SAM #36C24226B0054

Turnkey Refurbishment of Audiometric Suites at Northport VA Medical Center

This opportunity involves the refurbishment of audiometric suites at the Northport VA Medical Center: - Government Buyer: - Department of Veterans Affairs, VA Northport Healthcare System - Network Contracting Office 2, James J. Peters VA Medical Center - OEM Highlight: - Industrial Acoustics Company (IAC) is the referenced OEM for booth specifications and compliance - Products and Materials Requested: - Fabric-covered acoustic panels for six audiometric booths, compliant with IAC specifications and NFPA 701 fire rating - New carpeting for six booths, meeting Federal Specification DDD-C-95 and Federal Flammability Standard FF-1-70 - Trim and closure panels to ensure acoustical and vibration isolation - Services Requested: - Turnkey refurbishment of three audiometric suites (six booths), including removal and replacement of all interior acoustic panels, carpeting, and trim - Cleaning, debris removal, and preparation of surfaces to IAC standards - Coordination with VA staff to minimize disruption; adherence to safety and security protocols - Notable Requirements: - All finishes and materials must meet stringent fire and acoustical performance standards - Contractor must have at least five years of experience with IAC booth refurbishment and installation - Three-year warranty on workmanship and one-year warranty on parts/support - Work must be completed within three consecutive working days, including one weekday and two weekend days, unless otherwise approved - Place of Performance: - Northport VA Medical Center, 79 Middleville Road, Northport, NY 11768

Description

Refurbish Audiology Booths

1 of 6

Statement of Work (SOW) Refurbish Audiology Booths Building 200VAMC Northport, NY

Vendor is to provide the materials, labor, equipment, and any products required to refurbish the interior of the VAMC Northport's 3 Audiometric Suites, which include a total of 6 booths/rooms. Items to be included in the refurbishment will be fully new fabric-encased acoustic panels for all interior walls and doors, all required trim, and carpeting. This is a turnkey project which includes the removal of all existing acoustic panels, carpet, and trim. All work station surfaces will be removed from the booths by the VAMC to prepare for the refurbishment. It is expected that the refurbishment of these 3 Audiometric Suites will take 3 full consecutive working days to install during straight time on one weekday and two weekend days (at time and ½) over one weekend. The audiometric efficacy is to be improved or remain the same at the completion of this refurbishment.

General Safety shall be the Contractor's highest priority. This work will require working during normal business hours while patients are actively present. This project shall be a turn-key operation for the work as described in this SOW. The VA healthcare facility shall continue to operate during the performance period, including patient care. Work by the Contractor shall be completed during regular business hours, between 0800 – 1630, Friday through Sunday or Saturday through Monday. With permission of the area supervisors, it may be possible to shift those hours to 0700 – 1630 to complete the installation as needed. Any work that shall interfere with normal medical facility operations shall be coordinated with the COR 2 days in advance to allow for coordination with affected VA departments. Contractor's work shall be conducted in a manner that presents the least disruption to the VA healthcare facility and patient safety. Period of Performance: 3 days to complete the full refurbishment. If the time to complete this refurbishment by any vendor exceeds 3 days, it must be documented in the vendor’s package for review during the VAMC’s Technical Evaluation. The contractor shall remove all existing wall panels and trim, remove all existing carpeting, clean all surfaces, and prepare all walls and floors to IAC’s specifications for a new and audiometrically compliant installation of new fabric-covered wall panels and new carpeting, along with all associated trim pieces for a full and complete installation. There shall be no loss in the audiometric efficacy of any room in each suite. Vendor is to remove all trash, packing material, and debris to a VA-determined dumpster on site or they must cart it offsite and dispose of it at their own expense. At the completion of the refurbishment, all carpets and walls will be vacuumed clean, and all cleaning instructions are to be given to the COR. No job site work shall commence prior to receipt of all approved submittal items and upon authorization of the COR. Onsite field measurements are taken by the vendor before responding to this solicitation. This can be arranged through the CO and the COR during normal business hours during non-holiday M-F workdays. Submittals shall be submitted for approval no later than ten (10) calendar days after Notice to Proceed. Any VA supplied utilities needed to complete this removal and installation are to be communicated to the COR no later than ten (15) calendar days after Notice to Proceed. Documentation: Contractor shall furnish written documentation that products furnished are specifically designed for use in a medical facility and meet the stated requirements in this SOW, contract plans, specifications, and documents; which are to be available for review upon award. Installation: The Contractor shall be responsible for all work needed to provide the removal, installation, and initial cleaning of the audiometric suite after refurbishment, and provide cleaning instructions for VA staff before award. Vendor shall furnish all supervision, labor, materials, equipment, tools, supplies, and related services required to furnish and complete a turnkey removal of existing flooring and any scraping, patching of existing subfloor as required for a clean and flush carpet installation per the manufacturer’s recommended methods. All removed material and scrap are to be disposed of in onsite approved dumpsters. The vendor shall also remove all wall acoustic panels and properly dispose of all removed material in approved VA dumpsters. Provide any wall prep required for a clean and like-new booth appearance. The vendor shall provide and install new fabric-covered acoustic panels on all vertical surfaces in accordance with an IAC booth refurbishment. The contractor will provide a VA-approved complete system that is identical or equal to the method prescribed by the original audiology suite manufacturer, IAC. Contractor shall carry out the contract in accordance with the true intent and meaning of the SOW, contract plans, and specifications without additional cost to the VA. Building materials, tools, and equipment shall never be left in public areas or unattended within the unit’s common areas. No work is to be done in common areas; the area available for removal and installation will be strictly adhered to. Specifications and Drawings Electronic copies of the specifications and drawings shall be made available to the Contractor upon written request. Contractor shall be responsible for printed copies of specifications, drawings, and other documents, at the Contractor’s expense. Submittals GENERAL REQUIREMENTS Product Data: All product specifications including fire rating per ASTM and NFPA. Shop drawing submittal shall include, at a minimum: Booth wall elevations and layout Booth floor seaming locations Fabric and acoustic material specifications and two full-size physical samples of each material submitted for walls, based on and fully compliant with the provided technical specifications and design intent documents. Carpet specification and two full-size physical samples of the flooring being used as a match to technical specifications and design intent documents. Provide manufacturer’s recommended installation method and vendor’s plan to carry it out. After Notice to Proceed: Contractor, employees, subcontractors, and suppliers shall comply with VA security management, obtain permission from VA police, be identified by the contract and employer, and be restricted from unauthorized access. This shall be coordinated with the VA Police by the COR. Contractors shall not enter the work site without a temporary access sticker. They may be subject to inspection of personal effects when entering or leaving the project site. Temporary badges shall be supplied by the VA to the Contractor for distribution. The Contractor shall maintain a log of Badge ID numbers and employee names. Updated Badge logs shall be given to the COR weekly or as directed. Lost Badges shall be reported immediately to the COR, and the Contractor shall be responsible for a $100.00 fee for all lost or unreturned Badges. After regular business hours or weekend access: For work outside regular hours, the Contractor must furnish written notification to the COR, who shall schedule and authorize work three (3) business days in advance. Safety Safety shall be the Contractor’s highest priority. The Contractor shall be responsible for compliance with all OSHA regulations. The Contractor shall furnish and have in place PPE, safety signage, cones, barricades, etc., to protect patients, employees, visitors, volunteers, tenants, and others. Contractor, employees, and suppliers shall not work or be permitted to work without proper safety items. The Contractor shall furnish required safety items to all employees and subcontractors. Special Requirements Not Applicable. Contractor Expertise Requirements Contractor shall have at least five (5) years of proven audiology booth refurbishment and installation experience with IAC acoustic booths and be familiar with IAC construction and technology. Contractor shall make every effort to protect VA property from damage. Any damage or defacement during the contract shall be restored at the Contractor’s expense. Walls, ceilings, floors, furniture, etc., shall be protected from damage due to dust, staining, or debris during construction activities. No unauthorized work shall be initiated without prior written approval of the Contracting Officer. Requests or proposals for changes must be approved in writing before proceeding. Any work done without prior approval shall be at the Contractor’s expense. Contractors shall visit the job site to assess the work and conditions. Failure to do so shall not relieve the Contractor of responsibility for proper estimation and execution without additional cost to the VA. Measurements and locations are approximate and shall be verified onsite before ordering materials. The VA shall not be responsible for measurement errors. Work shall follow best practices and the true intent of the SOW, plans, and specifications without additional cost to the VA. Vendors shall furnish qualified professionals, materials, equipment, tools, supplies, and related services to perform the work independently once oriented, with an approved progress schedule. This project shall be a turn-key operation, complete and functional. Vehicles and equipment keys shall be removed when unattended. Loading dock locations are for loading/unloading only. Vehicles must be parked in approved locations. Material storage requires prior written approval from the VA, managed offsite if possible. Storage shall be authorized 72 hours in advance. Contractors must furnish materials, equipment, tools, ladders, and supplies within the designated work area. No materials or equipment shall be brought through the front entry. Use the employee entrance/loading dock only. Parking must be approved by the COR. Contractors shall use only service elevators, protecting elevator cabs and controls. Exceeding weight limits is prohibited. Use of radios or cell phones should be outside, avoiding hallways and patient areas. Sound devices are prohibited inside VA buildings. Contractors shall coordinate noise-making activities with the COR, providing written requests at least three (3) business days in advance, with at least two (2) days’ notice to stakeholders. Dust proofing and cleaning: Cover furnishings and openings with plastic or drop cloths. Use HEPA vacuums, tacky mats, and cleaning tools. Remove and dispose of debris daily into VA containers or offsite at the vendor’s expense. Return the site to its original condition at the contractor’s expense. Warranty: Guarantee all workmanship for three (3) years after completion. Provide a one-year parts/support warranty on all work. Photography of patients, personnel, visitors, and others on VA property is strictly prohibited. Information Security/Privacy/Records Management This contract does not involve access to VA patient/employee information or VA information systems. It does not create records on behalf of VA.

FINISHES Finish Requirements All interior and exterior exposed surfaces of the audiometric booth shall be factory pre-painted prior to installation. Steel panels shall be cleaned, prepared, and primed with a nitrocellulose modified-phenolic coating to a minimum thickness of 0.6 mil. Panels shall be coated with nitrocellulose alkyd modified lacquer (or equivalent) to produce a flat or textured finish. Color shall be specified by the VA. Floor carpeting shall meet Federal Specification DDD-C-95 and fire rating requirements of Federal Flammability Standard FF-1-70. Carpeting shall be cemented to the floor with rubber molding. Closure panels shall close off airspaces between booths and between the booth and facility walls. Closure strips shall match the external finish of the booth and be installed to not compromise acoustical and vibration isolation. Ceilings shall be closed by the audiology booth vendor/contractor. All finishes shall be approved by the VA Interior Designer. Fabric must meet NFPA 701 and, combined with acoustic panels, must have an ASTM E84 Class A fire rating, Flame Spread Index (FSI) of 0-25, and Smoke Developed Index (SDI) not exceeding 450. Carpet can be broadloom or tile, installed via glue-down method. Material must meet minimum requirements: Fiber type: Nylon, Backing: Weldlock, Construction: Tufted, Size: 12 ft or tiles of 12 inches or more, Pile: 0.150 inches or more, Surface: Textured heathered loop, Dye method: Solution dyed, Gauge: 1/10, Tufted weight: 20 oz/yd², Stitches per inch: 7.67, Strain Release technology: present, Density: 5179, Weight Density: 103597, Flammability: ASTM E648 Class 1, Smoke Density: ASTM E662 less than 450, including Soil Release Technology. ACOUSTICAL PERFORMANCE REQUIREMENTS Acoustical Performance Booths shall meet minimum acoustical requirements as detailed, including airborne noise reduction and transmission loss. Enclosure Noise Reduction: Meet specified dB reductions per ASTM E596-90, measured in 1/3 octave bands and converted to octave bands. Transmission Loss of Door and Frame: Minimum STC rating of 47 per ASTM E90-90 and ASTM E413-87. Panel Sound Absorption Coefficients: Meet minimum coefficients per ANSI S3.6-1989 and ASTM C423-90a, measured in a laboratory environment. All tests shall be conducted at recognized laboratories, and reports must be recent (within 5 years) and certified, with detailed documentation of components.

Additional Links: Northport VAMC

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