01_Paving IDIQ SOW_v0.pdf

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Statement of Work

Indefinite Delivery/Indefinite Quantity (IDIQ) Contract for Pavements and Related Structures

Revision: 0

Tinker Air Force Base, Oklahoma

May 2023

Prepared By:

72 ABW Civil Engineering Directorate 7535 5th Street, Building 400

Tinker AFB, OK 73145

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TABLE OF CONTENTS

SECTION PAGE

1. DESCRIPTION OF WORK

1.1 Background

1.2 Program Description

2. WORK BY THE GOVERNMENT

3. DEFINITIONS

3.1 Contracting Officer (CO)

3.2 Contracting Officer’s Representative (COR)

4. PERFORMANCE CAPABILITIES

4.1 Contractor Personnel

4.1.1 General Requirements

4.1.2 Key Personnel

4.1.3 Exceptions/Variances from Experience Requirements

4.1.4 Organizational Chart

4.2 Design/Drafting

4.3 Subcontractors

5. QUALITY CONTROL

5.1 Inspection System

5.2 Deficiency Prevention

5.3 Inspection Files

6. LOCAL OFFICE AND STAGING AREAS

6.1 Local Office

6.2 Storage/Staging Areas

7. START-UP PERIOD

8. DOCUMENT REQUIREMENTS

8.1 Document Format

8.1.1 Reports/Material Submittals

8.1.2 Drawings

8.2 File Naming Conventions

9. CORRESPONDNENCE

10. COMMUNICATION

11. TASK ORDER PRICING

11.1 Terms Explained

11.1.1 Contract Unit Price Book (UPB)

11.1.2 Line-Item Unit Prices

11.1.3 Non-priced Items (NPI)

11.1.4 Contingencies/Wage Rates

11.2 How to Calculate a Task Order Price

11.2.1 UPB Task Order Cost

11.2.2 NPI Task Order Cost

11.2.3 Total Task Order Cost

11.2.4 NPI Percentage

12. ORDERING PROCEDURES

12.1 Project Documents

12.2 Site Visit

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12.3 Contractor’s Proposal

12.3.1 Proposal Package

12.3.2 Cover Sheet

12.3.3 Project Narrative

12.3.4 Detailed Cost Proposal

12.3.5 Proposal Supporting Documentation

12.3.6 Proposed Construction Schedule

12.3.7 Supporting Personnel

12.4 Proposal Evaluation

12.5 Negotiation

12.6 Proposals for Projects in Advance of Funding

12.7 Task Order Award

13. COMMENCEMENT, PROSECUTION, COMPLETION AND PAYMENT FOR WORK

13.1 Order of Precedence

13.2 Notice to Proceed (NTP)

13.3 Task Order Schedules

13.4 Task Order Progress Reporting

13.5 DESIGN AND CONSTRUCTION REQUIREMENTS

13.5.1 General

13.5.2 Civil

13.5.3 Architectural

13.5.4 Electrical

13.6 Jobsite Verification / Government-Furnished Record Drawings

13.7 Worksite Layout Plan

13.8 Submittals

13.8.1 Submittal Register

13.8.2 Master Submittal List

13.8.3 Material Samples

13.9 Inspection by the Government

13.10 Field Changes

13.11 Meetings

13.11.1 Post-Award Conference

13.11.2 Pre-Construction Meeting

13.11.3 QC Coordination Meeting

13.11.4 Progress Meetings

13.12 Completion Inspection

13.13 Task Order Completion

13.14 Record Drawings

13.14.1 Working As-Built Drawings ('Redline' Set)

13.14.2 Record Drawings

13.15 Operations & Maintenance (O&M) Manuals

13.16 Operations & Maintenance (O&M) Training

13.17 Transfer and Acceptance of Military Real Property, DD Form 1354

13.18 Warranty

14. GOVERNMENT FURNISHED EQUIPMENT / MATERIALS (GFE/GFM)

15. WORK HOURS

15.1 Normal Duty Hours

15.2 Notes Regarding Work Hours

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16. BADGES

17. CONTROLLED/RESTRICTED AREA(S)

18. WORK IN OCCUPIED AREAS

19. PROTECTION OF EXISTING UTILITIES DURING EXCAVATION

20. PROTECTION OF GOVERNMENT PROPERTY

21. OUTAGES AND CLOSURES

22. COORDINATING WITH GOVERNMENT ACTIVITIES

23. CONTRACTOR VEHICLES

23.1 Identification

23.2 Parking

23.3 Airfield

24. CONSTRUCTION SITE

24.1 Construction Fencing

24.2 Construction Signs

24.3 Barricades

25. TRANSPORTATION OF CONSTRUCTION EQUIPMENT

26. BASE FIRE REGULATIONS

27. HEALTH AND SAFETY

27.1 Commander’s Statement of Safety Intent

27.2 General Requirements

27.3 OSHA Voluntary Protection Program (VPP)

27.4 Emergency Evacuation Procedures

27.5 Mishap Reporting

28. NOISE CONTROL

29. FOREIGN OBJECT DEBRIS (FOD) AWARENESS AND PREVENTION

30. AIRFIELD SAFETY

Appendix A - Abbreviations Appendix B - Contract Specifications Table of Contents Appendix C - Tinker AFB Facility Standards and Reference Documents

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INDEFINITE DELIVERY / INDEFINITE QUANTITY CONTRACT

FOR PAVEMENTS AND RELATED STRUCTURES

STATEMENT OF WORK

1. DESCRIPTION OF WORK

1.1 Background

Tinker Air Force Base (TAFB) is centrally located in Oklahoma, approximately five (5) miles east of Oklahoma City, in southeast Oklahoma County. TAFB occupies about 5,500 acres of land, to include 458 buildings encompassing 18.7M square feet.

TAFB is home to the Air Force Sustainment Center (AFSC) Headquarters and includes a large industrial complex that performs overhaul functions on numerous airframes, engines and accessories, as well as software support. TAFB is also home to three major flying wings: Air Force Air Combat Command's (ACC) 552d Air Control Wing; Navy’s Strategic Communications Wing ONE; and the Air Force Reserve Command’s (AFRC) 507th Air Refueling Wing. Other major associate Units on TAFB include the 38th Cyberspace Engineering Installation Group (CEIG) located just east of Douglas Boulevard and the Defense Logistics Agency's (DLA) Defense Distribution Center Oklahoma City.

The facilities on base range from large industrial buildings which support overhaul and testing of aircraft, aircraft parts, engines and airframes to office space, warehouses, computer facilities, dining facilities, dormitories, medical facilities, and other community support facilities such as the base exchange and commissary.

The utilities on base include but are not limited to water supply, storage and distribution (owned and operated by the Oklahoma City Water Utilities Trust (OCWUT)); electrical distribution (owned and operated by Oklahoma Gas & Electric (OG&E)) and backup generators;

natural gas distribution; sanitary sewage (OCWUT); industrial waste sewage collection and treatment; storm sewers; facilities for the generation and distribution of steam, chilled water, and compressed air; and Petroleum, Oil, and Lubricants (POL) storage and hydrant fueling.

1.2 Program Description

The Indefinite Delivery / Indefinite Quantity Contract for Pavements and Related Structures (IDIQ Paving Contract) is required to accomplish construction, sustainment, repair, and maintenance of airfield and non-airfield pavements at Tinker AFB, OK. Work performed under this contract will include, but is not limited to, the following:

• Repairing failed asphalt and concrete pavements.

• Resealing cracks and joints.

• Restriping repaired areas and striping new or existing pavements.

• Constructing and replacing curbs and gutters.

• Constructing new asphalt and concrete pavements.

• Milling existing asphalt and overlaying surfaces with new asphalt.

• Repairing failed sidewalk areas and constructing new sidewalks (asphalt or concrete).

• Removing and disposing of existing concrete, asphalt, and other identified materials.

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• Adjusting and modifying existing manhole structures, valve boxes, and drainage inlet structures to new pavement elevations.

• Furnishing new topsoil, sod and/or hydro-seed to project areas.

• Repairing spalled areas in concrete.

• Providing lime modification for subgrade/sub-base.

• Providing borrow and embankment material in place to project areas.

• Removing and reinstalling existing utility/light poles, lighting systems, and traffic signals.

• Removing and reinstalling existing airfield lighting and signage systems.

• Installing new light poles for roadway and parking lots, including pull boxes and wiring.

• Removing and reinstalling existing traffic and parking lot signage.

• Installing new traffic and parking lot signage.

• Providing all construction traffic and roadway signs and markings in accordance with the

Manual on Uniform Traffic Control Devices (MUTCD).

• Installing new utility duct banks (direct bury or concrete encased).

• Providing and installing new storm drainage pipe, curb inlets, and/or manholes.

• Providing erosion control measures (silt fence, berms, etc.).

• Providing and installing permanent protective bollards.

The TAFB IDIQ Paving contract’s primary goal is to expedite contract award by reducing 72 ABW/CE design work and acquisition lead time.

As projects are identified, the Government will issue a Request for Proposal (RFP) that will describe the Government’s requirements for each project and how contractors' subsequent proposals shall be submitted. At the conclusion of the proposal process, projects will be awarded as Task Orders (TO) against the Basic Contract.

2. WORK BY THE GOVERNMENT

The Government is not obligated to issue any particular type of work under this contract and reserves the right to accomplish work using Government workforces or by other contracts, as the Government deems necessary or desirable, and to do so will not breach or otherwise violate this contract.

3. DEFINITIONS

3.1 Contracting Officer (CO)

An individual with the authority to enter into, administer, and/or terminate contracts and make related determinations and findings. The term includes certain authorized representatives of the contracting officer acting within the limits of their authority as delegated by the CO.

The CO is the ONLY person authorized to make any commitments or changes that will affect price, quality, quantity, delivery, or any other term or condition of the contract.

3.2 Contracting Officer’s Representative (COR)

An individual designated by the Contracting Officer upon award of an individual TO and authorized to perform specific technical or administrative functions.

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The COR is not authorized to make any commitments or changes that will affect price, quality, quantity, delivery, or any other term or condition of the contract.

4. PERFORMANCE CAPABILITIES

The Contractor is required to furnish all materials, labor, plant, tools, transportation, equipment, testing services, quality control and incidentals necessary to provide complete and fully operational systems. The final product provided by the Contractor shall conform to Government-accepted commercial/industrial quality standards with regards to fit, finish, form, and function as detailed in each TO’s Statement of Work (SOW); the Basic Contract Technical Specifications; and industry standards as typically referenced to and utilized by the trades industries.

The Contractor shall provide sufficient technical support and project management to assure quality and completeness of responses to RFPs; process submittals in a timely manner; accommodate a number of concurrent ’active’ projects; assure quality and safety for construction projects in progress; and perform according to schedule.

At a minimum, the Contractor shall maintain the following management and technical support capabilities throughout the duration of this contract.

4.1 Contractor Personnel

4.1.1 General Requirements

The Contractor shall ensure that employees and subcontractor employees have current, valid licenses and certifications necessary to perform their functions. Any cost or time associated with obtaining licenses or certifications shall be at the Contractor’s expense.

The Contractor shall not employ any person who is or was an employee of the US Government if the employment of that person would create a conflict of interest.

Personnel shall be easily recognized as a Contractor employee or sub-contractor. This may be accomplished by wearing distinctive clothing bearing the name of the company or by wearing appropriate badges that contain the company name and employee name. The badge shall be displayed on the outer clothing, on the front of the body between the neck and waist and must be visible at all times. The badge shall clearly identify the individual as a Contractor employee.

4.1.2 Key Personnel

The Contractor shall, at a minimum, provide key personnel as described below.

One Contractor employee may hold up to two (2) key positions except as noted below.

• A Program Manager cannot serve as the Quality Control Manager or Alternate(s).

• The Superintendent cannot serve as a member of the Quality Control staff.

• The Superintendent cannot serve as the Site Safety and Health Officer or Alternate.

These restrictions are intended to apply across all work performed under the basic contract, not on a per TO basis, e.g., the Superintendent for one TO cannot serve as the Quality Control Manager for another TO awarded under this contract.

Contractor employees holding more than one key position must meet the minimum requirements for both positions.

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4.1.2.1 Contract Program Manager

The Program Manager will be responsible for the overall performance of this contract. The Program Manager shall have a minimum of ten (10) years combined experience in the following positions: Project Superintendent, Quality Control Manager, Project/Program Manager, Project Engineer or Construction Manager on similar size and type construction contracts which included the major trades that are part of this Contract. The individual must have at least two (2) years' experience as a Project/ Program Manager for projects involving work described in section PROGRAM DESCRIPTION. The name of the Program Manager shall be designated in writing to the CO upon award of the Basic Contract.

The Contractor shall designate Alternate Program Manager(s) who can act on behalf of the Contractor when the Program Manager is absent. Qualifications for the Alternate(s) are the same as for the Program Manager. Alternate Program Manager(s) shall be designated in writing to the CO.

The Program Manager or Alternate shall have direct oversight of all project planning, and construction activities. The Program Manager shall provide overall contract management, including full authority to develop TO proposals; negotiate and sign TOs; negotiate and sign contract modifications; provide subcontract purchasing and administration; review material submittals and shop drawings; and shall attend all status meetings, site visits and pre-final/final inspections.

The CO must be able to contact the Program Manager or designated Alternate by phone at all times. Throughout the life of this contract, the Program Manager or Alternate shall be available to meet with the CO, at Tinker Air Force Base, Building 3 during standard business hours.

• Active TOs: within one (1) hour after notification by telephone.

• No Active TOs: within 24 hours after notification by telephone.

4.1.2.2 Quality Control Manager (QCM)

The QCM is responsible for management of the Contractor Quality Control Program. The QCM shall have the minimum qualifications set forth in the contract specifications, Section 01 45 00.00 10, Quality Control with the following additions:

• The 5-years’ experience shall be on projects primarily involving the work described in section PROGRAM DESCRIPTION.

• 2-years’ experience on projects involving airfield pavements.

For the purposes of this SOW, QCM is equivalent to QC Manager in Section 01 45 00.00 10.

The name of QCM shall be designated in writing to the CO upon award of the Basic Contract.

The Contractor shall designate Alternate Quality Control Manager(s) who can act on behalf of the Contractor when the QCM is absent. Qualifications for the Alternate(s) are the same as for the QCM. Alternate(s) shall be designated in writing to the CO.

The QCM, Alternate, or designated assistant/technician (reference Section 01 45 00.00 10) shall visit each active construction site daily to ensure full compliance with all safety requirements and verify that the materials and workmanship are in accordance with the approved construction drawings, shop drawings, material submittals and technical specifications.

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The QCM shall coordinate and review all material and shop drawing submittals, including those of subcontractors, offsite fabricators and suppliers; prepare QC reports; schedule and coordinate testing procedures; and attend all status meetings, site visits, and pre-final/final inspections.

For additional information regarding the requirements for Contractor’s Quality Control Program, refer to contract specifications, Section 01 45 00.00 10.

4.1.2.3 Site Safety and Health Officer (SSHO)

The SSHO is responsible for management of the Contractor Health and Safety Program (for purposes of this SOW, the Health and Safety Program is equivalent to Safety and Occupational Health Program in EM 385-1-1, U.S. Army Corps of Engineers Safety and Health Requirements Manual). The SSHO shall have the minimum qualifications set forth in EM 385-1-1. The name of SSHO shall be designated in writing to the CO upon award of the Basic Contract.

The Contractor shall designate an Alternate SSHO who can act on behalf of the Contractor when the SSHO is absent. Qualifications for the Alternate(s) are the same as for the SSHO. Any alternates shall be designated in writing to the CO upon award.

The SSHO or Alternate shall visit each active project site daily to ensure full compliance with all health and safety requirements.

When SSHO or Alternate is not on site, a Designated Representative may be used (reference EM 385-1-1). The SSHO, Alternate, or Designated Representative shall be at each construction site at all times when work is being performed.

4.1.2.4 Project Superintendents

Superintendents are primarily responsible for managing and coordinating day-to-day production and schedule adherence for each TO issued under this contract.

Superintendents must have a minimum of five (5) years’ construction experience on projects involving work described in section PROGRAM DESCRIPTION, with at least two (2) of those years as a superintendent. The individual must be familiar with the requirements of EM 385-1- 1 and have experience in the areas of hazard identification and safety compliance. The name of the Superintendent shall be designated in writing to the CO upon award of each TO.

The Contractor shall designate an Alternate Project Superintendent for each TO, who can act on behalf of the Contractor when the Superintendent is absent. Qualifications for Alternates are the same as for the Superintendent, except previous experience as a superintendent is not required; subcontractors will not be used as Alternates. Any Alternates shall be designated in writing to the CO upon award of each TO.

An individual Superintendent may be assigned to more than one TO; however, the Superintendent shall not be assigned to more than 5 active TOs unless approved by the CO.

The Superintendent shall visit each respective TO/job site daily. Alternates may only be assigned to a single TO/job site.

Either the Superintendent or the Alternate shall be at each construction site at all times when work is being performed. The Superintendent must arrive at any particular job site within 30 minutes of telephone direction from the CO, COR, Contract Specialist, or Construction Inspector.

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The Superintendent shall provide on-site supervision, submit weekly progress reports for each TO, schedule and coordinate subcontractors and material suppliers, and attend all status meetings, site visits and pre-final/final inspections.

The Superintendent or Alternate(s) can be the Designated Representative (reference paragraph SITE SAFETY AND HEALTH OFFICER).

4.1.3 Exceptions/Variances from Experience Requirements

Exceptions or variances to experience requirements below require prior approval from the Contracting Officer (CO) or the Contracting Officer's Representative (COR).

Exceptions/variances will be considered where the contractor can demonstrate comparable experience and/or competency.

Contractor shall forward any requests for exception/variance to the CO; include resumes for each individual for whom a variance is requested, listing the qualifications to be considered (e.g., education, experience, professional certifications, etc.).

Required experience levels shall be maintained throughout the duration of the contract.

When personnel changes are required, resumes and a revised organization chart shall be submitted to the CO within five (5) business days of a vacated or filled position.

4.1.4 Organizational Chart

Upon award of the basic contract, provide an organizational chart detailing the organization.

Include names and contact information of personnel assigned to the required positions;

proposed subcontractors; and their areas of responsibility. Clearly delineate on-site from off-site personnel.

The organizational chart shall be updated and provided to the CO monthly, by the last day of the month. In addition to the information discussed above, the updated organizational chart shall also indicate vacant required personnel positions in the organization; and provide a list of assigned TOs for each designated Project Superintendent.

4.2 Design/Drafting

The Government will provide design information with each RFP; the Contractor, as specified by individual TO, shall provide limited design/engineering services as required to complete a set of working documents for use during construction.

Working documents shall provide sufficient detail to prevent construction errors, prevent code violations, and minimize general coordination errors. Working documents may include items such as:

1. Scope and technical documents that are incidental to accomplishing the required tasks, including:

• Basic planning and layout of work

• Verified as-built drawings

2. Builder’s plans of the type routinely developed in commercial practice and as provided and supplemented by industry (i.e., shop drawings).

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3. Survey of as-found/as-built conditions including, but not limited to:

• Existing utilities locations

• Topographic surveys and maps

Contractor will also be required to provide as-built (record) drawings in accordance with the requirements of contract specifications, Section 01 78 00, Closeout Submittals.

The extent of the limited design/engineering/survey effort will depend on the complexity of each individual TO, and generally will not require the services of a professional engineer or land surveyor. In those instances where these services are deemed necessary, the requirement will be indicated in the SOW for the individual TO. Project documents shall be developed under the direction of Professional Engineers currently licensed in accordance with FAR 52.236-25, Requirements for Registration for Designers. Engineers are not required to be licensed in the state of Oklahoma.

4.3 Subcontractors

All subcontractor firms shall be licensed in their specialty where required; Contractor will provide a copy of these licenses as part of the QC Plan.

5. QUALITY CONTROL

It is the Contractor’s responsibility to provide, inspect, and document the level of quality that has been established by the minimum standards of this Statement of Work (SOW). The QCM shall direct the execution of the Contractor’s QC Plan.

Quality control shall be executed in accordance with contract specifications, Section 01 45 00.00 10.

The QC program shall include, but is not limited to the following:

5.1 Inspection System

The Contractor shall establish a three-phase inspection system which monitors the execution of any task completed under this contract. The Contractor must specify the areas to be inspected on a scheduled or unscheduled basis, how often inspections will be accomplished, and titles of the individuals who will perform the inspections.

5.2 Deficiency Prevention

The Contractor shall establish a method for identifying, correcting, and preventing future recurrence of quality deficiencies.

5.3 Inspection Files

In accordance with Section 01 45 00.00 10, the Contractor shall maintain records for each TO of all required inspections conducted by the QCM and the necessary corrective actions taken. This documentation shall be submitted to the Government with the progress reports (reference section TASK ORDER PROGESS REPORTING) throughout the life of each TO.

6. LOCAL OFFICE AND STAGING AREAS

6.1 Local Office

The local office shall be established within thirty (30) calendar days of award and manned continuously during normal duty hours. The local office shall include, at a minimum, the following functions: contract/program management, task order management, safety,

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The Contractor will not be provided an on-base office space location for the Contractor’s administrative/management personnel in this contract.

6.2 Storage/Staging Areas

A permanent on-base storage area will be made available for Contractor owned materials/ equipment (including an on-site concrete batching plant). The Contractor’s storage area shall conform to the contract specifications, Section 01 50 00, Contractor Facilities, and shall be utilized for the purpose of this contract only, or as authorized by the CO.

As required for each TO, the Contractor shall request an area located on or near each construction site to stage materials, store equipment and tools, and maintain miscellaneous items. Storage/staging areas are not guaranteed and are subject to availability. If approved, the Contractor’s staging area shall conform to contract specifications, Section 01 50 00, Contractor Facilities, and shall be utilized for the purpose of this contract only, or as authorized by the CO.

All equipment, materials, supplies, etc. required to establish and maintain the storage/staging area shall be at the Contractor’s expense. Portable buildings and structures may be used in the storage/staging areas; however, the space shall not be used for occupancy. The assigned areas must be fenced in accordance with specification Section 01 50 00.

All Contractor supplied materials and equipment are the sole responsibility of the Contractor.

The Government is not liable for the theft, vandalism, or damage (to include acts of God) of any Contractor materials, equipment, or property. The Contractor shall take necessary steps to secure Contractor owned materials and protect all equipment from damage.

7. START-UP PERIOD

The first thirty (30) calendar days following award of the basic contract shall be designated as a start-up period, after which the Contractor shall have all equipment and personnel in place to fully execute the requirements of this contract.

8. DOCUMENT REQUIREMENTS

All documents shall be submitted in accordance with contract specifications, Section 01 33 00, Submittal Requirements.

The Contractor shall submit all documents electronically via optical disk, e-mail, or a file transfer service, unless noted otherwise in the TO or as directed by the CO or the COR. If a section of the attached specifications requires hard copy documents, the Contractor shall submit these documents to the COR in both hard and electronic copy formats unless directed otherwise.

All documents submitted by the Contractor requiring a signature shall be submitted to the CO and the COR with an electronic digital signature. All documents submitted by the Contractor requiring further action and signature by the Government shall be capable of being digitally signed and saved by the Government representative(s) as required.

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8.1 Document Format

8.1.1 Reports/Material Submittals

Reports/test results, material submittals, warranty information, and similar documents shall be letter sized (8-1/2 inches x 11 inches), submitted in Adobe Acrobat (.pdf) format. Black and white documents are preferred but color copies will be accepted if they are necessary to convey intent.

8.1.2 Drawings

All drawings produced by the Contractor shall be created utilizing Computer-Aided Design and Drafting (CADD) software. The drawing files shall be in AutoCAD (.dwg) format and adhere to the drawing standards contained in Tri-Services A/E/C CADD Standard Release 6.0.

Drawing size shall be ANSI D (22 inches x 34 inches). Drawing scale shall be at least 1 inch=30 feet for civil/site drawings; text and other non-scale annotation elements shall be sized to produce clear and legible prints at half-size. Contractor shall use US Customary Measurement dimensions and scales.

Drawings submitted by the Contractor shall be .pdf format; in addition, as-builts record drawings shall be submitted in .dwg format. Hard copy submittals shall be printed at half-size (11 inches x 17inches).

Reference contract specifications, Sections 01 33 00; 01 33 16.00 10, Design Data (Design After Award); and 01 78 00, Closeout Submittals, for additional requirements regarding developing and submitting design, shop, and as-built drawings.

8.2 File Naming Conventions

All documents submitted by the Contractor shall follow a standardized file naming convention as indicated below. File naming conventions shall be strictly adhered to and may only be modified by the Contracting Officer and/or the COR. File names shall have no spaces.

The following items in the below naming conventions are defined as followed:

• WWYK###### = Project number as defined by Civil Engineering Example: WWYK201234

• YYYYMMDD = Effective date of document or report

• ZZZ = Contractor’s Company Initials

• 001 = Submittal Number or Serial Report Number

1. Proposals:

WWYK######_Proposal#_ZZZ_Document Description

Example: WWYK201234_Proposal1_ACS_Cost Proposal

2. RFIs:

WWYK######_RFI_001

3. Submittals:

WWYK######_FORM#_001 (Brief Description of Submittal)

Example: WWYK201234_AF3000_004 Ceramic Tile

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4. Daily Reports:

WWYK######_Daily Report_001_YYYYMMDD

5. Progress Reports:

WWYK######_PR_001_YYYYMMDD

6. Other Miscellaneous Documents/Reports:

WWYK######_Form Name, Number, Or Description_YYYYMMDD

9. CORRESPONDNENCE

All electronic correspondence related to the awarded contract shall be addressed to the CO, Contract Specialist, Government PM, Construction Inspector, the COR, and the respective organizational workflow accounts. Hardcopy correspondence will be addressed to the CO, the Contract Specialist, and the COR.

Contact information for the above will be provided at the Pre-Construction meeting.

All electronic correspondence from the Contractor regarding a specific project shall follow a standardized subject line naming convention. Subject line for all electronic correspondence shall be as follows:

• WWYK###### Project Title: Subject of E-mail

10. COMMUNICATION

The Contractor shall ensure that the Program Manager, designated Alternates, and the Project Superintendents can be contacted at any time by telephone throughout the period of this contract.

Contractor shall include contact information for all required positions in the monthly updated organizational chart, as required in section ORGANIZATIONAL CHART.

11. TASK ORDER PRICING

Contractor task order pricing shall be accomplished as described below and based on the most economical standard construction practices. Unreasonable methods and/or estimates to accomplish project tasks will not be accepted.

11.1 Terms Explained

11.1.1 Contract Unit Price Book (UPB)

1. The UPB is a compilation of detailed work description line items, associated units of measure, and unit prices to be paid for their accomplishment.

2. Line items and units of measure are provided by the government; unit prices are developed by the Contractor as described below.

3. The UPB is used as the basis for all TO pricing, including work performed by subcontractors, as described elsewhere in this document.

4. The UPB is expected to cover all tasks associated with the contract. Items not included in the UPB will be handled as non-priced items, as described elsewhere in this document.

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11.1.2 Line-Item Unit Prices

1. Line item’s total cost, including all direct and indirect costs and profit.

2. The line-item unit price shall include all costs associated with the line item (and by extension, the TO), including but not limited to:

• Materials

• Labor

• Equipment

• Overhead

• Profit

• Labor burden for the prime Contractor and subcontractors

• Bond premiums

• Insurance

• Taxes

• Proposal preparation costs

• Costs associated with procurement of required tools, equipment, software, specifications, etc.

• Compliance with environmental laws

• Limited engineering/land surveying services

• Administrative and technical support

3. The unit price shall also include, but are not limited to:

• Project management

• Quality control/testing

• Temporary utilities

• Construction aids

• Personal protective equipment

• Mobilization

• Demobilization

• Small tools

• Temporary fencing

• Construction layout

4. The unit price should also include costs for:

• Daily cleanup

• Protection of Government property

• Portable toilets

5. The Contractor shall consider the following factors that affect the calculation of unit prices:

• Unit prices are for “in-place” quantities. There shall be no allowances added for waste, storage, shipping, staging, handling, etc.

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• All unit prices will be treated as Not to Exceed prices. For any particular TO, the contractor can bid a lower unit price based on the complexity of the job, changes in market, higher than average material quantities, etc. Under no circumstances will a contractor be allowed to bid higher than the established unit price.

11.1.3 Non-priced Items (NPI)

1. NPIs are Items of work not included in the UPB, but required for execution of a TO, and within the scope and general intent of the Basic Contract. Costs for these items must be submitted, approved, and/or negotiated separately.

2. NPI Pricing - RS Means®

a. Contractor shall develop NPI costs utilizing RS Means Facility Construction Cost Data.

b. NPI costs shall be developed as follows:

• Determine quantities for each RS Means® line item applicable to the NPI.

• Multiply line-item quantities by Unit Price (including O&P)

• Sum all line-item costs.

3. NPI Pricing – Vendor Quotes

a. If an NPI item cannot be found in RS MEANS®, prices shall be based on the lowest price offered from at least two (2) vendors. Equipment and material prices shall be based on the Contractor’s cost; Contractor shall provide a copy of all quotes obtained for each NPI as part of the proposal package. Labor costs shall be derived using the RS MEANS® productivity and crew cost rates. Overhead and profit will be negotiated after the Government’s review of the proposal package.

b. If two (2) vendor quotes cannot be obtained (only one supplier, potential suppliers/subcontractors are unresponsive or respond with “no bid”, etc.), a justification for the single quote shall be submitted as a part of the proposal package.

4. The Contractor shall submit a worksheet for each NPI which shows all the costs and calculations used to develop the item’s price.

5. The Contractor shall retain all materials used in performing take-offs (calculations, sketches, field measurements, etc.) and obtaining cost information (catalog cut sheets, vendor quotes, etc.) for the NPIs, and shall provide these materials in the proposal. Note:

Submission of these materials as part of the proposal shall not satisfy the requirement for submittal of an item listed on the submittal register for a TO (see paragraph SUBMITTAL REGISTER for additional information).

6. In the event the Government has an RFP requirement for the Contractor to provide services of a professional engineer and/or land surveyor, the Contractor shall handle the requirement as an NPI (price shall be determined utilizing the 'Vendor Quote' method above, except only one quote is required).

7. In the event an NPI is regularly used, the Government reserves the right to add that item/task to the UPB. The Government will determine the line-item description, unit of measure, and negotiate unit price with the Contractor.

11.1.4 Contingencies/Wage Rates

1. Contingencies such as changes to labor wages and inflation shall be anticipated and included in the contractors’ unit prices for each of the option years in contract.

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2. Any change in material or labor costs during the base period or option years shall not affect the unit prices to be paid by the Government for work performed during that period.

3. The exception will be in the event unusual market fluctuations (e.g., sudden increases in petroleum prices, labor/material shortages due natural events, etc). In those situations, upon written notice from the Contractor, the Government will consider the negotiation of new UPB prices in accordance with contract clause FAR 52.216-4, Economic Price Adjustment-Labor and Material.

4. Adherence to the applicable and incorporated Wage Decision for Oklahoma County, Oklahoma shall be mandatory for the active contract period. Additionally, adherence to the applicable Wage Decision shall be mandatory for each order placed under this contract, unless the type of work is substantially different, such as heavy or highway construction, as determined by the ordering CO. Updated Wage Decisions will be incorporated into the contract at the time of award and with the exercising of each option year thereafter.

11.2 How to Calculate a Task Order Price

The contractor shall provide an electronic cost model with active formulas that provides traceability of all proposed costs to the final price at the line-item level and to the total price summary. The contractor shall also ensure compliance with all requirements to support certified cost and pricing data, as applicable to the RFP.

11.2.1 UPB Task Order Cost

1. Determine UPB line items applicable project.

2. Determine quantities for each UPB line item applicable to the project.

3. Multiply line-item quantities by Unit Price.

4. Sum all UPB line-item costs.

11.2.2 NPI Task Order Cost

Sum all NPI costs.

11.2.3 Total Task Order Cost

The sum of UPB Task Order Cost and NPI Task Order Cost.

11.2.4 NPI Percentage

The NPI task order cost divided by the total task order cost. NPIs should not exceed 10% of the total TO value; however, the Government reserves the right to accept a proposal where the NPI percentage exceeds 10% in the event of an anomaly.

12. ORDERING PROCEDURES

As the need arises for performance under the terms of this contract, an RFP will be issued which includes electronic copies of the contract documents, bid schedule, and other documentation as necessary to communicate the Government's requirements. The RFP will also specify date for site visit and required proposal response time.

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The Government reserves the right to withdraw the RFP at any time prior to award. In the event the Government cancels an RFP, the Government has no obligation to reimburse the Contractor for any costs associated with site visits or proposal preparation.

12.1 Project Documents

For each project, the Contractor will be furnished with one electronic copy of the contract documents, including a SOW, drawings, specifications (if available), and a submittal register. The Contractor may reproduce these documents at the Contractor’s own expense if additional copies are needed. The Contractor shall review the contract documents for discrepancies immediately upon receipt and notify the CO immediately of any/all discrepancies found in the form of a Request for Information (RFI).

12.2 Site Visit

The site visit date will be established by the CO in the RFP. The Contractor and all subcontractors shall attend the site visit and obtain all necessary measurements and information required to develop and produce a complete and accurate proposal. The site visit discussions will include:

• Necessary refinements for Contractor-furnished scope requirements

• Methods and alternatives for accomplishing work.

• Access to the facility/project site, work hours, etc.

• User impacts

• Phasing or work sequence

• Security requirements

• Utility outages

• Airfield Waivers, Permits, Excavation

• Temporary protection of Government property

• Debris and trash disposal

• Noise and dust control

• Environmental Impacts/Asbestos, Lead, PCB, SWPPP

• Special Requirements specific to project such as applicable codes and regulations

Questions or clarifications concerning information presented during the site visit should be directed to the CA/CO in the form of an RFI. RFIs will be due within five (5) workdays after the site visit is accomplished, or as direct by the CO.

In accordance with FAR 52.236-3, Site Investigation and Conditions Affecting the Work:

• Government assumes no responsibility for any conclusions or interpretations made by the Contractor based on the information made available by the Government.

• Government assumes no responsibility for any understanding reached or representation made by any of its officers or agents before the execution of and individual TO concerning conditions which can affect the work, unless that understanding, or representation is expressly stated in the awarded TO.

• Failure of the Contractor to take the actions described and acknowledged in FAR 52.236-3 will not relieve the Contractor from responsibility for properly estimating the difficulty and cost of successfully performing the work, or for proceeding to successfully perform the work without additional expense to the Government.

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12.3 Contractor’s Proposal

Contractor's proposal shall be submitted in accordance with the RFP. Proposal preparation time will start from the date of the site visit; receipt of all RFI responses; or as directed by the CO.

Depending on the complexity of a project, proposal due dates may be discussed/negotiated at the site visit. General expectations for proposal turn around are categorically listed below:

• Routine: Proposals shall be submitted to the CO within ten (10) workdays after the site visit. Projects will be classified as "Routine" approximately 80% of the time.

• Urgent: Proposals shall be submitted to the CO within three (3) workdays after the site visit. Projects will be classified as "Urgent" approximately 15% of the time.

• Emergency: Proposals shall be submitted to the CO within eight (8) hours after the site visit. Projects will be classified as "Emergency" approximately 5% of the time.

12.3.1 Proposal Package

The proposal package shall comply with the Government’s RFP as well as ensure that all proposed work will comply with governing codes, regulations, and the contract specifications.

The Contractor’s proposal package shall be submitted electronically (except as indicated) and include the following documents:

• Cover sheet

• Project narrative

• UPB based proposal

• NPI quotes as specified above, or as requested by the CO

• Proposal supporting documentation

• Proposed construction schedule

• Supporting personnel

12.3.2 Cover Sheet

Each TO proposal shall include a cover sheet containing date, solicitation number, project number and title, the Contractor contact information, proposed period of performance, and proposed Total Task Order Cost.

12.3.3 Project Narrative

The project narrative shall clearly demonstrate the Contractor’s understanding of the project scope by providing the following information:

• Acknowledgement of RFI responses issued during solicitation

• Acknowledgement of amendments issued during solicitation

• Project Synopsis (description)

• Proposed method of accomplishing the work

• Type of site field verification performed

• Anticipated user impacts

• Protection of Government property during construction

• Assumptions

• Clarifications and exceptions

Mere recitation of the RFP requirements, or phrases that refer to the Government's SOW, without sufficient supporting information as to how work will be accomplished will not be accepted. Narratives shall provide detail of sufficient level to allow one skilled in engineering and the building trades to make a sound decision as to the technical viability of the proposal.

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12.3.4 Detailed Cost Proposal

The Contractor shall submit a complete, detailed line-item TO cost proposal for each RFP. The cost proposal shall consist of an itemized listing of line items from the UPB and any NPIs, referencing RS Means® or vendor quotes as required.

To assist the Government in the evaluation of cost proposals, the Contractor may be requested to separate out line-item costs by construction features (e.g. for multiple site repairs, Contractor may be asked to break out proposal costs per site) or by construction type (e.g. repair, minor construction, demolition). If applicable, these features will be identified in the RFP and the Bid Schedule.

12.3.5 Proposal Supporting Documentation

Supporting documentation which demonstrates how the contactor arrived at the proposed price.

• Subcontractor quotes

• Supplemental drawings/sketches

• Estimating notes

• Take-off calculations to justify quantities used in proposal (includes subcontractor’s calculations)

• Manufacturer supplied drawings / calculations

• Catalog/product technical information

The Government reserves the right to ask for additional details during the evaluation of the Contractor’s proposals.

12.3.6 Proposed Construction Schedule

Each proposal shall include a proposed construction schedule; the Contractor’s proposed schedule must demonstrate a reasonable and realistic sequence of activities which represent all work through the TO performance period.

Schedules shall be developed in accordance with contract specifications, Section 01 32 16.00 20, Small Project Construction Progress Schedules; schedules will utilize the Network Analysis/Critical Path method, presented in the form of a Gantt chart.

Proposed schedules shall consider the major work elements from the detailed cost proposal, as well as submittal reviews, mobilization, material delivery times, anticipated weather delays, final inspection, and closeout. The Contractor’s proposed schedule, when necessary, shall include time for verified long lead items; it shall not include anticipated excessive delays due to manufacturing or shipping (i.e. supply chain issues).

If the government has a maximum period of performance, it will be stated in the RFP.

Contractor’s proposed schedule is expected to meet this requirement; if the Contractor believes it is not possible to meet this period of performance, provide an explanation with the proposed schedule.

In developing the schedule, note that there will be submittals; milestones (such as final inspections); and construction related permits/requests (such as Outage/Closure Requests or Excavation Permits) that require longer lead times for Government coordination/approval.

Specific timelines for staging area approvals, airfield waivers, outage requests and other

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Government approvals are provided in the Section COORDINATING WITH GOVERNMENT

ACTIVITIES.

Long lead approvals will be identified in the contract documents for each individual TO and must be accounted for in the estimated schedule.

12.3.7 Supporting Personnel

Provide a list of the personnel (reference section KEY PERSONNEL) who will be supporting the TO upon award; submitted names must be included in the contractor’s current organizational chart (reference section ORGANIZATIONAL CHART).

12.4 Proposal Evaluation

The Government will review the Contractor’s proposal package for technical acceptability and compliance with the Government’s intent. As part of the review, the Contractor’s proposal will be reviewed to ensure the following:

• The proposal narrative indicates a clear understanding of the work to be accomplished.

• The contractor is proposing means and methods that safely accomplish work in accordance published DoD/Air Force/TAFB standards.

• The cost proposal utilizes UPB line items appropriate to the work.

• Quantities agree with Government estimated quantities

• Appropriate use of NPIs, including:

- Use of NPIs where UPB line items are available

- Use of NPI quotes where RS Means® line items are available

- Use of NPIs for subcontracted work

• Proposed construction schedule demonstrates a reasonable and realistic sequence of activities to accomplish the work within the timelines specified in the TO SOW.

• Supporting personnel are included on the Contractor’s current organizational chart.

72 ABW/CE will provide the CO with a technical evaluation letter and mark-up copy of the Contractor’s proposal identifying quantities and/or line items requiring correction to make the proposal technically acceptable and/or to be discussed during negotiations. Negotiations shall not commence until the CO determines that sufficient data has been provided by the Contractor to clearly and concisely depict a technically sound project proposal.

12.5 Negotiation

After Government review of the proposal is complete; the CO will notify the Contractor and schedule negotiations. The Contractor shall be available to negotiate within two (2) workdays of notification.

The CO will negotiate on a line-item by line-item basis, a firm fixed price for the TO. The negotiations will establish the appropriate line items for the TO, and quantities for each line item. Unit prices will be verified and discussed only if there is a discrepancy. NPIs are subject to negotiation.

At the conclusion of cost negotiations, the CO will negotiate a reasonable performance period based upon input from the 72ABW/CE and the Contractor’s proposed critical path timeline.

Provisions for assessing liquidated damages (LD) will be determined for each TO by the CO.

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12.6 Proposals for Projects in Advance of Funding

In accordance with FAR 52-232-18, Availability of Funds, the Contractor is notified that during the course of this contract, the Contractor may be required to provide proposals and negotiate projects in advance of funding. These projects may not have funding available, and there is no guarantee that funds will become available for award of the project.

When issued an RFP, the Contractor shall prepare proposals for these projects and complete negotiations; the Government shall incur no obligation until such time as funding becomes available and a TO is executed for the project.

No separate compensation for any costs associated with site visits, proposal preparation, and attendance during negotiations will be due to the Contractor for projects solicited.

The negotiated pricing shall remain binding until funding becomes available, or the annual update of the UPB.

Projects that are funded after the annual update of the UPB will be re-priced (not renegotiated) utilizing the current UPB. NPI pricing shall be verified with the Contractor prior to execution of the TO. In the event the NPIs have undergone a substantial change in the market (i.e., 10% or greater difference), the items shall be re-negotiated, and an agreement reached prior to executing a TO.

12.7 Task Order Award

Upon award of the TO, the CO will schedule a post-award conference; Contractor shall submit performance bonds and certificates of insurance prior to the post-award conference. Reference section MEETINGS/POST-AWARD CONFERENCE for additional information.

13. COMMENCEMENT, PROSECUTION, COMPLETION AND PAYMENT FOR WORK

13.1 Order of…