20200709_SOW-SistersSiteDev.pdf

USDA Forest Service Scope of Work

04/17/2020 Sisters RD Compound Site Development 1/17

Deschutes National Forest

Sisters Ranger District Compound Site Development

Scope of Work

July 9, 2020

04/17/2020 Sisters RD Compound Site Development 2/17

Table of Contents

1. BACKGROUND AND GENERAL INFORMATION

1.01 LOCATION AND SITE INFORMATION

1.02 PROJECT DESCRIPTION

2. GENERAL SCOPE OF WORK

2.01 SCOPE OF WORK

2.02 GENERAL INFORMATION

3. TASK 1 - PROJECT MANAGEMENT, QUALITY CONTROL & DATA

COLLECTION

3.01 TASK 1 REQUIREMENTS

3.02 TASK 1 DELIVERABLES:

4. TASK 2 - FIELD INVESTIGATIONS

4.01 TASK 2 REQUIREMENTS

5. TASK 3 – MINI-CHARRETTE

5.01 MINI-CHARRETTE REQUIREMENTS

6. TASK 4 – ENGINEERING REPORT AND SITE DEVELOPMENT PLAN

6.01 ALTERNATIVE DEVELOPMENT

6.02 ENGINEERING REPORT AND SITE DEVELOPMENT PLAN

7. TASK 5 – LEED OR GREEN GLOBES/SUSTAINABLE BUILDING

7.01 TASK 5 REQUIREMENTS

8. TASK 6 AND 6A – CONCEPT DESIGN – 30%

8.01 TASK 6 AND 6A REQUIREMENTS

9. TASK 7 AND 7A- PRELIMINARY DESIGN – 60%

9.01 TASK 7 AND 7A REQUIREMENTS

10. TASK 8 AND 8A – CONSTRUCTION DOCUMENTS – 90% AND 100%

10.01 TASK 8 AND 8A REQUIREMENTS

11. TASK 9 - ENGINEERING SERVICES DURING BIDDING AND

CONSTRUCTION

11.01 GENERAL

11.02 SITE VISITS

11.03 AS-BUILTS

12. SECTION J--LIST OF ATTACHMENTS

12.01 FILE TRANSFER SYSTEM FOR DATA

12.02 ATTACHMENTS

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1. BACKGROUND AND GENERAL INFORMATION

1.01 LOCATION AND SITE INFORMATION

A. The Sisters Ranger District compound is located within the community of Sisters, Oregon and falls within the boundaries of the Deschutes National Forest.

B. The current compound is located on approximately 47 acres of Forest Service land. This property was partitioned in 2019 and the northern 35 acres is being sold under the Pilot Conveyance Authorities (Pilot). The Forest Service will retain Parcel 2 south, the southern

11.22 acres where the existing district office is currently located.

C. The retained acreage is located within the city limits on the western edge of the downtown commercial district. The site development plan should consider the City of Sisters development standards.

D. There are 8 structures remaining on the retained Parcel 2 south; the current district office, two residences that have been converted into office space and 5 additional residences, one

(1) of which is condemned. All were constructed in the late 1950’s and early 1960’s.

E. Three (3) of the buildings are slated for decommissioning as part of compound development – the office (bldg.# 2002), the fire management office (bldg. #2007) and the condemned residence (bldg. #1023). The desire is to retain as many of the remaining residences (bldgs. # 1011, 1025, 1037, 1038) and, if possible, convert fire office #2 (bldg. # 1041) back into a residence in Phase 5 of this project.

F. Phasing of construction includes:

1. Phase 1: Construction of a 12,000 to 14,000 square foot Ranger District Office

2. Phase 2: Construction of a 4,980 square foot District Storage Facility to include eight

(8) individual storage units, four (4) individual heated ABA restrooms/shower rooms, and a heated combined workshop. This phase will include the installation of an overhead water tanker fill station, relocation of the existing paint storage facility and hazmat building.

3. Phase 3: Decommissioning of the existing Ranger District Office, Fire Management Office and the condemn residence mentioned in 1.01 D

4. Phase 4: Construction of Engine Storage Building and Fire Cache

5. Phase 5: Construction of a ten (10) single occupancy bedroom bunkhouse to replace the majority of the existing residences.

G. The site is served by city utilities including an 18” sewer main along the north edge of the property and 10” water main with several laterals and individual water meters that supply existing district compound buildings. The City of Sisters has requested that the site development consolidates supply lines.

1.02 PROJECT DESCRIPTION

A. The Sisters Ranger District will remain on the southern 11.22 acres at the corner of N. Pine Street and State Highway 20 in Sisters, Oregon. These retained acres need to be redeveloped to account for the existing facilities to be retained, the new buildings to be constructed under the different phases in the future, and consolidation of city utilities.

B. This project will provide the field investigations necessary to assess the site as well as an approved site development plan that can be carried into design.

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1. Analyze the site, and buildings including all site utilities: water, sewer, power, telecommunications in accordance with the requirements laid out in Task 2.

2. Prepare an engineering report detailing the condition of the existing buildings slated for retention, site and existing infrastructure.

3. Develop a minimum 3 alternatives to address site, site utilities and new building locations. Alternatives should be evaluated to:

a. Provide for on-going operations, office space for employees, ability to serve the public and use of temporary storage facilities (conex, awnings, etc…) during construction and between phases of the project.

b. Reduce additional ground disturbance for access roads and parking areas

c. Retain as many existing residences as possible

d. Consider visual aesthetics for the traveling public along State Highway 20 and

N. Pine Street

e. At least one (1) alternative should consider parking in the rear of the new office building.

f. At least one (1) alternative should consider placement of the new office building at the location of the current office, on the corner of Hwy 20 and S.

Pine Street.

4. Create a Site Development Plan based on the alternative chosen by the Forest Service.

5. The Design portion of this project will occur in two (2) separate steps: The design of the office, related site features, and utility relocation will be the first step. The design of the storage building and its site features will be the second step.

C. The following General Scope of Work outlines the Tasks and additional criteria involved to accomplish these activities.

2. GENERAL SCOPE OF WORK

2.01 SCOPE OF WORK

A. The scope of work for this project is divided into nine sections as follows:

1. Task 1 – Project Management, Quality Control and Data Collection

2. Task 2 – Field Investigations

3. Task 3 – Mini-Charrette

4. Task 4 – Engineering Report, Alternative Development, and Site Development Plan

5. Task 5 – LEED or Green Globes/Sustainable Building

6. Task 6 – Concept Design – Office and Site Work (30%)

7. Task 6a – Concept Design – Storage Facility (30%)

8. Task 7 – Preliminary Design – Office and Site Work (60%)

9. Task 7a – Preliminary Design – Storage Facility (60%)

10. Task 8 – Construction Documents – Office and Site Work (90% & 100%)

11. Task 8a – Construction Documents – Storage Facility (90% and 100%)

12. Task 9 – Engineering Services during Bidding and Construction

B. The costs for Task 1 do not have a separate pay item. They shall be incorporated into Tasks that are awarded.

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C. This project will occur in steps: Tasks 2-8 are the first step. Tasks 6a, 7a, and 8a are the second step, and Task 9 is the third step. The firm most qualified to complete this project as a whole will be the one selected, however the project will be awarded in steps.

D. The completion date for Tasks 2-8 is a total of 260 calendar days upon receipt of the Notice to Proceed (NTP).

2.02 GENERAL INFORMATION

A. The intent of this project is to obtain architectural, engineering, and technical design services for a site development plan and design at Sisters Ranger District Administrative Site. Design shall meet the requirements of the most recent edition of the specific design criteria and codes listed in all sections of this contract (including Section J), the FS Manuals and Handbooks, and State/Local requirements if more stringent than those listed above.

B. Individuals performing the work shall have the appropriate education, experience, certifications, and professional registrations, as appropriate, to perform the services required in the task order. All work will be completed by or under the direct supervision of architects and/or engineers licensed in the State of Oregon (as appropriate to the work being performed).

C. The A/E contractor shall perform necessary research, field investigations, and engineering calculations. The study shall incorporate all engineering computations, test and survey results, code review and references/citations, assumptions, life cycle cost analysis, LEED data (if appropriate), maps, drawings and all other similar pertinent information to clearly document and support recommendations provided.

D. The A/E firm shall furnish all materials, supplies, equipment, transportation, and personnel to provide engineering services described in this Scope of Work.

E. At a minimum, this design shall include features that meet the following requirements:

1. Analyze and document the major architectural and engineering aspects of the existing site, including existing utilities.

2. Coordinate and meet with other federal, state (including Oregon Department of Transportation), and local agencies.

3. Incorporate a mini-charrette.

4. Utilize the Forest Service prospectus, reports, and program information as a starting point for the alternatives.

5. Provide an Engineering Report containing alternatives, cost estimates, drawings, calculations, and recommendations.

6. Provide a Site Development Plan that meets the requirements of Task 4.

7. Provide a final design that can be constructed within the planning level estimated at $8 million.

8. Meet the requirements of the Forest Service Handbook (FSH) 7309.11 Chapter 70, Sustainable Buildings. This includes but is not limited to designing/documenting:

energy performance, water efficiency, indoor environmental quality, and material environmental impact.

9. If the new office building is over 10,000 sf, meet the requirements of Silver level LEED or Two Green Globes certification for the new building. All third-party certification design costs/submittal fees are a responsibility of the A/E. Task 5 shall include preparation and tracking of Design, Construction, and Post Construction

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10. Design shall incorporate allowances for an advanced electrical meter and electrical metering system meeting Forest Service energy policy requirements.

11. Coordinate with FS Regional/National Integrated Technology work group to meet the requirements for data/telecom design (in building and on site) and relocation of the Forest Service telecommunications equipment and any new utility services required for new construction or modified facilities.

12. Business operations shall be maintained during construction. The Administrative Site’s heaviest operational period is from mid-May to mid-September, and the construction schedule needs to accommodate the ability for the Administrative Site to maintain full operations, including public access.

13. Verify that the design accommodates the proposed furniture and equipment through the development of floor plans, equipment lists, etc.

14. It is expected that the design will provide architectural features that meet FS requirements (Built Environment Image Guide) and maintain the character of the overall site, to the utmost extent, while utilizing materials that are widely available.

The City of Sisters design standards should be incorporated as much as possible.

3. TASK 1 - PROJECT MANAGEMENT, QUALITY CONTROL & DATA

COLLECTION

3.01 TASK 1 REQUIREMENTS

A. The Contractor shall designate a point of contact for coordination of this project. This individual shall have overall responsibility for the performance of the work to ensure the work is progressing on schedule and within budget.

B. The Contractor shall maintain cost-tracking information on a monthly basis, project budget summary sheet, project log, all project related conversations, meeting notes, and quality assurance audits and shall make these available to the FS as requested.

C. The Contractor shall develop, execute, and demonstrate that the project plans and specifications have gone through a rigorous review and coordination effort. The requirements are as follows:

1. Two (2) Weeks after the NTP: The Contractor shall submit a detailed QA/QC Plan describing each step that will be taken during the development of the project. Each step should have an appropriate space where a senior member of the firm can initial and date when the action has been completed. The Plan shall incorporate/include;

a. A “yellow-out” process wherein the point of contact has verified that all review comments have been addressed in the drawings, specifications, reports, etc;

b. Review checklist that verifies coordination has been made between the various professional design disciplines, cross-checks have been made between callouts/references to other sheets/details, design criteria has been met, and that all submittal requirements have been met and a complete submittal package has been prepared and ready for submission, prior to each submittal.

2. Provide an updated QA/QC plan with each Task submittal. Senior member signatures shall be up to date with each submittal.

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3. 100% Submittal: The Contractor shall submit the completed QA/QC Plan along with the latest marked-up documents (plans, specifications, etc.) necessary to ensure that a thorough review and coordination have been completed.

D. The contractor shall prepare a project schedule noting the submittal points for each task and other critical phases in the design process. The proposed design schedule will incorporate a timeline beginning at the NTP and ending with the completion of the Construction Documents. The schedule will incorporate 5 week period for the Forest Service Value Analysis at the Preliminary Design submittal and a minimum of 21 calendar days for the other Forest Service review periods.

E. A project kick-off meeting shall be held within 10 calendar days of NTP. The purpose of the meeting is to gather existing data, establish goals, objectives, and design criteria for the project and to develop alternative design approaches. In order to ensure an acceptable approach to the Site Development Plan, the Contractor shall review the FS documents and provide a list of additional needs or questions, if any, to the FS at this meeting.

F. At the time of the kick off-meeting, the Contractor shall provide a memorandum summarizing the existing data, chief design criteria/issues, and a list of additional information necessary to complete the design.

G. Additional meetings with the Forest Service may be required during the Concept Design phase, the Preliminary Design phase, and the Construction Document phase. The contractor shall provide minutes for each meeting and will be prepared with specific detail in the follow categories:

1. Work accomplished since last meeting;

2. Issues encountered;

3. Decisions needed to maintain schedule;

4. Work planned for next month;

5. Budget status; and

6. Schedule status

3.02 TASK 1 DELIVERABLES:

A. QA/QC Plan, project schedule, kick-off meeting memorandum, and summary/minutes of each meeting.

4. TASK 2 - FIELD INVESTIGATIONS

4.01 TASK 2 REQUIREMENTS

A. The services to be provided shall include a site investigation, fact finding and gathering, analysis, documentation, coordination of data with the USFS, and coordination with appropriate offices of the State of Oregon, Deschutes County and the city of Sisters, as necessary, to assure a complete and accurate plan.

B. The Government will provide the Contractor with available records. The Contractor shall visit the project site to investigate the Government furnished information. This information is the best available but the Government does not guarantee its accuracy or completeness; it is the Contractor’s responsibility to verify the completeness, accuracy, and acceptability for use in design. All work necessary to gather additional information is the Contractor’s responsibility.

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C. Field survey work for site topography will be completed by the Contractor. The Contractor shall review any FS provided site maps and utilize a Professional Land Surveyor, licensed in the State of Oregon, to verify accuracy/suitability of existing data and to develop and provide any additional survey needs necessary to complete design of the project. The Professional Land Surveyor is responsible for developing/establishing survey control (horizontal basis of bearing and vertical datum), completing the design survey, developing topographic basemaps, and providing survey control drawings meeting FS requirements as part of the construction documents plan set.

D. The Contractor shall perform record search, coordinate utilities locate, and schedule the design survey. The design survey shall establish vertical and horizontal control and provide detailed field information needed to prepare topographic base maps, which will be used for the design and construction of the project (see Section J). Electronic copies of the base mapping shall be provided to the Government in the FS current version of AutoCad® and Civil 3D® format with supporting database files.

E. The Contractor (including civil, electrical, mechanical, etc, sub-consultants) shall visit the project site to obtain all data needed to complete their work. While on site, investigate the information shown on any Government furnished drawings, record (as-built) drawings, and other planning documents which are part of this contract. The Contractor’s investigation of field conditions shall be performed in a competent professional manner.

F. Field investigations shall cover all of the requirements shown in FSH 7309.11 23.51 Site or Facility Evaluation Report. In addition, the investigation should include:

1. Perform a geotechnical investigation for new Administration office, storage building, bunkhouse and a fire engine bay. The general location will be agreed to with the Government. Conduct preliminary investigation work to identify the anticipated subsurface conditions at each structure or facility site. Provide appropriate geotechnical design data for structures proposed at each site.

G. Investigate and document the site utilities, utility services to the site and for each structure and other infrastructure for sufficiency of the planned development. Utilities include but are not limited to electrical, telecommunications, water (Potable and firefighting) and sewer/septic systems and associated equipment.

H. Coordinate with the Forest Service to determine telecommunication needs for the site and any potential new office or living space. Include consideration of computer data cabling for telephone and computers within the office space. The anticipated voice and data communication needs should be met for the life of the buildings.

I. All services necessary for a complete analysis and design as outlined in this contract are included in the fixed fee cost proposal unless specifically excluded by the contract.

5. TASK 3 – MINI-CHARRETTE

5.01 MINI-CHARRETTE REQUIREMENTS

A. A mini-charrette shall be held after the on-site visit within 45 calendar days of the NTP.

The purpose of the mini-charrette is to utilize a collaborative approach to create realistic and achievable designs that work. It is anticipated that the charrette will be a 2 day process and at a minimum, shall include Forest Service staff, and the Contractor’s architect, Civil Engineer, and landscape architect. Specific outcomes of the process shall include:

1. Detailed summary of group discussions

2. Information presented in a workshop format

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3. Detailed summary of the specific strategies that will be included in the project design.

4. Sketches and drawings to be incorporated into the site development plan.

B. The Contractor shall be responsible for all coordination and facilitation necessary to complete the mini-charrette.

C. Review and augment the space program for the new Administration office, Storage building, bunkhouse and fire engine bay. .

D. The Contractor shall prepare three rough draft schemes (drawings) for the site plan to bring to the Charrette. These schemes shall include various alternatives for demolition and new buildings and facilities. Discuss and show physical layout for the following:

1. Buildings to be demolished.

2. New buildings, and exterior features including parking, access, and utilities.

E. Provide preliminary “ball park” costs for the charrette, including building costs, renovation costs, and site development.

6. TASK 4 – ENGINEERING REPORT AND SITE DEVELOPMENT PLAN

6.01 ALTERNATIVE DEVELOPMENT

A. Describe alternatives proposed for in depth analysis. Provide adequate detail to fully describe each alternative and scope being considered.

B. Prepare a minimum of three conceptual layout options for developing the site. The site planning options shall address possible scenarios for development, which include building facilities for the USFS with variations on the extent and type of remodeling to existing facilities. Develop a conceptual and budgeting cost estimate for each option including demolition, remediation of hazmat materials, relocation of buildings and new buildings, facilities and infrastructure including all supporting utilities.

1. At a minimum, consider cyclical costs and annual operation and maintenance factors as part of the rationale for material selection. Alternatives shall take into consideration construction and material supply factors, physical environmental factors such as climate, elevation, exposure, geology, etc., and other factors such as vandalism, security, visual resources, etc.

2. At least one (1) alternative should consider placement of the new office building at the location of the current office, on the corner of Hwy 20 and S. Pine Street

3. Alternatives shall consider and provide for continued FS operations during construction of each phase of development, including the provision of temporary employee office space onsite, if necessary.

4. Include demolition of existing buildings and facilities, remediation of hazmat materials, relocation of any existing buildings and new utilities and infrastructure.

5. The Forest Service desires minimal operations and maintenance cost for all facilities and associated infrastructure proposed in the Sisters Administrative Site development.

Life-cycle-cost analysis shall be performed. Recurring operation and maintenance costs and cyclic costs shall be carefully considered in all alternatives.

a. Clearly indicate initial capital investment, annual operation and maintenance costs and periodic major component replacement costs. Analyze and display all costs in terms of current dollars, that is, include the effects of inflation. Life cycle cost analysis shall use a period of 50 years.

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6.02 ENGINEERING REPORT AND SITE DEVELOPMENT PLAN

A. The Forest Service will select one of the three conceptual layouts. The Contractor shall then prepare a Site Development Plan.

B. Specific requirements for the Engineering Report and the Site Development Plan are shown in FSH 7309.11 Chapter 20 under Site or Facility Evaluation Report and Site Development Plan.

C. Include a final space plan for all buildings.

D. Include a preliminary cost estimate to be used as the project budget in future phases.

Include all future costs including hazmat abatement, demolition, moving of any buildings, historical clearance, new facilities, utilities and buildings and engineering costs.

7. TASK 5 – LEED OR GREEN GLOBES/SUSTAINABLE BUILDING

7.01 TASK 5 REQUIREMENTS

A. The new office building shall achieve LEED Silver certification or 2 Globes Certification (at a minimum) and shall also meet the requirements of FSH 7309.11 Chapter 70, Sustainable Buildings.

B. This task has two parts; (1) Certification for design and (2) Certification for construction.

C. The Contractor shall provide all design, administrative, and project management services to ensure that the project shall receive a minimum required certification from the appropriate third party certification program. This shall include, but not be limited to:

1. All necessary design, development, and submission of required documents,

2. Payment of fees required as part of the certification process,

3. Coordination with all parties/agencies/groups that is required as part of the certification process,

4. Life cycle costing meeting federal requirements,

5. Briefing/decision meetings with the FS, and

6. Construction assistance and oversight of the certification process attributable to the Forest Service

D. Final deliverables for the design phase of this task shall be:

1. The final set of LEED/Green Globes documents (including final construction drawings and specifications), review and verification by the certification program that the final design and design documents/process meets certification requirements, and summary of credits and strategy to achieve these credits during construction.

2. Report on proposed construction credits to be acquired.

E. Final deliverables for the construction phase of this task shall be;

1. Completion of all Construction Credits and a report on expected Post Construction Credits to be achieved. The Contractor shall enter all information for Construction Credits per this task.

2. Final certification of the project by the appropriate certification program.

F. Final deliverable for the Post Construction Phase of this task shall be the completion and submittal of all Construction Credits including all fees.

G. The Contractor shall monitor the progress of the certification process and pay all fees for appeals of denied credits.

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H. The Contractor shall provide all design, administrative, and project management services to ensure that the project shall meet the sustainable building targets.

I. The final deliverable for the design phase of this task shall be a final narrative/with supporting calculations substantiating that the project meets the requirements of FSH

7309.11 Chapter 70.

J. The final deliverable for the construction phase of this task shall be a final narrative/report with supporting calculations substantiating that the project meets the requirements of FSH

7309.11 70, including building commissioning.

8. TASK 6 AND 6A – CONCEPT DESIGN – 30%

8.01 TASK 6 AND 6A REQUIREMENTS

A. The Contractor shall review the program materials furnished by the FS and all prior submissions to ascertain the requirements of this phase of the work and shall prepare Concept Design Documents illustrating the scale and relationship of project components for review and approval of the FS. The Contractor shall be responsible for the professional quality and technical accuracy of all of the documents it prepares.

B. Design elements furnished by the FS are guidelines and variations from those design elements may be considered. Any variation considered shall be submitted to the FS for review and approval prior to incorporation into the design. The request shall include an explanation of the specific reasons for the desired change and benefits expected.

C. Services under this phase shall include but not be limited to the following:

1. All requirements as defined in the A&E Submission Instructions for Minor Construction Projects.

2. Requirements in Project Design Prospectus.

3. Coordination and meetings with Federal, State, and Local officials in acquiring the necessary permits/approvals of design in preparation of construction. Includes development and submittal of all necessary drawings, narratives, figures, sketches, reports, etc.

D. The Contractor shall prepare an intermediate submittal for this task. The intermediate submittal shall include a site plan, floor plans and other details suitable for discussion with USFS personnel. The Contractor will then host a conference call and “Live Meeting” over the internet where all parties can view and comment on the progress of the design. These conference calls will be used to refine the floor plan and site plan layouts; and other details.

Each event will discuss the feasibility of costs and the budget.

E. Prior to submission of Concept Design material, the A/E shall discuss and outline phasing requirements for the project with the Forest Service’s Project Manager. These phasing requirements shall describe the general sequence of the project work, estimated project duration, and what Government constraints will exist that will influence the Contractor's approach to the construction project.

1. Submit a phasing narrative within two weeks after the discussion with the Forest Service’s Project Manager. The Forest Service will review the submission and return comments to the A/E within two weeks of receipt. The A/E will then use this information in preparing their Concept Design, Preliminary Design, and Construction Document submissions.

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F. The FS review of the Contractor’s work product shall not be construed by either party to relieve the Contractor from its professional responsibility to execute drawings, specifications and other work submissions with due care and in accordance with acceptable professional standards.

9. TASK 7 AND 7A- PRELIMINARY DESIGN – 60%

9.01 TASK 7 AND 7A REQUIREMENTS

A. Preliminary design will incorporate the review comments and prior work/requirements from the Concept Design phase.

B. The Contractor shall prepare Preliminary Design Documents illustrating the scale and relationship of project components for review and approval of the FS.

C. Services under these phases shall include, but not be limited to the following:

1. All requirements as defined in A&E Submission Instructions for Minor Construction Projects as shown in Section J.

2. Requirements in Project Design Prospectus

3. Coordination and meetings with Federal, State, and Local officials in acquiring the necessary permits/approvals of design in preparation of construction. Includes development and submittal of all necessary drawings, narratives, figures, sketches, reports, etc.

4. Phasing Plans for Construction.

D. In each submission, the Contractor shall resubmit the materials specified in the prior submissions, revised according to the comments made by the FS resulting from the prior review(s).

E. The Contractor shall use the current Construction Specifications Institute (CSI) Master Format specifications in preparing Concept Design Documents for the project and shall edit those specifications to tailor them for this project. When no standard exists for a "unit of work", prepare the item consistent with the CSI format.

F. Should the Contractor determine that a deviation from such standards and specifications is necessary or beneficial to the Government; he shall promptly submit a request in writing to the Contracting Officer for permission to make the deviation. The request shall include an explanation of the specific reasons for the desired change and benefits expected.

G. Specifications will include general requirements, technical specifications, and bid items list.

10. TASK 8 AND 8A – CONSTRUCTION DOCUMENTS – 90% AND 100%

10.01 TASK 8 AND 8A REQUIREMENTS

A. Based upon the Concept and Preliminary Design Documents, equipment layouts, other program materials furnished by the FS, and any adjustments in the design scope of the Project, the Contractor shall prepare Construction Documents. The Contractor shall be responsible for the professional quality and technical accuracy of all of the documents it prepares. The intent of the Government is that, at the 90% Submission, the Bid Documents are complete except for final comments.

B. Final design will incorporate the review comments and prior work/requirements from the Preliminary Design phase. The Contractor shall refine the drawings and specifications so

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C. Services under these phases shall include, but not be limited to the following:

1. All requirements as defined in the A&E Submission Instructions for Minor Construction Projects.

2. Requirements in Project Design Prospectus

3. Special inspections schedule (by professional discipline and construction item/phase) including Special Inspections required by the International Building Code, Special Inspections required by any permits (Wetland, water, sewage/septic systems) and critical inspections needed by USFS.

4. A Building Construction Permit is not required for this project. An Electrical Permit and Inspection is required for the project. A paper and electronic courtesy copy of the Construction Documents shall be delivered to the Code Jurisdictional Authority and any special permitting agencies.

5. Acquisition of the necessary design approvals from Federal, State, and Local, officials (DOT’s, SHPO) in preparation of construction, including meetings and products necessary to acquire them.

6. Project Phasing: The Contractor shall develop a schedule that will provide information on phasing and construction sequence.

7. Provide a detailed construction cost estimate with equipment and materials for all disciplines including demolition and any phasing. Provide separate estimates for each discipline and each option.

D. A plan in hand review meeting will be held at the end of the review period so the Contractor can receive final comments. The Contractor shall make adjustments to the final designs based on the comments received from the FS. Upon completion of the changes, the Contractor shall provide final documents as outlined in “A/E Submission Instructions for Minor Construction Projects”.

E. Project Phasing: The Contractor shall develop a schedule for the project implementation.

The schedule shall provide information on phasing which will lay out the sequence for construction and tasks to be performed by the Government to fully complete this project.

The Contractor shall serve as an advisor to the Contracting Officer on all phasing matters.

11. TASK 9 - ENGINEERING SERVICES DURING BIDDING AND

CONSTRUCTION

11.01 GENERAL

A. The Design Contractor shall provide engineering support to the Forest Service during the bid period including design clarifications, submittal review, cost analysis and answering questions on the construction documents. Provide an analysis of bids received if requested by the Government.

B. The FS will prepare the bidding advertisements. The consultant will assist the FS during the bidding period as needed. The consultant will prepare a “Conformed” set of documents, incorporating any addenda items, for construction if requested by the FS. These documents shall be submitted to FS and stamped, “Issued for Construction”.

C. The FS will provide day-to-day on-site contact with the Construction Contractor and coordination between the FS and the Design Contractor during the Construction Period.

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D. The Construction Period will commence with the award of the Construction Contract(s) and will terminate with the acceptance of the facility by the FS. The Design Contractor shall not provide administration of the construction contract. The Design Contractor shall act in an advisory capacity to the Contracting Officer.

E. The Design Contractor shall not be the representative of the Contracting Officer on the construction site and shall make no such representation to the Construction Contractor(s) without the specific written approval of the Contracting Officer. The Design Contractor shall have no authority to approve any construction means or methods of work of the Construction Contractor.

F. The Design Contractor shall not be responsible for the acts or omissions of the Construction contractor or any other persons performing any of the work and shall not be responsible for the failure of any of them to carry out the work in accordance with the Construction Documents.

G. The Design Contractor shall provide engineering support to the FS, as necessary, during the construction process, including the preparation of change orders, design clarifications, submittal review, and assistance in startup and testing during the final review of the project.

H. The Design Contractor shall participate in the pre-construction conference. The purpose of this meeting is to clearly establish an understanding of the roles during construction.

I. The Design Contractor, when requested, shall assist the Contracting Officer and his Contracting Officer Representative (COR) to interpret the construction documents and shall:

1. Recommend any action(s) he deems suitable for the satisfactory prosecution of the construction work;

2. Prepare any supplemental drawings, specifications or other documents that may be required to clarify or supplement the construction documents;

3. Assess the preparation of Construction Contract Modifications initiated by or through the FS to be executed in accordance with the Construction Documents.

J. The Design Contractor shall review cost proposals for construction modifications when requested by the Forest Service. The Contractor's reply regarding his review of cost proposals and his recommendations shall include an independent breakdown of costs in detail with quantities and unit prices and shall cover both additions and deductions of labor, materials and equipment.

K. The Design Contractor shall check shop drawings, detail drawings, schedules, descriptive literature and samples, testing laboratory reports, field test data and review the color, texture and suitability of materials for conformity with the design concept and construction documents. The Contractor shall recommend approval, disapproval, or other suitable disposition within five (5) calendar days after receipt.

L. The Design Contractor may, through the COR, request the Construction Contractor to submit related components of a system before acting on a single component. The Design Contractor may be required to hold joint reviews with the FS technical staff on complicated system submittals.

M. The Design Contractor shall notify the COR in writing of any and all deviations from the requirements of the construction documents that was found in the Construction Contractor's submittals.

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11.02 SITE VISITS

A. During the Construction Period the Design Contractor shall make visits to the project site.

Site visits shall be made as and when requested by the Contracting Officer or his authorized representative. The total number of visits is estimated to be 4 for special purposes as requested by the Contracting Officer. A site visit is defined as a visit to the site by one employee, followed by a written report.

B. Only registered architects and engineers thoroughly familiar with the project may make these site visits. The Contracting Officer has the prerogative to determine the professional discipline(s) required for each visit. The Design Contractor shall observe the construction, advise the COR of any deviations or deficiencies.

C. A site inspection report which includes the purpose of the inspection, items reviewed, deficiencies observed, recommendations and additional actions required, shall be furnished to the Contracting Officer or his authorized representative within five working days following the site visit date.

11.03 AS-BUILTS

A. The contract documents will require the contractor to maintain “red-line” drawings to be used by the consultant in compiling record drawings. Based on information gathered by the FS’s on-site inspector and “red-line” drawings supplied by the contractor, the consultant shall prepare record drawings that show as they were actually installed.

B. The A/E shall incorporate into the drawings all significant changes marked-up by the Forest Service and, any significant changes made by solicitation amendments and construction contract modifications from drawings marked up by the construction contractor. The revision portion of title block shall be dated and noted "Record As-Built Drawings".

1. The A/E shall prepare record drawings by making changes on the original contract CAD drawings through the revision cloud process. A copy of the up-dated original will be sent to the COR for verification. Upon the verification, the A/E will submit the originals to the Contracting Officer in hard copy and to an electronic site.

2. The A/E shall deliver the record drawings to the Contracting Officer within sixty (60) days after receiving the marked-up documents from the COR. Submission shall be subject to the approval of the Contracting Officer as to quality and completeness.

C. Complete items per the AE Submission Instructions.

D. PDF Drawings: One half-sized set and one full sized set bound together

E. PDF Specifications: One bound set

F. One electronic set as designated by the Forest Service including the following

1. One complete set of CAD drawings. Drawings shall have all x-references bound into the drawings and shall be purged of un-reference entities. Provide both full and half sized pen tables (Plot style tab .ctb file). Include both hard copy printout with layers and colors and pen definitions and embed each sheet on a hidden layer.

2. One set of PDF specifications.

12. SECTION J--LIST OF ATTACHMENTS

12.01 FILE TRANSFER SYSTEM FOR DATA

A. The Government BOX file transfer system shall be used to transfer all project data and correspondence to and from the Government. Details of this system will be supplied after

04/17/2020 Sisters RD Compound Site Development 16/17 contract award. The system will be used as the project data repository for the duration of the project.

B. The (GFP) Government Furnished Property Items will be provided in electronic format only to the contractor via the Government BOX file transfer system.

C. All data for submittals, correspondence from and to the contractor shall be electronic and be put on the project BOX site.

D. Date all submittals files on the date uploaded to BOX. 20190320-ElectricalMaterials- 260050 etc/

E. Create a dated folder for each submission example: 20190320-Submittals02

F. Provide a multipage PDF for materials submittals, do not submit one PDf for each material.

G. Identify items in PDF in file name generally.

12.02 ATTACHMENTS

A. The following will be provided as part of the solicitation package:

1. Site Maps

2. Design Prospectus

3. Space Needs Analysis

4. Master Electrical Load List

B. The following items will be provided in electronic format only to the contractor via the Government BOX site. BOX Details to be supplied after award.

1. FSH 7309.11 70 – Buildings and Related Facilities Handbook – Sustainable Buildings

2. FSH 7309.11 20 – Buildings and Related Facilities Handbook - Planning

3. Built Environment Image Guide

4. Regional Building Physical Security Standards

5. A/E Submission Instructions for Minor Construction Projects

6. SustChecklist_NewConstr-Renov.xlsx

7. IT and Electrical Design Guidelines

8. Access Control System Design Guidelines

9. List of USDA approved Lenel system vendors

10. Concept floor plan for Storage Facility

11. Specifications and Drawings for example information:

a. Forest Service Sign Base

b. 087100 Door Hardware (for access control)

c. 260010 General Technical Provisions

d. 260050 Basic Methods and Materials

e. 260061 UPS

f. 260114 Cable Trays

g. 260574 Arc Flash Analysis and Short Circuit Study

h. 262411 IT Room Shutdown Panel

i. 264313 Surge Protective Device

j. 270000 Telecommunication Wiring Systems

k. 281600 Intrusion Detection

l. 282300 Video Surveillance System

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m. 283111 Fire Alarm and Detection Systems

n. 281300 Access Control System

o. Example of Access Control and Video Surveillance

p. IT Room layout examples

q. IT Room Shutdown Panel