Z2DA--Replace Inpatient Robot - PAD 36C261-24-AP-5262 | 640-25-1-5281-0005 | project 640-24-113 |

Active

Contract Opportunity

STATEMENT OF WORK REPLACE INPATIENT ROBOT - PAD
STATEMENT OF WORK REPLACE INPATIENT ROBOT - PAD
Project Number 640-24-113 Page 1


Replace Inpatient Robot PAD
Project No. 640-24-113
Department of Veterans Affairs
Palo Alto Health Care System Palo Alto, CA 94304

STATEMENT OF WORK

PROJECT TYPE: NRM

DATE: October 28, 2024

PROJECT LOCATION: VA Palo Alto, CA, Building 101, Room E1 120

EXECUTIVE SUMMARY
PROJECT DESCRIPTION: This construction project will prepare the site on the Veterans Affairs Palo Alto Healthcare System (VAPAHCS) for the installation of a new Inpatient Pharmacy Robot. The new robot will replace an outdated model currently in use by the inpatient pharmacy service.
PROJECT LOCATION: VAPAHCS Palo Alto, Building 100, first floor, Room E1-120, 3801 Miranda Avenue, Palo Alto, 94304.
PROJECT CONSTRAINTS: The contractor must follow interim life safety plan, infection control measures, and egress plans during construction. The contractor must coordinate all utility shutdowns and hot work with the contracting officer s representative. The contractor shall follow all applicable federal and local jurisdictions laws, standards, and code requirements when conducting the work. Contractor shall work with COR to minimize construction impact on VAPAHCS and
Pharmacy daily operations at Palo Alto Division. Access to space will be provided by Pharmacy staff and there will be no access to Pharmacy space other than area of construction work and egress from designated pharmacy entrance.

Table of Contents

1 PROJECT BACKGROUND 2
2 PROJECT PURPOSE AND DESCRIPTION 3
3 STATEMENT OF BID ITEMS 3
4 SPECIFICATIONS AND DRAWINGS 7
5 COMPLIANCE WITH CODES AND STANDARDS 7
6 ADDITIONAL CONSIDERATIONS 7
7 COORDINATION AND EXECUTION 8
8 RFIs and Change Orders 10
9 ATTACHMENTS 10
10 ABBREVIATIONS AND ACRONYMS 10
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, 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, CA 94304, all in accordance with this Statement Of Work (SOW) and applicable contract terms or conditions.

PROJECT BACKGROUND
The existing Pharmacy Inpatient Robot in Building 100 has served its useful life span and requires replacement. The new 3 bay, Omnicell Model XR-2 Robot, with a weight of 15,658 pounds and a footprint of 19 -0 long by 12 -0 wide and 7 -6 high, is heavier than the existing Rx APSII Robot with a footprint of 31 -8 long by 7 -0 wide and 8 -0 high. The removal and disposal of the existing robot, and installation of the new robot and associated equipment (equipment), will be provided by the VA equipment vendor (Omnicell). Refer to Enclosure 1, page 17, for Robot size, weight, modules and clearances. Refer to Enclosure 2, for associated equipment and accessories.
In order to accommodate the new equipment, site preparation and modifications are required to support the additional weight and utility requirements, including networking and communication connections. Site preparation and modifications include floor and ceiling repairs, equipment anchoring, providing utility requirements, and as further described in the Statement of Bid Items and this SOW.
PROJECT PURPOSE AND DESCRIPTION
2.1 The intent is to select a qualified contractor to provide all labor, materials, equipment, tools, and supervision required to provide full construction services to prepare the room, anchor the new equipment, connect required utilities, and install finishes once the equipment is installed. Work shall be executed as described in this SOW, supporting documents, and as directed by the CO and COR.
STATEMENT OF BID ITEMS
3.1 Phasing: The project will be delivered in the following phases. Coordination between the construction contractor and the equipment vendor (Omnicell) is crucial to the successful completion of the project as a whole.
Contractor to provide a Starc Wall to isolate construction area dust from Pharmacy compounding area. Submit layout to the COR for approval prior to any construction activity. Contractor to provide and maintain negative pressure in construction work area per ICRA requirements. Refer to Enclosure 6 for suggested Stark Wall layout and construction work area requiring negative pressure during Robot replacement.
3.1.1 XR-2 Robot
A. Phase 1:
The existing robot will be decommissioned and removed by the equipment vendor. NIC
Contractor to patch and/or repair the existing flooring to match adjacent flooring after removal of the existing robot.
The existing ceiling lights located over the proposed location of the new robot require removal per equipment specifications. Contractor to remove ceiling lights and replace with smooth, cleanable ceiling tiles (Armstrong Ultima or equivalent) or ceiling insert panels. Existing ceiling is a suspended system made up of two foot x four foot panels supported by a suspension system of main beams, cross tees and hangers. Relocate the existing supply air diffuser, currently located over the proposed new robot, away from the robot overhead per equipment specifications. Refer to reflected ceiling plan in Enclosure 7 for existing locations of ceiling lights and supply air diffuser.
B. Phase 2:
The new Robot to be installed by equipment vendor. NIC
Contractor to provide and install anchorage as required for the new Robot.
Anchorage to be as per Enclosures 1 and 10 as required for the new Robot. Note, in case of conflicting anchorage size and or type, Enclosure -10 governs.
Prior to installing anchorage, contractor to scan the existing concrete on metal decking floor to locate existing reinforcing. Refer to Enclosure 11 for results of pre-construction scan provided for information only.
Electronic scan results can be provided after contract award.
C. Phase 3:
Connect Utilities: Refer to Enclosure 1, pages 27-38, for electrical, HVAC, compressed air, lighting, and other siting requirements for the XR2 robot. Contractor to notify COR to coordinate with Engineering services prior to connecting utilities.
Existing air compressor and air dryer were verified to match requirements in Enclosure 1. Refer to Enclosure 13 for location of existing in Basement level of B100.
Install and connect all power cables and data cables for robot and accessories: Contractor to run new cables for new power and data.
Contractor to install new power outlets and conduits for the robot only per code requirements.
Contractor to verify electrical loads. Refer to Enclosures 1 and 12 for equipment requirements as required.
Connections for communication and OIT requirements: Contractor to notify COR to coordinate with VA s OIT and Engineering services. Refer to Enclosure 1, page 43, for networking and telecom requirements.
Contractor to provide and install one new patch panel. Model is Leviton Cat 6A Universal Patch Panel, 48-Port, 1RU, SKU: 6A586-000-U24. Cable management bar included. New patch panel to locate in Telephone Room E1-TC-4. Refer to Enclosure 14 for location.
Contractor to install all new data outlets for robot and accessories. Refer to Enclosure 8 for new and existing power and data jack locations. Notify the COR to coordinate installation with VA OIT and Pharmacy.
Contractor to patch and repair floor tiles, drywall, and ceiling as required including any damage done by installation of the new robot and ancillary accessories.
D. Phase 4: - Robot vendor will bring the XR2 online. NIC
3.1.2 Yuyama Packager
A. Phase 5:
The existing packager will be decommissioned and removed by the equipment vendor. NIC
Contractor to patch and/or repair the existing flooring to match adjacent flooring after removal of the existing packager as required.
B. Phase 6:
The new Yuyama packager to be installed by equipment vendor. NIC
Contractor to provide and install anchorage as required for the new Packager. Anchorage to be as per Enclosures 2 and 10 as required for the new Packager. Note, in case of conflicting anchorage size and or type, Enclosure 10 governs.
Prior to installing anchorage, contractor to scan the existing concrete on metal decking floor to locate existing reinforcing as required. Refer to Enclosure 11 for results of pre-construction scan provided for information only. Electronic scan results can be provided after contract award.
C. Phase 7:
Connect Utilities: Refer to Enclosures 2 and 12 for electrical requirements for robot accessories. Contractor to notify COR to coordinate with Engineering services prior to connecting utilities.
Contractor to install new power outlets and conduits for the robot accessories per code requirements.
Contractor to verify electrical loads. Refer to Enclosures 1 and 12 for equipment requirements as required.
Connections for communication and OIT requirements: Contractor to notify COR to coordinate with VA s OIT and Engineering services. Refer to Enclosure 1, page 43, for networking and telecom requirements.
Contractor to patch and repair floor tiles, drywall, and ceiling as required including any damage done by installation of the new ancillary accessories.
D. Phase 8: - Equipment vendor will bring the Packager online. NIC
3.1.3 Existing reinforcing shall not be cut or modified. This requirement does not apply to welded wire mesh as applicable. If anchor location conflicts with existing reinforcing, notify the COR prior to continuing the work. Refer to Enclosure -10 for structural drawings and General Notes for equipment anchorage.
3.1.4 If existing conduits or other utilities conflict with anchorage installation, notify the COR prior to continuing the work.
3.1.5 Networking will be coordinated with Omnicell and Bio-Med.
3.2 Project Duration
3.2.1 Removal of existing Robot is estimated duration of one week by others. Installation and build of new XR2 robot is estimated duration four weeks by others.
A. With exception of any construction requirements after removal of the existing robot, and any anchoring delays for the new XR2 robot, time duration from removal of existing robot through end of construction related work for the new XR2 robot is anticipated at 9 weeks for completion, estimated to occur two weeks prior to XR2 Go Live.
3.2.2 Removal and installation of packager is estimated duration of one week by others.
A. With exception of any construction requirements after removal of existing packager, and any anchoring delays for the new Yuyama packager, time duration from removal to completion of installation of packager is one week, simultaneously working with the equipment deinstallation/reinstallation by others. XR2 Go Live is scheduled to coincide with removal of packager and installation of new Yuyama.
The anticipated duration of the work for both the robot and accessories is critical in minimizing construction impact on VAPAHCS and Pharmacy and associated medical requirements.
3.3 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.
Standards and Guides include: VA Construction Standards, National Fire Protection
Associate Codes (NFPA), Guidelines for Design and Construction of Hospitals and Healthcare Facilities, 2024 ed., published by the American Institute of Architects (AIA), and Guidelines for Environmental Infection Control in Healthcare Facilities.
Other applicable technical manuals, guides, and standards include: VA Pharmacy
Design Guide, Electrical Design Manual (PG-18-10), Lighting Design Manual (PG-18-
10), Infrastructure Standard for Telecommunications Spaces (ISTS) Version 4 and
Appendix A and B (Telecom Data Center and Infrastructure Engineering Design Standards
Service Catalog Office of Construction & Facilities Management (va.gov)), H-18A, Seismic
Design Handbook, Physical Security and Resiliency Design Manual (DESIGN MANUALS (PG18-10) - Office of Construction & Facilities Management (va.gov)), and Physical Security Requirements and Options, VA Handbook 0730/4, Appendix B.
SPECIFICATIONS AND DRAWINGS
4.1 The contractor may, at their own expense, create additional drawings and specifications for the purpose performing the work described in the contract, using electronic files furnished by the government. All available record drawings will be provided upon request to the Contractor. They should not however, be considered as-built . These drawing files are provided without warranty or obligation to its accuracy or information contained in the files. All information in the files shall be independently verified by the user. Any user shall agree to indemnify and hold the VA harmless from all claims, damages, losses and expenses, including but not limited to, attorney fees arising out of the use of the drawing files.
4.2 As-built Drawings. The contractor shall be responsible to provide marked-up as built drawings and deliver two approved completed sets of as-built drawings to the Contracting Officer s Representative as per paragraph 1.13 of spec section 01 00 00.
COMPLIANCE WITH CODES AND STANDARDS
5.1 The contractor shall comply with all design drawings and specifications during the project, including applicable codes and standards described in the VA s design guides and design manuals, and the VA s standards for information technology. Also refer to 3.2 of this SOW.
ADDITIONAL CONSIDERATIONS
6.1 Restoration Plan: Including, but not be limited to, general requirements, restoration for any damages to existing walls, ceiling, equipment, wires, or utilities during construction.
6.2 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 commencing construction work.
6.3 Utility shutdowns. The contractor shall coordinate all utility shutdowns with the contracting officer s representative. Major utility shutdown will require 45 days advance notice to coordinate with facility. Minor utility shutdown will require 15 days advance notice to coordinate with facility.
6.4 Interim Life Safety Measures (ILSM). Contractor shall coordinate with the contracting officer s representative, VA Safety Officer, VA Infection Control firm, to comply with any Interim Life Safety Measures required during construction. Life Safety Measures will include the following, at a minimum;
6.4.1 Providing and maintaining compliant fire/smoke barriers and sprinklers or heat detectors as needed during construction.
6.4.2 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.
6.5 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 SAFE18-63.
6.6 Security Considerations. At no time will the vendor be in contact or have access to VA sensitive information. Certification and accreditation (C&A) requirements do not apply, and a Security Accreditation Package is not required. 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).
6.7 Station Operations. The contractor shall generally perform all on-site visitation or work between the hours of 8:00 AM and 4:30 PM, Monday through Friday (Federal Holidays excluded), unless otherwise approved by the contracting officer s representative. The contractor may be required to perform all or part of work elements involving significant noise or vibrations affecting nearby areas outside of these normal work hours, in order to avoid impacting daily operations.
6.8 For any activity that impacts the facility operation, contractor shall coordinate with the COR to perform such activities after hours or on the weekends.
6.9 Contractor shall coordinate with the COR and comply with all VA and local COVID19 safety requirements.
COORDINATION AND EXECUTION
7.1 User Groups. The contractor will be required to work with the below user groups responsible for managing this project. The contractor is advised that only the contracting officer has authority to alter the contract once awarded, or to legally obligate the government pursuant to any changes in the scope of the project thereof.
7.1.1 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.
7.1.2 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 through completion of the work and acceptance, according to project scope of work and construction documents or specifications.
7.2 Construction Administration
7.2.1 Project Schedule. After award of contract the contractor shall provide to the VA a detailed schedule of all project activities, including milestone dates and critical paths, as well as update such schedule if plans are modified during the project. 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 also provide 3 weeks look ahead schedule weekly to the COR by COB on Monday. No work is allowed until master schedule is approved by the COR.
7.2.2 Schedule of Values. The contractor shall provide a schedule of values, along with the project schedule, which is aligned with the various activities of work. This schedule of values, if approved, may be used by the contracting officer s representative as a basis for evaluating reviewing progress performance and payments. Schedule of values shall be broken into details to be aligned with overall project schedule. Schedule of values shall have 10% of overall project cost designated for punch walk and project close out.
7.2.3 Observation and Site Visits. The contracting officer s representative and/or designated representatives may require access in order to monitor, observe, and review all aspects of the project to ensure compliance with the construction documents and other regulatory requirements.
7.2.4 Project Meetings and Inspections. The contractor shall be required to attend or provide a designated representative for coordinated field observation inspections for progress evaluations and reports, and other site visits as needed, including punch list or pre-final and final inspections. Such inspections may occur on a monthly basis, or more frequently as needed. The contracting officer s or other designated representatives 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 applicable safety, infection control, or interim life safety requirements. Contractor shall attend weekly owner, architect and contractor (OAC) meeting, and is responsible for providing meeting minutes and agenda for each meeting.
7.2.5 Submittals. The contractor will be responsible to furnish submittals in accordance with the design specifications and submittals register. The contractor shall submit shop drawings, schedules, manufacturer's literature and data, and certificates in electronic format. Physical samples shall be shipped directly to the AE for inspection, and one sample furnished to the contracting officer s representative for approval. Further details are provided in the project specifications for shop drawings and submittals.
RFIs and Change Orders.
8.1.1 During construction the contractor may submit requests for additional information concerning the design or other aspects of the project; however, these must be submitted in writing. These must include, at a minimum, a description of or background information for the issue in question, as well as a complete impact assessment for any recommended changes. The contracting officer s or designated AE 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 contracting officer s representative for review and discussion, however any such changes to the contract or scope of the project must first be approved by the contracting officer in writing before implementation.
ATTACHMENTS
9.1 Enclosure 1 Omnicell XR2 Customer Readiness Guide
Enclosure 2 Yuyama Packager Specifications
Enclosure 3 Blister Packager Specifications
Enclosure 4 AIO Readiness Guide
Enclosure 5 Scanner Specifications
Enclosure 6 Fit-Test Plan
Enclosure 7 Reflected Ceiling Plan above Robot
Enclosure 8 AIO Layout
Enclosure 9 Inpatient Pharmacy Robot -ICRA
Enclosure 10 Pharmacy Robot Replacement B100 Structural Drawings
Enclosure 11 Building 100 E1-120 GPR Report
Enclosure 12 Yuyama Equipment Specifications
Enclosure 13 Existing Air Compressor & Air Dryer Location
Enclosure 14 New Patch Panel Location
Enclosure 15 - Specifications

ABBREVIATIONS AND ACRONYMS
AE
Architectural & Engineering Firm
ASHRAE
American Society of Heating, Refrigerating and Air-Conditioning Engineers
ASME
American Society of Mechanical Engineers
ASTM
American Society for Testing and Materials
CA
Commissioning Agent
CD
Construction Documents
CM
Construction Manager
CO
Contracting Officer
COR
Contracting Officer s Representative
DD
Design Development
GC
General Contractor
ILSM
Interim Life Safety Measures
NEBB
National Environmental Balancing Bureau
NFPA
National Fire Protection Association
NTP
Notice to Proceed
O&M
Operations and maintenance documents
OAC
Owner/Architect/Contractor
OSHA
Occupational Safety and Health Administration
PSRDM
Physical Security and Resiliency Design Manual
SD
Schematic Development
SOW
Statement of Work
SSTV
Security Surveillance Television
TAB
Testing, adjusting, and balancing
VA
Veterans Affairs
VAPAHCS
Veterans Affairs Palo Alto Health Care System
End of Section

Attachments/Links