75H70322R00002 with Attachs.pdf

English, Ronda (IHS/CAL) [Email address]

Cover Letter for Solicitation Number:

75H70322R00002 Architect/Engineering Services for IHS/CAO Indefinite Delivery Indefinite Quantity (IDIQ) Contract

Project Table of Contents:

Section A – Solicitation/Contract Form SF252 (Architect/Engineering Contract)

Section B – Supplies/Services and Price/Cost

Section C – A/E Scope of Work

Section D – Packaging and Markings

Section E – Inspection and Acceptance

Section F – Deliveries or Performance

Section G – Contract Administrative Data

Section H – Special Contract Requirements

Section I – Contract Clauses

Section J – List of Attachments

Section L – Instructions, Conditions and Notice to Offeror’ s

Section M – Evaluation Factors for Award

Proposals must set forth full, accurate, and complete information as required by this Request for Proposal (RFP) including attachments. The penalty for making false statements in proposals is prescribed in 18 U.S.C 1001

ARCHITECT-ENGINEER CONTRACT

1. CONTRACT NUMBER

2. DATE OF CONTRACT

3b. TELEPHONE NUMBER (Include Area Code)3a. NAME OF ARCHITECT-ENGINEER

3c. ADDRESS OF ARCHITECT-ENGINEER (Include ZIP Code)

4a. DEPARTMENT OR AGENCY AND ADDRESS (Include ZIP Code)

5. PROJECT TITLE AND LOCATION

6. CONTRACT FOR (General description of services to be provided)

7. CONTRACT AMOUNT (Express in words and figures)

8. NEGOTIATION AUTHORITY

9. ADMINISTRATIVE, APPROPRIATION, AND ACCOUNTING DATA

PREVIOUS EDITION NOT USABLE STANDARD FORM 252 (REV. 10-83)

Prescribed by GSA - FAR (48 CFR) 53.236-2(a)

Solicitation No.: 75H703-22-R-00002

04/23/2022

Indian Health Services, California Area Office, 650 Capitol Mall STE 7-100 Sacramento CA 95814

IHS/CAO ARCHITECT-ENGINEERING Indefinite Delivery Indefinite Quantity (IDIQ) contract (IDIQ), Single Award Task Order Contract (SATOC) for the CAO scattered sites on California Native American Tribal organizations and other public authorities and CAO's two in-residence behavioral health facilities located in Hemet, CA and Davis, CA.

The A-E firm, also referred to as the "Contractor" in this document, as an independent firm 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 design and construction contract administration, and other A/E related services and studies at various reservations served by IHS/CAO/ OEHE and the two 24 hour in-residence behavior health facilities listed above. Project locations will primarily be in the state of California. Requirements will vary for each individual task order and will be defined by a separate scope of work per task order.

$0.00. No amount is awarded under the IDIQ contract. Each task order issued under this base contract will be a firm-fixed priced contractual action and list the total amount awarded for that specific task order. the ceiling price of the IDIQ contract is $5,000,000 includes Base plus four option years at $1,000,000 each.

N/A-each task order issued under this IDIQ contract will cite the appropriate and accounting data for the project listed and obligate funds for the project work required under the individual task orders.

Section A - Solicitation SF252 75H70322R00002

10. The United States of America (called the Government) represented by the Contracting Officer executing this contract, and the Architect-Engineer agree to perform this contract in strict accordance with the clauses and the documents identified as follows, all of which are made a part of this contract:

If the parties to this contract are comprised of more than one legal entity, each entity shall be jointly and severally liable under this contract.

The parties hereto have executed this contract as of the date recorded in Item 2.

SIGNATURES NAMES AND TITLES (Typed)

11. ARCHITECT-ENGINEER OR OTHER PROFESSIONAL SERVICES CONTRACTOR

A

B

C

D

12. THE UNITED STATES OF AMERICA

Contracting Officer

STANDARD FORM 252 (REV. 10-83) BACK

Cover page with the Department of Health and Human Services and Indian Health Services logos displayed, Contract Table of Contents, this Standard Form 252 (2 pages), Solicitation Number 75H703-22-R-00002 Sections A- J, and the following attachments: Attachment J-01 Rate Schedule, for prime contractor and all approved subconsultants; Attachment J-02 SF330 Contractor's Qualification Form will be provided and evaluated under this Solicitation number 75H703-22-R-00002 shall be incorporated into the contract award but will be kept separately.

SECTION B -SUPPLIES OR SERVICES AND PRICE/COSTS

Reference Attachment J-01: Rate Schedule located in Section J of the solicitation. Attachment J-01 will be incorporated into the subsequent contract award as Section B. The Section J, Attachment J-01 Rate Schedule is only an example, however, please keep it as close to this example as possible.

B.1. DEFINITIONS:

For purposes of this solicitation, the terms Respondent, Offer, Offeror, or Offerors are synonymous with the terms Bid, Bidder, or Bidders. Firm, AE firm, consultant and contractor are synonymous with each other.

END OF SECTION

SECTION C -ARCHITECT-ENGINEER STATEMENT OF WORK

C.1. INTRODUCTION The Indian Health Service (IHS) is responsible to provide water, sewer and solid waste facilities for Native American housing at, adjacent to or near Indian Reservations as authorized by Public Law 86-121. Community sizes range from 15 to 10,000 people. IHS is authorized to design, construct and improve facilities, acquire lands and right-of-way for sanitation facilities projects, and transfer complete facilities to Native American Tribal organizations or other public authorities for operation and maintenance. The California Area Office has two in-residence behavioral health 24-hours centers located in Hemet CA and Davis CA which will require to design improvement projects for these locations.

C.2. REQUIREMENTS OVERVIEW

a. The A-E firm, also referred to as the "Contractor" in this document, shall furnish all services and items necessary to satisfactorily complete the work required by each Task Order issued under the general requirements listed in this Scope of Work and as required in the applicable Sections of the then-current IHS Architect/Engineer Design Guide. The current IHS Architect/ Engineer Design Guide is available at the following URL: https://www.ihs.gov/des/publications/. If this URL changes over time, the Contractor may obtain a valid URL from the Contracting Officer (CO).

b. This contract is an Indefinite Delivery Indefinite Quantity (IDIQ) contract. When called for under Task Orders issued by the CO, the Contractor shall provide Architect-Engineer professional services relative to design requirements for IHS projects throughout the portion of the state of California to include the two facilities in Hemet and Davis.

c. Notwithstanding any task order limitations listed elsewhere in the contract, design projects will normally be limited to California Are Office (CAO) projects with estimated design costs of $1,000,000 or less. At the discretion of the CO, Task Orders for larger design projects may be considered for inclusion under this contract.

d. The scope for specific IHS design projects will identify the design review stages required for the project.

Complete sets of drawings, specifications, and price estimates shall be furnished at each review stage as defined in the SOW requirements for each design project. All design review comments provided by IHS and Tribal organizations (where applicable) shall be resolved and, when appropriate, incorporated into the next design stage. Government review of design phase documents does not release the A-E firm from future claims resulting from design errors and omissions.

e. For design requirements, the final price estimate provided shall comply with the requirements of the then current HIS A/E Design Guide. All drawings shall be prepared in accordance with the current IHS A/E design guide and using the latest version of the IHS AutoCAD template. The Contractor shall furnish the final design drawings in the following formats: AutoCAD file, original stamped and signed hard copy, as well as the scanned PDF of the stamped and signed drawings. Depending on the SOW requirements of each design project, the specifications should be furnished to the CAO CO in a version of Microsoft Word format compatible with the current IHS template format as indicated in the specific SOW for each task order request.

f. The Contractor shall perform all engineering work under the direction of a Professional Engineer (PE). All documents, drawings and reports shall be signed and sealed by a PE and/or supervisor (as appropriate). The Contractor shall ensure the work performed under this contract meets the requirements of all laws, regulations, codes and ordinances for the Indian Reservations, counties, and the state of California where the IHS project are located.

C.3 SCOPE OF WORK SUMMARY

Task Orders under this contract may include, but are not limited to, the following A-E and A-E related services relative to the IHS CAO projects under the responsibility of the Division of Engineering Services:

a. Consulting services;

b. Reports and studies (planning and programming);

c. Pre-design and design investigations;

d. Site selection assessments’

e. Design concepts

f. Engineering calculations

g. Hydraulic modeling and analysis

h. Material and component selection

i. Preliminary and final design drawings

j. Specifications:

• Bidding, proposal and contractual documents;

• Final working drawings

• Review and recommendation for approval of shop drawings, samples and equipment data;

k. Construction administration

l. Construction inspection

m. Technical, design and management training and

n. Other related services

C.4 PROFESSIONAL SERVICES TASKS

The A/E, as an independent firm and not assigned as an agent of the government, shall furnish the necessary personnel, management, supplies, material, instruments, facilities and transportation and other items necessary to provide professional and technical services related to the design and construction contract administration, and other A/E related services at various reservations served by Indian Health Services for sanitation facilities construction and behavioral health facilities in CA. Work on specific projects under this contract will not be requested or required except when the Contracting Officer awards task order under the contract for such work. Design services (Type “B” services), Construction Contract Administration Services (CCAS) (Type “C” services), post construction services and other A/E services, which include various studies and survey work (Type “A” services), are within the Scope of this contract.

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

a. Evaluations, Assessments, and planning services and other A/E services referred to as “A” services under this contract may include:

i. Preparation of master water use plans, feasibility studies, sanitation facilities (infiltration and inflow studies, hydraulic analysis of water distribution and sewage collection systems, etc.);

ii. Geodetic and engineering surveying;

iii. Photogrammetry, spatial computing, mapping, geographic information system (GIS) development;

iv. Computer aided drafting and design (CADD);

v. Geotechnical investigation/evaluation and hydrogeological studies/evaluations;

vi. Water storage tank inspection by a NACE certified inspector;

vii. Analysis of structural systems

viii. Water quality analysis

ix. Environmental site assessments and testing;

x. Right of way documentation; environmental review, assessments to include biological assessments, reports and permitting; and

xi. Technical/management presentations

b. Design services (referred to “B” services) include:

i. Conceptual, tentative and final design documentation (drawing, specifications, bidding/contractual documents), preparation of other technical portions of SFC/CAO construction contracts, technical/design presentations and evaluating existing water storage tanks and plans/specifications for renovation, including lead paint abatement requirements, buildings, pumping systems with electrical and mechanical controls, HVAC, distribution systems and appurtenances/accessories. Sewer systems design services may include individual and community treatment and disposal systems (subsurface wastewater disposal facilities, sewerage treatment lagoon facilities, mechanical treatment facilities, etc.);

ii. Collection systems

iii. Pumping systems with electrical and mechanical controls and appurtenances;

iv. Hydrogeological studies, hydraulic analysis, flood plain studies, surveying, and

AutoCAD drafting

1. Examples of design services include:

a. Community sanitation facility design

b. Engineering calculation and design of water source;

c. Storage and distribution systems

d. Wastewater collection

e. Treatment and disposal systems and solid waste facilities; and

f. Electronic control design and integration

(ii) engineering services may also include:

• Design of accessory facilities to water, sewer and solid waste facilities such as utility crossing of roads, arroyos, and railways, earthwork including soils and gravel excavation and placement;

and

• Concrete work (structural and non-structural), roads, drainage, dikes, fencing, and electrical control systems (SCADA, programmable logic controls, radio telemetry).

(iii) Design tasks may be for new, remodeled and expanded sanitation facility for Native Americans communities and home, CAO behavorial health facilities. When the project SOW requires construction documents that include final construction contract documents, such documents must be complete and adequate for soliciting competitive proposal and bids without further editing. The A/E shall follow the current IHS A/E Design Guide when preparing such design documents. Complete construction contract documents shall not call for any A/E approvals and will only be requested when a third-party will perform the construction phase of the project. When such contract documents are required, the contract must coordinate with the appropriate HIS or Tribal organization to ensure any special contract format, provision and clauses are incorporated into the documents to be provided.

C. Construction Contract Administration Services (CCAS) (Referred to as “C” Services) include inspecting work performed by a third party construction contractor during construction phase of the project. Inspection personnel furnished by the A/E firm shall perform CCAS as outlined in the project SOW at the project site, including administrative activities such as advising the CO or the IHS Project Manager during meeting and coordinating post construction contract services. The A/E firm shall maintain a daily diary of construction activities and furnish weekly construction progress reports to the IHS PM. CCAS may include performing inspection and acceptance services, reviewing contractor submittals, reviewing construction contractor progress schedules and pay requests and monitoring the construction contractor’s submission of shop drawings and other data to ensure they are timely, complete, and conform to the construction contract requirements. CCAS also may include, as necessary to confirm construction contractor compliance with the specifications, material, pain and compaction testing. In performing CCAS, the A/E firm shall also advise the

IHS Project Manager or CO on appropriate actions when construction issues arise during the construction phase of the project.

i. Post-Construction Services (“C” Services) include review of shop drawings and other submittals for recommendations on approval or rejection, preparing drawings and specification for changed requirements or conditions, preparing operation and maintenance manuals and preparing record drawings after final inspection and acceptance of construction projects. Layout of work by survey crews shall also fall under this service category.

D. Integrate Sustainable Feature: to the maximum extent possible these scope times 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 tern viability and other sustainable enhancements.

C.5 GENERAL

1. The A/E shall notify the CO 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

CO.

2. The government may unilaterally issue a task order if an agreement with the contract cannot 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 CO may provide a verbal approval to proceed before the 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 order may be issued by the CO 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 paragraph G.5 task order procedures 1.2. “ordering” and I.3, “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 CAO for each particular project.

8. Project Phasing:

a. The services may be performed in phases, at the option of the government. These phases will be executed when the CO issues a separate written “NTP” to the A/E for the particular phase.

b. 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. All task orders under this IDIQ 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:

a. Coordinate communications concerning the project.

b. Furnish regular observations and monthly progress reports in the form of meeting minutes concerning the progress of the project to the COR.

c. Provide all submittals (charts, sketches, drawings, specifications and other documents) to the

COR.

d. Management 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 the Government personnel any project characteristic that would involve a change to the 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.

e. Prepay shipping charges on all charts, sketches, drawaings, and documents sent to the Government.

f. Preform any travel and pay lodging and other costs necessary to accomplish project work.

g. 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:

a. 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.

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

c. Coordinate site visits and meetings with Government personnel.

d. Coordinate of the A/E work with any related IHS engineering service unit or facility staff.

e. Report any ambiguous or discrepancies found in the project requirements, criteria, documents, or any related work to the CO and COR.

C.6. PLANNING, CONCEPTS, AND SCHEMATIC DESIGN (TYPE “A” SERVICES)

1. Upon receipt of task order and the initial written NTP from the CO, 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.

a. 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; soil investigations, soils analysis, 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.

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

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

d. The A/E shall make visits to the project site and to the COR office as necessary for effective completion of the project design.

e. 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 contract:

a. Site plane sketch to include:

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

ii. Base line and location of the proposed structure.

iii. 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 site.

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

v. Location of existing and proposed utility lines for water, sanitary sewer, and location of water tank.

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

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

b. Preliminary Conceptual Specification:

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

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

iii. 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 specification so as to integrate with the IHS Provisions/Specifications.

iv. 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.

v. Design calculation and analysis: 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.

vi. Submittal Requirements 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 CO before the NTP will be issues.

vii. 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.7 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 CO and COR when a project has reached the 65% design completion for a comprehensive review. The level of completion will be determined by the A/E.

2. Deliverable (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 IHS A/E Design Guide. The Government subsequently has a final opportunity to make corrections/changes before requesting the Final Design documents.

C.8 CONSTRUCTION CONTRACT ADMINISTRATION (TYPE “C” SERVICES)

1. Request for Information (RFI) Directed to the Government:

a. During the solicitation phase: for RFI’s submitted to the A/E from the CO, the A.E shall validate, review, and prepare responses to all RFI’s directed to the Government, and make timely recommendation for action on RFI items to the CO within three (3) business days. If the A/E needs longer the 3 business days, notification shall be sent to the CO prior to the 3 days with the additional time requested to respond to the RFI(s).

b. After the construction contract has been awarded: for RFI’s submitted to the A/E from the COR or COR, the A/E shall validate, review and prepare responses to all RFIs directed to the Government, and make timely recommendations for actions on RFI items to the COR within five

(5) business days, notification shall be sent to the CO prior to the 5 days with the additional time requested to respond to the RFI(s).

c. RFI responses shall include narratives, supplemental drawings, and specifications as necessary to provide clarification.

d. Maintain a record of and copies of all RFIs and responses and keep the record up to date and make the record available to the COR for review. If the RFI leads to a change order, that information shall be reflected in the RFI record.

e. In the event the RFI response does not provide sufficient detail to adequately clarify the RFP, or if completion of the RFI will lead to additional work outside the scope of the construction contract, provide all required information for the construction contract to complete the work, along with a cost estimate and schedule impact to the COR.

2. The A/E shall attend the preconstruction conference as schedule by the CO, if applicable.

3. Construction Schedules: the CO 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.

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

5. The A/E shall furnish personnel to inspect the construction and ensure every part of the construction work is performed in accordance with the approved specifications, plans and drawings. The minimum amount of inspection will be specified in each task order for type “C” services, if any.

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

a. Violates the contract plans or specifications; and

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

7. 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, material, guarantees, conformance reports, etc. Submittals, with appropriate recommendations, will be forwarded to the CO.

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

9. In the event of proposed changes, the modifications or alterations to the construction contract, the A/E shall review, evaluate and comment on all cost estimates provided by the construction contractor.

10. On or before physical completion of the associated construction contract as determined by the CO, and before final payment, the A/E shall:

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

b. Furnish to the CO, a full set of annotated As-Built Drawings as prepared by the construction contractor and certified as correct by the A/E.

c. Assist the CO in the preparation of project completion reports.

C.9 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 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.10 CONFERENCE 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 meeting 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 CO, 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 meeting/conferences may be negotiated and included by modification to the task order.

C.11. DELIVERALBES

1. All deliverables are required to be submitted in electronic searchable PDF format delivered through email to the COR. All work must be done by or under the direct supervision of licensed professionals.

Specifications shall be prepared utilizing CSI formatted specifications or IHS template. All CAD files used for the creation of the design services documentation plan set will be delivered in AutoCAD 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 latest version of the IHS A/E Design Guide (https://www.ihs.gov/des/publications/).

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

Guide (https://www.ihs.gov/des/publications/).

C.12. 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 CO and 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 CO. 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 PM 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 PM. The government shall be notified, immediately in writing, of any changes in the A/E firms PM. The A/E firm’s proposal shall include all perspective PMs, 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.13. 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 CO and request additional time, estimating the time needed to process the work. This request for additional time shall not relieve the A/E of their duty to process this work in a timely manner.

C.15. DESIGN CRITERIA

1. The A/E shall design each project to provide complete and usable end product within the given Maximum Construction Cost (MCC) by the Government at the beginning of the design project. The https://www.ihs.gov/des/publications/ https://www.ihs.gov/des/publications/

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:

a. 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 CO within 30 days from physical completion of the project and before final payment will be processed.

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

c. 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 the approved by the CO in writing. The Government may ask the Construction Contractor to furnish a list of three (3) testing labs from which to choose.

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

e. 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 CO, in CSI Division and Subsection format.

f. 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.

g. Any other provision as may be directed by the CO.

i. 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 the 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) 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 CO before it is placed in specifications.

ii. NOTICE: the following wording shall be used in the specification that unconditionally requires that items bear the label of the Underwriters Laboratories, Inc, or similar organizations:

h. The Contractor shall submit proof that he (state item) that is 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.

i. In lieu of the label, the Contractor may submit a written certification form any nationally recognized testing agency, adequately equipped and competent to perform such services, that the (stat item) has been tested and conforms to the standards, including method of tests, or the (listed testing organization).

C.16 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 Drives 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 thatmay 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 drawings files. File names copies of each sheet of the set of solicitation drawings, including an index of drawings files. File names are to be named so that the sheet number can be identified as part of the file name. Specification, drawings or other documents shall be delivered in the format negotiated for each task order.

C.17. 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 specification, as multiple additional work products on reservation and construction expansion over the past five years could have impacted existing drawings. Indian Health Service, Division of Sanitation Facilities Construction drawings 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) 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 filed conditions shall be performed in a competent professional manner.

4. Discrepancies in Planning Information. The A/E shall promptly report to the CO 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 CO has reviewed the matter and forwarded their determination to the A/E. The A/E’s failure to report any such discovered discrepancy or to wait for the CO’s determination shall be as their own 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 entitles “Submission and completion Schedule”. IHS review of the A/E’s work products 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.18. 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 Design Guide. Each drawings 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 CO and COR. 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 Design Guide.

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

b. 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.

c. 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.

d. The estimate(s) shall be organized using 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 specification in Section 1 of each individual specification. The register should include specification reference, and the 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 the time estimated for the completion of the construction contract, measured in weeks. The A/E shall be required to provide the 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 user.

7. Safety: to assure compliance with Indian Health Services 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 patients, staff or visitors we requires all construction specifications to include General Requirements Section 01 35 26, Safety Requirements.

C.19. 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 expectation is that the 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 CO or COR 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 CO 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 CO 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 result of design deficiencies for a period of three (3) years after the completion of the design.

Indian Health Services WILL NOT serve as Quality Control check point for design 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.

END OF SECTION

SECTION E – INSPECTION AND ACCEPTANCE

E.1. FAR 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

This contract incorporates one or more clauses by reference, with the same force and effect as if they were given in full text. Upon request, the CO will make their full text available. Also, the full text of a clause may be accessed electronically at this address: http://www.acquisition.gov/far/index.html

FAR Clause Title Date 52.246-4 Inspection of Services Aug 1996

END OF SECTION

SECTION F – DELIVERIES OR PERFORMANCE

F.1. 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1990)

This contract incorporates one or more clauses by reference, with the same force and effect as if they were given in full text. Upon request, the CO will make their full text available. Also, the full text of a clause may be accessed electronically at this address: http://www.acquisition.gov/far/

(End of clause)

Number Title Date 52.242-14 Suspension of Work Apr 1984 52.242-17 Government Delay of Work Apr 1984

END OF SECTION

SECTION G – CONTRACT ADMINISTRATION DATA

1. Administration of this contract is under the cognizance of the Indian Health Services, Office of Environmental Health and Engineering (OEHE), Division of Engineering Services as follows:

a. The Contracting Officer (CO) for the base IDIQ contract is:

Ronda English IHS/Office of Management Services (OMS/Contracting Section 650 Capitol Mall STE 7-100 Sacramento CA 95814 Telephone: 916-591-3219 Email: ronda.english@ihs.gov

b. Individual task orders awarded will receive separate Contracting Officer Representative (COR) designated by the CO in writing.

G.2. CONTRACTING OFFICER

The contracting officer (CO) is the individual appointed with the authority to enter into, obligate funds, administer and make related determinations pertaining to the contract on behalf of the federal Government.

The CO must sign all contractual documents, including contract modification, and approve payment requests.

The CO is the only individual authorized to make changes to the contract.

G.3. CONTRACTING OFFICER’S REPRESENTATIVE (COR) (A/E)

(a) The following is considered to be administrative information is therefore subject to unilateral administrative modifications by the CO. individual task orders awarded will receive separate COR http://www.acquisition.gov/far/index.html http://www.acquisition.gov/far/ mailto:ronda.english@ihs.gov designations by letter from the CO.