Attachment 1 - Statement of Work (Architectural-Engineering Services).pdf

STATEMENT OF WORK

Architectural-Engineering Services

SOW A-E NBAF

(September 2022)

Table of Contents

Section/Title PAGE

1.0 INTRODUCTION

2.0 TERMINOLOGY AND ABBREVIATIONS

3.0 SCOPE OF WORK

3.1 General…

3.2 Working with Other Government Contractors…

3.3 Working with a Construction Manager at Risk (CMAR)…

4.0 STANDARD A-E SERVICES REQUIREMENTS

4.1 Compliance with Codes and Standards…

4.2 Web Portal Project Management System

4.3 Project Site Visits…

4.4 Document Requirements…

4.5 Submittals, Reviews, And Approvals…

5.0 PREDESIGN PHASE A-E SERVICES

5.1 Environmental Assessment (EA)…

5.2 Investigative Report or Study…

5.3 Security Risk Assessment (SRA)…

5.4 Program of Requirements (POR) Development…

5.5 Boundary Survey Services…

5.6 Topographic Survey Services…

5.7 Geotechnical Engineering Services…

5.8 Environmental Site Assessment…

6.0 DESIGN PHASE A-E SERVICES

6.1 Special Consultants…

6.2 Rendered Perspective…

6.3 Energy Saving Requirements…

6.4 Commissioning Design Task…

6.5 Design Development…

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SOW A-E NBAF

Version 2.91 (March 2020)

7.0 BID/PROPOSAL PHASE A-E SERVICES

7.1 Solicitation Review…

7.2 Duplicating, Collating, And Binding Services…

7.3 Solicitation Release…

7.4 Prebid Conference…

7.5 Solicitation Amendments…

7.6 Bid Evaluation…

8.0 CONSTRUCTION PHASE A-E SERVICES

8.1 Construction Management Services…

8.2 Construction Quality Assurance…

9.0 DESIGN REVIEW AND VALUE ENGINEERING SERVICES

9.1 General…

9.2 Design Review Services…

9.3 Value Engineering Services…

10.0 HAZARDOUS MATERIALS AND HAZARDOUS SUBSTANCES

ABATEMENT SERVICES

10.1 General…

10.2 Abatement Services – (Identification, Assessment, and Corrective

Design Phase)…

10.3 Abatement Services – (Bidding Phase)…

10.4 Abatement Services – (Construction Phase)…

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1.0 INTRODUCTION

The Agricultural Research Service (ARS) issues fixed price task orders to obtain professional Architectural-Engineering (A-E) services for individual projects. ARS uses two documents; one is the Statement of Work for A-E Services and the other is the Project Requirements Document.

The Statement of Work for A-E Services, (SOW), which is typically included in the A-E’s basic contract at the time of award, provides detailed information on the A-E’s responsibilities and on the standard requirements for document submissions.

The Project Requirements Document, (PRD), is developed specifically for each project and is issued by the Contracting Officer (CO) with the request for a fee proposal for the ordered task. The PRD identifies the specific services requested, establishes a schedule for the deliverables, gives budget information, discusses unique project needs, and provides the distribution list for the submissions.

Background: The NBAF Campus consists of multiple buildings to include the Main Lab, Central Utility Plant, Transshipping Building, Waste Water Treatment Plant, Pump House, Visitors Center, and two Entry Control Points. The Main Lab is designed to support Bio-Safety levels BSL-2, BSL-3, BSL-3E, BSL-3Ag, BSL- 4 and BSL-4Ag research. Designers/Engineers shall be familiar with services associated with these types of facilities.

2.0 TERMINOLOGY AND ABBREVIATIONS

A-E Architect-Engineer or Architectural-Engineer AOE Area Office Engineer ARS Agricultural Research Service BICSI Building Industry Consultant Services International BMS Building Management System CC Construction Contractor CD-ROM Compact Disk-Read Only Memory CMAR Construction Manager at Risk CO Contracting Officer CSI Construction Specifications Institute CVS Certified Value Specialist DC Design Charrette DR Design Review A-E or Design Review DRB Design Review Board EA Environmental Assessment EEM Energy Efficiency Measure ECC Estimated Cost of Construction

EIS Environment Impact Statement EPM Engineering Project Manager ESA Environmental Site Assessment FD Facilities Division FDS ARS Facilities Design Standards (Manual and P&P 242.1M-ARS) FONSI Finding of No Significant Impact HSD Homeland Security Division IT Information Technology LA Local Authority LAN Local Area (Data) Network LCC Life Cycle Cost LCCA Life Cycle Cost Analysis NBAF National Bio and Agro-Defense Facility OCIO Office of Chief Information Officer PDF Portable Documents Format PGM Policy Guidance Memorandum P&P Policies and Procedures POR Program of Requirements PRD Project Requirements Document RCDD Registered Communications Distribution Designer PSO Physical Security Officer RCI Resident Construction Inspector RPR Research Program Representative RPMB Real Property Management Branch SAVE Society of American Value Engineers SHEMB Safety, Health, and Environmental Management Branch SIR Savings to Investment Ratio SOW Statement of Work SRA Security Risk Assessment TDDG Telecommunications Distribution Design Guide Telecom Telecommunication Services (i.e., Voice, Data, LAN/WAN, etc.)

UFGS Unified Facilities Guide Specifications USDA United States Department of Agriculture VE Value Engineer or Value Engineering WAN Wide Area (Data) Network

3.0 SCOPE OF WORK

3.1 General

The A-E shall provide the indicated professional services associated with the planning, pre-design, design, bid, and construction management phases of the proposed project. The PRD will identify the specific services required by the project. These services will be obtained through the issuance of a fixed price task order. The types of services to be provided under this contract include, but are not limited to, the following:

• Bid Phase Services

• Construction Administration

• Construction Drawings

• Construction Site Observation (Quality Assurance)

• Construction Specifications

• Cost Estimates

• Designs

• Design Analysis

• Design Criteria Development and Basis of Design

• Design Reviews

• Design Workshops

• Energy Modeling and Computer Simulation

• Environmental Assessments and/or Impact Statements

• Environmental Site Assessments

• Facility Commissioning

• Feasibility Studies

• Hazardous Materials and Substances; Identification and Abatement

Design Services

• Industrial Ventilation (Stack Emissions) Studies and Prototypes

• Investigative Reports

• Master Planning

• Physical Security Risk Assessments and Designs

• Project Assessment Report

• Record Documents

• Shop Drawing Reviews and Approvals

• Soil Borings/Geotechnical Investigations and Designs

• Storm Water Protection Plans

• Surveys

• Telecommunications Designs

• Value Engineering (VE) Workshops

3.2 Working with Other Government Contractors

When the Government employs, by a separate contract, other contractors, such as general contractors, construction managers, design reviewers, or other consultants, the A-E shall be required by its contract to cooperate fully with and to assist the other contractors and to coordinate its work with theirs. The A-E shall advise the CO when coordinating and cooperating with the other contractors result in design changes.

3.3 Working with A Construction Manager At Risk (CMAR)

The A-E may be required to work with a Construction Manager at Risk (CMAR) beginning at the pre-design phase and continuing through the construction of a project. The A-E will agree to accept the relationship of trust and confidence, and to commit to the Government to cooperate with the CMAR and to furnish the requisite skill and judgment to further the interests of the Government.

The CMAR is the contractor selected to assist the Government in reviewing the constructability of the design and in managing the overall construction of the associated project. The CMAR’s primary responsibility will be meeting the Government’s goals relating to scope, budget, schedule and quality. The CMAR provides managerial, technical, administrative, and quality control services to assist the Government in achieving these goals, as well as building the project.

The CMAR assists the Government during the design phase by reviewing and evaluating the construction documentation. The CMAR is required to work with the A-E and the Government in a cooperative team effort to develop a quality design. The CMAR is to notify the Engineering Project Manager (EPM) and the CO of all issues brought to the attention of the A-E and of the A-E’s response to each. The CMAR notifies the EPM if design submissions appear inadequate.

Most importantly, the CMAR makes the EPM aware of any issue that has the potential to jeopardize the project’s goals relating to scope, budget, schedule, and quality. The CMAR’s principal tasks during the design phase include, but are not limited to, the following:

• Conducting or participating in VE exercises

• Controlling schedules

• Keeping records

• Performing administrative and other services as defined in the CMAR’s scope of work

• Preparing cost estimates

• Reconciling cost estimates

• Reporting on progress

• Resolving problems

• Reviewing plans and specifications

4.0 STANDARD A-E SERVICES REQUIREMENTS

4.1 Compliance with Codes And Standards

4.1.1 General

A. The project design under this contract shall comply with the requirements of the current ARS Facilities Design Standards (P&P 242.1M-ARS) (FDS), and with the applicable national, state, and local building codes, standards, and guide specifications. The A-E is responsible for obtaining copies of all applicable codes and standards from the issuing authorities.

B. In addition to using the applicable national model code as the basis for minimum standards, the A-E shall incorporate into the project design any special requirements which are related directly to local practices or circumstances, and which do not conflict with ARS policy.

C. In accordance with Public Law 100-678, the applicable code authorities must be offered the opportunity to review the designs for ARS projects. To comply with this law, the FD requires that the A-E document its code conformance by submitting to the appropriate code officials for review all design submittals called for in the PRD, in accordance with the following procedures.

The A-E shall request the Local Authority (LA) in writing to review the plans and specifications for compliance with local codes, etc.

Depending upon the response of the LA, the A-E shall take action as described below:

1. No action from the LA. The LA does not review plans and specifications for Federal projects. The A-E shall provide to the CO a memo to document the Government’s effort to coordinate with the LA, and the LA’s declining the offer.

2. Action by the LA – No Fee. The LA will review the design documents and provide comments at no cost to the Government. In general, comments made by the LA that ask for changes in the design shall be considered recommendations, but if the changes are required by the local code, they should be incorporated into the design.

Those changes or revisions not required by the applicable national model code are subject to discussion within FD, especially those impacting cost and schedule. The A-E shall submit for ARS review all comments made by the LA as well as the A-E response.

3. Action by the LA – Fee Assessed. The LA will review the design and provide comments, but it will require a fee for the staff hours required to provide these services.

a) The LA declines to review the design without payment for the review services. The A-E documents its effort to obtain the LA’s review of its plans and specifications, noting that the services could not be obtained without payment for review services.

b) The LA declines to review the design without payment for the review services and states that a construction permit cannot be issued unless its review process is completed. The A-E shall inform the CO in writing with a recommendation for payment.

4.1.2 Conflict Between Codes and ARS Requirements

A. All conflicts between the design requirements of ARS and the requirements of national, state, or local codes, shall be resolved by designing for the most stringent requirement.

B. Any request by the A-E to deviate from the code or to use equivalent equipment, materials, or means or methods must be submitted through the EPM to the Chief, Facilities Engineering Branch for approval no later than the 35 percent design submission.

C. The request for a waiver must cite the standard or code being impacted, clearly describe the proposed deviation or the equivalent concept, reasons for the request, any associated cost impact, any impact the deviation would have on the project, and supporting rationale.

D. The EPM or AOE will coordinate the request with the appropriate FD Branch and provide a response to the A-E.

4.2 Web Portal Project Management System

The A-E, the Government, the Design Review A-E (DR), and the Construction Contractor (CC) may be required by contract to use the ARS-adopted Web portal system, Microsoft SharePoint, for document management throughout the project. A PowerPoint presentation providing information about this Web portal system can be found at:

https://ftp.arsnet.usda.gov/home.html

4.3 Project Site Visits

4.3.1 The A-E shall make site visits and investigations as needed to develop a thorough understanding of existing conditions, and to ensure the accurate representation of all existing conditions affecting the scope of the project.

https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fftp.arsnet.usda.gov%2Fhome.html&data=02%7C01%7C%7Ccb9c2bfbe43d4a97029a08d76d350340%7Ced5b36e701ee4ebc867ee03cfa0d4697%7C0%7C0%7C637097946757812653&sdata=0uasHVcxmp6LSvP8X0z0NU8TCR1fIOYUUe5Y6tsiK2Y%3D&reserved=0

4.3.2 Site inspections shall be performed by professional architectural and engineering disciplines with the education, training, and experience appropriate for the project.

4.3.3 Site inspections shall be coordinated with the Research Program

Representative (RPR), or a person designated by the RPR, to ensure adequate and appropriate scheduling. The A-E shall adhere to the location security requirements and restrictions. A-E personnel shall present Government issued photo identifications to gain access to facilities.

A. Personnel employed by the Design Firm or any representative of, or agent of the Firm, entering this facility shall conform to the facility security regulations and any site training requirements. The A/E shall provide all information required for background checks to meet facility access requirements as performed by the facility security office.

Design Firm personnel shall comply with all personal identity verification requirements as directed by USDA-ARS Security office. Each person accessing the site will be required to provide personal details, (full name, DOB, SSN, DL#) and will undergo a routine background check, such as a National Agency Check with additional inquiries, which may include a criminal and credit check. Details required for the check should be submitted the security office NLT 5 days prior to the visit. Results of this check may return earlier. However, it should not be planned to have results earlier than 5 days. If, while on site the Engineer/Designer will have access to sensitive information, they must complete a National Disclosure Agreement (NDA), along with the required training. This training will most likely be completed by reviewing a series of slides covering the topics of the definition of controlled unclassified information (CUI), access, handling, distribution, storage, and destruction of CUI. Each person will acknowledge receiving and understanding the training on the NDA. The process should not exceed two hours. Acknowledgement and completion of the NDA will be turned in with the form required for the background check. Results will be returned through the Contracting Officer or Contracting Officer Representative. A/E personnel need to follow Title 41, Code of Federal Regulations, Part 102-74, Subpart C Rules, and Regulation Governing Conduct on Federal Property.

Additional security requirements may be imposed when the Federal Government raises the Homeland Security Alert

Level. Additional directions will be provided if the situation occurs. The A/E shall safeguard all USDA-ARS equipment, information and property provided for Contractor use. At the close of each work period, USDA-ARS facilities, equipment, and materials shall be secured.

B. Security Ingress/Egress for Contract Activities:

A/E Personnel, Vehicles, Tools, Equipment, Material Deliveries, and Shipments. The service Entry Control Point (ECP)/Guard Post serves as the initial screening point for vehicles and visitors.

1. All Vehicles, equipment, and personnel will be confirmed for NBAF access. Upon confirmation, all vehicles and equipment will be thoroughly searched at the Service ECP. Once cleared, visitors may be thoroughly screened by Security at the Service ECP or will be directed to park in the North Transshipping (TSSG) Parking Lot to undergo Security Screening within the Transshipping Building.

2. Following screening, visitors without a Long-Term Visitor Badge (LTVB) will be issued a short-term visitor’s badge.

3. Escorted by either Contractor Staff with a Local Badge/PIV or an authorized USDA Escort, visitors, vehicles, tools, equipment, and materials will enter NBAF through Gate 2, and travel to the designated delivery entry point(s).

4. Escort coordinates to meet an authorized USDA member at the designated delivery entry point(s). This coordination will need to be done though the contract

COR.

5. Escort will enter PIN at the access control reader and escort visitors through the designated delivery entry point(s) into the work area. Additional instruction pertaining to containment is as follows:

• Access/Egress of containment loading areas as activities within containment are subject to additional limitations, requirements, and restrictions that will be determined, evaluated, and approved on a case-by-case basis.

• All personnel, tools, equipment, and materials are subject to additional Security Screening and ingress/egress procedures pending campus status.

• At no time can a direct path from outside the facility to into containment occur.

• Within containment, the containment cafeteria is the only authorized place to eat and drink. Food and drink are only allowed to enter containment through the cafeteria pass through box via the warming kitchen.

• All A/E staff and visitors will be required to check their phones into a locker outside of containment prior to entering containment.

• Radios can be signed out for communication within containment. The radios must stay within containment.

6. Escorts must always maintain line of sight of visitors and a 5:1 escort ratio.

7. Leaving the designated delivery entry points, escorted visitors will drive out of Gate 2. Vehicles, equipment, and personnel are subject to additional Security screening and egress procedures pending campus status.

8. Visitors without LTVBs will either be directed to park in the North TSSG parking lot to return their badge within Transshipping or will be directed to turn in their badge at the Service ECP. Once the Visitor Badge is returned, the visitor will then exit the respective area and leave the NBAF premises. Those with LTVBs will leave the premises upon exiting Gate 2.

9. Visitors that are part of the delivery crew, but whom are not in the delivery vehicle will be subject to standard site access requirements utilizing the Main Entry Control Point off Denison Avenue and screening by Security at the Visitors Center. Visitors will then be escorted from the Visitors Center, by a Contractor staff with a Local Badge/PIV or an authorized USDA Escort, to join the rest of the crew.

C. Crews with minimal tools, equipment, & materials – Containment Access through Shower Block and Security Checkpoint.

1. All A/E staff and visitors will follow the NBAF Facility SOP for access into the Main Lab

2. Access/Egress of containment areas and activities within containment are subject to additional limitations, requirements and restrictions that will be determined, evaluated, and approved on a case-by-case basis.

3. All A/E staff and visitors will be required to check in their phones into a locker outside of containment.

4. All A/E staff and visitors will be screened and confirmed by Security for access into containment.

5. All personnel, tools, equipment, and materials are subject to additional Security Screening and ingress/egress procedures pending campus status.

6. Security will have all A/E staff and Visitors sign the visitor log once cleared for access.

7. All A/E staff and visitors will be escorted into containment and throughout by an authorized USDA employee with containment access.

8. Upon leaving containment, all A/E staff and Visitors will sign out on the visitor log.

4.3.4 The Government will make available to the A-E its record drawings and other relevant documents. The A-E will evaluate these drawings and make copies of those applicable to the project. The A-E shall advise the EPM of critical areas where test pits or other testing methods are recommended.

4.4 Document Requirements

4.4.1 General

A. The construction drawings and specifications must reflect the project’s particular site conditions and available construction period and must depict and describe the work so that the project can be readily constructed. To ensure this, the A-E shall have experienced construction engineers review and provide technical input to the drawings and specifications as they are being developed. This input shall be summarized and provided to ARS in the design analysis.

B. Final documents submitted for archival purposes shall include a copy of the Record Drawings and Specifications in digital format on a CD or DVD disc. The specifications are to be submitted in MS Word (1 copy) and Portable Documents Format [PDF] (1 copy), and the drawings are to be submitted in DWG and PDF drawing format. No signature release shall be required of ARS for CADD files.

C. Construction documents (drawings, specifications, and attachments) shall be submitted to the CO in PDF format.

These documents will be uploaded to the Contract Opportunities (FBO) Web site (https://sam.gov/) by the CO. No signature release shall be required of ARS for CADD files.

1. Drawings shall be full size. The PDF file shall include bookmarks with a drawing number and title provided for each drawing. Separate files shall be provided for each drawing discipline (e.g., architectural, mechanical, electrical, https://sam.gov/ plumbing, telecommunication, etc.). File size shall be no greater than 10mb. Files greater than 10mb should be divided into multiple files.

2. Specifications shall be bookmarked with section numbers and section titles. File size shall be no greater than 10mb.

Files greater than 10mb should be divided into multiple files.

4.4.2 Drawings

A. Drawings shall be prepared in conformance with the “National CAD Standard”. Refer to www.nationalcadstandard.org.

B. Standard drawing size shall be 24 x 36 inches or 30 x 42 inches unless otherwise directed. ARS will provide sample cover sheets and title block sheets in electronic format.

Requests to deviate from the standard size shall be submitted to the CO.

C. The cover sheet shall include a vicinity map showing the project’s general position in relation to an existing site, or in the case of a new site, to the surrounding highways. A location map shall be provided also, showing the placement of the project’s elements relative to the existing buildings or other features on the site. All maps shall show graphic scales, north arrows, and appropriate legends.

D. Drawings shall be accurately dimensioned, with all work completely noted, and with legends provided for all symbols, materials, and abbreviations used on the drawings. Details, sections, elevations, and plans shall be identified and thoroughly cross-referenced.

E. Schedules shall be provided on the drawings for doors, windows, and finishes, and for mechanical, electrical, and Telecom equipment.

F. The A-E shall affix its professional seal and signature to the final original drawings. This seal shall be that which would be required by the state or district having jurisdiction where the project work is to be performed.

4.4.3 Specifications

http://www.nationalcadstandard.org/

A. Specifications shall be printed on 8-1/2 by 11-inch bond paper and bound. Specification organization shall follow the format of the Construction Specifications Institute (CSI).

Numbering of sections within the divisions and section format shall follow CSI recommendations.

B. The cover of each volume shall bear the name of the project, the contract number, the volume number, the name of the A-E firm, and the date of preparation.

C. At the 95 percent complete design stage, a register of all required contractor submittals, with reference paragraphs, dates and action fields shall be provided in a separate section at the beginning of the specifications. The A-E shall also provide the register in Excel file format.

D. The Unified Facilities Guide Specifications (UFGS) have been adopted as the standard specification for all ARS-FD administered projects. The A-E can obtain current UFGS masters at: http://www.wbdg.org/ccb/. Should the UFGS have more than one version of a particular section, the one used by the Naval Facilities Engineering Command (NAVFAC) shall be used.

E. To help the USDA meet its project-specific environmental goals, the A-E shall review the Federal Green Construction Guide for Specifiers and require the CC to use bio-based and bio-preferred products to the maximum extent possible.

This Guide can be found at:

http://www.wbdg.org/design/greenspec.php. The A-E shall also refer to www.biobased.oce.usda.gov and www.usda.gov/procurement/programs/biobased/biobasedite ms.htm.

F. The use of “SpecsIntact” is strongly recommended.

SpecsIntact (Specifications-Kept-Intact) is an automated system for preparing standardized specifications.

SpecsIntact can be accessed online at:

http://www.wbdg.org/references/pa_dod_si.php.

When specification sections are required that do not exist in UFGS, or, when it is determined that the UFGS section does not adequately address the ARS requirement, the A-E shall prepare a new specification section conforming to the three-part CSI format. The A-E shall notify the CO of any deviations or additions to the UFGS and shall request formal http://www.wbdg.org/ccb/ http://www.wbdg.org/design/greenspec.php http://www.biobased.oce.usda.gov/ http://www.usda.gov/procurement/programs/biobased/biobaseditems.htm http://www.usda.gov/procurement/programs/biobased/biobaseditems.htm http://www.usda.gov/procurement/programs/biobased/biobaseditems.htm http://www.usda.gov/procurement/programs/biobased/biobaseditems.htm http://www.wbdg.org/references/pa_dod_si.php approval for the deviation.

G. Outline specifications listing all of the specification sections intended for use in the project may be prepared as part of the 35 percent design submittal. Outline specifications shall be organized by CSI divisions and sections, and shall convey the type and quantity of construction, construction materials, and equipment proposed. The 50 percent submittal shall consist of marked-up UFGS, with typed supplemental specifications as required by the project work. A poor mark-up technique, which results in illegible specifications, will require re-submission.

H. Specifications shall reflect sound logic and shall call for materials and construction methods that ensure full and open competitive bidding by interested contractors, manufacturers, suppliers, specialists, and detailers/erectors.

To ensure comprehensive specifications, the A-E shall specify the salient characteristics of materials, equipment, systems, methods, and processes, and must refer to the Material and Workmanship Clause (FAR 52.236-5) contained in the solicitation.

I. The A-E shall exercise continuous review procedures to ensure that the specifications are applicable to the required work, are free of ambiguous generalities, provide the information required by references on the drawings, and are clearly and concisely written to satisfy the requirements of the intended work.

4.4.4 Cost Estimates

A. Detailed cost estimates shall be included with each design submittal. Cost estimates shall follow the CSI specification divisions and shall be itemized by sections within the divisions. Cost estimates will be submitted in both printed and electronic form. All cost estimates shall be provided in native (i.e. Excel) and PDF format. Contractor shall (if required) to build cost estimates in web based platforms such as eGordian, etc. as part of a Job Order Contracting (JOC) program if one is established for this location.

B. Cost estimates shall show the unit costs of material and for each item of work. Cost estimates at the 15 percent submittal may be based on the cost per square foot, broken down by major elements of work. Lump sum cost estimates will not be accepted.

C. The cost estimate shall include a narrative that clearly lists the assumptions used in its preparation (e.g., the assumed start and completion dates of construction, the escalation rate, included and excluded cost elements, the design contingency applied, etc.)

D. Overhead and profit shall be shown as added percentages to the subtotals of the direct cost. All applicable insurance fees, bond costs, sales taxes, etc. shall be included.

E. With each cost estimate submission, the A-E shall develop and provide a Project Budget Report analyzing the submission’s total estimated construction cost (ECC). The Report shall determine if the project is currently on budget, or if a cost overrun is probable. If it appears that the project is not on budget, the report shall closely analyze the project ECC, precisely identify the reasons why the probable cost overrun has occurred and determine whether or not a complete and usable facility can be designed within the funding limitation. If the A-E believes that one can be, the report will include the A-E’s methodologies and its recommendations for scope reduction and/or changes in the project’s materials, equipment, systems and methods to bring the project’s ECC within the estimated construction contract price. If the A-E believes that a complete and usable facility cannot be designed within the original funding limitation, it shall develop a new project ECC for the complete and usable facility. The A-E shall not proceed to the next design phase until the Government evaluates its recommendations or new ECC and the CO issues a notice to proceed for the next design phase and directions to the A-E on how to bring the cost estimate back within the project budget or adjusts the original estimated construction contract price.

F. At the 50 percent design submittal stage, the FD will convene an internal Design Review Board (DRB). The DRB is responsible for reviewing the ECC submitted by the A-E, and the ECC review comments developed by the Design Review A-E (DR). It the ECC exceeds the project budget, records of the over-budget resolution as described above shall be made available to the DRB.

G. The 50 percent submittal cost estimate shall include:

1. A proposed bid schedule with the base bid item plus additive bid items and/or optional line items.

2. The current version of the Construction Wage

Rate Requirements (formerly Davis-Bacon Act) wage determination for the construction site.

3. Sufficient detail to facilitate a review and verification of all cost assumptions.

4. The Project Budget Report determining the project budget status, cost overrun, methodology on cost control, and recommendations.

4.4.5 Reports

“Reports” include all submittals other than drawings, specifications, cost estimates, boundary surveys, and topographic surveys.

Reports will be typed on letter-sized (8 1/2 by 11 inch) paper and bound. The report shall be printed on both sides of the sheet. The pages are to be numbered. Bindings are to be plastic, allowing full opening and layout. The report is to be properly organized, indexed, and tabbed. If supplementary drawings are required to produce a complete report, and their contents can be clearly shown on letter sized or 11 by 17-inch paper, they should be bound into the report. If larger drawings are required, they should be placed on 24 by 36-inch sheets, and these will be submitted separately.

Reports submitted for archival purposes will be submitted as described in Section 4.4.1 B above.

4.4.6 Analyses and Calculations

A. These shall be provided with each submittal of the plans and specifications. The degree of completion shall be comparable to that of the plans. Provide applicable descriptions of all assumptions used in the calculations.

B. All computations shall be indexed and arranged in an orderly manner, with appropriate sketches, so that any element of the design can be identified easily.

C. The final design submission shall include a complete set of checked computations marked clearly as final design calculations.

D. All calculations shall be provided in native (i.e. Excel(.xls)) and PDF formats.

4.4.7 Bid Schedules

A. Bid schedules shall contain the following information:

1. The scope of work to be performed.

2. The identification of the major items of work.

3. A schedule and a construction performance time (in calendar days). The schedule must identify and reflect any involved phasing, the time of actual on-site performance, long lead times that could affect the schedule, and parts of any buildings that must be kept operable.

B. Bid schedules shall be provided with the 50 percent design submittal.

C. The scope of the base bid item shall be developed to provide a complete and usable facility. Additive bid items or option items may be identified by the CO or may be design additives recommended by the A-E. When additive bid or option items are used, the A-E shall ensure that such items are indicated clearly on the drawings and described completely in the specifications, and reflected accurately in the cost estimates, bid schedules, and construction performance times.

D. The value of the base bid item should be 90 percent of the

ECC, with at least one additive bid or option item valued at 5 percent of the ECC. It is highly desirable to have the sum of all additive bid or option items approach 10 percent of the ECC. The sum of the final cost estimates for the base bid item and all additive bid or option items must not exceed 100 percent of the ECC.

4.5 Submittals, Reviews, and Approvals

4.5.1 General

A. The A-E shall meet the schedule and requirements for the submittals as described below. If the A-E feels that the Government-proposed schedule is not feasible, it shall develop and propose a detailed schedule for review and approval by the CO as part of the fee negotiation.

B. The schedule must include the time needed for the A-E to conduct its quality control procedures and to develop the cost estimate for each submission.

C. The A-E shall allocate its technical personnel and other resources to meet milestone dates and shall monitor the work of its consultants to ensure concurrent progress.

D. The A-E shall request any input from ARS in sufficient time to allow it to develop and deliver the required information so that the A-E’s work will not be delayed.

E. Insofar as possible, the A-E shall “work around” areas requiring clarification to minimize any delay to the project.

Should a delay occur, the A-E shall work closely with the CO to regain or minimize lost time.

F. The A-E shall coordinate all submission reviews with

Federal, state and local agencies and utilities, and shall certify its coordination on the submission’s cover letter.

G. The A-E and its consultants must recognize that ARS reviews are general in nature, and that the detailed checking of submittals for technical accuracy, sufficiency, coordination, and quality control is the sole responsibility of the A-E and its consultants. ARS acceptance of the design does not relieve the A-E from any liability for all damages resulting from any negligent performance.

4.5.2 Submission Review Process

A. Copies of the design documents are submitted by the A-E for ARS review at various stages of development as identified in the PRD. Generally, the A-E’s submission will consist of drawings, specifications, a bio-containment narrative when applicable, a cost estimate, Budget Report, analyses and calculations, and its design checklist. Refer to Section 6.5.2 below for a description of the requirements for each submission.

B. The review process takes about four weeks. (See the PRD for the detailed schedule.) The first two weeks are used by the reviewers to study the documents, to develop written comments, and to submit them electronically to the EPM and

A-E. During the third week, the A-E reviews all comments and prepares a written response for each, either concurring with the comment, taking exception to the comment (and providing its reason for taking exception), or stating that the comment needs further discussion. The A-E shall distribute copies of all comments received, along with its responses, to all reviewers prior to the design progress meeting held during the fourth week.

4.5.3 Design Progress Meetings

A. The A-E shall conduct the design progress meetings. These meetings will be used to monitor progress, review and approve the design direction, respond to questions and concerns, and approve deviations from the technical requirements. The A-E shall provide presentations for alternatives and identify the required decisions.

B. The design progress meetings shall be held at the project site, unless otherwise indicated in the task order.

C. Meetings shall begin at the start of the design phase and shall end with the final design turnover. The schedule of meetings shall be developed by the A-E and the CO.

D. The A-E shall provide a written proposed agenda to the CO for each meeting at least seven calendar days prior to the scheduled date of the meeting.

E. Within seven calendar days after each meeting, the A-E shall provide written minutes of the meeting to the CO, the EPM, the RPR, and the Design Review A-E. The minutes shall be in the following format:

1. Project Title

2. Purpose of Meeting

3. Attendees

4. Description of Discussion

5. Actions Required and Responsible Persons

6. Date Actions Required

7. Distribution of Meeting Minutes

F. The A-E’s staff and consultants attending the meetings shall be qualified and authorized to make technical decisions.

5.0 PREDESIGN PHASE A-E SERVICES

Predesign Phase A-E Services are described below. The PRD will identify the specific services and schedules required by a project.

5.1 Environmental Assessment (EA)

5.1.1 The A-E shall provide all services necessary for the preparation of an EA in accordance with the National Environmental Policy Act (NEPA) of 1969 (P.L. 91-190), as amended; Council on Environmental Quality (CEQ), Guideline 40 CFR 1500-1508; and applicable Federal, state, and local regulations. ARS NEPA compliance regulations can be found at 7 CFR 520 and Section 1.3 of the FDS.

The EA shall be developed by a well-qualified and highly experienced individual.

5.1.2 The assessment shall include, but not be limited to: analyses and investigations; determinations substantiated by documents;

retrievable facts; documented records, coordination with Federal, state, and local authorities; and interviews.

5.1.3 The EA shall conclude that either a Finding of No Significant Impact

(FONSI) is justified, or that an Environmental Impact Statement (EIS) is required. If it is determined by ARS that an EIS is required, based on the findings of the EA, a separate competitive solicitation may be issued for the preparation of the EIS. The EA shall also consider conditions during project construction and after project construction completion.

5.1.4 The EA shall follow this outline:

A. The objective of the proposed action

B. Alternatives for accomplishing the objectives of the proposed action

C. The agency-favored alternative

D. The environmental impacts of the proposal and the alternatives.

E. An overview of the site and the surrounding area, and a description of the possible impacts (including public reaction and controversy) of the proposed actions on:

1. The physical characteristics of the site such as: soil erosion by wind or water; stability of the soil surface; the quality of water from a sole source aquifer; aquifer yield and water rights; stream or spring flow; chemical or physical quality of ground or surface water; access to minerals; or the release to the air of particulates or a toxic substance for which there is a National Ambient Air Quality Standard.

2. Social and economic resources and land use, such as:

public health and safety; aquatic life; game animals or fish or their taking; aesthetics; undisturbed natural areas or wild and scenic rivers; rare, threatened or endangered species (a consultation with the U. S. Fish and Wildlife Service under Section 7 of the Endangered Species Act is required); critical habitat; species balance, especially among predators; wetlands, flood plains and coastal zones; population; housing supply or demand;

employment; commercial activities; industrial activities;

cultural patterns; or meteorological conditions and air movement patterns.

3. Known or potential historic, cultural, archaeological, and recreational resources; a consultation with the State Historic Preservation Office is required.

4. Utilities and services, such as: power and heating; solid waste management; water supply; or sewer and storm drainage.

5. Transportation and parking.

F. Conclusions and Recommendations

G. Appendix

H. Agencies or personnel consulted

5.1.5 The Government will furnish the following information (if available):

A. Site Plan B. Location Map C. Sample EA

5.1.6 The A-E is responsible for obtaining all additional information necessary to complete the EA.

5.1.7 The A-E shall submit the EA report for ARS review and approval in accordance with the submittals schedule identified in the PRD. See Section 4.4.5 above for reporting requirements.

5.1.8 The A-E shall assist ARS in evaluating and responding to public inquiries on the completed EA.

5.1.9 The A-E shall submit all supporting documentation used in the preparation of the EA.

5.2 Investigative Report or Study

5.2.1 The A-E shall provide all services necessary to prepare and submit comprehensive investigative reports and studies, e.g., facility condition studies, master plans, energy audits, geotechnical investigations, utility and Telecom studies.

5.2.2 After coordination with the RPR, the A-E shall consult with all appropriate location personnel, facility users and utility service providers to obtain data and information relevant to the project.

5.2.3 Site investigations shall be accomplished by the professional disciplines trained in the area of the related work.

5.2.4 The A-E shall maintain a continuing log of all site visits and investigative procedures used to investigate the work. A copy of this log shall be included with the first submittal of the report or study.

5.2.5 The A-E shall submit the report or study for ARS review and approval in accordance with the submittals schedule identified in the PRD.

5.2.6 The report or study shall fully and accurately describe:

A. The objective of the investigation

B. The sequence of the work performed to accomplish the objective of the investigation

C. The procedures and equipment used in the investigation

D. Analyses and test data, with complete descriptions of all tests performed and test results.

E. Existing conditions affecting the scope or procedures of the work performed.

F. A complete description of the pertinent existing conditions

G. Proposed solutions and recommendations with a complete description of the work to be performed and itemized cost estimates.

H. The data and discussions to support the recommended action proposed for Government approval.

I. Names and qualifications of the personnel who performed the investigation.

J. Names, affiliation, and contact information of the personnel who provided input to the investigation.

5.2.7 The report or study shall be prepared and submitted as described in Section 4.4.5 above.

5.2.8 The A-E shall be solely responsible for conducting a thorough investigation and for preparing a complete and accurate report or study.

5.3 Security Risk Assessment (SRA)

5.3.1 The A-E shall provide all services necessary to perform a comprehensive facility SRA at the ARS location(s) identified in the

PRD.

The location(s) for which the SRA is to be conducted will include one or more of the following:

A. Laboratory areas

B. Germplasm collection areas

C. Animal holding areas

D. Chemical storage areas

E. Research plots

5.3.2 The SRA shall be done in accordance with the procedures and requirements contained in the following guidance documents. The objective shall be to achieve a responsible and prudent balance between risk and mitigation measures while considering the agency resources available to implement each countermeasure.

A. U.S. Department of Justice’s (DOJ) Vulnerability

Assessment of Federal Facilities, June 28, 1995 B. Interagency Security Committee (ISC) Security Design

Criteria for Federal Facilities C. GSA Security Guidelines and Design D. Departmental Regulation, Integrated Physical Security

Standards and Procedure Manual (IPSSPM) E. USDA Security Policies and Procedures for Bio-safety

Level-3 Facilities F. The ARS Physical Security Policy, PGM-04-004

5.3.3 Prior to starting the SRA process, the A-E shall submit for approval to the ARS Homeland Security Office (HSO), documentation describing the qualifications and experience of the consultant that will perform the work.

Due to the sensitive nature of the assessment information, the A-E must obtain or have performed, for each employee working on the task, a satisfactory security clearance that includes, as a minimum, the following elements:

A. Fingerprinting B. Arrests and convictions C. Credit check

The appropriate background forms (see the table below) must be completed, evaluated, and submitted by the A-E to the HSO within one week of the NTP. If the employee has had a recent (within one year) security clearance that includes all of the above elements and is available for submission as required above, it may be used to meet this requirement.

BACKGROUND CHECKS AND INFORMATION FORMS

REQUIRED FROM A POTENTIAL APPLICANT

POSITION SENSITIVITY

LEVEL

FORM PERSONAL IDENTITY

BACKGROUND CHECKS

1 – Low Form I-9, OMB No. 1115- 0136, Employment

Eligibility Verification

Authentication of Applicant Identity Source Documents conducted by entity responsible for authorizing

PIV card issuance (checking and verifying validity with each Document’s Issuer). Law enforcement check (fingerprint).

2 – Moderate Standard Form 85, OPM Questionnaire for Non- Sensitive Positions or

Equivalent

National Agency Check and Inquiries (NACI)

3 – High Standard Form 85 P, OPM Questionnaire for Public

NACI and Credit Check

(NACIC)

Trust Positions or Equivalent

4 – Critical Standard Form 85 P, OPM Questionnaire for Public

Trust Positions or Equivalent

Limited Background (LBI) or Background Investigation

(BI)

5.3.4 The SRA shall include a site/building survey, data gathering, and an expert evaluation of the facility to provide the appropriate level of security protection as determined by the HSO.

The SRA shall include the following components:

A. Asset Analysis – identify and evaluate the assets (e.g., people, operations, information, and property) to be protected.

B. Threat Analysis – define the threats identified by an individual or group, a history of the perceived or past threats to the facility, and evaluate the intent, motivation, and possible tactics of those who may carry them out.

C. Vulnerability Analysis – identify and evaluate how specific site and building weaknesses may invite and permit the injury, damage, or destruction of an asset.

a. Evaluate site boundary/access points, site lighting, and vehicular parking/access control.

b. Evaluate proposed building entries/circulation and service entry points.

c. Evaluate the proposed installed HVAC systems and the emergency/backup power capabilities.

d. Provide recommendations for the proposed countermeasure security systems (access control, alarm system, and intrusion detection).

e. Evaluate the proposed or installed telecommunication and Information Technology (IT) system against the requirements of the ARS Telecommunications Distribution Design Guide (TDDG); the Departmental Regulation, “Integrated

Physical Security Standards and Procedures Manual (IPSSPM)”; FD’s Policy Guidance Memoranda PGM- 02-005, “Physical Security In ARS Information Technology Restricted Space”; and PGM-06-001, “Telecommunications Infrastructure Guidelines”. The ARS TDDG supersedes Section 6.13.1 of the FDS.

Ensure that the following system elements meet USDA requirements:

1.) Phone/data service access locations 2.) Basic routing of the inside and outside plant cabling infrastructure 3.) Network equipment rooms 4.) LAN and associated servers, workstations, etc.

5.) Satellite/microwave communication capabilities 6.) Firewall issues, LAN or Subnet concerns, etc.

f. Evaluate chemical, biological, and radiological laboratory locations. Assess how biological agents stored at the facility are secured.

D. Risk Analysis – using the findings from the asset, threat, and vulnerability analyses, examine the consequences of hostile actions against the facility and determine the security measures required to prevent potential damage or losses to the assets. Identify who exactly is responsible to respond to the specific location in the event of an emergency (e.g., state, local, county police or Federal Protective Police.)

Identify whether there is a written agreement in place or a Memorandum of Understanding.

1. Security Countermeasure Recommendations- identify the operational impact and the implementation cost for each countermeasure. Include a menu-type list of proposed countermeasures to be used to mitigate the risk to the asset, and a cost estimate (including implementation and operating cost) for each countermeasure. The ARS HSD will approve the final countermeasures to be used in the project.

5.3.5 Deliverables

A. The A-E shall submit draft and final SRA reports for ARS review and approval.

B. The SRA report and other supporting documentation shall be labeled, “Security Sensitive Information –…