A02 EPIC BER SOW PROJECT IDENTIFICATION 6 24 25.pdf

I. PROJECT IDENTIFICATION

A. Title: Building Condition Assessment (BCA) and Building Engineering Report

(BER) for the DEA EPIC.

B. Location: at Fort Bliss, El Paso Intelligence Center, 11339 SSG Sims Street, El

Paso, Texas (105,563 sq. ft.)

II. OBJECTIVES

A. To provide a complete and thorough inspection of the entire building (exterior and interior), grounds, components, and existing building operational support systems and equipment for the DEA-owned buildings. The inspection shall be based on input from DEA meeting prior to a survey and visual inspection of the entire facility. The Scope of Work (SOW) does not include any destructive inspection to determine hidden conditions.

B. To propose repair and alteration projects required to insure the short-term (up to 5 years) operational continuity of the building and to plan for long-term (over 5 years) major capital investments in the building for long-term utilization.

C. To provide a summarized Building Engineering Report (BER) based on a complete Building Condition Assessment (BCA) with cost estimates and photographs, which will enable the Government to plan and budget work required to maintain the satisfactory operation and appearance of the building.

D. To provide a comprehensive maintenance plan (Scheduled O&M). The maintenance plan will outline in detail the work to be accomplished for each building system and equipment. It shall include a list of recommended software packages with estimated costs, but does not include generating the list of items to be covered by the O&M procedures.

E. To identify potential Energy Conservation items for each project location. The contractor’s inspection team will provide a list of potential energy saving improvements with cost data for implementation. The cost will be based on historical data for similar improvements.

III. SPECIAL CONSIDERATIONS

A. All surveys, inspections, and investigative work at the site must be coordinated and scheduled through the DEA Facilities Planning Specialist, FSFS- Special

Projects Unit, Doug Graff at 720-656-0242.

B. The procedures described in the SOW are for the accomplishments of building surveys, inspections, and investigations and the preparation of the BCAs and

BERs in accordance with all supplemental policy documents referenced throughout the SOW. In conducting the necessary research and analyses required or this BER, the contractor ‘s engineering team shall be required to identify, collect and analyze data from DEA representatives relating to the building and local conditions in order to provide a comprehensive plan of repairs and alterations.

C. The contractor’s inspection team shall include a certified/licensed architect, mechanical engineer, electrical engineer, fire protection engineer, structural engineer, and elevator specialist (local firm). The contract will be modified if an area is identified that will require a specialized discipline (i.e., foundation engineer or environmental engineer, etc.) to inspect the area after completion of the initial inspection. All contractors must be cleared two weeks before accessing any of the sites and conducting any work. The contractors must provide the following security information: full name, complete home address, place of birth, date of birth, social security number, any alias’, and a valid driver’s license number. Once it is determined that the participation of a specialized consultant is required, all security information on the consultant shall be obtained as soon as possible.

D. The following references must be considered during all inspections to include those specifically identified throughout the SOW:

1. Pertinent General Building Profile and the current Work Item Inventory

2. Uniform Federal Accessibility Standards (UFAS), Federal Standard 795, April 1, 1988, & P.L. 90-460.

3. Americans with Disabilities Act (ADA), 42 U.S.C. 4151, Title III

Standards

4. Energy Policy and Conservation Act (P.L. 94-163), Energy Policy Act of

1992 (P.L. 102-486, 106 Stat.2776).

5. Force Protection and Antiterrorism, UFC 4-010-01 dated 8-Oct-2003, DOD Minimum Antiterrorism Standards for Buildings (AEI will provide a summary of any Force Protection components that were included in the original building design).

E. It is assumed that the International Code Congress (ICC) code set is applicable for this SOW.

F. This SOW does not include any engineering design work for any of the buildings.

G. The information on areas, sizes and volumes in this report is to be prepared using

English units.

H. All materials developed as a result of this effort shall become the property of the

Government.

IV. SCOPE OF ARCHITECT/ENGINEERING SERVICES

The Engineers shall perform all services described in this SOW in accordance with the

Objectives and Special Considerations in Clauses II and III above.

A. Pre-Inspection Meeting – Task 1

1. A pre-inspection meeting shall be held at each project location and include the engineering team, the building or facility manager, COE representative and appropriate DEA representatives. The following items shall be discussed.

a. Review O & M reports provided by the Government.

b. Review of the building or facility manager’s list of proposed work items.

c. Review of any agency proposed plans or projects.

d. Review the order in which the sites must be addressed and immediate needs of the site.

e. Review of previous BER completed in 2005.

B. Inspections – Task 2

1. Upon completion of the pre-inspection meeting, the engineering team shall begin the building inspections which shall include, but not be limited to, an evaluation of the following facility systems and equipment for operational efficiency and integrity:

a. Roofing

b. HVAC

c. Electrical

d. Plumbing (including domestic and potable water piping, plumbing fixtures, backflow prevention devices, rain leaders, drain waste and vent piping)

e. Life and Fire Safety (not intended to be an exhaustive code deficiency survey. The engineering team shall not evaluate the design of a system, only that a system is or is not present as required by codes and standards.

f. Elevators

g. Accessibility features (ADA compliant)

h. Exterior walls, doors and windows (integrity)

i. Interior finishes

j. Grounds and Approaches

k. Structural

l. Hazardous Conditions (to include materials encountered suspected of containing asbestos, which must be abated in order to perform work recommended in this report, but not including a survey of the building to identify the presence of all asbestos containing materials. (If this type of inspection is desired, the contractor can provide the services of a specialized consultant as an additional service.)

m. Ceiling

n. Evidence of leakage from any source

o. All permanently installed fixtures and equipment.

p. Special Use Areas (functional and physical conditions to include but not limited to, cafeterias/food service areas, training rooms, labs, computer facilities, hangars, shop areas, firing range, warehouse space, etc.)

q. Seismic systems

2. The engineering team shall provide photographs that are taken using digital cameras. The photographs shall capture interior and exterior views showing the front and all sides of each building and any prominent architectural feature and areas noted as deficiencies. The images will be made available for on-line viewing or printing and become part of the final report.

C. Building Condition Assessment (BCA)/Trip Report– Task 3

1. Prepare a BCA consisting of any building deficiencies found in the areas of appearance and condition and operational efficiency of equipment and systems. The BCA will be included as an appendix to the BER.

2. The BCA shall report all actions identified and investigated during the inspection. The report shall document the condition of each system and equipment. This report shall document all discussions and actions from the pre-inspection meeting. The BCA will address system-based analyses, not component based analyses. For example:

a. Observation of the roof indicates that it is at the end of its expected life span. The recommendation shall include pictures of existing conditions supporting this recommendation, but will not include an opinion about the condition of the insulation under the roofing.

b. Observation of excessive vibration of an air handling unit will state the observed condition. The contractor will not provide an analysis of what specific component is creating the vibration.

c. Observation of evidence of a water leak through the exterior façade will be noted with potential sources based on a visual inspection.

The report will not include or address the presence of mold or mildew in building elements.

3. Provide a summarized list of work items by designation as follows:

Site

• Vehicular Pavement (visible deterioration of surfaces only).

• Sidewalks (visible deterioration of surfaces only)

• Landscaping

• Utilities

• Storm drainage

Structure

• Structural elements

Exterior

• Exterior Walls

• Roof

• Windows and Exterior Doors

Interior

• Wall Surfaces

• Ceilings

• Flooring

• Furnishings & Equipment

• Stairs

• Elevators

• Interior Doors

• Fire Separation Assemblies

HVAC

• Boilers/Furnaces

• Refrigeration Equipment

• Air Handling Units

• Pumps

• Cooling Towers

• Chemical Treatment Systems

• Ductwork

• HVAC Piping

• Insulation

• Terminal Devices

• Ventilation Systems

• Automatic Temperature Control Systems

• Sound, Noise and Vibration

Plumbing

• Domestic Water

• Sanitary Waste

• Plumbing Fixtures

• Backflow Prevention Devices

• Fire Suppression Systems

• POL Systems

• Compressed Air Systems

Electrical

• Electrical Service

• Electrical Distribution

• Lighting

• Fire Alarm

• Emergency Lighting and Exit Signs

• Telecommunications

• Emergency Generators

• Lightning Protection

Life Safety

Physical Safety

Energy Conservation Items

Force Protection and Antiterrorism

Seismic (include only presence of seismic components, not an evaluation as to proper design and installation)

Environmental – Excluded as part of base services. The Contractor can provide a specialized consultant to address these issues as an additional service. The engineering team will address the proper components in chemical storage areas

(for example, high/low exhausts, proper spill containment, etc.)

• Stored Chemicals

• Indoor Air Quality

Other systems (i.e. cranes, hoists, lifts, water softeners, etc.) – The Contractor excludes evaluation of the proper operation of these types of equipment and systems. If DEA is experiencing specific problems with this type of equipment, the engineering team can document the problem and recommend the services of a vendor or specialized consultant to assist in resolving problems.

D. Building Engineering Report – Task 4

1. The engineering team shall prepare summarized inspection reports containing a description of the buildings, its systems and their conditions.

All of this information will be included in the final BER.

2. Work items proposed shall be completely described as to the nature and extent of work involved and shall include a cost estimate and justification for each recommendation, including the anticipated life expectancy of a system, if applicable, and the location of each deficiency by floor and room number or other means for proper identification purposes.

3. Proposed work items shall be grouped by system and rated with a priority level ranging from one to five according to five categories as follows:

a. Priority 1 – Immediately/Within First Year

Items in this category require immediate action and include corrective measures to:

1. Correct life safety and/or code-based hazards.

2. Restore normal service or operation.

3. Stop accelerated deterioration.

4. Replace items that have reached or exceeded their useful service life.

b. Priority 2 – Within the next 2 years

Items in this category, if not corrected expeditiously, will become critical within a year. Situations in this category include:

1. Repair systems or components subject to intermittent interruptions.

2. Repair systems or components subject to rapid deterioration.

3. Correct potential safety hazards.

c. Priority 3 – Necessary but not yet critical. Within the next 3-5 years

Items in this category include conditions requiring appropriate attention to preclude predictable deterioration or potential downtime and associated damage or higher costs if deferred.

d. Priority 4 – Recommended. Within 6-10 years

Items in this category represent sensible improvements to the existing conditions of the facility. These items are not required for the most basic function of a facility; however, they will improve overall usability and/or reduce long-term maintenance.

e. Priority 5: Code and program enhancements

Items in this category include items that do not meet current codes, but are grandfathered under existing conditions. Code compliance will apply as new alterations or renovations occur. Generates a

Blast, seismic and progressive collapse requirements should be included in this category.

4. The summarized BCA shall be accompanied by a final BER to include photographs and cost estimates. Individual line item cost estimate pricing can be prepared by using any standard pricing method, to include Means or other proprietary estimating system currently used by a consultant.

E. Post-Inspection Meeting/Comment Review Meeting –Task 5

A post-inspection/review meeting shall be conducted between the engineering team, the building or facility manager, COE representative, and a DEA representative following the submission of the BER to discuss and prioritize the work identified in the report.

V. SCHEDULE OF SUBMITTALS

A. The engineering team shall complete the services required under Clause IV for the three project locations. Six color copies of the draft reports shall be submitted for review for each project location. The engineering team shall provide written responses to each BCA review comment. The Government team shall have 4 weeks to review and prepare comments of the documents.

Comments will be annotated and incorporated to each document.

B. The final submittal of the BER shall be 100% complete. Provide six (6) copies of the report with color photographs in hard cover binders within 14 calendar days after receipt of the review comments.

VI. FORMAT

A. The BCA shall contain the following information.

1. A Cover Sheet with the DEA Logo, title of report, building name, building address, building photo, date of report, A/E name, A/E address, and A/E phone number.

2. A list of each Engineer’s name, business address and phone number, if applicable.

3. Table of Contents

4. Cost Summaries with one-line deficiency listings by system with individual deficiency costs and total cost by system. Additional summary reports including priority, category and system will be provided in various combinations of each. The reports will be in graphical and tabular form.

5. Deficiency photographs are to be included with Deficiencies and

Recommendations.

6. The building description section shall contain a qualitative description of the building systems by categories. Include statements to indicate the condition of the building systems for which no deficiencies were found.

7. The deficiencies and recommendations section shall include evaluation forms and cost estimate sheets for each deficiency identified, grouped by building system.

B. The preliminary, draft copies of the BERs shall be submitted in a format consistent with the following order and guidelines. These reports may be prefaced by an optional introduction or SOW.

1. Cover Sheet with DEA logo, title of report, building name, building address, building photo, date of report, A/E name, A/E address, and A/E phone number.

2. A list of each Engineer’s name, address and phone number, if applicable.

3. Table of Contents

4. An Executive Summary composed of paragraphs or bulletized statements by category and system, which outlines the deficiencies found, with a total cost at the end of each category and a grand total cost at the end of the summary. Descriptive building information should be included under

Building Description.

5. Cost Summary with one-line deficiency listings by category and system with individual deficiency costs, and total cost by category and system.

6. Deficiency photographs are to be included with deficiencies and

Recommendations.

7. Building Description section containing a quantitative description of the building components and systems by system. Include statements indicating the condition of components and systems for which no deficiencies were found.

8. Deficiencies and Recommendations section comprised of evaluation forms, estimate sheets, and deficiency photographs for each deficiency identified, grouped by system and category.

9. Appendices, as appropriate, including reports produced by consultants to the Architect-Engineer as part of this inspection/evaluation and summarized in the report, i.e. work inventory items, elevator condition reports, roofing surveys, water penetration surveys, operations and maintenance related data, free hand one-line primary electrical system diagram, fire safety work sheets, etc.

VII. Deliverables Date

1. Task 1 30 days after NTP issued and dates confirmed with our customer

2. Task 2 After pre-inspection meeting

3. Task 3 – Trip Report 2 weeks after inspection

4. Task 4 – Draft BER 30 days after inspection

5. Task 5 3 weeks after receipt of Draft Report

6. Final BER 2 weeks after Review meeting