Statement of Work.pdf

DESCRIPTION, SPECIFICATIONS, WORK STATEMENT

ID/IQ CONTRACT FOR MISCELLANEOUS ARCHITECT/ENGINEER SERVICES IN SUPPORT OF

FACILITIES PROGRAMS

STATEMENT OF WORK

TABLE OF CONTENTS

A. DESCRIPTION OF REQUIRED SERVICES

B. DEFINITIONS

C. GENERAL REQUIREMENTS

D. TASK ORDER IDENTIFICATION AND APPROVAL

E. LABOR CATEGORY CLASSIFICATIONS AND KEY PERSONNEL

F. PROGRESS MEETINGS AND REPORTS

G. TRAINING

A.0 DESCRIPTION OF REQUIRED SERVICES

A.1 The Architect/Engineer, hereinafter referred to as the A/E, shall provide architectural, engineering, construction and related services for existing institutions, as described herein, for the United States Government, Department of Justice, Federal Bureau of Prisons (FBOP), hereinafter referred to as the FBOP or the Government.

A.2 The services shall be provided under the following major categories and will include other architectural, engineering, and construction related services to be performed for existing institutions on a nationwide basis:

a. Performance of physical plant and infrastructure system reviews and subsequent reporting of findings and recommendations.

b. Certifying that design, construction, or conditions at existing facilities surveyed comply with Architectural Barriers Act (ABA), life safety (NFPA 101), energy related, environmental, and all other relevant codes and regulatory requirements. Certification will be accomplished by appropriately qualified professionals as indicated in the FBOP’s Technical Design Guidelines.

c. Performance of Life Cycle Cost analyses for all design development and other tasks as required per Title 10 CFR Parts 435 and 436.

d. Preparation of various technical and feasibility studies, surveys, engineering reports, and analyses related to existing institutions.

e. Performance of various testing and inspection services such as, but not limited to, the existence of or extent of hazardous materials on site, adequacy of energy efficiency measures, video surveillance of sewage lines, analyses of structural integrity, electrical load/demand side tests, water quality tests, construction related tests, and others as required by applicable codes, regulations, and policies.

f. Development of Request for Qualifications and/or Request for Proposals (RFP) documents to be used for the procurement of Design-Build contract(s) or Invitation for Bids for the Design-Bid-Build process for Federal Correctional Facilities.

g. Development of Design and Construction documents for selected construction projects at existing institutions.

h. Development of independent cost estimates for selected construction projects at existing institutions, utility contracts, A/E contracts, and proposed contract modifications. Performance of subsequent comparisons and analyses of the same. Development of future budget requirement projections.

i. Review of contractor submittals and performance of technical analyses of same.

j. Assistance in the development and management of project and construction contract schedules utilizing critical path methods and other related analyses.

k. Providing site visits at existing institutions.

l. Performance of consulting services related to existing institutions such as, but not limited to, development of planning, operating, and budgeting requirements.

m. Participation in construction inspections at existing institutions.

n. Performance of Facilities Programs conformance reviews. Facilities Programs include Historic Preservation, Life Safety, Energy Management, Environmental Management, Design Compliance, Accessibility, and Physical Plant Reviews.

o. Assistance with the development of and management of databases associated with Facilities Programs.

A.3 The A/E, its consultants, subconsultants, subcontractors, and team members providing designs, specifications, and/or recommendations for efforts under this contract are precluded from competing on any subsequent procurement resulting from those designs, specifications, and/or recommendations, for a period of 6 months from the date of such procurement as published by the FBOP. The A/E is responsible for notifying all consultants, subconsultants, subcontractors, and team members of this requirement and its relationship to the Conflict of Interest Certification included in FBOP contracts.

The A/E shall provide documentation of such notification upon request by the FBOP.

B.0 DEFINITIONS

B.1 Project Administrator (PA): The A/E’s representative having the responsibility and authority for overall management of this Contract including coordination of all project task orders and allocation of the A/E’s resources for the task order efforts. The PA is the primary point of contact for the FBOP Contracting Officer (CO) and Contracting Officer’s Representative (COR).

B.2 Project Task Managers (PM): The A/E’s personnel having management and supervisory responsibilities and authority for dealing with individual project task orders.

B.3 Contracting Officer (CO): An employee of the FBOP designated as CO for a project or their duly appointed successor. The CO has the authority to enter into, administer, modify, and/or terminate contracts, make related determinations and findings, and to act with authority to obligate funds on behalf of the Government. The CO may designate authorized representatives to act for him/her. In such cases, notification will be made in writing to affected parties specifying the limits of the authority and delegated responsibility.

B.4 Contracting Officer’s Representative (COR): An employee of the FBOP designated by the

Chief, Facilities Management Branch, to be his/her authorized representative for a specific contract.

B.5 Program Manager: An employee of the FBOP, designated by the Chief, Facilities

Management Branch, to be his/her authorized representative for a specific nationwide program and/or specific contract task or tasks, other than the contract COR.

C.0 GENERAL REQUIREMENTS

C.1 The services provided under this Contract shall be performed under specific task orders issued by the CO.

C.2 The Government is under no obligation to issue orders for tasks in connection with this contract unless the Government subsequently determines a specific need for services.

C.3 The Government reserves the right to perform any portion of these services or similar services itself or employ others to perform them.

C.4 Task orders under this Contract may be issued by the CO at any time within the contract period. The actual performance of the work may extend beyond the end of the contract period.

C.5 Services provided under this Contract may be required for sites or projects located anywhere in the United States or its possessions.

C.6 Services provided under this Contract may be required simultaneously for several sites or projects, may be required upon short notice, and may have short completion deadlines.

C.7 The Government shall obtain full rights and privileges to all documents prepared under this Contract.

a. The Government, for itself and such others as it deems appropriate, will have unlimited rights under this Contract to all information and materials developed under this Contract and furnished to the Government and documentation thereof, reports, and listing, and all other items pertaining to the work and services pursuant to this agreement including any copyright. Unlimited rights under this Contract are rights to use, duplicate, or disclose text, data, drawing, and information, in whole or in part in any manner and for any purpose whatsoever without compensation to or approval from the Contractor. The Government will at all reasonable times have the right to inspect the work and will have access to and the right to make copies of the above-mentioned items.

All text, electronic digital files, data, and other products generated and furnished under this Contract shall become the property of the Government.

b. The A/E agrees to furnish hard copies and electronic copies of all such works for a period of three years after completion of the project at the written request of the CO on a cost reimbursement basis.

c. The Government will be considered the "person for whom the work was prepared" for the purpose of authorship in any copyright work under Section 201 (b) of Title 17, United States Code. The A/E agrees not to assert or authorize others to assert any rights nor establish a claim under the design patent or copyright laws.

d. Except for the project for which this Contract will provide services, the

Government relieves the A/E of all liability either expressed or implied, in the Government's re-use of these documents. The A/E may retain copies of the original documents and has full rights to reuse their contents under the A/E's liability.

C.8 All documents (drawings, schedules, specifications) prepared under this Contract are to reflect the actual minimum needs of the Government and the market availability to satisfy such needs. They will be developed in a manner available to promote full and open competition, consistent with the Federal Acquisition Regulations (FAR) Parts 10 and 36.

a. Specifications:

1. shall not include restrictive provisions or conditions, except where necessary, to satisfy the minimum needs of the Government or authorized by law or agency regulations.

2. whenever possible, should be written generically. References in specifications are to use widely recognized standards or specifications promulgated by governments, industries, or technical societies.

3. when listing manufacturers is necessary for any required equipment item, product, or material, such listings will include at least three alternative sources and all known sources. Specifications must also clearly identify and describe the essential physical and functional characteristics of the equipment item, product, or material which are considered necessary to satisfy the requirement and that will be used to evaluate proposed substitutions.

4. The A/E will utilize its professional knowledge, market research and/or surveys to ensure that the following requirements are included:

a. review of manufacturers' literature,

b. verbal, telephone, or written contact with individual manufacturers, associations, or other organizations or resources, and

c. efforts to ascertain whether other qualified sources capable of satisfying the Government's requirements exist.

5. When the A/E cannot identify a minimum of three possible sources for a particular product or system, the A/E will advise the CO, documenting the specific requirements and the steps taken to locate such sources and make any recommendations regarding specifications. The CO will determine the appropriate and preferred method of specifying the product or system.

Specifications should be stated in terms of function, performance, or specification design requirements. "Brand name or equal" descriptions should not be used, but if determined to be necessary, these specifications must also clearly identify and describe the essential physical and functional characteristics of the "brand name" item(s) which are considered necessary to satisfy the requirement and that will be used to evaluate substitutions.

References in the specifications to equipment, material articles, or patented processes by trade name, make, or catalog number will be regarded as establishing a minimum standard or quality. This information will not be construed as limiting competition and shall be stated as such in the technical specifications.

6. Technical specifications and designs shall be developed based on the Bureau’s

Technical Design Guidelines, as appropriate for conditions at existing institutions.

C.9 The A/E shall be responsible for maintaining associated documentation of and following

FBOP policy and American Correctional Association (ACA) Standards for Adult Correctional Institutions for new design and construction efforts and, in so far as possible, for renovation or upgrades of existing prison facilities and infrastructure systems associated with this contract.

When it is not feasible to follow the standards or policy for efforts associated with older existing facilities, the A/E shall notify the COR in a timely fashion and consult with the FBOP to determine the best manner in which to proceed with the situation.

Current ACA standards in use are the 4th edition and the 2016 Supplement which is available for purchase from ACA via their website at www.aca.org or phone at 800-822- 5646 ext.0129. FBOP policy for design and construction efforts is included in the Technical Design Guidelines Volumes I, II, and III and the Design Program Guidelines, both prepared by the FBOP.

The A/E shall be responsible for receiving subsequent updates to the Guidelines and posting same, as required, to maintain current Guidelines. The A/E shall be responsible http://www.aca.org/ for acquiring and maintaining updates or revisions to the ACA standards. The A/E is responsible for disseminating required information to all of his/her team members and consultants and keeping them apprised of relevant updates to the documentation.

The FBOP Technical Design Guidelines, Design Program Guidelines, and ACA Standards are incorporated as requirements of this contract.

D.0 TASK ORDER IDENTIFICATION AND APPROVAL

D.1 Upon the determination by the Government of the need for a service task, the CO will issue to the A/E a written request for a proposal to perform the task. This will include a written description of the task requirements.

D.2 The A/E shall respond within the time period specified in the request for proposal. The proposal shall include a detailed breakdown of the types of personnel, man hours estimated for requirement to complete the task and include a summary of labor costs and other direct costs (including travel).

D.3 Labor rates which include overhead rates and profit shall be established and listed under Exhibit "A" of this Contract.

D.4 The Government and the A/E will negotiate to reach an agreement on the services to be performed, fixed fee, and time for performance for the specific task. After an agreement is reached, the CO will issue a task order reflecting the terms agreed upon with the Notice to Proceed (NTP).

D.5 The Government may, at its option, reproduce additional copies of drawings, reports, or other documents furnished under this Contract. Additional reproduction may be done by the A/E on a cost reimbursable basis.

D.6 Task order proposals' travel related items from the A/E will be based on actual transportation costs and travel allowances of Contractor employees, in accordance with FAR 31.205-46, and the applicable Government Travel Regulations. Such transportation costs will not be greater than the cost of coach class commercially scheduled air or ground travel by the most expeditious route, unless coach air or ground travel space is not available.

D.7 All miscellaneous services required in connection with the services described herein

(e.g. postage, delivery services, long distance telephone calls, and reproduction not specifically assigned to the Government under a specific task order of the Contract) will be provided by the A/E without additional expense to the Government.

D.8 The Government reserves the right to approve or disapprove any subcontractor, consultant, or contractor employee's participation on any task order effort. The FBOP reserves the right to request replacement of any consultant of subcontractor.

The contractor's staff will be required to achieve security clearances, to include current Department of Justice residency requirements, prior to performing task efforts which require them to enter existing operating FBOP prisons. Clearances will be required prior to each time that access to an existing operating prison is required. Staff members that are unable to get clearances will be denied access to the prison.

Once a bilateral agreement is reached for a specific task order, personnel substitutions shall not be allowed without specific prior written approval of the CO. No payment(s) will be made for personnel substituted without this specific prior written approval.

D.9 The term "submittal date" or "delivery date" shall be understood to be the date the document(s) or deliverable(s) is to be delivered to the required address. The A/E shall be required to organize the submittal for delivery to multiple addresses as determined by the FBOP.

If the A/E does not meet the submittal or delivery date as specified in the individual task order and the Government suffers damages due to the delinquency of a submittal, the A/E may be liable to the Government for repayment of such damages as deemed appropriate by the CO.

D.10 The Contractor shall establish a team relevant to the performance of anticipated efforts.

This team, at a minimum, will consist of the following disciplines and specialists:

architectural, historic architectural, civil, structural, fire protection engineer, hazmat, environmental, mechanical, plumbing, electrical, energy management, accessibility specialist, electronics, value engineer or life cycle cost specialist, and construction. Team members will be professionals, licensed or otherwise certified in their various areas of expertise.

This core team shall remain intact for the duration of the contract period and subsequent option periods for the performance of tasked efforts. At times it may be necessary to supplement the core team with additional specialists - such as food service, health services, and/or security - depending on the requirements of specific projects.

The need for such specialists will be included in the specific task order scope of work.

This team is responsible for performing efforts associated with services described in paragraph A for existing, older, and occupied institutions. The team is responsible for the accuracy of and coordination of efforts related to providing completed task efforts submitted to the FBOP in a timely manner.

E.0 LABOR CATEGORIES AND KEY PERSONNEL

E.1 Assignment of personnel and proposals for task orders under this Contract will be based on the following list of labor categories. Personnel will be professionals licensed or otherwise certified in their various areas of expertise. Labor rates shall be established and listed in Exhibit "A" of this Contract.

E.2 Labor Categories:

a. Project Administrator;

b. Project Task Managers;

c. Professional Architects - Personnel licensed or registered in this discipline.

Includes Historic Architects, Landscape Architects, and Planners;

d. Professional Engineers - Personnel licensed or registered in various categories of engineering. Includes civil, sanitary, structural, mechanical, electrical, electronics, geotechnical or soils, fire protection, environmental, hazardous materials, energy management, construction, or plumbing engineers;

e. Historic preservation specialists, qualified per Title 36 CFR, Part 61;

f. Attorneys and Paralegals;

g. Professional surveyors;

h. Value Engineering Specialists and Life Cycle Cost Engineers;

i. Other Technical Specialists - Includes schedulers, claims analysts, construction specialists, cost estimators, food service consultants, and others with unusual or specialized expertise;

j. Technicians/Technical Assistants - May include Computer drafting specialists, graphic artists, technical writers, hazardous materials specialists, photographers, and researchers;

k. Clerical - May include secretaries, word processors, typists, and clerks;

l. Additional labor categories may be added by modification of this Contract.

F.0 PROGRESS MEETINGS AND REPORTS

This is a firm-fixed price Indefinite Delivery/Indefinite Quantity task order Contract with one base year and four one year option periods. The minimum amount established for each Contractor during each contract period is $1,000 to $3,000,000.

Issuance of task orders will be in accordance with the Statement of Work in Section C of this Contract.

F.1 Progress meetings may be held on a quarterly basis or as needed between the A/E's

Project Administrator, CO, COR, Program Manager, and other FBOP staff as appropriate.

The need for progress meetings will vary based on the number and type of specific task efforts in progress at the time.

F.2 The A/E shall prepare an agenda for each of these meetings. The agenda and the discussions will include a review of status, progress, and schedules for completion of all current task order efforts underway and any questions, issues, or concerns related to specific efforts or of a general nature.

F.3 The A/E will prepare minutes following each of these meetings to include and confirm major points of discussion and decisions reached. Three sets of these minutes are to be submitted to the FBOP within five working days after the progress meeting and shall serve as a progress report for activities performed under this Contract.

G.0 TRAINING

G.1 The A/E shall provide training related to operation of existing and/or new physical plant and/or infrastructure systems as appropriate. The need and scope for such training will be identified and issued in a task order.