18-01-03 ArmyNatlGuard FCA SOW FINAL.pdf

DCAMM Project No. MIL1802/A HS1 Facility Condition Assessments of Massachusetts Army National Guard Armories

THE COMMONWEALTH OF MASSACHUSETTS

EXECUTIVE OFFICE FOR ADMINISTRATION AND FINANCE

ONE ASHBURTON PLACE, 15TH FLOOR

BOSTON MASSACHUSETTS 02108-1552

STATEMENT OF WORK (SOW)

for

FACILITY CONDITION ASSESSMENTS OF

MASSACHUSETTS ARMY NATIONAL GUARD

ARMORIES

RFR: BD-18-1019-DCP07-MCK03-22594

UNSPSC: 81-10-00 Professional Engineering Services

Issued January 3, 2018

All Consultants are responsible for reviewing and adhering to all information, forms and requirements for the entire SOW, which are all incorporated into the SOW. Responses received after the deadline shall be disqualified. All Consultants should plan advance lead time for uploading proposals in a timely manner prior to the deadline. All Questions and Answers and Bid Responses must be submitted electronically through COMMBUYS. Consultants requiring assistance in the registration and use of COMMBUYS should contact the COMMBUYS Helpdesk at COMMBUYS@state.ma.us or the COMMBUYS Helpline at 1-888-MA-STATE. The Helpline is staffed from 8:00 AM to 5:00 PM Monday through Friday Eastern Standard or Daylight time, as applicable, except on federal, state and Suffolk county holidays.

mailto:COMMBUYS@state.ma.us

1 INTRODUCTION AND GENERAL INFORMATION

1.1 Scope and Description

The Division of Capital Asset Management and Maintenance (DCAMM) and the Massachusetts Army National Guard (MAARNG) are seeking to engage a pre-qualified consultant to conduct Facility Condition Assessments at each of the thirty seven (37) Army National Guard locations totaling approximately 1.5 million square feet. Facilities include Readiness Centers (“Armories”), Surface Maintenance Shops, Army Aviation Support Facilities (“AASF”) , a museum and warehouses. Building ages span from 1910 – 2014, with the majority over fifty years old. This Facilitiy Condition Assessments will focus on all MAARNG facilities.

The Facility Condition Assessments will specifically focus on the following building systems and equipment:

• Windows

• Exterior Closure and Roofing

• Interior Construction

• Elevators

• HVAC Equipment and Controls

• Plumbing and Fixtures

• Fire Protection

• Electrical Distribution and Equipment

• Lighting

• Emergency Power

• Site Improvements (including parking lots and sidewalks)

• Food Service Equipment

• Safety and Security (both physical and electronic)

• Accessibility

DCAMM and MAARNG are seeking information that will identify investment priorities and support predictable funding for capital renewal at these facilities over the next 25 years.

Along with site visits, the Consultant will assess the condition of each of the active buildings at the 37 Massachusetts Army National Guard Armories and Readiness Center locations. A Facility Condition Assessment was completed by the Maguire Group for the MAARNG in 2009, and will be provided to the Consultant for confirmation and update. The Consultant will also develop a prioritized list of Deferred Maintenance/Critical Repair Projects at each Armory and a prioritized list across all MAARNG locations, individually and as part of a whole.

DCAMM estimates that work will commence in February 2018 and that the anticipated duration of the Facility Condition Assessment Contract will be __12__ months from contract execution.

1.2 Project Background Information

For the assessment of facilities at each MAARNG Armory location, DCAMM will provide such documentation of each facility as may be available. This will include Commonwealth Asset Management Information System (CAMIS) reports and data files, facility engineering drawings where available, CAD and Building Information Models (BIM) (if available), MEP documents, and other relevant condition assessments and studies previously commissioned by DCAMM or the MAARNG. The documents provided will relate to building systems, utilities, equipment, and other relevant information.

NOTE: DCAMM provides no assurance as to the accuracy and/or currency of any documentation provided to or acquired by the consultant.

DCAMM will require the Consultant to develop templates and procedures to collect the assessment data so as to minimize subjectivity and develop consistency of analysis across a wide variety of structures.

1.2.1 Project Management Team

DCAMM has established a Project Management Team consisting of DCAMM and MAARNG to facilitate onsite data collection where necessary and to review Consultant work products.

1.2.2 Massachusetts Army National Guard Facilities

The Massachusetts Army National Guard has 50 major facilities in 37 municipalities in Massachusetts. The majority of Readiness Centers consist of one building, though some have administrative and/or storage facilities as well. The full list is located in Exhibit C.

For a map of the Massachusetts Armories please see Attachment A to this SOW.

These facilities are grouped into Regions as follows:

Agawam Gardner Rehoboth Ayer Greenfield Springfield Bourne Hingham Taunton Braintree Leominster Ware Bridgewater Lexington Wellesley Brockton Melrose West Newton Cambridge Methuen Westfield Chicopee Middleboro Whitinsville Danvers Natick Worcester Dorchester Newburyport Bases with Armory buildings:

Fall River Pittsfield Hanscom Florence (Northampton) Quincy Camp Edwards

Framingham Reading) Barnes ANGB (Westfield)

Metro Boston – Braintree / Cambridge / Danvers / Dorchester / Hanscom / Lexington / Melrose Methuen / Newburyport / Quincy / Reading / West Newton Southeastern MA – Bourne / Bridgewater / Brockton / Camp Edwards / Fall River / Hingham Middleborough / Rehoboth / Taunton Central Region – Ayer / Framingham / Gardner / Leominster / Natick / Northbridge / Wellesley Whitinsville / Worcester Western Region – Agawam / Chicopee / Greenfield / Northampton / Pittsfield / Springfield Ware / Westfield

Facility Types

National Guard Readiness Centers (“Armories”) are multi-functional facilities used by MAARNG to provide training for units of MAARNG. Other local, state and federal agencies can use these facilities upon request. They serve as a storage and distribution point of military class weapons, command and control hubs and staging basis for first reponders in both man-made and weather-related threats and crises. They also provide a location for community involvement. These facilities frequently have a detached storage facility which will be evaluated as part of this Facility Condition Assessments.

Each facility to be evaluated is covered in the attached Facility Summary document as Exhibit C.

1.3 Proposal Submission in COMMBUYS

Consultants must submit a response to this SOW electronically through COMMBUYS.

1.4 Number of Awards

The number of Contracts to be awarded is one in order to insure consistant condition assessments across all MAARNG locations. Consultants may team with other companies and/or sub-consultants to form a “Team”.

1.5 Selection Team

A Selection Team consisting of representatives from DCAMM and MAARNG will review the responses to this solicitation, evaluate the proposals using the criteria specified in Section 5 of this SOW, and select the Consultant that provides the best value to the Commonwealth based upon the specified SOW requirements and criteria.

1.6 Contract and Schedule Duration

DCAMM estimates that work will commence in February 2018 and that the anticipated duration of the Facility Condition Assessments is seven (7) months from contract execution.

The term of the Contract may be extended to provide any associated services as determined by DCAMM.

1.7 Estimated Value of the Contract

The estimated value of services resulting from this SOW is $750,000. The Commonwealth makes no guarantee that any commodities or services will be purchased from any Contract resulting from this SOW.

2 SOW PROCUREMENT CALENDAR

EVENT DATE

Availability of SOW on COMMBUYS January 3rd, 2018

Deadline for Submission of Consultant Questions through COMMBUYS January 19th, 2018

Responses to Consultant Questions posted in COMMBUYS January 23rd, 2018

Proposal Submission Deadline February 7th, 2018 at 2:00 PM

Estimated Contract Start Date February 14th, 2018

Times are Eastern Standard/Daylight Savings (US), as displayed on the COMMBUYS system clock displayed to Consultants after logging in. If there is a conflict between the dates in this Procurement Calendar and dates on the Solicitation’s Summary tab, the dates on the Solicitation’s Summary tab on COMMBUYS shall prevail. Any changes in the Estimated Procurement Calendar which are made after the SOW has been published will not result in amendments to the Estimated Procurement Calendar. Such changes will appear only on the Solicitation’s Summary tab on COMMBUYS. Consultants are responsible for checking the Solicitation’s Summary tab on COMMBUYS for Procurement Calendar updates.

2.1 Written questions via the Bid Q&A on COMMBUYS

The “Bid Q&A” provides the opportunity for Consultants to ask written questions and receive written answers from DCAMM regarding this SOW. All Consultants’ questions must be submitted through the Bid Q&A found on COMMBUYS. Questions may be asked at any time prior to the Deadline for Submission of Questions stated in the SOW Procurement Calendar.

The issuing department reserves the right not to respond to questions submitted after this date. It is the Consultant’s responsibility to verify receipt of questions.

Please note that any questions submitted to DCAMM using any other medium (including mail, fax, email or voicemail, etc.) will not be answered. To reduce the number of redundant or duplicate questions, Consultants are asked to review all questions previously submitted to determine whether the Consultant’s question has already been posted.

Consultants are responsible for entering content suitable for public viewing, since all of the questions are accessible to the public. Consultants must not include any information that could be considered personal, security sensitive, inflammatory, incorrect, collusory, or otherwise objectionable, including information about the Consultant’s company or other companies. DCAMM reserves the right to edit or delete any submitted questions that raise any of these issues or that are not in the best interest of the Commonwealth or this SOW.

All answers are final when posted. Any subsequent revisions to previously provided answers will be dated.

3 SCOPE OF SERVICES

The Scope of Services includes the following tasks and deliverables described below:

A) Provide a Work Plan B) Develop a Template for Data Collection/Analysis/Presentation C) Review Background Data and Perform Site Inspection D) Synthesize and Analyze Information E) Site-Level Reports and System-Wide Recommendations F) Additional Services as identified/approved

Each task and related deliverables including for are as follows:

A) Provide a Work Plan - 2 weeks

Within two weeks of the Notice to Proceed, the Consultant will provide DCAMM and MAARNG with a draft Work Plan for review and finalization. The Work Plan will describe in detail how they intend to implement, on a task by task basis, the Scope of Services for the Facility Condition Assessments as described in this SOW. The Consultant will propose a method to keep the data current, including frequency and scope of updates.

Deliverables for this task

Work Plan

The Work Plan shall include without limitation:

• A narrative introduction describing the approach and methodology for the project.

• As per the project schedule, a step by step outline of tasks and implementation plan with hours and deliverables.

• Resources that you plan to commit to the project.

• Preliminary schedule of meetings, workshops and presentations.

• A method to keep the data current, including frequency and scope of updates.

B) Develop a Template for Gathering and Sorting Information – 3 weeks This task will involve the development of a template for the collection of existing condition data which will relate to the State’s New CAMIS system. Deficiencies will be categorized within this template using the Uniformat II classification. The template will be developed in collaboration with DCAMM and MAARNG, and will be used as the basis for quantifying capital costs and prioritizing deferred maintenance issues, both individually by building and holistically by the entire state.

Data Collection Template

C) Review Background Data and Perform Site Inspections – 8 weeks

The Consultant shall develop a broad understanding of the key areas relevant to the goals of this SOW by reviewing existing documentation. Existing building condition data where available will be provided for verification. The Consultant is responsible for identifying relevant areas of inconsistency or data gaps, and gathering further information as needed in a cost effective way. This task includes, without limitation, the following steps:

• Develop an understanding of the condition of facilities by reviewing existing information regarding each Armory, including, but not limited to: CAMIS, Maguire evaluation reports, project information, and facility condition assessments where available.

• Identify relevant gaps in the information to establish consistency.

• Propose a methodology for gathering additional information, including compliance with State and Federal accessibility requirements (specifically parking, entrance, toliets, drinking fountains and elevators, if applicable).

• Lead the effort to gather additional data.

• Organize, sort and summarize the data into useful categories.

• Perform site inspections, including photographs to illustrate deficiencies.

Assessment of Existing Data

For each location, provide an assessment of the quantity and quality of existing data.

If additional data collection is needed, provide a methodology for data gathering of existing facilities building conditions for review and approval.

Provide a list of equipment with a remaining useful life of 5 years or less.

D) Synthesize and Analyze Information - 6 weeks

The Consultant will synthesize the information and data gathered and perform an analysis summarizing overall site infrastructure and facilities conditions to provide an overview of deferred maintenance requirements at all MAARNG Readiness Centers (Armories). The Consultant will use this information to develop a list of projects across all MAARNG locations, in order of priority and regardless of location, to be used in support of funding decisions. This will include:

• Utilizing an industry-recognized process format, provide documentation for deferred maintenance assessments and establish priority and cost for each project identified.

• Identify level and criticality for each recommended repair project (less assessment effort may be required for building systems determined to be within five years of the end of useful life, but cost estimates for replacement systems are still desired).

• All data must be presented in an acceptable Microsoft Office format.

Prioritize each identified project according to the following criteria:

Priority 1: Currently Critical. These are needs and/or projects which significantly impact the mission of the MAARNG and require immediate action to return a facility to normal operation, stop accelerated deterioration, or correct a cited safety hazard, especially those conditions which potentially impact an entire site or pose a significant risk to health and safety.

Examples of such conditions would be:

Overall facility impact: A chilled water system is in imminent danger of failing.

Failure would make all buildings at a particular site non-functional.

Health and Safety Impact: Previously undiscovered dry rot has compromised structural beams. The building cannot be safely used without immediate repair.

Priority 2: Potentially Critical. These needs and/or projects will become critical within a year if not corrected expeditiously. Situations in this category include intermittent interruptions, rapid deterioration, and potential safety hazards. The significance of these conditions to the mission of the MAARNG should be a factor.

Priority 3: Necessary, Not Yet Critical. These needs and/or projects include conditions requiring reasonably prompt attention to preclude predictable deterioration or potential downtime and the associated damage or higher costs if deferred further. Conditions which do not significantly impact the mission of the MAARNG should be placed in this category.

Although determining a need and/or project priority can be a subjective process, the impact upon the MAARNG mission and the potential for failure should determine the priority of deferred maintenance and capital renewal requirements. Provide a draft of the final report for review and comment If the Consultant developed computerized databases and files in the course of the Facility Condition Assessments, the Consultant will provide such computer databases and electronic files to DCAMM.

Spreadsheets for loading in CAMIS

D) Site-Level Reports and System-Wide Recommendations - 8 weeks

A list of projects at each MAARNG Readiness Center site

A site-by-site analysis that summarizes overall infrastructure and facilities conditions and a list of projects at each Readiness Center site with budget level cost estimates in order of priority.

A list of projects across all MAARNG Readiness Center sites

A ranked list of projects with budget-level cost estimates across all MAARNG Readiness Center sites in order or ranking, and regardless of location.

E) Additional Services - TBD

Any additional services not identified in the SOW.

4 RESPONSE SUBMISSION REQUIREMENTS

4.1 Required Components for Response Submissions

The following five components specific to this SOW must be included in the order outlined below with your response. Failure to include all of the requested information and completed required forms may result in rejection of your firm’s submission. Required SOW components are as follows:

A) Response Cover Sheet – Exhibit A B) Consultant Cover Memo C) Schedule and Approach D) Consultant Team and Resumes E) Pricing Response - Exhibit B

Specifics for each required Response component are as follows:

A) Response Cover Sheet – Exhibit A

Complete the Response Cover Sheet, a copy of which is attached as Exhibit A.

B) Consultant Cover Memo

A statement of understanding of the SOW and commitment to perform.

C) Schedule and Approach

Provide a schedule and narrative description of Facility Condition Assessments schedule and approach.

This narrative should be developed such that it can convince the Selection Team that the respondent understands the objectives that the Contract is intended to meet, the nature of the required work and the level of effort necessary to successfully complete the contract.

D) Consultant Team and Resumes

Provide the team organization with a chart and roles, as well as resumes for each of the prinicpals and key staff persons who will be assigned to the project.

E) Pricing Response – Exhibit B

Complete the Pricing Response Form, a copy of which is attached as Exhibit B.

Submit a proposed fee for services for completion of the Facility Condition Assessments.

This fee must include all out-of-pocket expenses for the full Scope of Work. Costs not included in the fee for these Facility Condition Assessments will not be compensated.

The Facility Condition Assessments budget should be broken down into four (4) parts to reflect the four (4) parts described in the Scope of Work in Section 3.0, and as seen in Exhibit B.

5 RESPONSE EVALUATION CRITERIA

The Selection Team will review the responses to this solicitation and select the proposal that provides the best value to the Commonwealth based upon the specified SOW requirements and criteria.

During the selection process, the Selection Team reserves the right to take any or all of the following actions if it deems them to be in the interests of the Commonwealth of Massachusetts: a) reject any and all proposals; b) waive any minor informalities in proposals received or request Respondents to correct them; c) request additional information from Respondents and seek clarification from a Respondent provided the Selection Team determines it is not prejudicial to the interests of the other Respondents to do so. Action by the Selection Team in this regard should not be construed to imply acceptance or rejection of a proposal.

Responses will be rated and ranked to determine which Consultants will receive a Contract award.

5.1 Evaluation Components

The Selection Team will evaluate respondents based upon the information and materials contained in the response to this solicitation, interviews (if any) and any other information requested or obtained by the Selection Team.

The Selection Team will make its selection based on the following criteria:

A) Proposed Consultant Team and Resumes B) Proposed Schedule and Approach C) Proposed Pricing Response

The Selection Team will rate highly the respondents that provide competitive pricing.

As noted previously in this document, the estimated value of services resulting from this Scope of Work is $750,000.

Though price will be a significant consideration in the award, the Selection Team will not necessarily award the contract to the Bidder who proposes the lowest prices. Rather, selection of a respondent will be based on providing the overall best value to the Commonwealth.

ATTACHMENT A – LOCATIONS OF MASSACHUSETTS ARMY NATIONAL GUARD ARMORY LOCATIONS

INSTRUCTIONS TO COMPLETE THE BUILDING

SYSTEM CONDITION ASSESSMENT AND DEFICIENCY DATA SHEET

The following criteria will be used by the selected Consultant in completing the Building System Condition Assessment and Deficiency Data Sheets for each Massachusetts Army National Guard Armory/Readiness Center.

1. System Condition – Assessment of the estimated physical condition of the designated building system, including notation of when a system is within (or has exceeded) five years of the end of its expected useful life. Terms to be used include:

• “Excellent”

Performs to original specifications using non-standard tests Easily restorable to like-new condition

Minimal routine maintenance at a cost of less than 2% of replacement value.

• “Good” Performs to original specifications as measured using historical data and non-standard tests Routine maintenance at a cost of less than 5% of replacement value

• “Adequate”

Performance meets requirements Some corrective and preventive maintenance required at a cost of less than 10% of replacement value

• “Fair”

Performance fails to meet code or functional requirements in some cases.

Failure(s) are inconvenient Extensive corrective maintenance and repair required at a cost of less than 25% of replacement value

• “Poor”

Consistently substandard performance Failures are disruptive and costly Requires constant attention Renovate or overhaul at a cost of less than 60% of replacement value

• “Fail”

Non-operational or significantly substandard performance Replacement required because repair cost is greater than 60% of replacement value

2. Deficiency Title – Typical examples might include “Replace Deteriorated Windows” or “Repair Leaking Roof”

3. Deficiency Description – Brief description of each deficiency, such as “Windows have deteriorated to the point where they cannot be closed correctly”

4. Deficiency Cost – The cost to repair or replace the item/system.

5. Deficiency Priority – Identification of the priority rankings as per Section 3.2.1C of the

SOW.

EXHIBIT A – RESPONSE COVER SHEET

ONE ASHBURTON PLACE, 15TH FLOOR

BOSTON, MA, 02108

Response Cover Sheet for

STATEMENT OF WORK

for

FACILITY CONDITION ASSESSMENTS OF

MASSACHUSETTS ARMY NATIONAL GUARD ARMORIES

Issued by:

The Commonwealth of Massachusetts Executive Office for Administration and Finance Division of Capital Asset Management and Maintenance One Ashburton Place, Boston, MA 02108

Issued on:

January 3, 2018

VENDOR SUBMITTING RESPONSE

Name of Firm

Address of Firm

Contact Person at Firm Title

Phone Number E-Mail

EXHIBIT B – PRICING RESPONSE FORM

Please complete the following table for each task below. All costs provided include all costs associated with the Task.

TASK AND DELIVERABLES PRICE

A. Provide a Work Plan

Deliverable

• Work Plan, including your method to keep the data current, including frequency, scope of updates and identification of any Additional Services

B. Develop a Template for Data Collection/Analysis/Presentation Deliverable

• Template for data collection

C. Review Background Data and Perform Site Inspection

Deliverables

• Assessment of existing data

• Completing the DCAMM-provided spreadsheets for each building

• Equipment review

D. Synthesize and Analyze Information Deliverable

• Spreadsheets for loading in CAMIS

E. Site-Level Reports and System-Wide Recommendations

Deliverables

• A site-by-site analysis that summarizes overall site infrastructure and facilities conditions and a list of projects at each MAARNG site with budget-level cost estimates in order of priority

• A list of projects with budget-level cost estimates across all buildings identified at each of the 37 sites (50 Armory / administrative buildings and 15 ancillary storage structures) in order of ranking and regardless of location

F. Additional Services Deliverable

• If you have identified any additional services in the work plan that are not included in this SOW

TOTAL COST/PRICE FOR SERVICES IDENTIFIED IN THE SOW

NOTE: DCAMM will pay for delivered products upon approval.

NOTE: DCAMM will not pay for secretarial overtime or word processing charges unless DCAMM determines that extreme time demands imposed by DCAMM occasion the need for the same. DCAMM will not pay for parking or meals. Any other out-of-pocket expenses shall be paid only with DCAMM’s prior approval and only at cost without markup.