A05_A-E_Contract_-_SOW_.pdf

SECTION C –SCOPE OF WORK

C.1. INTRODUCTION

The Indian Health Service (IHS), an agency in the U.S. Department of Health and Human Services (HHS), provides a comprehensive health service delivery system for approximately 2.2 million American Indians and Alaska Natives (AI/AN). The Indian Health Service is seeking consultants to provide multi-discipline professional design services related to the planning, design, construction contract administration, and other A/E related services and studies at various Indian Health Service and Tribal health facilities located in the twelve (12) physical areas of the United States; Alaska, Albuquerque, New Mexico, Bemidji, Minnesota, Billings, Montana, California, Great Plains, South Dakota, Nashville, Tennessee Navajo, Oklahoma, Phoenix, Arizona, Portland, Oregon and Tucson, Arizona. Each of these areas has a unique group of Tribes that they work with on a daily basis.

These facilities include major medical centers, hospitals, healthcare centers, small ambulatory and dental clinics, staff quarters and support facilities. The services required will vary in size and complexity. All of these tasks must be coordinated with the area staff and tribal personnel on a task order level basis.

The A/E firm shall, in accordance with the terms and conditions set forth in this scope of work and the resultant contract, furnish all labor, personnel, management, facilities, supplies, equipment and material, instruments, and transportation, as necessary to accomplish the required services and furnish the government reports and other data requested with supporting material developed during the period of service per each individual task order. During the prosecution of the work, the A/E firm shall provide adequate professional supervision and quality control to assure the accuracy, quality, completeness and progress of the work.

C.2. PROFESSIONAL SERVICES TASKS

1. The A/E, as an independent firm and not assigned as an agent of the government, shall furnish the necessary personnel, management, supplies, equipment, materials, instruments, facilities and transportation and other items necessary to provide professional and technical services related to the planning, design and construction contract administration, and other A/E related services and studies at various Indian Health Service and Tribal health facilities located nationwide. Work on specific projects under this contract will not be requested or required except when the Contracting Officer awards task orders under the contract for such work.

2. The A/E services that may be required under this contract include, but are not limited to:

i. Evaluations, Assessments, and Planning Services (Referred to as “A” Services):

Building systems evaluations

Facility condition assessments

Field surveys

Legal survey work for real property transfers including metes and bounds surveys

Site development investigations

Studies o Feasibility and concept studies o Sustainability studies o Patient flow studies o Electrical studies o Engineering studies o Special technical studies

Environmental site assessments and testing

Environmental subsurface soil investigations

Geotechnical investigation and testing

Water quality analysis

Analyses of structural systems

Conceptual designs

Space utilization planning

Energy modeling

Evaluation of power quality problems

Conduct pre-design commissioning activities

Code compliance reviews (NFPA, NEC, ASHRAE, FGI, ADA, building codes, etc.)

NFPA 99 Risk Assessment Coordination (Ask technical)

Provide life safety code analysis

Phased Construction Planning

Planning in conjunction with other design services

LEED and Sustainability Adherence and Certification

Charrette

Construction Cost Estimating

ii. Design Services (Referred to as “B” Services):

Design and develop all-inclusive construction documents for healthcare facilities projects, ranging from small scale renovations, rehabilitation and upgrade of existing facilities and systems, major expansions to new stand-alone buildings, building addition and/or building renovations.

Schematic Design and Compliance with Approved Program Documents

Landscape Design

Interior Design

Residential Design

Design Development

Prepare construction documents (designs, plans, specifications, cost estimates, and miscellaneous reports)

iii. Construction Contract Administration (Referred to as “C” Services)A/E:

Conduct Value Engineering Analysis

Participate in Pre-Construction Conferences/Meetings

Respond to pre/post award requests for information (RFI)

Conduct construction commissioning

Review submittals

Perform construction observations

Prepare field observation reports

Provide recommended actions regarding deficiencies

Prepare Architectural Supplemental Instructions (ASI)

Monitor and evaluate construction progress for conformance to construction documents

Manage construction document versions/revisions

Review contract modification proposals

Conduct pre-occupancy commissioning or building re-commissioning

Prepare record drawings from as-built drawings

Provide advisory services on Source Selection Boards

Prepare as-built drawings on existing facilities

3. Integrate Sustainable Features: To the maximum extent possible these scope items shall integrate or include sustainability features that will reduce the energy usage, water usage, reduce emissions, divert solid waste, reduce consumption of toxic materials and chemicals, increase organic waste diversion, ensure retrofitting and renovation promotes the building's long term viability, and other sustainable enhancements.

C.3. CODES, STANDARDS AND GUIDELINES

1. All work shall be designed in accordance with current editions of Codes, Standards, and Guidelines referenced in Section 2 of the IHS A/E Design Guide or as otherwise required herein.

2. The Indian Health Service A/E Design Guide, which may be updated periodically, is the primary source used to describe most requirements for work to be performed. The guide shall be used as direction and guidance in areas of instruction and information not otherwise covered by the scope of work to the extent it is not in conflict with other provisions of the scope of work identified in each task order. When more than one code, standard, or guideline covers the same field, the jurisdiction for the project will determine the code, standard, or guideline to be utilized. The design shall conform to the latest published edition (unless explicitly stated otherwise) but not be limited to, the latest published edition of the following nationally recognized codes, standards, and guidelines.

3. The Indian Health Service (IHS) “Architect/Engineer (A/E) Design Guide” is available in PDF at the following internet address:

https://www.ihs.gov/des/publications/

If conflicts arise between the requirements set forth herein and the IHS A/E Design Guide, the requirements set forth in this contract will prevail.

4. The IHS A/E Design Guide provides guidance for the development of design documents, specifications, and other contract documents, architectural and engineering design features, submittals, and supplemental information. Modifications to the IHS A/E Design Guide requirements for specific projects will be addressed in their respective scopes of work and other contract documents as appropriate.

5. The IHS A/E Design Guide (“Guide”) shall be used for all requirements unless separate guidance is provided as part of the task order scope of work. The Guide shall be used as direction and guidance in areas of instructions and information not otherwise covered by the task order scope of work and to the extent it is not in conflict with other provisions of the scope of work. The Guide will be used to measure performance under this contract in matters not specifically identified herein. The scope of work herein may provide for variances and/or exceptions to the Guide. If other exceptions or clarifications are necessary, a written clarification will be provided by IHS.

6. A/E shall reference and adhere to the applicable Design Guide, Design Submission Instructions and Design Submittal Checklists located in the IHS A/E Design Guide unless separate https://www.ihs.gov/des/publications/ guidance is provided as part of the task order scope of work. Any discrepancies or conflicts that may arise shall be brought to the attention of the Contracting Officer immediately for resolution.

C.4. GENERAL

1. The A/E shall notify the Contracting Officer in writing immediately upon receipt of a request for services that is considered by the A/E to be beyond the scope and intent of the contract/task order or contract design action. The A/E shall not start work on these items until given a separate written "Notice to Proceed" by the Contracting Officer.

2. The Government may unilaterally issue a task order if an agreement with the Contractor can not be reached on price. When this occurs, the Contractor may rely on all rights and remedies afforded under the contract.

3. In an urgent circumstance, the Contracting Officer may provide a verbal approval to proceed before a price is negotiated. The verbal Notice to Proceed will be followed by written confirmation in the form of a “Not to Exceed” Task Order within 72 hours.

4. Task orders may be issued by the Contracting Officer at any time during the contract period.

The performance of the work required under a Task Order may extend beyond the end of the contract period.

5. The Contractor should refer to Paragraphs G.5. Task Order Procedures, I.3. “Ordering”, and I.4, “Order Limitations” for more information pertaining to the task order process for this contract.

6. A/E Services shall be performed in accordance with the established design schedule specified in each task order. The A/E shall insure timely delivery of submittals.

7. Individual Task Orders may provide alternate instructions, alternate estimating templates and may modify the above requirements as needed by the facility for each particular project.

8. Project Phasing (CPM):

i. The services may be performed in phases, at the option of the Government.

These phases will be executed when the Contracting Officer issues a separate written "Notice to Proceed" to the A/E for the particular phase.

ii. The A/E shall provide at each major submission phase, the state of their analysis of critical path points deserving attention and any relevant actions recommended or taken. An analysis of project phasing needs or recommendations shall be provided along with a description of how, if relevant, concerns are addressed in plans, drawings and specifications.

9. This project shall be designed utilizing Standard English Units in lieu of Metric Units. The A/E is required to convert any Metric unit data provided into Standard English units for use in the design.

10. The A/E shall provide project administration services for each task order awarded under this contract consisting of:

i. Coordinate communications concerning the project.

ii. Furnish regular observation and monthly progress reports in the form of meeting minutes concerning the progress of the project to the Contracting Officer’s Representative.

iii. Provide all submittals (charts, sketches, drawings, specifications and other documents) to the Contracting Officer’s Representative.

iv. Management of subconsultants. The Government does not have privy of contract with any subconsultants. Therefore, all meaningful project discussions will be with the prime A/E. Except in the presence of prime A/E project management, subconsultants shall not directly discuss with Government personnel any project characteristic that would involve a change to existing task order requirements, including additional performance time, or additional funding obligations. The A/E shall ensure all subconsultants understand their role for each project and their limitations on discussions with Government personnel. The A/E shall determine when to include consultants in project discussions concerning performance issues and arrange for their participation when warranted.

v. Prepay shipping charges on all charts, sketches, drawings, and documents sent to the Government.

vi. Perform any travel and pay lodging and other costs necessary to accomplish project work.

vii. Monthly status reports including an earned value analysis that evaluates progress in terms of budget and schedule.

11. The A/E shall provide all necessary coordination and review between disciplines including, but not limited to:

i. Coordination between the architectural work and the work of engineering and other disciplines involved in the project to provide seamlessly derived and acceptable deliverables free of conflicting, incompatible or uncoordinated components.

ii. Review and checking of documents prepared for the project.

iii. Coordinate site visits and meetings with Government personnel.

iv. Coordination of the A/E work with any related IHS engineering, service unit or facility staff.

v. Report any ambiguities or discrepancies found in the project requirements, criteria, documents, or any related work to the Contracting Officer and COR.

C.5. PLANNING, CONCEPTS & SCHEMATIC DESIGN (TYPE "A” SERVICES)

1. Upon receipt of task order and the initial written Notice to Proceed from the Contracting Officer, the A/E shall perform the services described in the task order. The A/E shall perform sufficient research, investigations and surveys so as to provide a design that is in compliance with the project's scope and free from all above and below ground construction interference.

i. Fieldwork and special studies if not provided for in the task order scope of work may be requested by the Government. This may include but is not limited to; soils investigations, soils analyses, digital aerial photography, topographical surveys, boundary surveys, mechanical surveys, asbestos surveys, environmental studies, noise studies, determination of utility locations and capabilities, and similar fact-finding investigations. If requested, the cost for this work shall be on a negotiated lump sum amount and included by modification to the task order.

ii. The A/E shall be responsible for the verification of all dimensions, measurements and locations of existing nearby facilities, all utilities, and equipment.

iii. The A/E shall perform a study of the applicable structural, mechanical, electrical, site, architectural, utilities and other systems and components regarding the project.

iv. The A/E shall make visits to the project site and to the Contracting Officer’s Representative’s (COR) office as necessary for effective completion of the project's design.

v. Provide other services as may be required by the task order.

2. Conceptual Design: A/E shall prepare and submit a Conceptual Submittal for the proposed project which shall include; as applicable to each task order issued under this Contract:

i. Site plan sketch to include:

a. Property boundaries, streets, and general area surrounding the site.

b. Base line and location of the proposed structure.

c. Both original and proposed finished grades within the construction area, either by spot elevations or by contour but of sufficient number or interval of contour to adequately show the intended concept and magnitude of grading being proposed for the project. Outside of the construction area, sufficient data should be provided to show the general topography in relation to the proposed construction work.

d. Existing and proposed walks, roads, parking areas, and fencing.

e. Location of existing and proposed utility lines for water, sanitary sewer, location of water and location of proposed fuel oil tank.

f. Area reserved for construction expansion of building, parking, etc.

g. Schedule showing estimated designed quantities of grading, paving and fencing, extension of utilities, roads, and sidewalks. NOTE: Sketches will be original design, in a minimum of 20% detail. There shall be no labor effort at this stage that may be interpreted as Type B Design Services otherwise subject to the 6% statutory cost limitation. Questions, if any, shall be directed to the Contracting Officer.

ii. Preliminary Conceptual Specifications:

a. A specification brief is to be prepared outlining the technical sections that are to be included in the final specification.

b. A/E shall prepare the specifications using the Construction Specifications Institute (CSI), Master Format.

c. If the project is to be selected for construction using the Construction Contract and/or Task Order process, the A/E shall prepare the project specifications so as to integrate with the IHS Provisions/Specifications.

d. A/E shall prepare the schedule of values using the Construction Specifications Institute (CSI) Master Format identifying costs associated with each subsection within each division.

e. Design Calculations and Analyses: A/E shall prepare and submit a report containing engineering design calculations and analyses for any decision that was required for this stage and that require such calculations.

f. Submittal Requirement List shall be provided by A/E for each Construction Contract and/or Task Order. The list shall identify critical submittals due within 30 days and within 60 days after contract award that must be approved by the Contracting Officer before the Notice to Proceed (NTP) will be issued.

g. The fee negotiated for these services shall include all associated printing, copying, reproduction, assembly and other administrative costs required for the delivery of one set of original submittals (hard copy and electronic media). The fee negotiated for costs associated with the delivery of additional copies of the original submittals will be separately stated.

C.6 DESIGN DEVELOPMENT (TYPE "B" DESIGN SERVICES)

1. At the option of the Government, over-the-shoulder reviews may be conducted by the Government at any time during the design process. The A/E will be responsible for notifying the Contracting Officer and COR when a project has reached 65% design completion for a comprehensive review. The level of completion will be determined by the A/E.

2. Deliverables (i.e. Plans/Drawings/Specifications/Cost Estimates) shall be delivered as stated in the scope of work for each task order to include the number of copies required. Additional guidance for the development of design documents, specifications, and other contract documents, architectural and engineering design features, submittals, and supplemental information is provided in the HIS A/E Design Guide. The Government subsequently has a final opportunity to make corrections/changes before requesting the Final Design documents.

C.7. CONSTRUCTION CONTRACT ADMINISTRATION (TYPE "C" SERVICES)

1. The A/E shall attend the pre-construction conference as scheduled by the Contracting Officer, if applicable.

2. Construction Schedules: The Contracting Officer may require the A/E to review and approve the Construction Contractor's proposed construction progress schedule; prepare Periodic Construction Progress Reports; and report and comment upon such progress reports which show any deviation from the previously approved Construction Progress Schedule.

3. If contracted to do so, the A/E shall furnish such advice as may be requested by the Contracting Officer and a qualified A/E representative shall make visits to the project site at periods required by the Government.

4. The A/E shall furnish personnel to inspect the construction and ensure every part of the construction work is performed in accordance with approved Specifications, Plans and Drawings.

The minimum amount of inspection will be specified in each Task Order for Type "C" Services, if any.

5. The A/E shall provide a written report on all construction deficiencies in equipment, materials or workmanship that:

i. Violates the contract plans or specifications; and

ii. If left unchanged, will seriously affect the safety, maintenance, adequate operation or functional use of the final product intended. This report shall be provided regardless of whether corrective actions were taken by the Contractor.

6. The A/E shall perform a technical review of all submittals furnished by the Construction Contractor. The A/E shall review and comment on all submittals such as Shop Drawings, Test Reports, Materials, Guarantees, Conformance Reports, etc. Submittals, with appropriate recommendations, will be forwarded to the Contracting Officer.

7. The A/E shall prepare and deliver a field report after each site visit, to include the purpose of the visit, items reviewed, deficiencies observed, recommendations and additional actions required, shall be furnished to the Contracting Officer and COR within three (3) work days following the site visit date.

8. In the event of proposed changes, modifications, or alterations to the Construction Contract, the A/E shall review, evaluate and comment on all cost estimates provided by the Construction Contractor.

9. On or before physical completion of the associated Construction Contract as determined by the Contracting Officer, and before final payment, the A/E shall:

i. Supervise the testing of all operating units and equipment to assure their conformance with the Specifications and furnish all engineering services necessary to insure such conformance.

ii. Furnish to the Contracting Officer, a full set of annotated As-Built Drawings as prepared by the Construction Contractor and certified as correct by the A/E.

iii. Assist the Contracting Officer in the preparation of Project Completion Reports.

C.8. DESIGN WITHIN FUNDING LIMITATIONS

1. The contract clause FAR 52.236-22 Design Within Funding Limitations is, with limited exceptions, required in all Federal design contracts and requires the A/E to accomplish the design so that a construction contract can be awarded at or below the estimated construction cost listed in the clause.

2. The clause also requires prompt notice to the Government if the A/E determines that the design requirements cannot be met within the budget. Such notices should be made as soon as the problem is identified and not wait for the next design submittal. Otherwise, the A/E is expected to continuously monitor the budget and adjust the design as necessary so that accurate construction cost estimates submitted for each design phase do not exceed the limit stated in the task order.

C.9. CONFERENCES AND MEETINGS

1. The A/E shall attend and participate in all project conferences pertinent to the services as defined by the particular scope of work under each task order. The A/E shall document all meeting minutes and review comments. All meetings will be held at IHS facilities unless otherwise stated.

2. Periodic meetings may be held whenever requested by the Government, or the A/E, for discussion of questions and problems relating to the services required under each task order.

3. At the option of the Contracting Officer, the firm may be required to attend and participate in other conferences in addition to those included in each task order. Labor and travel costs for such meetings/conferences may be negotiated and included by modification to the task order.

C.10. DELIVERABLES

1. All deliverables are required to be submitted in electronic searchable PDF format delivered through email to the Contracting Officers Representative. All work must be done by or under the direct supervision of licensed professionals. Specifications shall be prepared utilizing CSI formatted specifications such as Masterspec. All CAD files used for the creation of the design services documentation plan set will be delivered in AutoCAD, MEP and/or Rivet (latest version) to the COR through email, share drive or disk. The design shall be prepared using English system of measurement unless otherwise noted in the task order. Design services cost estimates shall be prepared in accordance with the IHS A/E Design Guide.

2. Reproduction of documents shall be prepared in accordance with the IHS A/E Design Guide.

C.11. A/E PROJECT MANAGER

1. The A/E shall appoint a Project Manager, an individual to serve as a single point of contact and liaison between the firm and the Contracting Officer and Contracting Officer's Representative (COR), for all services required under this contract. Upon issuance of a task order, the firm shall furnish, in writing, the name and contact information of the Project Manager to the Contracting Officer. The Project Manager shall be responsible for the complete coordination of all work developed under the particular task order.

2. Prior to submitting any documents to the Government, the A/E Project Manager shall be required to review the material for technical adequacy, coordination of disciplines, regulation compliance, errors/omissions, etc. Each submittal shall be accompanied by a statement within the transmittal letter indicating the documents were reviewed by the A/E Project Manager. The Government shall be notified, immediately in writing, of any changes in the A/E firm's Project Manager. The A/E firm's proposal shall include all perspective Project Managers, the type of work they will manage, and their qualifications.

3. Refer to the IHS A/E Design Guide, Chapter 2 for additional responsibilities of the A/E.

C.12.RESPONSIVENESS

As time is of the essence, particularly during the construction phase, the A/E shall promptly review and approve, disapprove or take other appropriate action upon all the IHS requests. The A/E shall submit recommendations on all shop drawings and other submittals and other requests within fifteen (15) calendar days after receipt. IHS shall state a time requirement if less than 15 days otherwise 15 days shall be the requested response time. If the scope of the required action is extensive, the A/E shall notify the Contracting Officer and request additional time, estimating the time needed to process the work. This request for additional time shall not relieve the A/E of his duty to process this work in a timely fashion.

C.13. COST AND SCOPE LIMITATIONS

1. The A/E must provide a usable project within the designated limitations of estimated services contract price and scope at the task order level. If at any time, the firm finds that the estimated design/planning services cost and scope of the project exceeds, or is likely to exceed, the estimated contract price or scope set forth in the task order, or subsequently approved preliminary cost estimates, the firm shall report this fact and submit recommendations and associated costs for reducing the project cost and/or scope to within the established limits. If additive/deductive items must be included in the bid schedule for cost/scope limitations, the firm shall properly delineate these items in the drawings, specifications, cost estimate, and design analysis.

2. Discrepancies between the budget and the design shall be disclosed to the IHS immediately upon identifying the issue. The A/E shall notify the COR for additional direction. The Contracting Officer will issue a Suspension of Work Modification upon such issues being identified. The Government will review the concerns and if a remedy is identified, the Contracting Office shall issue a Start Work Modification and the remedy will be made part of the contracted task order.

C.14 DESIGN CRITERIA

1. The A/E shall design each project to provide a complete and usable facility/end product within the given Maximum Construction Cost (MCC) provided by the Government at the beginning of project design. The MCC shall include the Construction Contract Costs, Government Furnished Contractor Installed (GFCI) Equipment and Contractor Furnished Contractor Installed (CFCI) Equipment.

2. The A/E shall incorporate the following requirements in the Specifications:

i. That the Construction Contractor shall furnish a copy of the Construction Drawings, indicating in RED any changes from the original design that occurred during the construction period. That the copy of the Construction Drawings shall be submitted to the Contracting Officer within 30 days from physical completion of the project and before final payment will be processed.

ii. A provision that all costs associated with required testing shall be included by the Contractor in the lump sum or unit price bid/offer and that the Contractor shall pay for all such testing costs.

iii. A provision that the Construction Contractor shall select a Certified Independent Testing Laboratory to perform all required tests. Further, this provision shall require that the testing firm be acceptable to and approved by the Contracting Officer in writing. The Government may ask the Construction Contractor to furnish a list of three (3) testing labs from which to choose.

iv. A provision listing all submittals required to be furnished by the Construction Contractor (materials, equipment, certificates of conformance, guarantees, shop drawings, etc.) identified by CSI Division, Section, Paragraph, and indicating critical submittals due within 30 days and within 60 days after contract award that the Contracting Officer must approve before issuing Notice to Proceed.

v. A provision requiring the Construction Contractor to provide a Schedule of Values within 10 days after award, which shall be prepared by listing all elements of expense/costs valued at $5,000 or less, or as otherwise directed by the Ordering Officer, in CSI Division and Subsection format.

vi. If applicable, a provision requiring the Construction Contractor to provide a schedule of cost for installed items that are required to be listed on Government real property records. The Government will provide to the design firm and the construction contractor a copy of the current requirements at the pre-construction meeting so that the cost can be accumulated. At the end of the construction contract, the construction contractor shall forward to the Government three (3) copies of the completed worksheet (real property cost). This worksheet will be validated by the design firm, who will work with the Government's real property representative to complete the current record documents. Final validated real property installed cost documents shall be forwarded (2 copies) to the Contracting Officer.

vii. Any other provisions as may be directed by the Contracting Officer.

NOTICE: Whenever the A/E finds it necessary to specify an item by brand name, a general disclaimer shall be placed at the beginning of each specification subsection indicating that the use of a brand name item is to set a standard of quality and is not intended to restrict the contractor from offering an equal item from other sources of supply. See Material and Workmanship clause (FAR 52.236-5, Apr 1984) in the construction contract. Any brand name intended to be a sole source shall be clearly indicated as such and shall receive prior approval of the Contracting Officer before it is placed in specifications.

NOTICE: The following wording shall be used in the specifications that unconditionally require that items bear the label of the Underwriters Laboratories, Inc., or similar organizations:

viii. The Contractor shall submit proof that the (state item) that it proposes to furnish under this specification conforms to the standard of the (list appropriate testing organization(s)) and shall be accepted as conforming to this requirement.

ix. In lieu of the label, the Contractor may submit a written certification from any nationally recognized testing agency, adequately equipped and competent to perform such services, that the (state item) has been tested and conforms to the standards, including method of test, of the (listed testing organizations).

C.15. DESIGN REVIEW DOCUMENTS – QUANTITIES AND DISTRIBUTION

1. Individual Task Orders will specify quantities of design review documents, to include ½ size drawings, full-size drawings, printed specifications, USB Flash Drive or electronic shared drive with drawings & specifications, and cost estimate, and where packages of submittal documents are to be sent. Individual task orders shall also identify the delivery method required.

2. When renderings are authorized the A/E shall be responsible for shipping with the proper packaging and insurance.

3. There are NO “Drawings” in the “Type A” Services, sketches only. Do not submit documents that may be interpreted to be “design effort” and more appropriately attributable to Type B Design Services.

4. The Final Submission on a USB Flash Drive or access to an electronic shared drive to include the 100% complete set of drawings and specifications and all documents to be used for the solicitation package and/or web site solicitation. Do not submit CD/DVDs. The final construction cost estimate shall be separate from the solicitation package and in electronic and hard copies. Drawings are to be digital copies of each sheet of the set of solicitation drawings, including an index of drawing files. File names are to be named so that the sheet number can be identified as part of the file name. Specifications, drawings or other documents shall be delivered in the format negotiated for each Task Order.

C.16. MATERIAL PROVIDED TO A/E

1. Copies of any current as-built drawings shall be made available to the A/E upon request.

A/E shall verify all plans, drawings and specifications, as multiple additional work projects on campus and construction expansions over the past five years could have impacted existing drawings. Indian Health Service, Division of Facilities Engineering drawing files, copy paper and copy machine will be made available for use by the A/E for this purpose.

2. NOTE: the Government neither warrants nor guarantees the accuracy of these documents;

the A/E is to conduct its own independent and complete investigation of the currently existing conditions without reliance on any Government-Furnished or provided plans/drawings and specifications.

3. Accuracy of Planning Information. The A/E shall visit the project site to investigate the information shown on the Government-Furnished drawings, record (as-built) drawings and other planning documents which are part of this contract. This information is the best available but the Government does not guarantee its accuracy or completeness. The A/E investigation of field conditions shall be performed in a competent professional manner.

4. Discrepancies in Planning Information. The A/E shall promptly report to the Contracting Officer in writing any discrepancies between this contract and the planning information provided by the Government. The A/E shall make no adjustments for this work due to the discrepancy before the Contracting Officer has reviewed the matter and forwarded his determination to the A/E. The A/E's failure to report any such discovered discrepancy or to wait for Contracting Officer's determination shall be at his risk and expense.

5. Reviews. The number of IHS reviews of the work shall be as indicated in the Submission and Completion Schedule under Article entitled "Submission and Completion Schedule". IHS review of the A/E's work product shall not be construed by either party to relieve the A/E from its professional responsibility to execute drawings, specifications and other work submissions with due care and in accordance with acceptable professional standards.

C.17. REQUIREMENTS DURING DESIGN OF CONSTRUCTION DOCUMENTS

1. Schematic, Design and Construction Phase related deliverables for plans, drawings and specifications shall meet the requirements of the IHS A/E Design Guide. Each drawing submission, and all reviews shall include a scope of work review detailing changes incorporated from the original design, the approvals associated with the changes and when relevant an analysis of the state of past, present and future scope of work status and plans.

2. Meeting Minutes: The A/E shall prepare minutes of all meetings, conferences, inspections, site visits, etc. A copy of the minutes shall be provided to the Contracting Officer and Contracting Officer Representative. Meeting minutes shall be provided to IHS within three (3) business days of the meetings, conferences, site visits, etc.

3. Construction cost estimates shall meet the requirements of the IHS A/E Design Guide.

i. All cost estimates shall be prepared using RS Means or other approved construction pricing databases. The cost estimates shall be sufficiently detailed to allow a complete examination of each major element cost.

ii. Precautions shall be taken and every effort shall be made by the A/E to prevent public disclosure of any information, especially Government Cost Estimates, made available to the A/E during the performance of this contract. All cost data contained in the Design Documents for each project shall be treated as privileged information and marked "FOR OFFICIAL USE ONLY" until such time as the project is awarded.

iii. The above provision also applies to any estimates as may be developed by the A/E during the performance of this contract or any task order.

iv. The estimate(s) shall be organized using the Master Specification format. The A/E shall use Microsoft Excel in preparation of the cost estimates. The cost estimate shall include the various categories of work involved, quantities, unit cost and applicable bonds and taxes. The estimate shall also be based on the anticipated start date for construction, plus an inflation allowance for the area for the anticipated time of bidding to include corresponding construction duration.

4. Building Renderings: Each design submission shall include renderings of the anticipated exterior addition to enable the IHS to review and obtain approval.

5. Submittal Log: The A/E shall develop a list of all submittals required by the specifications in Section 1 of each individual specification. The register should include specification reference, and item to be reviewed approved.

6. Construction Schedule: The A/E shall also be required to establish a preliminary construction schedule indicating the entire length of time estimated for the completion of the construction contract, measured in weeks. The A/E shall be required to provide a commensurate Gant chart for the construction activities to include critical path items. For example, utility shutdowns. This schedule shall include pre-construction activities (such as submittals and mobilization), specific construction activities/events, special phasing requirements and final activation of the new space by the IHS users.

7. Safety: To assure compliance with Indian Health Service and individual service unit and facility requirements and to design and accomplish construction work in a manner that does not compromise the health and safety of our patients, staff or visitors we require all construction specifications to include General Requirements Section 01 35 26, Safety Requirements.

C.18. QUALITY CONTROL

1. The A/E shall perform an internal quality control review of all drawings before each submittal. Reviews for technical accuracy, coordination of work within each discipline, coordination of work among disciplines, and coordination between drawings and specifications shall be included.

2. The Government’s expectation is that a Design Manager or other designated Quality Control Reviewer at the level of a Project Manager or higher coordinates the entire A/E team (all disciplines) internal quality control reviews prior to the delivery of documents to the Government.

3. The Contracting Officer or Contracting Officer’s Representative will notify the A/E if a potential design deficiency exists. The A/E shall have two (2) business days to respond to the Government. If the Contracting Officer determines that the problem is a design deficiency, the A/E shall be required to provide a corrected design within five (5) business days. This shall include complete clouded revisions to the drawings and specifications with a construction cost estimate for the corrected work. The A/E shall note that the Contracting Officer will at their discretion seek reimbursement up to the dollar value of said change to the construction contract. The A/E shall be liable to make corrections that are a result of design deficiencies for a period of three (3) years after the completion of the design.

Indian Health Service will not serve as a Quality Control check point for designs produced under this IDIQ contract. All design work and estimating must be fully inclusive and comprehensive. Errors and Omissions of design elements that result in additional cost to the construction contract may result in charges to the A/E firm.