Inactive Service-Disabled Veteran-Owned Small Business (SDVOSB) Set-Aside (FAR 19.14)

528-20-117 Room 320-A Air Monitoring 11 of 14 12/9/201912/10/2019 Air Monitoring Scope of Work Room 320-A Air Monitoring Project 528-20-117 12/9/201912/10/2019 General Information Location Work perfor... 528-20-117 Room 320-A Air Monitoring 11 of 14 12/9/201912/10/2019 Air Monitoring Scope of Work Room 320-A Air Monitoring Project 528-20-117 12/9/201912/10/2019 General Information Location Work performed under this scope will be for and conducted within 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 528-20-117. Background Buffalo VAMC Engineering personnel are renovating room 320-A on the 3rd floor A Wing , and after removing the drop ceiling, asbestos containing pipe insulation has been revealed on the steam riser pipe expansion loops. The insulation for removal has been previously marked asbestos and although it could be left undisturbed and covered with a drop ceiling, best practices call to properly remove and dispose of any asbestos containing material. Along with the known asbestos pipe insulation, the project will also require the demolition of two columns on the interior of the room that house ACM pipe insulation. A separate contractor will be awarded the abatement work for this room. Purpose The purpose of this effort is to provide air monitoring and third- party oversight of the asbestos abatement work being conducted under VA Project Room 320-A Abatement . The VAWNYHS requires a Consultant to perform the air monitoring work necessary to accomplish this goal. Scope Consultant shall completely prepare the project site, furnish labor and materials to monitor air quality during abatement work, conduct the required project monitor site inspections, and maintain the appropriate records as established in 12 NYCRR Part 56. Detailed information about this scope is contained in Section 3: Requirements. Site Conditions The abatement work will be conducted within room 320-A (3rd floor, A-Wing) of the Buffalo VAMC. Total square footage of room 320-A is approximately 1600sq.ft, with approximately a total of 450 linear feet of asbestos containing pipe insulation to be abated. The total linear footage is broken down into roughly 30 different areas containing 15 linear foot sections of ACM in the room. Personal Protective Equipment (PPE) The Consultant is responsible for obtaining/providing, inspecting, and maintaining any required Personal Protective Equipment (PPE) and access equipment (lifts, scaffolding, etc...) necessary to perform services identified in this SOW. Approach 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) Monitoring, Inspection, and Testing (Section 3.2) Site Information Consultants and sub-consultants will be subject to the Construction Security Requirements outlined in PG-18-1: MASTER CONSTRUCTION SPECIFICATIONS, Section 01 00 00 (General Requirements - 528-20-117), Article 1.5. 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 from the general public. 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) or the Technical POC. Hygiene Any Consultant employee or sub-consultant employee entering the kitchen area is required to comply with hygiene requirements outlined in Department of Veterans Affairs, Veterans Health Administration, Handbook 1109.04 Food Services Management Program and the Nutrition and Food Services Department Infection Control Memo dated 2016 March. Anyone not in compliance with these requirements will not be allowed in the kitchen area. 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). Photography of as-built and site conditions are permissible actions under this SOW when photography activities are coordinated with the COR. The Consultant shall ensure that any photographs taken do NOT include any VHA patients, members of the VHA workforce, or visitors to the VAMC facility. 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. 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 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 BY VHA WNY are base VA documents that have been tailored to the needs of the Veterans Health Administration Western New York (VHA WNY) or this specific effort. While the base VA documents are available on the Office of Construction and Facilities Management website listed above, the Consultant shall use the modified version listed below, NOT the base document. Copies of these documents are available from the KO, COR, or Technical POC. VA WESTERN NEW YORK HEALTHCARE SYSTEM, BUFFALO VA MEDICAL CENTER CENTER MEMORANDUMS, NUTRITION AND FOOD SERVICES DEPARTMENT INFECTION CONTROL MEMO DATED 2016 MARCH SPECIFICATIONS (AS MODIFIED BY VHA WNY) 01 00 00 01 32 16.15 GENERAL REQUIREMENTS (528-20-117) PROJECT SCHEDULES (SMALL PROJECTS) (528-20-117) 02 82 11 TRADITIONAL ASBESTOS ABATEMENT (528-20-117) The specifications provided under this SOW are the same as provided to the construction contractor for the room 320-A abatement work. All specifications have been provided to allow the contractor to gain a full understanding of the work, but for this contract, only the specs referenced above need to be used for the air monitoring scope of the project. Paragraph 2.2 of Specification 02 82 11 TRADITIONAL ASBESTOS ABATEMENT outlines the key requirements for the air monitoring services under this scope. Non-Government Publications All work shall be accomplished in strict accordance with the latest codes and standards. The Consultant 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. 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. Requirements The Consultant shall provide personnel, material, services, and facilities to perform, accomplish, and deliver the required services detailed in this scope of work. Monitoring, inspections, and testing must be performed in accordance with all federal and state regulations and PG-18-1 MASTER CONSTRUCTION SPECIFICATIONS; SECTION 02 82 11 TRADITIONAL ASBESTOS ABATEMENT (528-20-117). General This section contains general information that is applicable for the duration of the contract (i.e. applies to all Parts of this effort). Status Updates The Consultant shall prepare and submit periodic status reports throughout the duration of the contract. 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 and Current Status of Project Progress Accomplished (for the previous month) Progress Anticipated (for the next three months) Updated Schedule Problems Encountered and Anticipated Technical, Schedule, and Cost Risk Assessment Risk Mitigation Strategy Financial Data (i.e. allocated funding, obligations, expenditures, etc.) Status reports may be organized in Consultant 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 KO and COR by the 5th business day of every month. Meetings Several different meeting are identified under this contract. Information contained within this section is relevant to all meetings identified in this contract. Any meeting specific details can be located in its respective section of this SOW. Meeting Scheduling All meetings identified within this SOW are to be coordinated and scheduled with the COR. See Section 1.6.1 and Section 4.1 for more details. Meeting Agenda The Consultant shall provide a meeting agenda 5 business days prior to the scheduled date of the meeting. Meeting agendas may be organized in Consultant 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. 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 Consultant 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 Consultant must determine an alternate method to submit the required materials by the due date (e.g. FTP website, optical digital media, etc ). Meeting Minutes The Consultant 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 Consultant) Presentation materials used during the meeting should be included as enclosures Meeting minutes may be organized in Consultant 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 Consultant shall provide draft meeting minutes within 5 business days of the meeting. The Government will review and provide comments back to the Consultant within 3 business days of receipt of the draft meeting minutes. The Consultant shall finalize the meeting minutes and submit the final meeting minutes to the Government within 3 business days of receipt of Government comments. Monitoring, Inspection, and Testing The Consultants scope of work for Monitoring, Inspection, and Testing shall include, but is not limited to the following: Kick-off Meeting and Site Survey The Consultant shall attend the kick-off meeting for abatement at the VAMC. See section 4.2 for the timing of this meeting. In conjunction with the Kick-off Meeting, the Consultant shall survey the area to be abated to assess current site conditions. Site surveys shall be conducted in accordance with Section 1.6.1. Submittals The Consultant shall provide all applicable submittals identified from the specifications listed in Section 2.2 at the times specified during the project. A summary list of submittals and due dates is shown in section 4.2. Monitoring, Inspection, and Testing The Consultants scope of work for Monitoring, Inspection, and Testing shall include, but is not limited to, the procedures outlined in PG-18-1: MASTER CONSTRUCTION SPECIFICATIONS; SECTION 02 82 11 TRADITIONAL ASBESTOS ABATEMENT (528-20-117), Paragraph 2.2. Monitoring Work includes, but not limited to, all labor, material, equipment and supervision to perform the required monitoring, inspection, and testing. Specific tasking includes: Review and approve asbestos abatement contractor submittals. Provide clarification regarding asbestos abatement design and flooring demolition scope issues. Provide a Project Monitor to: assure quality; adherence to the specification; resolve problems; prevent the spread of contamination beyond the regulated area; and assure clearance at the end of the project. In addition, their work includes performing the final inspection and testing to determine whether the regulated area or building has been adequately decontaminated. All air monitoring is to be done utilizing PCM or TEM. The Project monitor performs monitoring and inspections in accordance with 12 NYCRR Part 56. The Project Monitor will be available to consult with abatement contractor and Buffalo VAMC throughout the course of the project. All documentation, inspection results and testing results generated by the Project Monitor will be available to the abatement Contractor for information and consideration. The monitoring and inspection results of the Project Monitor will be used by the VA to issue any Stop Removal orders to the Contractor during abatement work and to accept or reject a regulated area or building as decontaminated. The Project Monitor must be aware of 10/95 A/E Quality Alert indicating the failure to identify asbestos in the areas listed. Make sure these areas are looked at/reviewed on the project: Lay-in ceilings concealing ACM; ACM behind walls/windows from previous renovations; inside chases/walls; transite piping/ductwork/sheets; behind radiators; roofing materials; below window sills; water/sewer lines; electrical conduit coverings; crawl spaces (previous abatement contamination); flooring/mastic covered by carpeting/new flooring; exterior insulated wall panels; on underground fuel tanks; steam line trench coverings. Upon completion of all preparatory work, the Project Monitor will inspect the work and systems and will notify the VA's representative when the work is completed in accordance with this specification. Project Monitor will ensure asbestos abatement Contractor complies with their submitted and approved Safety and Operations Work Plan. Compliance with the regulatory requirements of 29 CFR 1926.1101 is mandatory. Any aspect of asbestos abatement not directly addressed in the Safety and Operations Work Plan will be done in accordance with 12 NYCRR 56. Deviations from the established regulatory procedures of 12 NYCRR 56 and OSHA require the approval of the VA Representative and the Project Monitor. The Project Monitor will perform a thorough and detailed visual inspection after each phase of cleaning to determine whether there is any visible residue in the regulated area. If the final visual inspection is acceptable, the Project Monitor will perform clearance sampling using aggressive clearance as detailed in 40 CFR 763 Subpart E (AHERA) Appendix A(III)(B)(7)(d) unless other methods are approved by the VA Representative and the Project Monitor. The Project Monitor will compile project records during the course of the work and develop a project records manual that will document all phases of the work. The manual will be bound and will include the Projects Monitor s records and air sampling records. Two copies of the manual will be provided to Buffalo VAMC. Project Monitor will attend progress meetings when requested. Air Sampling and Analysis Project Monitor will employ the services of an AIHA accredited laboratory to perform analysis of the air samples. Samples analysis results should be received within 24 hours. A complete record, certified by the laboratory, of all air monitoring tests and results will be furnished to the COR and the asbestos Abatement Contractor. Air samples shall be analyzed using Phase Contrast Microscopy (PCM) in accordance with NYSDOL Industrial Code Rule 56 and NIOSH method 7400 except final clearance air samples which will use Transmission Electron Microscopy (TEM). Turn-around time for laboratory analysis of area air samples shall not exceed 24 hours. Copies of all area air monitoring results shall be immediately transmitted to the VA or their Representative. If final air clearance is unsatisfactory, the Abatement Contractor shall be responsible for recleaning the area and for any and all costs incurred for additional air monitoring. Status Meetings The Consultant shall attend periodic status meetings with the VA during the abatement process to discuss progress, observations, and any identified risks during the course of the abatement. Delivery Technical POC The Consultant shall coordinate all visits and meetings with and provide the required quantity of submittals to Andrew Tarasek VA Western New York Healthcare System Buffalo VA Medical Center 3495 Bailey Avenue Buffalo, NY 14215 Phone: (716) 834-9200 x5508 Fax: (716) 862-8618 Email: andrew.tarasek@va.gov Schedule and Submittals The Period of Performance for the total effort will not exceed 90 calendar days. Independent of the not to exceed period of performance, the Consultant shall comply with the individual relative and absolute timelines identified in Section 3 of this SOW. Table 1 is a summary list of actions, submittals, and schedule for this effort. 528-20-117 Room 320-A Air Monitoring 12 of 14 12/9/201912/10/2019 Table 1: Summary List of Events and Deliverables Data Item Type Responsible Party Description Date Delivery Qty SOW Ref Spec Ref Duration of Contract 1 Submittal Consultant Monthly Status Report 5th Business Day of every Month email NA 3.1.1 Monitoring, Inspection, and TestingMonitoring, Inspection, and Testing Kick-off Meeting and Site SurveyKick-off Meeting and Site Survey Action Consultant Kickoff Meeting and Site Survey As Determined by Abatement Contractor In person @ VAMC 1 3.2.1 Submittals 2 Submittal Consultant Employee Lists NTP +14 Calendar Day(s) email NA 01 00 00, 1.6.A; 02 82 11, 2.4.1.B 3 Submittal Consultant Electronic Security Memorandum NTP +14 Calendar Day(s) email NA 01 00 00, 1.6.E 4 Submittal Consultant Vehicle registration NTP +14 Calendar Day(s) email NA 01 00 00, 1.6.F 5 Submittal Consultant OSHA Training Certificates NTP +14 Calendar Day(s) email NA 01 35 26, 1.8 6 Submittal Consultant Employee qualifications, training, accreditations, and licenses NTP +14 Calendar Day(s) email NA 02 82 11, 2.4.1.B; 02 82 11, 2.4.1.I 7 Submittal Consultant Certificate of Worker's Acknowledgment NTP +14 Calendar Day(s) email NA 02 82 11, 2.4.1.B 8 Submittal Consultant Affidavit of Medical Surveillance and Respiratory Protection NTP +14 Calendar Day(s) email NA 02 82 11, 2.4.1.B Consultant & VAMC Submittal Reviews Submittal Receipt +7 Calendar Day(s) Action Consultant Review of Abatement Contractor s Workplan NTP +21 Calendar Days email NA Status Meetings Action Consultant Status Meeting(s) Weekly after Preconstruction Meeting In person @ VAMC As required 3.2.4 9 Submittal Consultant Daily Logs and Inspections As Required email NA 02 82 11, 2.4.2 10 Submittal Consultant Project Report Last Status Meeting email NA 02 82 11, 2.4.3 528-20-117 Room 320-A Air Monitoring 14 of 14 12/9/201912/10/2019 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 and will not be provided for this effort.