 calendar days.

All other details and information shall be contained in the solicitation which shall be posted on https://beta.sam.gov/. The solicitation will be released on or about 04/30/2021. The response submittal address, date and time will be included in the solicitation. This project requires bonding and all responses/submissions shall be in hardcopies; faxed or e-mailed bids will not be accepted. All prospective bidders must be currently registered in www.sam.gov and be registered and verified as a SDVOSB in www.vip.vetbiz.gov at the time of offer submission and before award of this procurement.

End of Description.