1333ND-19-Q-NB730282.pdf

RFQ IFB RFP

WOMEN-OWNED SMALL BUSINESS

(WOSB) ELIGIBLE UNDER THE WOMEN-OWNED

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS

OFFEROR TO COMPLETE BLOCKS 12, 17, 23, 24, & 30

1. REQUISITION NUMBER PAGE OF

2. CONTRACT NO. 3. AWARD/EFFECTIVE

DATE

4. ORDER NUMBER 5. SOLICITATION NUMBER 6. SOLICITATION ISSUE

DATE

7. FOR SOLICITATION

INFORMATION CALL:

a. NAME b. TELEPHONE NUMBER (No collect calls)

8. OFFER DUE DATE/

LOCAL TIME

9. ISSUED BY

13b. RATING

14. METHOD OF SOLICITATION

CODE

15. DELIVER TO 16. ADMINISTERED BY CODE

18a. PAYMENT WILL BE MADE BY CODEFACILITY

CODE

CODE

TELEPHONE NO.

17b. CHECK IF REMITTANCE IS DIFFERENT AND PUT SUCH ADDRESS IN

OFFER

18b. SUBMIT INVOICES TO ADDRESS SHOWN IN BLOCK 18a UNLESS BLOCK

BELOW IS CHECKED

SEE ADDENDUM

19.

ITEM NO.

20.

SCHEDULE OF SUPPLIES/SERVICES

21.

QUANTITY

22.

UNIT

23.

UNIT PRICE

24.

AMOUNT

(Use Reverse and/or Attach Additional Sheets as Necessary)

25. ACCOUNTING AND APPROPRIATION DATA 26. TOTAL AWARD AMOUNT (For Govt. Use Only)

28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN

DELIVER ALL ITEMS SET FORTH OR OTHERWISE IDENTIFIED ABOVE AND ON ANY

ADDITIONAL SHEETS SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED

29. AWARD OF CONTRACT: REF.

DATED . YOUR OFFER ON SOLICITATION

(BLOCK 5), INCLUDING ANY ADDITIONS OR CHANGES WHICH ARE

SET FORTH HEREIN, IS ACCEPTED AS TO ITEMS:

30a. SIGNATURE OF OFFEROR/CONTRACTOR

30b. NAME AND TITLE OF SIGNER (Type or print) 30c. DATE SIGNED

31a. UNITED STATES OF AMERICA (SIGNATURE OF CONTRACTING OFFICER)

31b. NAME OF CONTRACTING OFFICER (Type or print) 31c. DATE SIGNED

AUTHORIZED FOR LOCAL REPRODUCTION

PREVIOUS EDITION IS NOT USABLE

STANDARD FORM 1449 (REV. 2/2012)

Prescribed by GSA - FAR (48 CFR) 53.212

COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND

OFFER

13a. THIS CONTRACT IS A

RATED ORDER UNDER

DPAS (15 CFR 700)

11. DELIVERY FOR FOB DESTINA-

TION UNLESS BLOCK IS

MARKED

SEE SCHEDULE

12. DISCOUNT TERMS

ARE ARE NOT ATTACHED

ARE ARE NOT ATTACHED

27a. SOLICITATION INCORPORATES BY REFERENCE FAR 52.212-1, 52.212-4. FAR 52.212-3 AND 52.212-5 ARE ATTACHED. ADDENDA

27b. CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE FAR 52.212-4. FAR 52.212-5 IS ATTACHED. ADDENDA

17a CONTRACTOR/

OFFEROR.

CODE

8 (A)

SIZE STANDARD:

NAICS:

% FOR:SET ASIDE:UNRESTRICTED OR

SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

HUBZONE SMALL

BUSINESS

SMALL BUSINESS

10. THIS ACQUISITION IS

EDWOSB

SMALL BUSINESS PROGRAM

STANDARD FORM 1449 (REV. 2/2012) BACK

19.

ITEM NO.

20.

SCHEDULE OF SUPPLIES/SERVICES

21.

QUANTITY

22.

UNIT

23.

UNIT PRICE

24.

AMOUNT

32a. QUANTITY IN COLUMN 21 HAS BEEN

RECEIVED INSPECTED ACCEPTED, AND CONFORMS TO THE CONTRACT, EXCEPT AS NOTED:

41a. I CERTIFY THIS ACCOUNT IS CORRECT AND PROPER FOR PAYMENT

32b. SIGNATURE OF AUTHORIZED GOVERNMENT

REPRESENTATIVE

32c. DATE

41b. SIGNATURE AND TITLE OF CERTIFYING OFFICER 41c. DATE

42a. RECEIVED BY (Print)

42b. RECEIVED AT (Location)

42c. DATE REC'D (YY/MM/DD) 42d. TOTAL CONTAINERS

40. PAID BY

32d. PRINTED NAME AND TITLE OF AUTHORIZED GOVERNMENT

REPRESENTATIVE

32e. MAILING ADDRESS OF AUTHORIZED GOVERNMENT REPRESENTATIVE 32f. TELPHONE NUMBER OF AUTHORZED GOVERNMENT REPRESENTATIVE

32g. E-MAIL OF AUTHORIZED GOVERNMENT REPRESENTATIVE

33. SHIP NUMBER 34. VOUCHER NUMBER 35. AMOUNT VERIFIED

CORRECT FOR

PARTIAL FINAL

37. CHECK NUMBER

38. S/R ACCOUNT NO. 39. S/R VOUCHER NUMBER

36. PAYMENT

COMPLETE PARTIAL FINAL

SCHEDULE Continued

ITEM NO. SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

0001 Project Management and Planning in accordance with

Section 4.1 of the attached Statement of Work

(Firm Fixed Price)

Period of Performance: 10/01/2019 to 09/30/2022

1.00 LO

NTE NTE

0002 Facility Evaluations in accordance with Section 4.2 of the attached Statement of Work

(Time and Materials)

0003 Project Report in accordance with Section 4.3 of the attached Statement of Work

NTE NTE

0004 Travel

Approved travel costs shall be reimbursed in accordance with the Federal Travel Regulation

Optional line item numbers 1001 - 4001 may be exercised at time of award or at any time throughout the contract's base period of performance, pursuant to FAR 52.217-7.

OPT

1001 Optional Additional Progress Briefings in accordance with

Section 5.1 of the attached Statement of Work

5.00 EA

NTE NTE/OPT

2001 Optional Evaluation of One Additional Facility in accordance with Statement of Work Section 5.2

NTE NTE/OPT

2002 Optional Evaluation of One Additional Facility in accordance with Statement of Work Section 5.2

(Time and Materials)

PAGE 3 OF 71 1333ND19QNB730282

NTE NTE/OPT

2003 Optional Evaluation of One Additional Facility in accordance with Statement of Work Section 5.2

(Time and Materials)

Period of Performance: 10/01/2019 to 09/30/2022

1.00 LO

NTE NTE/OPT

2004 Optional Evaluation of One Additional Facility in accordance with Statement of Work Section 5.2

(Time and Materials)

Period of Performance: 10/01/2019 to 09/30/2022

1.00 LO

NTE NTE/OPT

2005 Optional Evaluation of One Additional Facility in accordance with Statement of Work Section 5.2

(Time and Materials)

Period of Performance: 10/01/2019 to 09/30/2022

1.00 LO

NTE NTE/OPT

2006 Optional Evaluation of One Additional Facility in accordance with Statement of Work Section 5.2

(Time and Materials)

Period of Performance: 10/01/2019 to 09/30/2022

1.00 LO

NTE NTE/OPT

2007 Optional Evaluation of Two Additional Facilities in

NTE NTE/OPT

2008 Optional Evaluation of Two Additional Facilities in accordance with Statement of Work Section 5.2

(Time and Materials)

Period of Performance: 10/01/2019 to 09/30/2022

1.00 LO

NTE NTE/OPT

2009 Optional Evaluation of Two Additional Facilities in

NTE NTE/OPT

2010 Optional Evaluation of Two Additional Facilities in accordance with Statement of Work Section 5.2

(Time and Materials)

PAGE 4 OF 71 1333ND19QNB730282

NTE NTE/OPT

4001 Optional Additional Travel

Approved Travel will be reimbursed in accordance with the Federal Travel Regulation

PAGE 5 OF 71 1333ND19QNB730282

Table of Contents

Statement of Work

Instructions to Offerors

Evaluation Method and Evaluation Factors

52.204-7 SYSTEM FOR AWARD MANAGEMENT (OCT 2018)

52.204-13 SYSTEM FOR AWARD MANAGEMENT MAINTENANCE (OCT 2018)

52.204-16 COMMERCIAL AND GOVERNMENT ENTITY CODE REPORTING (JUL 2016)

52.204-17 OWNERSHIP OR CONTROL OF OFFEROR (JUL 2016)

52.204-18 COMMERCIAL AND GOVERNMENT ENTITY CODE MANAGEMENT (JUL 2016)

52.204-20 PREDECESSOR OF OFFEROR (JUL 2016)

52.209-2 PROHIBITION ON CONTRACTING WITH INVERTED DOMESTIC CORPORATIONS-REPRESENTATION (NOV 2015)... 45

52.209-5 CERTIFICATION REGARDING RESPONSIBILITY MATTERS (OCT 2015)

52.209-11 REPRESENTATION BY CORPORATIONS REGARDING DELINQUENT TAX LIABILITY OR A FELONY CONVICTION UNDER

ANY FEDERAL LAW (FEB 2016)

52.212-1 INSTRUCTIONS TO OFFERORS--COMMERCIAL ITEMS (OCT 2018)

52.212-2 EVALUATION--COMMERCIAL ITEMS (OCT 2014)

52.212-3 OFFEROR REPRESENTATIONS AND CERTIFICATIONS--COMMERCIAL ITEMS (OCT 2018)

52.212-5 CONTRACT TERMS AND CONDITIONS REQUIRED TO IMPLEMENT STATUTES OR EXECUTIVE ORDERS--COMMERCIAL

ITEMS (MAY 2019)

52.217-4 EVALUATION OF OPTIONS EXERCISED AT TIME OF CONTRACT AWARD (JUN 1988)

52.217-5 EVALUATION OF OPTIONS (JUL 1990)

52.217-7 OPTION FOR INCREASED QUANTITY--SEPARATELY PRICED LINE ITEM (MAR 1989)

52.217-8 OPTION TO EXTEND SERVICES (NOV 1999)

52.219-9 SMALL BUSINESS SUBCONTRACTING PLAN (AUG 2018)

52.225-25 PROHIBITION ON CONTRACTING WITH ENTITIES ENGAGING IN CERTAIN ACTIVITIES OR TRANSACTIONS RELATING

TO IRAN--REPRESENTATION AND CERTIFICATIONS (AUG 2018)

52.252-1 SOLICITATION PROVISIONS INCORPORATED BY REFERENCE (FEB 1998)

52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

1352.201-70 CONTRACTING OFFICER?s AUTHORITY (APR 2010)

1352.201-72 CONTRACTING OFFICER`S REPRESENTATIVE (COR) (APR 2010)

1352.209-73 COMPLIANCE WITH THE LAWS (APR 2010)

1352.209-74 ORGANIZATIONAL CONFLICT OF INTEREST (APR 2010)

1352.233-70 AGENCY PROTESTS (APR 2010)

1352.233-71 GAO AND COURT OF FEDERAL CLAIMS PROTESTS (APR 2010)

1352.237-75 KEY PERSONNEL (APR 2010)

NIST LOCAL-53CONTRACT PERFORMANCE DURING CHANGES IN NIST OPERATING STATUS

NIST LOCAL-54ELECTRONIC BILLING INSTRUCTIONS

Additional Terms and Conditions

52.244-2 SUBCONTRACTS (OCT 2010)

52.212-4 I CONTRACT TERMS AND CONDITIONS--COMMERCIAL ITEMS (OCT 2018)--ALTERNATE I (JAN 2017)

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CLAUSES

Statement of Work

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Statement of Work

Engineering Services to Evaluate the Performance of Critical Buildings to Support the NCST Investigation of Hurricane Maria’s Impacts on Puerto Rico

1 BACKGROUND

The Director of the U.S. Department of Commerce's National Institute of Standards and Technology (NIST) authorized the establishment of a National Construction Safety Team on February 21, 2018 to perform a technical investigation of the 2017 Hurricane Maria and its impacts on Puerto Rico. Under the National Construction Safety Team (NCST) Act, signed into law in 2002 by the Congress, NIST is authorized to establish teams to investigate building failures that have resulted in substantial loss of life or that posed the potential for substantial loss of life. The goals of this investigation are to characterize: (1) the wind environment and technical conditions associated with deaths and injuries; (2) the performance of representative critical buildings, and designated safe areas in those buildings, including their dependence on local lifelines; and (3) the performance of emergency communications systems and the public’s response to such communications.

Additional background information on NIST’s planned efforts on Hurricane Maria is available at:

https://www.nist.gov/topics/disaster-failure-studies/hurricane-maria. Anticipated activities related to all NCST projects can be found at the following website:

https://www.nist.gov/topics/disaster-failure-studies/ncstac-may-16-2018-presentations.

Anticipated activities related to evaluating the performance of critical buildings are described in a presentation at https://www.nist.gov/file/451976.

2 PURPOSE

This Statement of Work outlines the technical activities required by a Contractor to support the NCST investigation by performing detailed surveys of critical buildings and their performance during Hurricane Maria. The buildings that are of interest are hospitals, schools, and designated storm shelters. The information provided by the Contractor will be essential in the development of recommendations that will improve the performance of critical buildings and support the resilience of the communities they serve in future natural hazards.

3 SCOPE OF WORK

The principle goal of this project is for a Contractor to document the performance of selected critical facilities in Puerto Rico during Hurricane Maria, to include hospitals, schools, and storm shelters. The Contractor shall provide services to gather information and documentation on the characteristics of each facility, damage to the facility caused by Hurricane Maria, and the function and operation of the facility during and after Hurricane Maria. Recognizing that post-

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storm repairs have been completed, the evaluations shall not be limited to simply documenting the current conditions. It is anticipated that interviews with facility managers and personnel will be required to document the direct and indirect damage caused by Hurricane Maria, as well the impacts of Hurricane Maria on the operation and function of the facility. NIST will specify which facilities are to be evaluated, and the Contractor shall develop a comprehensive summary report for each facility that is evaluated. It is anticipated that most of the facilities to be evaluated will be located in the following four Emergency Management Zones (see map at http://prfaa.pr.gov/wp-content/uploads/2017/09/Oficinas-Regionales.pdf):

• I: San Juan

• VII: Utuado

• X: Caguas

• XI: Humacao

This work requires the Contractor to have a physical presence in Puerto Rico and, preferably, established relationships with design professionals, building officials, and facility managers in Puerto Rico. The work also requires the Contractor’s team to have written and oral fluency in both Spanish and English, in order to review building-related documents written in Spanish and to conduct meetings in fluent Spanish, providing Spanish-English translation for NIST personnel as needed.

4 BASE REQUIREMENTS AND TASKS

The base requirements and tasks for this contract are organized into contract line items (CLINs), as follows.

• CLIN 0001: Project Management and Planning (Section 4.1) [Firm Fixed Price]

• CLIN 0002: Facility Evaluations (Section 4.2) [Time and Materials]

• CLIN 0003: Project Report (Section 4.3) [Firm Fixed Price]

• CLIN 0004: Travel (see Section 10) to be reimbursed in accordance with the Federal

Travel Regulation.

4.1 Project Management and Planning [CLIN 0001 – Firm Fixed Price]

The Contractor shall appoint a Project Manager (PM) who shall have overall responsibility for project management and execution of the required tasks specified herein. The PM shall be considered key personnel and shall meet the minimum qualifications specified in Section 6. The PM shall be responsible for review of the project progress, its deliverables, and the overall technical quality of the project. In addition, the PM shall be responsible for reviewing project deliverables prior to submittal, providing advice and consultation throughout the project, and serve as a liaison to outside organizations or persons.

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4.1.1 Project Kickoff Meeting

Within 15 days after award, the Contractor shall convene a project kickoff meeting with all key project personnel. Required NIST team members (to be specified at award) may travel to the Contractor’s office for the meeting or may participate by video conference, at the discretion of NIST. The goal of this meeting is to review the required information and the Contractor’s proposed approach, and to coordinate activities as needed to develop the project work plan and timeline for the project. At this meeting, NIST will provide the Contractor with an initial list of approximately 10 facilities for which baseline evaluations may be required, and for which labor and cost estimates are required as part of the Project Work Plan.

4.1.2 Project Work Plan

Within five weeks of contract award, the Contractor shall develop and submit to NIST for approval a draft Project Work Plan (PWP) that reflects the outcome of discussions at the project kickoff meeting and any subsequent discussions regarding the execution of the contract. NIST will approve the PWP or provide review comments for revision within two weeks of receipt. The Contractor will have one week to incorporate review comments provided by NIST and to submit a final PWP. The PWP shall be revised as needed throughout the life of the contract. Updates to the plan shall be scheduled as mutually agreed between NIST and the Contractor. The NIST Technical Point of Contact (TPOC) will approve the draft revised PWP or provide comments for revision within two weeks of receipt. The Contractor will have one week to incorporate review comments provided by NIST and submit a final revised project work plan.

The PWP shall describe the Contractor’s proposed approach to carry out the required tasks and obtain the required information. In performing this work, it is anticipated that the Contractor will need to communicate with a variety of professionals in Puerto Rico, potentially including facility managers, engineers, architects, and building officials, as well as local professionals in healthcare, education, and emergency management. Such communications will be required for coordination meetings, interview, and site visits, and to obtain relevant documents. The PWP shall describe the proposed approach for both baseline evaluations (Section 4.2.1) and auxiliary evaluation tasks (Section 4.2.2) and shall address the following items:

• outreach methods for coordinating meetings, interviews, and site visits

• protocols for conducting interviews and preparing interview transcripts

• protocols for performing field investigations and documenting site conditions

• protocols for taking photographs, including protocols for obtaining permissions, when required, along with signed permission forms indicating the specific permissions granted to NIST for use of the photographs

• protocols for obtaining electronic copies of documents (including photographs) owned by others, along with signed permission forms indicating the specific permissions granted to NIST for use of the documents

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• protocols for redacting any personally identifiable information (PII) from documents that are obtained

• information requirements from NIST

• potential foreseen risks for implementation and recommendations for risk mitigation

The PWP shall document the required information that is to be collected as part of a baseline evaluation. The required information specified in Section 4.2.1.1 may be revised in the development of the PWP, subject to approval by the TPOC. Potential foreseen risks associated with collection of the information specified in Section 4.2.1.1 shall be reported to NIST by the Contractor, and the Contractor may recommend adding, deleting, or revising specific requirements for information to be collected. The PWP shall describe the Contractor’s proposed approach for carrying out the two phases in the baseline evaluation of a facility (Section 4.2.1), including a discussion of the sources of information that will be considered in the initial document collection and review (see Section 4.2.1.2). As part of the PWP, the Contractor shall provide a template for the facility-specific reports (Section 4.2.1.3), which shall be used in preparing reports to present the required information that is obtained for each facility.

The PWP shall include facility-specific labor and cost estimates for conducting baseline evaluations for each of the approximately 10 facilities specified at the project kickoff meeting.

As specified in Table 1, the estimates for each facility shall include labor hours, labor costs, and the number of business days required for each phase, as well as the travel costs associated with Phase 2. Labor hours and costs required for preparation of facility-specific reports and electronic data (see Section 4.2.1.3) shall be included in these estimates. For facilities that include multiple buildings on a single campus, the Contractor shall coordinate with NIST to establish which buildings are to be included in the evaluation. In some cases, all buildings on the campus may be included in the evaluation, and in other cases only a subset may be selected for evaluation (e.g., to focus the scope and/or limit costs). The cost estimates shall clearly indicate which buildings are to be included in the evaluation of each facility. Before authorizing work to begin on a particular facility, NIST reserves the right to revise the selection of which buildings are to be included in the evaluation of that facility, and the Contractor shall provide updated labor and cost estimates for a different subset of the buildings when requested.

Foreseen risks to successful completion that are identified for a particular facility shall be reported to NIST along with the labor and cost estimates. When requested by the TPOC, the Contractor shall also provide labor and cost estimates for additional facilities beyond the initial list provided at the project kickoff meeting. These labor and cost estimates shall follow the same guidelines outlined above and shall be provided within two weeks of the date requested.

Table 1. Facility-specific cost estimates required for each baseline evaluation

Phase 1: Initial Document Collection and Review Estimated labor hours Estimated labor cost Estimated number of business days required Phase 2: Field Investigation, Interviews, and Additional Document Collection

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Estimated labor hours Estimated labor cost Estimated travel cost Estimated number of business days required

The PWP shall also incorporate a Data Management Plan (DMP) that describes the Contractor’s proposed approach for storing, maintaining, and securing all electronic data throughout the period of performance of the contract and for eventual disposal of the data after completion of the project. The DMP shall also describe the proposed format and organization of the electronic data to be delivered to NIST, which is anticipated to include an electronic database or spreadsheet summarizing the required information that was collected, along with supporting documents such as photos, videos, engineering drawings, design and construction-related documents, reports, and permission forms. Wherever feasible, the information collected shall be linked to GPS coordinates and the photographs shall be geotagged, to facilitate integration with GIS software. The PWP shall incorporate quality control procedures to ensure accuracy and consistency of the GPS coordinates that are provided with reference to a common base map approved by NIST. The electronic data shall include sufficient metadata and documentation that someone unfamiliar with the data would be able to use it.

4.1.3 Progress Briefings

The Contractor shall organize periodic briefings to update NIST on the progress of the project to date, any difficulties encountered in obtaining documents or information, and the plan moving forward. The progress briefings shall also provide an opportunity for NIST feedback.

Briefings shall be scheduled approximately every two weeks, starting after the Project Kickoff Meeting and continuing through the completion of the final project report (see Section 4.3), for a total of twelve briefings. Specific dates and times for the briefings shall be coordinated with the TPOC at least one week in advance, and the time interval between meetings may be adjusted as required during different phases of the work, subject to approval by the TPOC.

Meeting notices shall be transmitted as Outlook calendar items, with invitations sent to the participants identified by the TPOC. All meetings shall be conducted during regular business hours (8:30 AM to 5:00 PM) for Eastern Time. These briefings will be hosted and conducted by the Contractor as web-based teleconference meetings, unless an in-person meeting is requested in advance by the TPOC. Over the course of the project, it is anticipated that at least one of the briefings shall be an in-person meeting at the Contractor’s facility, and at least one of the briefings shall be an in-person meeting on the NIST campus in Gaithersburg, MD. NIST will reimburse the Contractor for travel expenses to participate in meetings at NIST, provided that the expenses are approved by NIST in advance (see Section 10).

Briefing materials shall be delivered to the NIST TPOC at least two business days prior to the progress briefing dates. Facility-specific reports (see Section 4.2.1.3) may be used as briefing

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materials, to be supplemented by other materials as required. Briefing materials shall include the project name and contract number, and proprietary and/or preliminary information shall be marked as such using a format agreed upon by the TPOC. The briefing files shall be delivered in both pdf and native file formats (e.g., ppt, docx, .xlsx).

Within three business days following each progress briefing, the Contractor shall provide a meeting summary that includes decisions made during the meeting, any action items for NIST and for the Contractor, and any unresolved issues. The meeting summary shall be in either email or Word format.

4.1.4 Monthly Status Reports

The PM shall be responsible for the communication of the status of the contract through monthly status update reports which shall provide information on the cost, schedule and risks associated with the project and each deliverable that is in development. NIST will provide a template for the monthly status update report, upon award. The status report shall be completed and submitted to the Contracting Officer’s Representative (COR) and TPOC of the contract by the final day of each month during the contract period of performance, until the final project report has been approved by NIST. The COR and TPOC will discuss the status of the contract and any necessary mitigation strategies with the contract PM as needed.

4.2 Facility Evaluations [CLIN 0002 – Time and Materials]

4.2a: RFQ Provisional Information (Section 4.2a is provided for the purposes of responding to the solicitation only, and will be removed prior to award of the contract)

The Contractor shall base their quotation for the total ceiling price of CLIN 0002 on the sum of the estimated costs for the following two components:

• Baseline evaluation of 10 facilities (see Section 4.2.1a for specific instructions)

• Drone photography of one facility (see Section 4.2.2a for specific instructions)

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The total proposed ceiling price for CLIN 0002 will cover both baseline evaluations (Section 4.2.1) and auxiliary evaluation tasks (Section 4.2.2), and NIST will have discretion over the number of auxiliary evaluation tasks that are required, within the total price ceiling of CLIN 0002. While the total ceiling price proposed for CLIN 0002 shall include only one auxiliary evaluation task (drone photography of one facility), it is expected that other auxiliary evaluation tasks listed in Section 4.2.2 will be required in addition to, or instead of, drone photography. It is possible that baseline evaluations will be required for fewer than 10 facilities, and that a portion of the estimated costs for baseline evaluations will be used for auxiliary evaluation tasks instead. Option line items may also be exercised (see Section 5) to provide additional funds for auxiliary evaluation tasks.

Estimated travel costs shall be reported, where requested, but shall not be included in the quotation for the total ceiling price for CLIN 0002, because a separate CLIN 0004 is provided for travel costs (see Section 10).

4.2.1 Baseline Evaluations

This section outlines the requirements for a baseline evaluation of a facility. The required information to be collected is described in Section 4.2.1.1. To obtain information beyond what is collected in a baseline evaluation, NIST may require auxiliary evaluation tasks (see Section 4.2.2) to be performed for specific facilities on a case-by-case basis. It is estimated that baseline evaluations will be conducted for approximately ten (10) facilities in Puerto Rico. The final number of facilities to be evaluated will depend on the costs. The contractor shall evaluate as many facilities as possible within the stated ceiling price. Baseline evaluations shall be conducted for specific facilities identified by NIST according to the timeline outlined in Section 4.2.1.2.

4.2.1a: RFQ Provisional Information (Section 4.2.1a is provided for the purposes of responding to the solicitation only, and will be removed prior to award of the contract)

As part of their proposal in response to this Solicitation, the Contractor shall provide estimated labor hours and costs to conduct baseline evaluations of the five facilities described in Table 2, which include three hospitals and two schools/shelters. For each of these facilities, a breakdown of estimated labor hours, labor costs, number of business days required, and travel costs for the two phases of work shall be provided, as specified previously in Section 4.1.2 (see Table 1). The characteristics of the generic facilities in Table 2 are listed in order to provide a consistent basis for cost estimates. Two facilities are located in Emergency Management Zone I (San Juan), and one facility is located in each of the other three Emergency Management Zones listed previously, to reflect the anticipated geographic distribution of the facilities to be selected in this study. In preparing labor and cost estimates for facilities that include multiple buildings on a

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single campus, the Contractor shall assume that all buildings on the campus are to be included in the evaluation. The Contractor shall report any additional assumptions on which their cost estimates are based. The total estimated cost for these five facilities (excluding travel costs) shall be multiplied by two to obtain an estimated cost for baseline evaluation of ten facilities, as requested in Section 4.2a.

Table 2. Characteristics of generic facilities for which cost estimates for baseline evaluations are requested as part of the response to this solicitation.

Type of Facility Municipality (EMZ*) Administration Capacity Description

Hospital Bayamon (I) Private 400 Multiple multi-story buildings Shelter Cataño (I) Private 300 Single multi-story building School/Shelter Jayuya (VII) Public 100 Single single-story building Hospital Aibonito (X) Non-profit 150 Single multi-story building Hospital Humacao (XI) Non-profit 200 Multiple multi-story buildings

* Emergency Management Zone (http://prfaa.pr.gov/wp-content/uploads/2017/09/Oficinas- Regionales.pdf)

4.2.1.1 Required Information

A baseline evaluation shall require collection of information and documentation in the following three categories:

1) Characteristics of the facility prior to Hurricane Maria

2) Damage to the facility caused by Hurricane Maria

3) Function and operation of the facility during Hurricane Maria

The following subsections list specific information to be collected in each of these three categories as part of a baseline evaluation. As noted previously, the specific requirements for information to be collected as part of a baseline evaluation may be revised in the development of the Project Work Plan (see Section 4.1.2), subject to approval by the TPOC.

For each piece of required information that is collected, the source(s) of the information shall also be documented (e.g., a written document, a photograph or video, or a written transcript of an eyewitness account). Multiple sources of supporting documentation are preferred, when available, to confirm the reliability of the information. Electronic copies of the supporting documentation shall be provided to NIST along with signed permission forms indicating the permissions that are granted to NIST for use of the information. NIST will provide blank permission forms to be used by the Contractor (see Section 9).

Characteristics of the facility prior to Hurricane Maria

a) Number of buildings comprising the facility (if a subset of the buildings is selected for evaluation, specify which buildings are included in the evaluation)

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b) Date of construction for each portion of the facility

c) Applicable building code at date of construction for each portion of the facility

d) Dimensions and number of stories for each portion of the facility

e) Type of structural system and roofing system for each portion of the facility

f) Type and age of roof covering for each portion of the facility

g) Type of windows, doors, and opening protection systems (impact-resistant glazing?

Pressure-rated window assemblies? Metal panel jalousie windows? shutters?), including operational status prior to Hurricane Maria: Were all operable impact resistant doors and shutters and opening protections installed, closed, latched? Were there any problems that impacted the installation/operation of shutters and other opening protection systems, related to maintenance, training, missing special tools, short duration of warning time, or other challenges?

h) Location and basic description of any roof-mounted equipment (e.g., air-handling units, ductwork, communication towers, solar panels)

i) Location of any areas within the facility designated for shelter during high winds

j) Rated capacity of facility (number of occupants)

k) Number and capacity of backup generators onsite, fuel storage capacity for generators, number of days the backup generators were intended to function, testing schedule for generators, and number of days’ supply of fuel available prior to Hurricane Maria

l) Type and characteristics of any emergency water supply system, including storage capacity, number of days the system was intended to supply emergency water, and number of days’ supply of water available prior to Hurricane Maria

m) Any protective actions taken prior to Hurricane Maria (e.g., sandbagging, cleaning of roof drains, anchoring of rooftop equipment), beyond protection of openings as noted above

n) Any remaining impacts from Hurricane Irma on the facility prior to arrival of Hurricane Maria (e.g., Any damage to the facility that had not yet been repaired? Outages of electrical power or water supply that had not yet been restored? Reduction in generator fuel or emergency water available onsite?)

Damage to the facility caused by Hurricane Maria:

a) Damage to the structural system

b) Damage to the building envelope, including windows, doors, walls, and roofing system

c) Damage to rooftop equipment, including dislodgement

d) Damage to interior building components or functional contents, including documentation of significant sources of water intrusion that contributed to interior damage (e.g., blow-off or punctures of roof membranes; dislodgment of rooftop equipment; debris-impact damage to windows, doors, or walls; or wind-driven rain penetration through damaged seals of windows and doors, or through joints in walls)

e) For facilities where a portion of the facility was designated as a high-wind shelter and other portions were not, document any damage to the non-shelter portions that impacted the shelter space: Such impacts could include debris or water intrusion, impacts on building system function (e.g., power, lighting, alarms, sprinklers, etc.), or impacts on safe ingress to

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and egress from the shelter (e.g., debris blocking doors or unsafe conditions such as broken glass, electrical wiring, etc.)

f) Damage to building-located communication towers or other wireless communications equipment

g) Damage to infrastructure connections, including electrical and water connections (e.g., electrical service masts)

h) Geotechnical failures at the site that affected the facility

Function and operation of the facility during Hurricane Maria

a) Maximum number of occupants in the facility during Hurricane Maria?

b) Which portions of the facility were occupied during Hurricane Maria? Verify if people were actually sheltered in the areas of the facility designated as shelters during high winds, or if they were in other parts, and if so, why.

c) Any need for relocation of occupants within the facility or to another facility during the storm?

d) Any hazards encountered by occupants, such as collapse, debris penetration, or flooding?

e) Were doors and/or windows opened at all during the storm, to let people in or out, for additional ventilation, etc.? If yes, did that create any problems with wind and/or debris entering the shelter space?

f) Did any deaths occur in the facility as a result of damage to the facility during the storm?

g) Did any injuries occur in the facility as a result of damage to the facility during the storm

h) Any loss of function of the facility, or a portion thereof, during the 72-hour period after the arrival of Hurricane Maria, along with the factors that contributed to such loss of function (e.g., collapsed structure, damage to building envelope, flooding, loss of electricity, failure of elevators).

i) Status of electrical power at the facility during the 72-hour period after the arrival of Hurricane Maria: Was utility power lost? Were backup generators available onsite? If backup generators were available, did they function as intended and were there any problems with adequate fuel supply?

4.2.1.2 Timeline and Cost Estimates

Each baseline evaluation shall be conducted in two phases:

Phase 1: Initial document collection and review Phase 2: Field investigation, interviews, and additional document collection

Table 3 presents the timeline associated with a baseline evaluation. As described in Section 4.1.2, after NIST identifies a facility for which a baseline evaluation may be required, the Contractor shall submit facility-specific labor and cost estimates for the two phases of work, itemized as indicated in Table 1. The Contractor shall not initiate any work on the baseline evaluation until NIST approves the cost estimates and authorizes the Contractor to begin the

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first phase of work. After completing the first phase of work, the Contractor shall submit an initial facility-specific report and the electronic data for the first phase of work (see Section 4.2.1.3), along with an invoice for the actual costs associated with the first phase, which shall not exceed the estimated costs. NIST will have one week from the date of receipt to review the initial facility-specific report and electronic data and to request any revisions, and NIST will authorize payment for the first phase of work after approval of the report and data. If further document collection and review is warranted prior to beginning the second phase of work, NIST may require auxiliary document collection (see Section 4.2.2.1) and/or auxiliary document review (see Section 4.2.2.2).

Table 3. Timeline for a baseline evaluation

NIST identifies a facility for which a baseline evaluation may be required A The Contractor provides initial facility-specific labor and cost estimates for the two phases of work B NIST approves the cost estimates for a particular facility and authorizes the Contractor to begin the first phase of work The Contractor completes the first phase of work and submits the following:

• An initial version of the facility-specific report presenting the information collected in the first phase, along with electronic data (see Section 4.2.1.3)

• an invoice for the actual costs associated with the first phase of work (not to exceed the estimated costs) C

• an updated estimate of labor hours and costs associated with the second phase

NIST approves the initial facility-specific report, authorizes payment for the first phase of work, and authorizes the Contractor to begin the second phase of work, or determines that the contractor shall not complete the second phase of work for a given facility D The Contractor completes the second phase of work and submits the following:

• a complete version of the facility-specific report presenting the information collected in the first and second phases, along with electronic data (see Section 4.2.1.3)

• an invoice for the costs associated with the second phase of work (not to exceed the estimated costs) E NIST approves the complete building-specific report and authorizes payment for the second phase of work

A An initial list of approximately 10 facilities will be provided to the Contractor at the kickoff meeting, and additional facilities may be identified subsequently.

B If labor and cost estimates for the selected facility were provided as part of the PWP (see Section 4.1.2), then this requirement has already been satisfied; estimates for additional facilities shall be provided as requested.

C If further document collection and review is warranted prior to beginning the second phase of work, NIST may require auxiliary document collection (see Section 4.2.2.1) and/or auxiliary document review (see Section 4.2.2.2).

D NIST reserves the right to not authorize the second phase of work for selected facilities.

E If further evaluation is warranted after completion of the second phase of work, NIST may require auxiliary evaluation tasks, which may include auxiliary document collection (see Section 4.2.2.1), auxiliary document review (see Section 4.2.2.2), auxiliary field investigation (see Section 4.2.2.4), and/or auxiliary interviews with facility managers and personnel (see Section 4.2.2.3).

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After completion of the first phase of work, the Contractor shall provide an updated estimate of the labor hours and costs associated with the second phase. For facilities that include multiple buildings on a single campus, NIST reserves the right to select a smaller subset of buildings to be included in the second phase of work and to request an updated cost estimate for the smaller subset of buildings. NIST also reserves the right to not authorize the second phase of work for selected facilities, in order to devote resources to evaluation of other facilities. The Contractor shall not initiate the second phase of work until NIST approves the estimated costs and authorizes the Contractor to begin the second phase. After completing the second phase of work, the Contractor shall submit a complete facility-specific report and the electronic data for both the first and second phases of work (see Section 4.2.1.3), along with an invoice for the actual costs associated with the second phase, which shall not exceed the estimated costs.

NIST will have one week from the date of receipt to review the complete facility-specific report and electronic data and to request any revisions, and NIST will authorize payment for the second phase of work after approval of the report and data. If further evaluation is warranted after completion of the second phase, then NIST may require auxiliary evaluation tasks (see Section 4.2.2), which may include auxiliary document collection (Section 4.2.2.1), auxiliary document review (Section 4.2.2.2), auxiliary interviews (Section 4.2.2.3), and auxiliary field investigation (Section 4.2.2.4).

As noted above, invoices for the first and second phases of work shall not exceed the estimated costs for each facility. If further evaluation is warranted, NIST may request and authorize auxiliary evaluation tasks (see Section 4.2.2). However, the Contractor shall not perform work that exceeds the ceiling of any CLIN without a bilateral modification signed by the NIST Contracting Officer.

Phase 1: Initial Document Collection and Review

The first phase of each baseline evaluation, prior to performing a site visit, shall involve initial collection and review of available documentation on the facility. This work shall be carried out in accordance with the procedures developed in the Project Work Plan (see Section 4.1.2).

Documentation to be reviewed in this first phase may include reports from damage assessments performed by other entities, professional reports on the facility, construction-related documents, and information from public records, depending on the availability of these various sources of information for a particular facility. Collection and review of available documentation in this first phase of the baseline evaluation is intended to help to focus the second phase of work more effectively on collection of information that is not already available from other sources. The first phase of the baseline evaluation shall include preparation of an initial facility-specific report (see Section 4.2.1.3) that presents the information collected in the first phase. The information collected shall also be provided to NIST in the form of a database or spreadsheet, along with electronic copies of all supporting documentation.

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4.2.1.2a: RFQ Provisional Information (Section 4.2.1.2a is provided for the purposes of responding to the solicitation only, and will be removed prior to award of the contract)

As part of their proposal in response to this Solicitation, the Contractor shall describe the documentation that they anticipate would be available to collect and review in the first phase of the baseline evaluations. In preparing cost estimates for each of the generic facilities in Table 3 as part of their proposal, the Contractor shall base their cost estimates for the first phase of work on the fraction of the required information (see Section 4.2.1) that they anticipate being available to collect from existing documentation and the labor hours they anticipate would be required to review this documentation.

Phase 2: Field Investigation, Interviews, and Additional Document Collection

The second phase of the baseline evaluation shall involve field investigation, interviews, and additional document collection, with the goal of obtaining the required information in Section

4.2.1 that could not be obtained in the first phase. This work shall be carried out in accordance with the procedures developed in the Project Work Plan (see Section 4.1.2) for coordinating and conducting site visits, conducting interviews with relevant personnel, and collecting documents. It is anticipated that interviews with facility managers and other personnel will be required to identify available sources of documentation for the required information (see Section 4.2.1). Potential sources of documentation may include design and construction-related documents, building permits and inspection reports, building maintenance and repair records, insurance claims, photographs, video recordings, and written transcripts from interviews with eyewitnesses. The second phase of the baseline evaluation shall include preparation of a facility-specific report (see Section 4.2.5) that presents the information collected in both the first and second phases. The information collected shall also be provided to NIST in the form of a database or spreadsheet, along with electronic copies of all supporting documentation.

4.2.1.2b: RFQ Provisional Information (Section 4.2.1.2b is provided for the purposes of responding to the solicitation only, and will be removed prior to award of the contract)

As part of their proposal in response to this Solicitation, the Contractor shall describe the approach that they would anticipate using in the second phase to obtain the required information along with supporting documents. In preparing cost estimates for each of the generic facilities in Table 3 as part of their proposal, the Contractor shall base their cost estimates for the second phase of work on the anticipated labor hours and travel costs that would be required to obtain the required information that could not be obtained in the first phase of work.

4.2.1.3 Facility-Specific Reports and Electronic Data

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Facility-specific reports shall be prepared to present the required information collected in the baseline evaluations, along with documentation of the source(s) for each piece of information.

The facility-specific reports shall follow the approved template developed in the Project Work Plan (see Section 4.1.2). The information collected shall also be provided to NIST in the form of an electronic database or spreadsheet, following the format developed in the Project Work Plan. Electronic copies of all supporting documentation shall also be provided to NIST, along with signed permission forms indicating permissions for use granted to NIST.

After completion of the first phase of a baseline evaluation, an initial version of the facility-specific report shall be submitted to NIST, along with an electronic database or spreadsheet containing the information collected in the first phase and electronic copies of all supporting documentation with signed permission forms. Authorization of payment for the first phase of work will be linked to approval of this initial report and the electronic data, according to the timeline outlined in Section 4.2.1.2.

After completion of the second phase of the baseline evaluation, a complete version of the facility-specific report shall be submitted to NIST, along with an electronic database or spreadsheet containing the information collected in both the first and second phases and electronic copies of all supporting documentation with signed permission forms. Authorization of payment for the second phase of work will be linked to approval of this complete facility-specific report and the electronic data, according to the timeline outlined in Section 4.2.1.2.

4.2.2 Auxiliary Evaluation Tasks

To obtain information beyond what is collected in a baseline evaluation, NIST may require the Contractor to perform auxiliary evaluation tasks for specific facilities on a case-by-case basis. As summarized in the following sections, these tasks may include auxiliary document collection (Section 4.2.2.1), auxiliary document review (Section 4.2.2.2), auxiliary interviews (Section 4.2.2.3), and auxiliary field investigation (Section 4.2.2.4). These auxiliary evaluation tasks shall be conducted in accordance with the methods and protocols described in the PWP (Section 4.1.2).

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When one of these auxiliary evaluation tasks is requested by NIST, the Contractor shall describe the proposed approach and shall provide an estimate of the labor hours, labor costs, and any applicable travel costs required to complete the activity. Deliverables for each task are specified in the subsections below, and labor hours required for preparation of the deliverables shall be included in the estimated costs for each task. Foreseen risks to successful completion of a task shall be reported to NIST along with the labor and cost estimates. The Contractor shall not initiate work on the task until NIST approves the estimated cost and authorizes work to begin.

After completing the task, the Contractor shall submit deliverables, as specified in the subsections below, along with an invoice for the actual costs, which shall not exceed the estimated costs. After receipt of the deliverables, NIST will have one week to review them and request any revisions.

As noted above, invoices for auxiliary evaluation tasks shall not exceed the estimated costs. If further evaluation is warranted, NIST may request and authorize this work as a separate auxiliary evaluation task. However, the Contractor shall not perform work that exceeds the ceiling of any CLIN without a bilateral modification signed by the NIST Contracting Officer. .

4.2.2a: RFQ Provisional Information (Section 4.2.2a is provided for the purposes of responding to the solicitation only, and will be removed prior to award of the contract)

As part of their response to this Solicitation, the Contractor shall identify the proposed Key Personnel on their Project Team that would be responsible for each of these tasks and shall…