Draft__AE_IDIQ_Scope.pdf

ATTACHMENT 1

ARCHITECT-ENGINEER (A-E)

INDEFINATE DELIVERY –INDEFINTE QUANTITY (IDIQ) CONTRACT

INSTRUCTIONS

1. INTENT.

The purpose of these instructions to the Architect-Engineer contract is to describe and explain the professional services required for the development and completion of drawings, specifications, design calculations, cost estimates and studies that may be specified in the task orders between the United States Coast Guard (USCG) and the Architect-Engineer (A-E).

These instructions also establish certain general criteria and procedures to assist and guide the

A-E in the performance of services.

It is not intended that these instructions fully describe all information contained in the IDIQ contract. Each task order issued under the contract will include a scope of work with more specific instructions and project specific data.

2. ARCHITECT-ENGINEER PRICE SCHEDULE.

Provide a list of hourly rates in the schedule in Section B of the contract for all A-E professional and technical disciplines, including contract personnel to work in the USCG office, cost engineer, construction inspector, spec writer, clerical, etc., that are anticipated to be involved in any of the USCG task orders that will require A-E services. Hourly rates for any consultants that are anticipated to be used shall also be listed. Separate line items shall be provided for lab testing fees and equipment rates. The overhead percentage and the profit percentage shall be listed as two separate line items at the end of the hourly rate list. Provide the consultant’s overhead and profit as separate line items

These hourly rates, overhead, and profit figures will be used by the A-E and the USCG to calculate the fee for any task order required by the USCG. If any discipline that doesn’t have a listed hourly rate is needed for a task order, that hourly rate shall be negotiated at the time of request.

3. TASK ORDER PROPOSAL SUBMISSION.

The A-E shall submit a detailed cost proposal for each task order, including specific labor, equipment and subcontractor costs. The A-E shall submit their proposal to the Coast Guard within the time frame specified in the Request for Proposal letter. Generally all Task Order proposals are due within fourteen (14) days of the request unless otherwise annotated in the

Request for Proposal letter.

4. DESIGN SCHEDULE.

Upon award of a task order, the Consultant Engineer shall provide the Coast Guard with a design schedule either in CPM or bar graph. The schedule shall work within the time constraints provided by the task order. Task Order documentation shall generally be submitted for review at 35%, 65%, and 100% followed by a final submission of the original documentation (including changes required in comments from the 100% submission).

Payment for design will not exceed 95% of design fees until the final originals have been submitted and accepted as complete

5. COORDINATION OF PLANS AND SPECIFICATION.

The importance of the quality control and coordination of plans, specification, and other project documents cannot be over emphasized. It shall be the responsibility of the A-E to coordinate all project data prior to completing all submittals. Deficiencies, ambiguities, conflicts and inconsistencies shall be rectified prior to submittal and be signed by a principal of the A-E firm. The USCG project manager for each task will be available to answer project scope and technical type engineering questions and also help coordinate the project documents.

6. ENGINEERING STANDARDS

Engineering work shall be accomplished in accordance with the Coast Guard Civil

Engineering Manual, Building Officials and Code Administrators (BOCA) International, Inc., all local, State and Federal environmental codes, and sound engineering practice. In general, brand names or equal methods of specifying will not be permitted unless there is a very unique situation that may require this method. In the case of a “unique situation” prior approval shall be obtained from the USCG for this method.

Underwater marine surveys shall be conducted in accordance with the Department of the

Navy "Conventional Underwater Construction and Repair Techniques, NAVFAC P-990" for

Level 1, 2 and 3 inspections.

Calculations, reports and designs shall be sealed by a registered professional engineer licensed in the respective state where the project is sited.

7. DRAWINGS.

Drawings shall be prepared following standard Coast Guard and National CAD Standard practice. They become the property of the U.S. Coast Guard, and shall be printed at 300 dpi or better on 22" x 34" (ANSI D) bond.

Construction contract drawings and other types of drawings shall be completed using software capable of producing an Autodesk AutoCAD Release 2004/2005 compatible .dwg file format while conforming to the latest National CAD Standard. The National CAD

Standard may be obtained through the National Institute of Building Sciences (NIBS).

(http://www.nationalcadstandard.org). If AutoCAD .dwg files are created by means of a

Building Information Model (BIM) System, please also submit the entire BIM in an IFC 2x3 compatible format.

8. SPECIFICATIONS.

Electronic specifications shall conform to the Master Format 2004 Unified Facility Guide

Specifications (UFGS) as published within the Whole Building Design Guide (WBDG). An application that aids in producing these standard specifications is Specs Intact. This software and the specification files can be downloaded for free at http://specsintact.ksc.nasa.gov/ and http://www.wbdg.org/ccb.

Upon completion of specifications:

If using Specs Intact, the files should be saved using the software's Backup procedure to appropriate media.

If using word processing software, all files should be submitted in Microsoft Word 2003

(or earlier) compatible format (.doc preferred).

Convert to a single non-secured Adobe PDF file that includes cover sheet, specification sections, submittal register and any other type of documentation that is part of the final specification.

9. COST ESTIMATES.

The A-E shall provide project cost estimates in a Microsoft Office 2003 (or earlier) compatible format for each submittal in a task order, and provide it as complete as the various stages of the design will permit. Cost estimates shall reflect local cost and shall take into consideration any remote location cost factors. If it becomes apparent at any stage of the design development that the estimated cost exceeds the target budget cost, the A-E shall immediately advise the Coast Guard in writing and suggest methods for cost reduction.

10. ECONOMY IN DESIGN AND CONSTRUCTION.

The A-E, throughout their participation in the project, shall bear in mind that the interest of the Coast Guard is to acquire facilities which are economical in design, construction and maintenance. Also, throughout the design process, the various A-E disciplines involved in the design shall apply value engineering to help ensure economy in design and construction.

11. SUBMITTALS REQUIRED OF THE ARCHITECT-ENGINEER.

The A-E shall provide project submittals for each task order as specified in the project scope of work for each task order. All submittals shall be forwarded to the Contracting Officer.

The A-E shall send a letter of transmittal with each submittal, including electronic submittals, to identify the “submittal” involved and listing the material submitted. The letter shall reference the project title, location, and contract and task order number. The Coast Guard will be responsible for timely review of the submittals and will normally provide written review of submittals within 14 days following each submission. Annotated review documents supplied to the A-E as a result of reviews must be returned to the Coast Guard with any subsequent reviews and shall indicate action taken in response to comments.

http://specsintact.ksc.nasa.gov/ http://www.wbdg.org/ccb

12. COAST GUARD CONSTRUCTION PROCEDURES.

The Coast Guard will produce all drawings and specifications to be included in the construction bid package. The Coast Guard Contracting Officer will invite bids, award and administer all contracts. A Coast Guard construction representative will be assigned as the government inspector. The A-E shall be receptive to any question posed by the construction contractor but shall not answer them directly. All such inquiries, problems, etc. shall be transmitted to the Contracting Officer. All replies to inquiries will be made by the

Contracting Officer.

13. ORDER PLACEMENT PROCEDURES.

Individual task orders will clearly describe all services to be performed so the full cost or price for the performance of the work can be established when the task order is placed. All task orders shall be within the scope, issued within the period of performance, and be within the maximum value of the contract.

Each awardee shall be provided a fair opportunity to be considered for each task-order exceeding $3,000 unless one of the following statutory exceptions applies:

The agency need for the supplies or services is so urgent that providing a fair opportunity would result in unacceptable delays.

Only one awardee is capable of providing the supplies or services required at the level of quality required because the supplies or services ordered are unique or highly specialized.

The order must be issued on a sole-source basis in the interest of economy and efficiency because it is a logical follow-on to an order already issued under the contract, provided that all awardees were given a fair opportunity to be considered for the original order.

It is necessary to place an order to satisfy a minimum guarantee.

Otherwise factors such as past performance on earlier task orders under the multiple award contracts, quality of deliverables, cost control, price, and other factors will be considered by the ordering contracting officer. Note: The contracting officer need not contact each of the multiple awardees under the contract before selecting a task order awardee if the contracting officer has information available to ensure that each awardee is provided a fair opportunity to be considered for each task order and the order does not exceed $5 million.