Renovate and Expand Chilled Water Infrastructure

Renovate & Expand Sterile Process Supply
Project Number: 640-23-109 Page 1
Renovate & Expand Sterile Process Supply Project No. 640-23-108 Department of Veterans Affairs Palo Alto Health Care System Palo Alto, CA 94304
Project Number: 640-23-108 Page 2
STATEMENT OF WORK
PROJECT TITLE: Improve Sterile Supply Service (SPS) and Supply Chain Services Functional Alignment PROJECT NO: 640-23-108 PROJECT TYPE: NRM Project DATE: July 30, 2024
EXECUTIVE SUMMARY A. PROJECT DESCRIPTION: Veterans Affairs Palo Alto Health Care System (VAPAHCS) is procuring a construction service for the renovation and expansion of the existing Sterile Processing Department (SPD). The goal is to create separate spaces for the Sterile Processing Service (SPS) and the Supply Chain Service (SCS). This will improve the functional adjacencies, and unidirectional workflow with controlled access/egress for soiled and clean Reusable Medical Devices (RMD) and staff, as well. In order to maintain continuity of operation of SPD, a swing space will be created which be a compact yet fully functional SPD at reduced capacity. B. PROJECT LOCATION: Veterans Affairs Palo Alto Health Care System (VAPAHCS), Palo Alto Division (PAD) at 3801 Miranda Avenue, Palo Alto, CA 94304 C. PROJECT CONSTRAINTS: The contractor shall follow interim life safety, infection control measures, code compliance, egress plans, and must coordinate all utility shutdowns with the Contracting Officer s Representative (COR) during the period of performance. Contractor shall perform in a professional manner to ensure long term durability and meet all applicable standards and codes. All work shall be performance in accordance with all laws, ordinances, building codes, rules and regulations applicable to the work, including Department of Veterans Affairs (VA), Federal, State, County, City, Industry, design guides, codes, standards, regulations and policies. Contractor shall work with COR to minimize construction impact to daily operation of VAPAHCS at PAD. Minimum project requirements are listed below. D. PROJECT SCHEDULE: Period of performance for this project is 720 calendar days for construction after the issuance of Notice to Proceed (NTP). Phase I: Preparation of site and placement of temporary modular SPS and swing space Phase II: Activation of temp SPS swing space and De-activation of Existing SPS in Building 100 Phase III: Demolition of existing SPS in Building 100 Phase IV: Construction of new SPS in Building 100 Phase V: Activation of new SPS and De-activation of swing space Phase IV: Demolition of temporary modular SPS and swing space TABLE OF CONTENTS 1. PROJECT BACKGROUND 4 2. PROJECT PURPOSE AND DESCRIPTION 4 3. STATEMENT OF BID ITEMS 4 4. EVALUATION FACTORS 4 5. CONSTRUCTION SERVICES 5 6. SPECIFICATIONS AND DRAWINGS 8 7. COMPLIANCE WITH CODES AND STANDARDS 8 8. ADDITIONAL CONSIDERATIONS 8 9. COORDINATION AND EXECUTION 9 10. ABBREVIATIONS AND ACRONYMS 12 9. APPENDIX A. EXHIBITS 14
Contractors shall refer to the solicitation documents for the minimal submission requirements and instructions pertaining to this project. The contractor shall provide services during construction as outlined in this Statement of Work (SOW), as well as associated design documents, drawings, and specifications. These construction services shall be provided to the Veterans Affairs Palo Alto Healthcare System (VAPAHCS), located at 3801 Miranda Avenue, Palo Alto, California, all in accordance with this statement of objectives and applicable contract terms or conditions.
PROJECT BACKGROUND VAPAHCS is a major tertiary care referral center with three hospital-based divisions and a network of seven community based outpatient clinics. VAPAHCS provides primary, secondary and tertiary care within a large geographical region encompassing a 10 county, 13,500 square mile catchment area. Approximately 272,000 veterans reside within VAPAHCS primary service area. The SPS for the VA Palo Alto Healthcare System (VAPAHCS), located in the basement of Building 100 on the VA Palo Alto campus, is currently deficient and does not meet the requirements set forth by the SPS Design Guide. The 18,486 square foot renovation will modernize the SPS, bring it into compliance with VA Design Guides for SPS. PROJECT PURPOSE AND DESCRIPTION The intent is to select a qualified contractor to provide all labor, materials, equipment, tools, and supervision to renovate and expand Sterile Process Supply and install Government furnished equipment as shown in the drawings and specifications. The contractor shall be knowledgeable of all national, state and VA healthcare standards, design guides and policies. The contractor shall maintain valid and current contractor s licensure, verifications, and certifications, as applicable for this project. STATEMENT OF BID ITEMS Specification section 01 00 00 paragraph1.3 CLIN 0001, Base Proposal Expansion and Renovation of SPS: Work includes and not limited to the renovation of approximately 16,000 GSF of SPS/SCS space in the basement of Building 100, general construction, alterations, necessary removal of existing construction and certain other items, architectural, mechanical, electrical, structural, life and fire safety, telecommunications and civil work required for this project. CLIN 0002 Swing Space Work includes and not limited to the construction and removal of the temporary swing space, maintenance and necessary repairs, general construction, alterations, necessary removal of existing construction and certain other items, architectural, mechanical, electrical, structural, life and fire safety, telecommunications and civil work required for this project. CLIN 0003 SPD Mobile Units/Modular Building Includes and not limited to the provision, installation, maintenance and repair of two (2) SPD Mobile Units and temporary modular building, utility connections and support equipment, and removal at the end of the project. EVALUATION FACTORS Proposals will be evaluated on the basis of both technical considerations and cost as per FAR Part 15. Award will be made to the offeror that represents the best value for the government and award will be in the best interest of the government. In descending order of importance technical evaluations will be based on the following: Past Performance Corporate Project Experience Relevant Past Performance Evaluations/Client Overall Satisfaction Construction Management Technical/Management Approach Project Personnel Experience Schedule Cost
PAST PERFORMANCE
a. Project Experience - The Offeror shall demonstrate corporate experience with three (3) to five (5) projects previously completed within the last seven (7) years by a contract similar in Size, Scope (Sterile Processing) and Complexity to this project. Scoring will be more favorable if all criteria are met. In describing project experience, provide the following information: 1) Project title, location and brief description including the building use (Medical Facility, etc) and contracting method (design build, design bid construct, CM at risk etc). 2) Project owner and name and telephone number of owner s contact person. 3) Project Prime Contractor and Major Subcontractors and name and telephone number of contact person(s). Note each firm and managing persons (project manager/superintendent/foreman as the case may be) also proposed for this solicitation. 4) Project Statistics including start and completion dates (original vs. actual) for design and construction; cost (with brief explanation of what is included in the cost); square footage; foundation type; number of levels; and any awards (prizes) received.
b. Relevant Past Performance/Overall Client Satisfaction Will be evaluated on the quality of the Offeror s past performance within the last seven (7) years with respect to the projects listed in Evaluation Factor Corporate Project Experience. This includes, timeliness of contract completion, adherence to contract schedules and timely submission of data deliverables; the contractor s ability to comply with the terms and conditions of the contract; the overall quality of the work performed on the contract; the Offeror s managerial performance, and whether or not the reference would enter into a contract with the contractor again. Contractors without relevant past performance or for whom past performance information is not available, will be rated neither favorably nor unfavorably for the past performance evaluation factor.
Provide documentation indicating client satisfaction including letter(s) of recommendation, commendations or awards provided to the firm on projects listed under corporate project experience. The Evaluation Panel may contact the references supplies for projects submitted. (Complete the General Contractor Reference Form provided at the end of this Request for Proposal section). Each reference may be asked the following: Was the Contractor cooperative, capable, and effective in prosecuting the work? Did Contractor s performance conform to the terms and conditions of the contract? Once completed, did the project require unexpected maintenance activity? Have any latent defects been found? Was the staffing level consistent with the project size and complexity? Would the client use this firm again and why? The Government may consider information concerning the offeror s past performance that is not contained in their proposal.
B. CONSTRUCTION MANAGEMENT a. TECHNICAL/MANAGEMENT APPROACH -This category will be evaluated on the basis of a Quality Assurance/Quality Control (QA/QC) plan specifically developed for the project and the organization of the management plan as illustrated in an organizational chart. The QA/QC plan shall provide information on: Qualifications of QA/QC team, material testing requirements, quality control of over-all work activities (installation and materials), technical certification qualifications and requirements for the people reviewing the construction activities, RFI and submittal control, methodology for dealing with open issues, risk assessment and control, and standard forms used for documenting quality control. Offerors shall document their experience working on complex healthcare building expansion on congested medical centers undergoing multiple construction activities (with multiple contractors). Management plan should emphasize experiences where offeror has been able to work and coordinate with other entities (other contractors, federal and local officials, medical center personnel, etc.) to enhance positive project outcomes. The management plan shall be concise and organized to clearly demonstrate an understanding of project scope / constrains, and limitations due to the sensitive location of the work site. Plan shall also contain information on how impact of construction activities will be minimized to limit disruptions to patients / staff (noise / vibration / and dust control). Management plans that clearly demonstrate the offeror s superior capability to perform, with well thought-out and effective phasing, site use, quality control, and project-specific safety plans will be rated higher than disjointed, disorganized, and lengthy proposals with unclear, generic, or ineffective plans and information.
b. PERSONNEL EXPERIENCE - (Specialized experience and technical competence). The Offeror shall demonstrate the relevant experience of key project personnel. 1) Biographical data shall include the following: a) Name of individual. b) Company employed by. c) Company position title. d) Years with the company. e) Describe work experience with projects that; were completed by the design build process, were medical facilities and the company (by name) they worked for when involved in the project. f) An indication of which (if any) projects submitted under Corporate Experience (above) the individual participated in and what the individual s responsibility was for that project. g) An indication of which other individuals submitted under Project Personnel Experience this individual has worked with and the project they worked on together, noting if that project has been submitted under Corporate Experience (above). h) Position that the individual will hold in regard to this contract/project team, description of duties and what percentage of the individual s time would be committed to the project during both the design and construction phases. i) Describe job related educational experience including degrees, certificates etc and granting institutions. 2) Supply this biographical data for key personnel for at least the following: (Note if one individual is proposed for more than one position listed): a) Overall Project Manager. b) Superintendent c) Construction Project Engineer. d) MEP Coordinator. E) Project Scheduler.
SCHEDULE
a. The progress schedule will be in a time scaled bar graph format. The horizontal axis will be scaled for time beginning with the Notice to Proceed and concluding with contract completion. The vertical axis will show the milestones and major portions of the contract work. All schedule items will show a start date and a completion date. The detailed schedule will indicate specific tasks with dates for each step of the process including, but not limited to:
Mobilization; Swing Space Construction; Demolition method and sequencing; Procurement and installation of equipment; MEP Sequencing; Interior finishing; Provisions for overtime or shift work; Installation of VC equipment; testing and commissioning and final inspection.
b. The Offeror shall specify how much allowance has been made for bad weather in the schedule, the days of the week and the hours of construction operations during each phase of the work, and the percentage of contract completion that will be achieved at the end of each month of the contract.
COST
CONSTRUCTION SERVICES General General Contractor shall develop a plan detailing project specific Interim Life Safety Measure (ILSM) for all phases of construction. General Contractor shall maintain all Infection Control Risk Assessment (ICRA) construction perimeter for the safety of VA Staff, Patient and visitors. See Infection Control Risk Assessment below for requirements. General Contractor shall provide Accident Prevention Plan (APP) for Safety Officer approval as shown in VA Master Construction Specification Section 01 35 26 Safety Requirements. General Contractor shall develop a plan detailing project specific fire-safety measure. General Contractor shall have a Safety Manager and a Competent Person that can monitor safety conditions throughout the entire construction process and address the Safety Plan. General Contractor s employees shall not enter the project site without appropriate badge obtained from VA police. Personal effects may also be subject to inspection when entering or leaving the project site. All temporary construction partition must meet fire-safety requirements. Temporary heating and electrical installations must comply with the current OSHA 1926, NFPA 241, and NFPA 70. Means of egress shall not be blocked. Egress routes for construction work must be maintained free and unobstructed. Contractor shall provide and maintain fire extinguishers in construction areas and temporary storage areas. Flammable and combustible liquids must be stored, disposed, and used in accordance with current OSHA 1926, NFPA 241, and NFPA 30. All hazardous materials shall be disposed of in accordance with VA Technical Information Library (TIL) Specification Requirements. Existing fire protection must not be impaired. Any water sprinkler impairment and fire watch requirement shall be in accordance with NFPA 25. See Utility Shutdown below for requirements. Prevent accidental smoke detector operation. Perform hot work in accordance with NFPA 241 and NFPA 51B. Coordinate with COR for hot work permit. Maintain all construction permit visible and updated as required by the VAPAHCS Safety Office and Infection Control Department Prohibit smoking in VA Property. Dispose of waste and debris from building daily. Follow all additional requirements as specified in the VAPAHCS. Provide tuberculosis (TB) screening certification for all contract employees as shown in the VA master Construction Specification Section 01 35 26 Safety Requirements. Scheduling, Phasing, and Working Hours The contractor shall be required to perform construction operations during time frames approved by the hospital. Hospital staff must be able to perform their duties with a minimum disruption throughout the entire demolition and construction process. Ultimately, the precise sequence will be determined after the contractor has been selected and consultation among the hospital staff, facilities personnel, contractor and architect can be arranged. The scope of this project will be required to be done at specific times to avoid day-to-day facility operation disruption and may require to be split into sub-phases. All work in areas involved shall be scheduled with the COR. Work shall be scheduled for proper execution to completion of this contract. Hours of Work: The contractor will perform work from 7:00 am 4:30 pm Monday thru Friday. No work shall be performed during U.S. Federal Holidays which includes New Year s Day, Martin Luther King Jr. Day, Washington s Birthday, Memorial Day, Juneteenth National Independence Day, Independence Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving Day and Christmas Day or any other day specifically declared by the President of the United States to be a national holiday. Special time arrangements can be made by contacting the COR. No work shall be performed before 7:00 am due to local noise ordinance. Should emergency service be required during business hours, contract will coordinate with the COR. Contractor will abide by all station policies when on site. See 7.2 Construction Administration for Project Schedule and Schedule of Values (SOV) submittal requirements. Project Duration Project construction must be completed in no more than 720 calendar days from Notice to Proceed (NTP). Contractor shall submit a detailed Critical Path Method (CPM) construction schedule with estimated dates and itemized Schedule of Value (SOV) to CO for review and approval before NTP. Task Calendar Days Construction
NTP Construction 14 Mobilization 14 Submittals 30 Swing space construction 30 VA: Activate swing space 30 VA: Move to swing space 60 VA: Deactivation of SPS 30 Renovation of SPS 365 VA: Activation of SPS 30 VA: Move back to SPS space 60 VA: Deactivation of swing space 20 Demobilize 30 Close Out/As Built 7 Estimated Construction Time 720
Qualifications The contractor shall be bonded. The contractor and all contractor employees must have taken the OSHA Certified 10/30-hour construction safety course and show documented proof. The contractor shall designate a competent person in accordance with 29 CFR 1926.32. The Contractor shall instruct each of his employees in the recognition and avoidance of unsafe conditions and the regulations applicable to this work environment to control or eliminate any hazards to other exposure to illness or injury. SPECIFICATIONS AND DRAWINGS The contractor shall be responsible to provide marked-up as-built drawings and deliver two (2) approved completed set of as-built drawings to the COR per specification section 01 00 00 paragraph 1.13. COMPLIANCE WITH CODES AND STANDARDS The contractor shall comply with all design drawings and specifications during the project, including applicable codes and standards described in the VA design guides, VA design manuals, and the VA s standards for information technology. Applicable codes and standards are outlined in greater detail in project construction documents. ADDITIONAL CONSIDERATIONS Restoration Plan: The contractor shall include a plan including, but not limited to, general requirements, restoration for any damages to existing walls, ceiling, equipment, wires, or utilities during construction. Utility shutdowns: The contractor shall coordinate all utility shutdown involving temporary impairment of utilities shall be requested in writing with the COR. The contractor shall include shutdown Method of Procedure (MOP) and facility impact report for review. Minor utility shutdown will require 20 working days advance notice to coordinate with facility. Major utility shutdown will require 45 working days advance notice to coordinate with facility. The following list addresses the shutdown of service interruptions that shall require advanced notice: Electrical systems shutdown including normal or emergency power. Chill water shutdowns: HVAC, chillers, and boiler/steam generation. Fire suppression systems: Sprinkler shutdowns lasting over four (4) hours require notification and concurrence from the VISN Safety Office. Interim Life Safety Measures (ILSM): Contractor shall coordinate with the COR, VA Safety Officer, VA Infection Control to comply with any ILSM requirement during construction. ILSM will include the following, at a minimum: Ensure exits provide an unobstructed egress. Buildings or areas under construction must maintain escape routes for construction workers at all times. Providing and maintaining compliant fire/smoke barriers and sprinklers or heat detectors as needed during construction. Ensuring that the equipment staging or lay down areas, if applicable, comply with applicable VAPAHCS safety requirements. Any staging or lay down areas and construction fencing must be coordinated between the general contractor and contracting officer s representative. Infection Control Risk Assessment (ICRA): Contractor to provide and maintain a minimum of a Class IV Infection Control precaution/procedure for the work duration as prescribed in the current VA Health Care System Memorandum SAFE-18-63 (Exhibit 3). Security Considerations: At no time will the vendor be in contact or have access to VA sensitive information. VA sensitive information procedures will be followed per VA Handbook 6500.6. The contractor will adhere to VAAR 852.252-75, Security Requirements for Unclassified Information Technology Resources (Interim-October 2010). Station Operations: The contractor shall generally perform all on-site visitation and work between the hours of 8:00 AM and 4:30 PM, Monday through Friday (Federal Holidays excluded), unless otherwise approved by the COR. For any activity that impacts to the facility operation including but not limited to noise, vibration, utilities impact, etc. contractor shall coordinate with COR to perform such activities after hours or on the weekends. Submittal Register Schedule: The submittal register included within the project specifications lists individual submittal sections with schedule and submittal descriptions. Submittal register shall be submitted prior to commencing construction work. Providing and maintaining compliant fire/smoke barriers and sprinklers or heat detections as needed during construction. Ensuring that the equipment staging or laydown areas, if applicable, comply with VAPAHCS safety requirements. Any staging or laydown areas and construction fencing must be coordinated between the general contractor and COR. Contractor shall coordinate with the COR and comply all VA and local COVID-19 safety requirements. COORDINATION AND EXECUTION User Groups: The contractor shall work with the below user groups responsible for managing this project. The contractor is advised that only the Contracting Officer (CO) has the authority to alter the contract once awarded, or to legally obligate the government pursuant to any changes in the scope of the project thereof. Contracting Officer (CO): The CO shall be responsible for all contractual administration of this project. All transactions of a legal nature, including contractual agreements, amendments, change orders, etc. shall be approved and processed through the CO. Contracting Officer s Representative (COR): The COR shall be responsible for the construction management on behalf of the VA and will manage the project on a day-to-day basis to ensure that the project requirements are met from the notice to proceed (NTP) through completion of the work and acceptance, according to project scope of work and construction documents or specifications. Construction Administration Project Schedule: After contract award, the contractor shall provide to the VA a detailed schedule of all project activities, including milestone dates and critical paths, as well as schedule update if project plans are modified. Overall project schedule shall be broken to activities in which each activity shall have less than 20 workdays duration. Master schedule shall be updated and submitted monthly to the COR. Contractor shall provide 3-week look-ahead schedule weekly to the COR by Close of Business (COB) on Monday. No work is allowed until master schedule is approved by the COR. Schedule of Values (SOV): The contractor shall provide a schedule of values, along with the project schedule, which is aligned with the various activities of work. This SOV, if approved, may be used by the COR as the basis for evaluating reviewing progress performance and payments. SOV shall be broken into details to be aligned with overall project schedule. SOV shall have 10% of overall project cost designated for punch walk and project close out. Observation and Site Visits: The COR and/or designated representatives may require access in order to monitor, observe, and review all project aspects to ensure construction documents compliances and other regulatory requirements. Project Meeting and Inspections: The contractor shall attend or provide a designated representative to coordinate field observation inspections for progress evaluations and reports, and other site visits as needed, including punch list, pre-final and final inspections. Such inspections may occur on a monthly basis or more frequently as needed. The COR or other designated representative may inspect all aspects of the project in order to complete written progress reports, including the performance of work activities in the project schedule or schedule of values, and verification of the contractor s compliance with appliable safety, infection control, interim life safety, and COVID-19 requirements. Contractor shall attend weekly OAC meeting and is responsible for providing meeting minutes and agenda for each meeting. Submittals: The contractor shall be responsible to furnish submittals in accordance with the design specifications and submittals register. The contractor shall submit shop drawings, schedules, manufacturer s literature/data and certificates in electronic format. Physical samples shall be shipped directly to the AE for inspection and one sample furnished to the COR for approval. Further details are provided in the project specifications for shop drawings and submittals. RFI and Change Orders: The contractor may submit requests for information (RFI) concerning the design or other aspects of the projects during construction. These RFIs shall be submitted in writing. RFI shall include, at a minimum, a description or background information for the issue in question, as well as a complete impact assessment for any recommended changes. The COR or designated representative will review, evaluate, and respond as required. Any proposed changes to the scope or deviations from the design documents may be submitted to the COR for review and discussion, however any such change to the contract or project scope must first be approved by the CO in writing before implementation. ABBREVIATIONS AND ACRONYMS AE Architectural & Engineering ACC Ambulatory Care Center ADA Americans with Disabilities Act ADAAG Americans with Disabilities Act Accessibility Guidelines APP Accident Prevention Plan ASHRAE American Society of Heating, Refrigerating and Air-Conditioning Engineers ASME American Society of Mechanical Engineers ASTM American Society for Testing and Materials BMP Best Management Practice CA Commissioning Agent CAD Computer-Aided Drafting CALOSHA California Division of Occupational Safety and Health CBOC Community-Based Outpatient Clinics CD Construction Documents CDC Center for Disease Control and Prevention CFR Codes of Federal Regulations CM Construction Manager CO Contracting Officer COB Close of Business COR Contracting Officer s Representative CPM Critical Path Method DB Design Build DD Design Development ETS Emergency Temporary Standard ESA Environmentally Sensitive Area EST Estimate FT Feet GC General Contractor IBC International Building Code ICRA Infection Control Risk Assessment ILSM Interim Life Safety Measures IN Inch(es) MEP Mechanical, Electrical, Plumbing MOP Method of Procedure MSDS Material Safety Data Sheets NEBB National Environmental Balancing Bureau NEC National Electrical Code NFPA National Fire Protection Association NRM Non-Recurring Maintenance NTP Notice to Proceed O&M Operations and maintenance documents OAC Owner-Architect-Contractor OSHA Occupational Safety and Health Administration PAD Palo Alto Division PCRA Pre-Construction Risk Assessment PE Professional Engineer PM Project Manager PSRDM Physical Security and Resiliency Design Manual PT/OT Physical Therapy/ Occupational Therapy RFI Request for Information RFP Request for Proposal RME Reusable medical equipment SCI Spinal Cord Injury SD Schematic Development SF Square Feet SOV Schedule of Values SOW Statement of Work SPS Sterile Processing Service SSTV Security Surveillance Television TAB Testing, adjusting, and balancing TB Tuberculosis TIL Technical Information Library VA Veterans Affairs VAAR Veterans Affairs Acquisition Regulation VAPAHCS Veterans Affairs Palo Alto Health Care System VHA Veterans Health Administration
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