Attachment 2 - Sample Project Requirements Document.pdf

PROJECT REQUIREMENTS DOCUMENT

PRD

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Table of Contents

Section/Title Page

1.0 INTRODUCTION

2.0 CONTRACT PROJECT

3.0 SCOPE OF A-E SERVICES

3.1 Predesign Phase A-E Services

3.2 Design Phase A-E Services

3.3 Bid Phase A-E Services

3.4 Construction Phase A-E Services

3.5 Special Services - Design Review and Value Engineering

3.6 Hazardous Materials and Hazardous Substances Abatement Services

4.0 RELEVANT DOCUMENTS

5.0 PROJECT SPECIFIC REQUIREMENTS

5.1 Project Background Summary

5.2 Commissioning

5.3 TELECOMMUNICATIONS

5.4 Physical Security

5.5 Commissioning Plan

5.6 Energy Efficiency

5.7 Historic Preservation

5.8 Facilities for the Handicapped

5.9 City Permits

5.10 Site and Landscape Design

5.11 Erosion and Sediment Control

5.12 Storm Water Management

5.13 Manufacturer Product Names

6.0 PROJECT BUDGET LIMITATION

7.0 PROJECT SUBMITTAL SCHEDULE

8.0 PROJECT CONTACT PERSONS

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1.0 INTRODUCTION

This Project Requirements document specifies specific Architectural - Engineering (A-E) services to be provided under this task order. It provides a schedule for the contract deliverables, relates project budget information, outlines unique project needs, and establishes the distribution list for the submissions.

Refer to the Statement of Work (SOW) (A-E Plains Version 2.91(March 2020)), which is typically included in the A-E's basic contract, for detailed information on A-E's responsibilities and standard requirements for document submissions.

2.0 CONTRACT PROJECT

Project Number:

Project Title:

Project Location:

3.0 SCOPE OF A-E SERVICES

The specific A-E services to be provided under this task order are summarized below. The A-E shall perform the following tasks marked by an "X" in accordance with the schedules and requirements stipulated herein and the Statement of Work.

3.1 Predesign Phase A-E Services

[ ] Environmental Assessment (EA) [ ] Physical Security Risk Assessment (PSRA) [ ] Investigative Report/Studies [ ] Design Charette [ ] Program of Requirements (POR) Development [ ] Boundary Survey [ ] Topographical Survey Services [ ] Geotechnical Engineering Services

3.2 Design Phase A-E Services

[ ] Special Consultant Services [ ] Fire Safety Consultant [ ] Industrial Ventilation Consultant [ ] Laboratory Consultant [ ] Telecommunications Consultant [ ] Physical Security Consultant [ ] Other:

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[ ] Coordination with Construction Manager at Risk firm [ ] Participation in Value Engineering Session (conducted by DR) [ ] Special Presentation of the project to the research program staff and other interest groups.

[ ] Design Progress Meetings:

[ ] At Project site or [ ] at Alternate site [ ] Rendered Perspective [ ] Design Submissions (i.e., plans, specifications, cost estimates, analyses and calculations, etc.)

[ ] 15 Percent Submittal [ ] 35 Percent Submittal [ ] 50 Percent Submittal [ ] Progress Submittal(s) between 50 Percent and 95 Percent [ ] 95 Percent Submittal [ ] 100 Percent Submittal [ ] Final Turnover

3.3 Bid Phase A-E Services

[ ] Solicitation Review [ ] Duplicating, Collating, and Binding Services (Number of Sets ) [ ] Solicitation Release [ ] Pre-Bid Conference [ ] Solicitation Amendments [ ] Bid Evaluation

3.4 Construction Phase A-E Services

[ ] Construction Inspection Services [ ] Monitoring and Inspection of Construction

[ ] Daily [ ] Weekly [ ] Biweekly [ ] Monthly, [ ] Other:

[ ] Resident Construction Inspector

Schedule:

[ ] Reports of Construction Progress

[ ] Daily [ ] Weekly [ ] Biweekly [ ] Monthly [ ] Other:

[ ] Building Commissioning [ ] Payroll Review [ ] Record Drawings and Specifications

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[ ] Operation and Maintenance Manuals

[ ] Construction Management Services [ ] Preconstruction Conference [ ] Construction Contractor Submittals Review [ ] Construction Contract Changes and Clarifications [ ] Construction Progress Payment and Payroll Review

3.5 Special Services - Design Review and Value Engineering

[ ] Design Review Services [ ] Value Engineering Services

3.6 Hazardous Materials and Hazardous Substances Abatement Services:

[ ] Abatement Services - Identification, Assessment, and Corrective Action Design Phase [ ] Asbestos containing materials [ ] Lead Paint and lead containing materials [ ] Mercury [ ] Polychlorinated Biphenyls (PCBs) [ ] Biological materials [ ] Radiological materials

[ ] Abatement Services - Bidding Phase (refer to PR section 3.3 above) [ ] Abatement Services - Construction Phase (refer to PR section 3.4 above)

4.0 RELEVANT DOCUMENTS

The A-E shall use all documents marked by an "X" in preparing the required contract documents. (Note: These documents will be provided separately by the EPM.)

[ ] Existing Record Drawings located: _________________________ [ ] Master Plan, dated _____, completed by ____________________ [ ] Feasibility Study, dated _____, completed by _________________ [ ] Investigative Report, dated _____, completed by ______________ [ ] Program of Requirements, dated _____, completed by _________ [ ] Design A-E Checklist [ ] Design Review A-E Checklist [ ] Design Statement of Work (for Design Reviewer) [ ] Closeout Procedures, Facility Contracts Branch memo of July 1998 [ ] Design Charette Requirements, SAVE Proceeding 1995, John B. Sankey [ ] A-E Commissioning Requirements, July 2003 [ ] Sample POR [ ] Sample Environmental Assessment (EA) [ ] Sample Physical Security Risk Assessment (PSRA) [ ] Pre-performance Checklist s (Greenhouse, Lab HVAC, and Emergency Generator) [ ] Sample Format for Construction Contract Schedule

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[ ] Sample Report of Construction [ ] ARS Guidance on Commissioning [ ] Sample, Contractor Submitted CPM for Performance Testing, TAB, and

Commissioning [ ] Telecommunications:

[ ] Telecommunications Distribution Design Guidance (under revision) [ ] Sample Data Cabling SOW

[ ] Physical Security [ ] Sample, Security Design Components Narrative [ ] Protecting Ventilation Systems

[ ] Energy Efficiency [ ] Energy Initiatives Guidance (attached)

5.0 PROJECT SPECIFIC REQUIREMENTS

5.1 Project Background Summary

(NOTE TO PREPARER: Insert synopsis of the project's development (studies, PORs completed, etc.); a brief description of the scientific program; and a brief description of the project scope in terms of types of facilities and size)

5.2 Commissioning

A. Design Commissioning is required for this project. The A-E shall provide all services necessary for performance of commissioning in accordance with the requirements described in section 6. 4 of the SOW and the relevant documents specified in PRD section 4.0 above.

B. Construction Commissioning is required for this project. The A-E shall provide all services necessary to insure commissioning is accomplished in accordance with the requirements described in section 8.2.8 of the SOW and the relevant documents specified in PRD section 4.0 above

5.3 TELECOMMUNICATIONS

The telecommunications infrastructure shall be an engineered structured cabling system design conforming to the BICSI (Building Industry Consulting Service International, Inc.) Telecommunications Standards. ARS Telecommunications Distribution Design Guide (TDDG). The ARS TDDG supersedes section 242.1-

6.13.1. It is the A-E's responsibility to assure that the results of the Telecommunications consultation are sufficient and proper to meet the criteria for the design and construction of the project facility.

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5.4 Physical Security

Security measures shall be implemented. Security must be an integral part in the choice and development of new building sites and new or ongoing modernization projects at existing ARS buildings and sites. The A-E shall provide a Physical Security Consultant to assist in security planning and integrating physical security strategies in the design of ARS new construction and renovation projects. For physical security design requirements and considerations for ARS facilities, refer to ARS Facilities Design Standards (P&P 242.1M-ARS).

The Design Package shall include at least the highest priority measures for each of the following categories of protection:

Chemical, Biological & Radiological Physical Security Information Security Miscellaneous

The design and cost estimate shall clearly distinguish all of the components of the project. Refer to SOW section 4.4.4.

5.5 Commissioning Plan

The A-E will develop the Commissioning Specification to include, Commissioning of HVAC systems, and all specialty systems, which are required by ARS Guidance on Commissioning. The Commissioning Specifications shall require the Contractor to submit a CPM for pre-performance testing, TAB, start-up, commissioning, substantial completion, etc. ARS has separated commissioning into design and construction tasks. Refer to SOW section 6.4 for design and 8.1.7 for the construction requirements.

5.6 Energy Efficiency

The A-E shall comply with the Energy Saving Requirements. Refer to SOW section 6.3. Several of the key elements are listed below.

A. EPACT 2005 Compliance, including modeling the planned building versus an identical ASHRAE 90.1 building. The model shall comply with Appendix G of ASHRAE 90.1 and Paragraph 6.5.2.and 7.C. of the SOW.

B. ARS Design Standard 242.1M, Chapters 1,5, and 7, have been revised to reflect the updated Energy Requirements.

C. ARS has a sample energy model format using e-Quest for the computer simulation. This simulation was performed in 6 climate

Page 7of 13 zones. This information will be provided to the A-E for their use.

5.7 Historic Preservation

EPM will insert the appropriate State Historic Preservation Office Requirements

(SHPO).

5.8 Facilities for the Handicapped

Fully accessible facilities shall be provided. The design shall comply with provisions of Uniform Federal Accessibility Standards (UFAS) and the Americans with Disabilities Act (ADA).

5.9 City Permits

The A-E is responsible for submitting any required application review packages and coordinating all reviews especially with local planning and zoning agencies, as well as local utilities and citizen groups, for obtaining approvals and permits.

City/ Campus Fire Marshal, planning/zoning officials, building inspectors, and bidding permit representatives, etc. shall be initially involved at the investigative stage.

5.10 Site and Landscape Design:

A. General. The A-E shall submit site and landscape design concepts, drawings, sketches, calculations, specifications, etc. at various stages throughout the design process. Reference 242.1M - ARS Facilities Design Standards.

B. Design Principles. The Design shall respect and preserve the natural attributes of the site, the site's individual character, and take advantage of distant views. Preference shall be given to materials, products, and plants of low maintenance and water use. Landscape features shall be designed and materials selected for unrestricted accessibility. Landscape Architectural improvements shall need to be phased to accommodate budget constraints.

5.11 Erosion and Sediment Control

The site will require an erosion and sediment control plan to ensure the protection of environmentally sensitive areas that surround the site. The design shall utilize silt fence, earth dikes and other sediment diverting methods to channel sediment-laden runoff away from the protected areas. Inlet protection

Page 8of 13 shall be installed on all proposed inlets and on existing inlets as necessary to filter sediment from runoff before entering into the storm drainage system. The site may also require sediment traps and possibly a sediment basin to collect sediment-laden runoff for detention. The site will require approval by local regulatory agency for erosion and sediment control.

5.12 Storm Water Management

This project will be subject to storm water management guidelines. The new facility will likely require storm water quality and possibly quantity management.

The site will require approval by local regulatory agency for storm water management.

5.13 Manufacturer Product Names

When developing the Specifications, the A-E shall use caution when listing actual company or brand names for products such as laboratory casework, greenhouses, etc. The specifications should be easy enough to interpret, as to avoid any protests by manufacturers over "proposed equal" regarding their product.

6.0 PROJECT BUDGET LIMITATION

(Note to EPM: The percentage for the design fee will be based on an ECC that is calculated at the scheduled design completion date. The ECC at the completion of the design becomes the benchmark for escalation for the mid-point of construction. The EPM should apply the appropriate escalation factors to the project programmed mid-point of construction as per the Fact Sheet and Briefing Paper.)

6.1 The estimated construction cost of this project is limited to the amount of funds programmed for the work, and shall not exceed $ at FY ( )(ECC at completion of the design). This figure will be bid protected. The base bid scope shall not exceed $ ( ) Percent of the Estimated Construction Cost (ECC). Additive bid items will be 5 to 10 percent of the ECC with at least one high value additive. The base bid and all additives must not exceed 100 percent of the ECC.

6.2 The scope of the base bid shall be developed to provide a complete and operational facility. Additive bid items may be the result of specific instructions from the EPM or may be recommended design additives by the A-E. When additive bid items are used, the A-E shall ensure that such items are clearly indicated on the drawings and in the specifications, cost estimates, bid schedules, and construction performance times. The final cost estimates for the base bid and additive bid items shall not exceed the Estimated Construction Cost

(ECC).

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6.3 In developing the Schedule of Items with additive or option line items, the value of the base line item may be 90 to 95 percent of the ECC with at least one additive or option line item valued at 5 percent of the ECC. Due to construction market uncertainty, it is highly desirable to have the sum of all additive or option line items approach 10 percent of the ECC. In all cases, the base line item and all additive or option items must not exceed 100 percent of the ECC. (See SOW section 4.4.4.).

6.4 It is incumbent upon the A-E that the project is designed for construction bids within the programmed amount. See Clause 52.236-22 "Design within Funding Limitations" contained in Section I of the basic contract.

7.0 PROJECT SUBMITTAL SCHEDULE

7.1 The schedule provided herein indicates requirements for each submission and review stage. It is provided for information and direction to the A-E in meeting contract submissions and contract time requirements. Refer to SOW section 4.4.1. for specific requirements on the submission of construction documents, including electronic format and uploading to the FEDBIZOPPS web page.

7.2 Within 7 calendar days after the award of the task order, the A-E shall provide the CO a schedule of actual dates in bar chart format for individual submittal and Government review time. The Government requires a minimum of 21 calendar days for review time, or as determined by EPM.

7.3 Any request for time extensions or other deviations from this schedule must be submitted to the

CO in writing. Each request must include specific and detailed reasons in support of the schedule alterations. Only the CO can approve time extensions or other changes to the contract/task order provisions. Approvals for deviations will be at the option of the CO. His/her decision will be final.

7.4 The A-E is advised that the conduct of the work, in a manner that insures compliance with the schedule, is essential to the successful construction completion of this project.

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7.5 Project Submittal Schedules:

(NOTE TO PREPARER: Coordinate the number of copies of each submittal document with the appropriate individuals listed on the following pages.)

Copies of all required submittal documents shall be sent directly to the following individuals in the quantity shown. A copy of the A-E's transmittal letter shall be provided to the CO.

"Electronic copies in PDF format unless otherwise specified by the Government.

Task

Stages

Performance Time (Calendar Days) [ ] A-E

[ ] DR

[ ] VE

Government Review Time

Cumulative Total

Pr ed es ig n

[ ] Environmental Assessment Draft 21 Final 21

[ ] Investigative Report Draft 21 Final 21

[ ] Physical Security Risk Assessment Draft 21 Final 21

[ ] POR

[ ] POR with Charette

Draft 21 Final 21

[ ] Boundary Survey Draft Concurrent with Design Phase Final Concurrent with Design Phase

[ ] Topographical Survey Final Concurrent with Design Phase [ ] Geotechnical Survey Final Concurrent with Design Phase

D es ig n

[ ] Rendered Perspective Draft With 50% Submittal Final With 95% Submittal

[ ] Value Engineering (VE) Prelim 21 Final 21

[ ] Design Development [ ] 15% Design Submittal 21 [ ] 35% Design Submittal 21 [ ] 50% Design Submittal 21 [ ] Progress Design Submittal 21 [ ] 95% Design Submittal 21 [ ] 100% Design Submittal 21

[ ] Final Turnover

Total Calendar Days

Copies of all required submittal documents shall be sent directly to the following individuals in the quantity shown. A copy of the A-E's transmittal letter shall be provided to the CO.

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Pre- Final Submission EPM: 2 copies and one copy of each submittal (plans, specifications, and other documents) in an electronic format (PDF format - CD-ROM) to the EPM.

RPR: 4 copies, AOE: 2 copies RPMB: 1 copy, DR: PSO:

OCIO IT: BSO:

Final Turnover:

AOE: Specification set, and cost estimate, and 1 copy on disk.

EPM:2 copies (in addition, 2 electronic copies) RPR: 1 copy CO: 1 copy and 1 electronic copy in PDF format on a compact disc (CD) of the drawings, specifications and cost estimate.

The Government will generate review comments. Those comments will be submitted to the A-E who will provide responses to all government comments within 10 calendar days of receiving them.

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8.0 PROJECT CONTACT PERSONS

Name and Address Phone FAX E-Mail Address Contracting Officer

(CO)

USDA, ARS, FD, FCB

George Washington Carver Center 5601 Sunnyside Avenue, Mail Stop 5124 Beltsville, MD 20705-5124

Engineering Project Manager (EPM)

USDA, ARS, FD, FEB

Center 5601 Sunnyside Avenue, Mail Stop 5125 Beltsville, MD 20705-5125

Research Program Representative (RPR)

Research Program Manager (RPM)

NPS Representative

Area Office Engineer

(AOE)

Safety, Health, & Environmental Management Branch

(SHEMB)

Representative

USDA, ARS, FD, SHEMB

Center 5601 Sunnyside Avenue, Mail Stop 5127 Beltsville, MD 20705-5127

Real Property Management Branch (RPMB) Representative

USDA, ARS, FD, RPMB

Center 5601 Sunnyside Avenue, Mail Stop 5126 Beltsville, MD 20705-5126

ARS Physical Security Officer (PSO)

ARS OCIO IT

Infrastructure Specialist

Biological Safety Officer

(BSO)

Architects and Engineers (designers)

Architects and Engineers (design reviewer)