Scope_of_Work_Design_Build__Monroe_Chiller_12-11-18.docx

U.S. General Services Administration Public Buildings Service Greater Southwest Region

December 11, 2018

Scope of Work Design and Construction Services

1. Project Title: Monroe Federal Building and Courthouse HVAC Plant Upgrade

2. Project Location: LA0029ZZ Monroe Federal Building and Courthouse 201 Jackson Street Monroe, LA 71202

3. Building Location Hours: Normal business hours are between 0700 hours and 1600 hours Monday through Friday. Work that might disrupt building staff (such as loud disruptive work or work causing strong odors, etc.) shall be done after normal business hours. All outages, tie- ins to existing systems, or interruptions to service of any kind shall be approved by the tenants and GSA, scheduled in advance, and conducted after hours.

The contractor will ensure that all personnel under his employment are familiar with and obey all building applicable regulations. Personnel are to stay within the limits of the established work area. Personnel will not enter areas identified as restricted unless required and cleared by the COR.

Any shutdown of power and other utilities requires three (3) weeks advance notice to the COR. Most utility notifications must occur after core working hours to prevent impacts to staff.

4. Purpose

The project is planned to be a Design-Build (D/B) contract format. This document is based on a two project process. The project described in this document involves complete renovation and replacement of the chiller plant at the Monroe Federal Building and Courthouse in Monroe, Louisiana, including chillers, pumps, VFDs, Air Handlers, cooling tower and coils. The second project, which will be awarded at an unknown later date under a separate contract, will be to renovate and add additional square footage to the building. The project described within, should take into account designing a new chiller plant to fit the need and load of the upcoming additional square footage while being able to support the current load of the building for up to 5 years. It should be assumed that the second project may or may not happen and this design build should account for both scenarios. A schedule and flow diagram are included in this document and shall be utilized for design. Please note that all model numbers referenced in the schedule should be utilized for better or equal to products. Also attached is a must have list of small HVAC requirements for design and construction under 13.7.

The GSA proposes major alterations to the building’s mechanical and supporting electrical systems while keeping preservation of historic elements. Additional requirements include but not limited to 1) replacing chillers to Smardt Chillers or equal that fit energy efficiency requirements 2) replacing lighting to LEDs in basement where mechanical plant is located and 3) providing a structural analysis for the roof for new equipment, design, and install of structural support.

A previous design was completed by Leidos Engineering in 2016. Their design specifications and drawings are included in this document. Their design is provided as reference ONLY and full design requirement and risk relies solely on the Design-Build Contractor. However, the schedule and flow diagram must be utilized for design as it outlines the future requirements and shows which equipment will be incorporated in this project versus equipment to be left in place for future expansion. The BAS work shall be an integration into the existing system. Furthermore, the roof must be analyzed for future weight and load and an analysis must be completed by a structural engineer. If additional structure is needed, design is to be provided.

In summary, design the new chiller plant to support future building additions while being able to support the current load for the next 5 years. Review GSA’s attachments for the HVAC/BAS for the design.

5. Points of Contact:

5.1 Contracting Officer: Brian Dwyer

819 Taylor Street Fort Worth, TX 76102 Phone #: 817-978-7336

Project Manager: Chelsey Click

6. Notice to Proceed:

6.1 The Contracting Officer is the ONLY individual from the Government that can give the Designer of Record (DOR) a notice to proceed (NTP).

6.2 Before any of the work within the scope of the contract is started, the Contractor shall confer with the COR (Contracting Officer Representative) and agree on a sequence of procedure; means of access to premises and building; delivery of material and use of approaches; use of corridors, stairways, elevators, and similar means of communications; and the location partitions.

7. Period of Performance: The total period of performance for this contract is 285 calendar days. The design portion of the contract will be met within 105 days, with the 35% review happening on or before 30 days, 75% review on or before 60 days, and the 100% review on or before 90 days. The Government will have a 2 week review period between each design phase. The construction portion of the contract will be executed and completed in 180 days. The construction phase includes the close out and turn over processes. During construction, temporary cooling shall be utilized to maintain tenant comfort. There should be no disruption to the tenants during the life of the project.

7.1 Design Phase:

Kick- Off Meeting After award, the DOR will host a Pre-Design/ Kick-Off meeting to discuss initial ideas and rationale for approaching the project design, review of proposed schedule, scope review, and contract requirements. Reference Section 12 for submittal requirements.

Project Schedule Requirements The contractor shall submit a project schedule within 15 days of Notice to Proceed. The project schedule shall include a written narrative describing the major work activities, activities on the critical path and major constraints underlying the sequence and logic, all tasks to be performed under this project, duration of each task and tentative dates each task will be performed. Project schedule must be approved by the GSA Project Manager prior to performing any work under this project. The project schedule shall incorporate milestone events specifics in the contract, including NTP, Substantial Completion, and milestones related to specific work phases and site restrictions. The schedule shall also include contractor-defined milestones to identify target dates for critical events, based on the contractor’s sequence of work. Microsoft Project or other similar format can be used for this schedule. Updated schedule must accompany each monthly invoice. Schedule shall include both design and construction activities and work breakdown structure must be sufficiently detailed to accurately describe and capture work flow.

Electronic Project Management System A secure, web-based, electronic project management (ePM) system will be provided by the GSA to accommodate the information needs of all project participants. The ePM system will be implemented at the beginning of the Design Stage and maintained continuously through completion of the Design and Construction Stages. All communications among the major parties involved in the execution of the project are to be captured and recorded in the ePM system. User licenses and training will be provided for all Government and contracted members of the Project Delivery Team who will require access to the ePM system. The DB Contractor shall use the ePM system for all necessary communications with other major parties involved in the project.

Design Build Contractor Team The DB Contractor shall provide experts in disciplines listed in PBS-100, Facilities Standards for the Public Buildings Service, and as otherwise required in this section, with credentials as indicated, as they apply to this project. The DB Contractor shall provide sufficient staff of project managers, architects, design engineers, field engineers, superintendents, inspection and testing engineers, scheduling specialists, cost engineers, clerical and accounting personnel, etc. to perform the required work. In the event that any of the personnel named in the DB Contractor accepted proposal become unavailable, the Contractor shall promptly submit a complete written resume for a proposed substitution, any other information necessary for the GSA to approve or disapprove, and a detailed explanation of the circumstances necessitating the proposed substitution. See FAR 52.236-5, Material and Workmanship, regarding removal of any employee deemed incompetent, careless, or otherwise objectionable. At a minimum, the DB Contractor key team members shall consist of the following:

· Corporate executive

· Project manager

· Architectural designer

· Engineering designers – all disciplines

· Major consultants

· Energy conservation personnel

· Waste management coordinator

· Lighting consultant

· BAS/Controls personnel

· Structural Engineer

· Construction superintendent

· Quality control superintendent

· (Can NOT be the same person as the construction superintendent)

· Project engineer(s)

· Safety program coordinator

· (Can NOT be the same person as the construction superintendent)

· Sustainability coordinator

· BAS integrator must be an authorized Sieman’s technician or authority

Preliminary Design Concept & Final Design Concept Submissions Provide a preliminary design concept submission in accordance with the submission requirements listed in PBS-P100. The following is also required:

· Sketches, to provide overlay of existing to new construction to show relationships and assist in initial phasing concept.

· Design Narrative, all design concepts must indicate space requirements. Include information about ground level space allocations. Include information about any construction that impacts tenant spaces.

· Provide a final design concept submission in accordance with the submission requirements listed in PBS-P100 and the following additional requirements:

· Design Narrative, all design concepts must indicate space requirements for HVAC equipment, narratives of the proposed systems, and heating, cooling, and energy calculations. Discuss structural repairs and strengthening that may be required. Discuss proposed construction methodology, safety, and any tenant impacts.

· Assist the CMa in reconciling final design concept review comments, and provide written responses to all comments.

· Review and comment on the CxA commissioning record outline. Review and comment on the CxA commissioning plan updates defining roles and responsibilities for Project Delivery Team members in managing the commissioning process during the Design Stage. Participate in Design Stage commissioning coordination meetings with the Project Delivery Team. At each Phase within the Design Stage, assist the CxA in reviewing and updating the OPR documentation for additional detail and clarity. Incorporate the results of the OPR review in the design narratives accompanying each design submission. The design narratives will serve as the basis of design (BoD) as referenced in the GSA PBS Building Commissioning Guide.

Design Development Submission (35%, 75%, 100%) Provide a DD submission in accordance with the submission requirements listed in PBS-P100 and the following requirements:

· Host and conduct each design phase review meeting with stakeholders. Conduct a program and scope review for each meeting.

· The DB Contractor shall prepare and distribute an agenda for each hosted project meeting, three days in advance of the meeting date. Provide minutes of all hosted project meetings identifying new and unresolved action items and associated responsible parties. Minutes must be provided within 24 hours. It should be expected that meetings could take place every week at maximum or every 2 weeks minimum.

· Furnish monthly progress reports, addressing completed/resolved issues and outstanding/awaiting resolution issues, to be used by the GSA to ensure that information is forthcoming from the team and that the DB Contractor is taking information provided to the next level of development.

· Conduct analyses and provide supporting documentation for systems selections/optimizations.

· Provide draft construction specifications, including Division 1 General Requirements for DB Contractors self-performed work and subcontracts, emphasizing project phasing, subcontractor requirements and preliminary project-specific construction management issues. The construction specifications must be prepared following the GSA MasterFormat 2004 Version and must include Division 1 General Requirements developed to a level corresponding to the level of completion of design. Coordinate Division 1 requirements with GSA, the CMa, and the CxA.

· Assist the CMa in reconciling review comments, and provide the GSA with written responses to all comments.

· Review and comment on the CxA Design Stage commissioning record.

· In coordination with the GSA, the CMa, and tenant agencies, develop, maintain, and update a construction work sequence plan addressing: construction phasing approach, use of any fast tracking to achieve best value for the Government, schedules for award of subcontract construction packages, including procurement cycles, submittal approvals, construction delivery, and testing/ commissioning, tenant impacts, possible labor and/or material shortages, and ordering of long-lead delivery materials.

7.2 Construction Phase:

Pre-Construction After agreeing on a start construction date with the COR and CO, the contractor shall perform all services described below before start of construction:

· Conduct a Pre-Construction conference with the GSA team to discuss scheduling, construction coordination, submittals, and safety.

· Prepare and submit a detailed breakdown of the planned construction work sequencing, timing, tenant moves, project safety/security and required coordination among the DB Contractor and the subcontractors.

· Determine and verify tenant agencies’ security system’s needs equipment performance and related costs. Address and coordinate construction delivery phase operational security requirements in the construction specifications. Coordinate with tenant agencies to develop agency-specific security construction requirements. Ensure that construction mobilization issues such as site access, staging, perimeter security, street closures, permits, etc., are addressed in the construction specifications.

· Provide preconstruction photographs, professional-quality, 8 by 10 inch, color photographs of different views of the existing site and building. Views should include each exposed exterior side of the building, all significant exterior and interior spaces. Views selected should be suitable to serve as “before” photographs for comparison with final photographs to be taken after the construction is complete. Review space with the tenant and GSA representatives to document and agree on any pre-existing “wear and tear” and damage in the space. Provide a compact disk (CD) containing two sets of digital images of all photographs. All prints and digital images must be accompanied by a statement signed by the photographer allowing the GSA to reproduce the images without compensation in print and electronic media.

· The contractor shall conduct weekly progress meetings and provide meeting minutes within 24 hours of the conducted meeting. Each meeting should include a three-week look ahead from the contractor detailing upcoming work, testing, schedule, work behind schedule, open issues, and open RFI’s. Provide and distribute an agenda for each meeting three days in advance of the meeting.

· The CMa shall maintain and write daily reports. These are to be submitted to GSA on a weekly basis for approval.

· Prepare and submit a submittal schedule. In the submittal schedule, identify all submittals requiring review and by which party. All submittals shall be processed using the ePM system in accordance with GSA procedures. Promptly correct and resubmit any submittals returned unapproved, allowing sufficient time for re-review in order to maintain the project schedule. GSA shall have 2 weeks at a maximum for each submittal review. Refer to Section 12 for additional required submittals.

· Develop an overall field inspections and testing plan (e.g., concrete strengths, HVAC performance, etc.). Coordinate with the CMa and CxA. Conduct inspections and tests as required by the construction specifications. Coordinate with local municipal officials for inspections such as fire marshals if required. Conduct construction safety (OSHA) inspections as required.

· Submit all RFIs (request for information) using the ePM system to request clarification of any apparent conflicts, ambiguities, or omissions in the contract requirements. Each RFI must include a specific description of the issue requiring clarification, citing the specific related contract documents requiring clarification. RFI’s should only be submitted after performing due diligence to confirm that the contract requirements in question are in fact unclear or otherwise inadequate. RFI’s between the DB design team and the DB contractor should utilize the ePM system so that these RFIs are visible to the CMa and GSA. An open RFI log shall be kept and discussed at each progress meeting.

· Payment requests will be submitted monthly. Update the construction schedules monthly prior to each payment request. Provide an advance copy of the construction progress report to the CMa and GSA. Provide documentation evidencing the cost of work performed to be included in the payment request. Allow ability of costs shall be in accordance with FAR 31.105 and 31.2. Before submitting each payment request, meet with the CMa and the GSA to review the advance copy of the construction progress report. Ensure that the CMa and the GSA are in agreement as to the progress of the construction work and the value of the work completed. Based upon agreed value of work completed, submit monthly payment requests to the GSA.

· The CxA shall update and refine the commissioning plan, defining all construction commissioning roles and responsibilities specific to testing and inspection of commissioned systems and building features and performance of special testing. The CxA shall maintain and update the commissioning plan, including revisions required to keep the commissioning plan current throughout the construction phase, and shall submit monthly updates of the commissioning plan throughout the construction phase.

· Review and comment on the CxA commissioning plan updates. Review and comment on the CxA commissioning schedule, coordinating the commissioning work with the Project Delivery Team to ensure that commissioning activities are being incorporated. Integrate commissioning activities into the construction schedule.

· Provide the CxA with information required to perform commissioning tasks, including O&M materials and contractor start-up and checkout procedures. Before systems start-up, assist the CxA in coordinating with contractors and design engineers to obtain information and clarity on control sequences and interlocks as necessary to develop detailed testing procedures and an enhanced systems start-up and initial systems checkout plan. Review and comment on the CxA step-by-step commissioning test procedures for commissioned systems, including pre-functional test (PFT) procedures, functional performance test (FPT) procedures, and documentation forms and construction checklists for all commissioned equipment and assemblies. Test procedures shall include manual functional testing and energy management control system trending and may include stand-alone data-logger monitoring.

· Coordinate with the CMa, CxA and involved subcontractors as necessary to facilitate performance of independent commissioning testing and inspection, including as a minimum: sequence testing of HVAC central plant and air distribution, refrigeration/heating/air handling load test, and HVAC system controls. Coordinate with the CMa, CxA and involved subcontractors to facilitate performance of retesting and reinspection as required if initial testing and inspection indicates performance deficiencies. Provide the CxA with all subcontractor functional testing records for commissioned systems and assemblies. Review and comment on the CxA commissioning inspection reports. Resolve failures reported in the commissioning issues log.

7.3 Closeout Phase:

Substantial Completion: Pre-Final & Final Inspections Prior to substantial completion, assist the GSA in conducting a pre-final walk-through. An internal contractor punch list should be developed and completed before the pre-final walk. This is to be provided to the GSA before the pre-final can take place. During the pre-final, assist and prepare a punch-list documenting remaining work. Participate with the GSA in conducting follow-up inspections to administer resolution of punch-list items, involving the CMa, the CxA, tenant agencies and other stakeholders as appropriate. After the GSA certification that the major work milestones are complete, assist the GSA in conducting a final inspection and verify all punch-list items are resolved. Substantial completion will be given at Final Inspection when work is accepted by the Government. Final payment will not be made until all badges/cards are returned to the GSA.

· O&M manuals for all new equipment

· New equipment list

· Warranty Documents (All workmanship and materials shall be warranted for a period not less than 365 days from date of acceptance by the Government and Substantial Completion)

· Instructions/POC for warranty calls

· Waste Diversion and Disposal

· Startup documents

· Sequence of Operations documents

· Commissioning documents

· Training sign in sheets with CD/DVD’s

· BAS O&M manuals (Functional Design, Hardware, Software, Operations, and Maintenance Manuals)

· BAS IT Riser Diagram

· BAS Points List

· BAS Field Test Reports

· JACE License Forms and Programming Files

· BAS Backup Disks

· Final Project Photographs

· Final CAD as-built drawings and electronic as-built specifications

8. Description of Work: Contractor shall provide all materials, labor, tools, equipment and supervision to accomplish tasks as outlined in contractor documents. (See Section 4 Purpose)

8.1 Design the new chiller plant to support future building additions while being able to support the current load for the next 5 years. Review GSA’s attachments for the HVAC/BAS for the design.

9. Liquidated Damages: If the contractor fails to complete the work by the date specified in the contract, or any authorized extension, the contractor shall pay to the Government as liquidated damages, the sum of $2,370.42 dollars for each day of delay.

10. Sustainability:

10.1 Green Purchasing: See attachment 1: Green Purchasing requirements.

10.2 Waste Diversion: Fourteen days from Notice to Proceed, the Contractor shall submit to the Project Manager, and updated Non-Hazardous Solid Waste Management Plan (Attachment 2): Waste Diversion Plan, to include (not limited to):

a) List of materials Contractor will reuse

b) List of materials the Contractor will donate and name and address of donation recipient.

c) List of materials the Contractor will recycle and the name and address of the recycler. If Contractor receives recycling revenue, Contractor shall keep revenue and provide receipt for GSA for reference.

d) Name and location of solid waste landfill for non-diverted material.

The contractor will record and track the type and quantity, by weight or each material salvaged, reused, recycled or disposed throughout the project. The contractor shall provide a Construction Management Waste Management Report upon request of Substantial Completion.

10.3 Indoor Air Quality (IAQ) Management Plan: See attachment 3: IAQ.

11. Other Requirements: Security Clearance Requirement

The list is required to be updated each time an individual leaves the contract, or new individuals are added. The list must then be resubmitted from the RO to the Zonal Help Desk prior to any new CIW submissions; otherwise, the CIW will not be processed until such time the RO Contractor Approval list is updated.

Integration Technician: Integration technician performing installation shall be certified on the Niagara AX JACE for both installation and maintenance of the system and shall have a minimum of 3 years’ experience performing the required tasks. The Contractor shall provide via submittal the integration technician’s resume and certification documentation. Additionally, contractor personnel performing work on the BAS under this contract must possess 5 year full NACI Clearance and GAC Cards in order to access GSA secured networks and sites.

12. Submittal: The contractor is responsible for submitting a submittal registry with additional submittals listed. The below chart outlines a timeline of required submittals:

Design

Construction

Waste Management Plan & IAQ Management Plan

13. Attachments:

13.1 Attachment 1: Green Purchasing

13.2 Attachment 2: Waste Diversion Plan

13.3 Attachment 3: IAQ Plan

13.4 Flow Diagram and Schedule

13.5 Leidos Drawings and Specifications

13.6 BAS Specifications

13.7 Overview of future Monroe Federal Building Construction

13.8 Equipment Must Have Requirements

Attachment 1: Green Purchasing

Sustainability:

· Green Purchasing:

· The contractor shall refer to the “Green Procurement Compilation” for all products being installed in federal facilities. The Green Procurement Compilation can be found at https://sftool.gov/greenprocurement. The standards found in this compilation shall guide all product purchasing decisions as they relate to federal facilities.

· The use of the following standards (“Key Sustainable Product” or “KSP” standards) is mandatory for all contracts and task orders. See https://sftool.gov/green-products/1037/key-sustainable-products for more details.

· Nylon Carpet: NSF 140 Gold certification and > 10% post-consumer recovered content.

· Interior Latex Paint: < 50 grams per liter (g/L) VOCs post tint (i.e. SCAQMD Rule 1113 standard).

· Gypsum Board: Greenguard Gold Certification.

· Acoustical Ceiling Tiles: Meets California Section 01350 standard for low-VOC materials and total recycled content > 20% and recyclable in a closed loop process and USDA Certified BioPreferred and Environmental Product Declaration (EPD) available.

· Concrete (ready-mix and site-mix): > 15% fly ash or > 25% ground granulated blast-furnace (GGBF) slag A. For each KSP listed, the Contractor shall submit proof of compliance to the CO or his designee prior to the installation of the product or material. The CO’s designee shall verify compliance.

B. If the KSP materials listed above are 1) not reasonably available within a reasonable period of time; 2) fail to meet the performance standards set forth in the specification or fail to meet reasonable performance standards of GSA; or 3) are available only at an unreasonable price, only then can the Contractor use other types of products. In these cases the Contractor shall select products and materials, to the extent possible, which are the safest and most environmentally friendly. Exemptions must be submitted in writing and can only be approved by the CO.

Attachment 2: Waste Diversion Plan

1. Submittal Type: Pre-Construction or Final (Circle Appropriate Type)

2. ePM Number: ___________________ (Should receive from GSA PM)

3. Field Office: Circle Appropriate Field Office: (Oklahoma City, Tulsa, New Mexico, Little Rock, Shreveport, Tyler, New Orleans, Baton Rouge, Dallas, Fort Worth, Lubbock, Houston, Austin, San Antonio, McAllen, El Paso)

4. GSA Project Manager: _________________

5. Contract Number:______________________

6. Categories to Track:

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