Attachment 3 - Master Statement of Work.pdf

SIMPLIFIED ACQUISITION OF BASE ENGINEERING REQUIREMENTS

“SABER”

MASTER STATEMENT OF WORK

718TH CIVIL ENGINEER SQUADRON, KADENA AIR BASE

US ARMY GARRISON OKINAWA, DIRECTORATE OF PUBLIC WORKS

OKINAWA, JAPAN

REVISION 6, 22 AUGUST 2022

Table of Contents

Section A – General Information

1.0 Summary of Work

2.0 Master Specification

3.0 Unit Pricing Guide

4.0 Coefficients

5.0 Installation Regulations, Working Hours, and Entry Requirements

6.0 Key Personnel

Section B – Task Order Process

1.0 Requirement Identification & Preparation

2.0 Task Order Proposal Preparation

3.0 Task Order Evaluation & Award

4.0 Post Award Procedures

Section C – Design Submission

1.0 General Information

2.0 Contractors Role During Design

3.0 Design Engineers

4.0 Government Review

5.0 Design Conferences

6.0 Sequence of Design Construction

7.0 Design Submittal Requirements

8.0 Schematic Design Submittal (35%)

9.0 Design Deviation

10.0 Interior Design

Section D – Task Order Performance, Modification, and Completion

6.0 Worksite Standards

7.0 Interference with Government Operations

8.0 Vehicle Control

9.0 Worksite Maintenance

10.0 Working Conditions

11.0 Worksite Turnover

12.0 Task Order Completion

13.0 Changes in Work

Table of Contents

Section E – Other Requirements

1.0 Mobilization

2.0 Quality Control

3.0 Government Furnished Property

4.0 Contractor Furnished Items

5.0 Airfield Safety Requirements

6.0 Delivery and Storage

7.0 Construction Permits

8.0 Construction Equipment

9.0 Drawings, Specifications, and Construction Schedule on Worksite

10.0 Availability of Materials

11.0 Progress Schedules and Reports

12.0 Weather Delay Requests

13.0 Daily Reports

14.0 Preparation of Material Approval Submittals

15.0 As-Built Drawings

16.0 Health & Safety

17.0 Corrosion Prevention

18.0 Field Testing

19.0 Additional Communication Equipment Requirements

20.0 Operations & Maintenance Manuals

21.0 Warranties

22.0 Contract Interpretation and Authority

23.0 Government Liability

24.0 Additional Applicable Regulations

25.0 Attachments

26.0 Exhibits

Section A – General Information

1.0 Summary of Work

This Simplified Acquisition of Base Engineer Requirements (SABER) program will encompass a broad range of maintenance, repair, and minor construction work at Kadena Air Base, Torii Station, and several other US Forces Japan (USFJ) facilities located on Okinawa, Japan.

This is a fixed-price, indefinite-delivery indefinite-quantity (IDIQ) with a wide variety of individual construction tasks to perform non-complex and simple scope projects for works projected at no less than $2,000 up to $1,000,000--though some projects may exceed that upper threshold. Each Task Order will be single discipline or minimum combination of multiple disciplines project including, but not limited to;

Civil, Structural, Architectural, Mechanical, Electrical, Fire Protection and small scale ACM/LBP sampling and abatement work with minimum design efforts up to 35% Design.

The Government will award construction projects by issuing individual Task Orders to the Contractor as requirements are identified by 718th Civil Engineer Squadron (718 CES) or the US Army Garrison, Department of Public Works (DPW) during the ordering period. The Contractor must furnish all materials, equipment and personnel necessary to design, manage, and accomplish the construction tasks.

The area of the performance is not only at Kadena Air Base but also its associated locations and other installations including U.S. Army and U.S. Marine Corps (Military Housing Facilities) installations located in the mainland Okinawa.

The SABER contract ceiling is $49,500,000. The Task Order value range is expected to be between $2,000 and $1,000,000, however some Task Orders may exceed $1,000,000 on a case-by-case basis.

The initial SABER ordering period will be 36 months, with two, 12 month option periods. Allowing up to a total contract term of 60 months. However, the Government is only obligated to the minimum guarantee outlined in the terms & conditions of the contract.

The Contractor must furnish all labor, management, supervision, design, tools, materials, equipment, incidental engineering, and transportation, except otherwise specified herein, necessary to perform various repairs, alteration, construction and demolition work to shore facilities. The scope of work may include, but is not limited to, office renovation, building demolition, built-in equipment repair/replacement, piping repair/replacement, pipe lagging, electrical work, mechanical work, road pavement, fencing, roofing, painting, site work, removal and disposal of lead based paint and asbestos containing material, welding and masonry. The Contractor is responsible for adhering to the current regulations and specifications in force at the time of the task order or modification award.

Henceforth in this Statement of Work, 718 CES and DPW will be referred to as Engineering Activities.

The Contractor must maintain a physical management office on Kadena Air Base in order to receive work requests and to provide other management services related to accomplishing individual tasks.

To access the Unit Price Guide (RSMeans) that will be used to prepare and submit Price Proposals, the Contractor is required to have an industry standard broadband high-speed internet connection.

The Government will furnish space on Kadena Air Base for the Contractor to set up an office facility.

The Contractor must bear all costs in relation to the set-up of these office facilities, including necessary utility connections and facility maintenance. The Government will provide the following utilities at no cost to the Contractor for the duration of the contract: potable water, sanitary waste, and electrical service.

2.0 Master Specification

Attachment I; Master Specification serves as the governing regulatory document for the SABER program, and must be adhered to by the Contractor on matters of environmental regulation, Air Force specific standards, and minimum quality standards. The Government reserves the right to update and/ or modify the Master Specification, and incorporate it into the contract via a bi-lateral modification.

3.0 Unit Pricing Guide

The Unit Pricing Guide (UPG) contains pricing information for the description of work to be accomplished and for the unit of measure specified. Prices shown include material cost, delivery, equipment, and labor as a national average.

The Contractor must use RSMeans as its UPG; and is required to generate costs using the Construction Task Catalog in RSMeans in conjunction with the most current US Army Corps of Engineers (USACE) Cost Factors for Okinawa. All Task Order price proposals must be based on the most current CTC in RSMeans. The RS Means-based cost estimate software is utilized as UPG to estimate total bare direct cost. All Task Order price proposals shall be based on the most current RS Means cost estimating pricing guides and databases. Provision, maintenance and update of UPG shall be the sole responsibility of the Contractor. The cost to provide, maintain and update UPG shall be accounted for in the Contractor’s coefficient.

Henceforth in this Statement of Work, the terms UPG and RSMeans should be interpreted as meaning substantially the same.

For new construction of real property, the Contractor must use the USACE Area Cost Factor (ACF). For repair and alteration of real property the Contractor must use the USACE Sustainment Area Cost Factor

(SACF).

To apply the Cost Factor, the appropriate Cost Factor is applied to total bare direct cost calculated in the UPG to adjust the cost to location-specific cost reflecting Japanese local market conditions in accordance with Unified Facilities Criteria (UFC) 3-701-01; DoD Facilities Pricing Guide. All applicable ACF’s and SACF’s can be found in Chapter 1-4; Data Tables, Related Materials; Data Tables, Tab 4-1; OCONUS.

Works conducted under this SABER must utilize the most current Cost Factor cited for the appropriate Site Code.

The most current data tables in this UFC are found in a combined file under “Related Materials” accompanying this UFC on the (WBDG) Web site: https://www.wbdg.org/ffc/dod/unified-facilities-criteria-ufc/ufc-3-701-01.

The table below denotes which Site Codes are applicable based off the performance location of each Task Order:

On-Site; Kadena Air Base LXEZ0001 On-Site; Kadena Munitions Area LXFB0001 On-Site; Torii Station JA020 Off-Site; Naha and Surrounding Area JA210 Off-Site; Nago and Surrounding Area M67400

Material and labor costs for each items must be calculated by bare costs in the UPG. Total cost that includes overhead and profit in UPG are not authorized for use as the Contractor’s Coefficient serves as the means to account for overhead and profit, wage adjustments other than SACF, and other additional costs.

All line item quantities entered into the UPG must reflect the actual takeoff quantities without inclusion of waste material. No additional quantity must be added for scrap or waste.

Line items in the UPG must be considered all-inclusive. The Contractor must not include quantities in addition to actual takeoff quantities to compensate for work that in the Contractor’s opinion is not adequately included in any particular line item. The Contractor must not add additional expenses to any line item to compensate for costs such as manufacturing, shipping, installation, or similar costs (i.e. mold charges, shipping costs of large equipment, temporary storages, and etc).

The Contractor must base their price proposal upon the existing UPG line items and not upon vendor, manufacturer, sub-Contractor, etc. pricing quotations. The only exception to this requirement will be the inclusion of non-priced items.

The Contractor must bear all costs for the RSMeans system licensing throughout the term of the contract.

The Contractor license fee is based on a percentage of the Task Order value awarded. The Contractor license fee includes government and Contractor data and software use, as well as training and implementation support for the Government and Contractor.

The Contractor must incorporate the System License Fee in the competitively proposed Coefficients. The Contractor is required to accept Gordian licensing and payment terms (available prior to proposal).

1.1. Contractor UPG Requirements

Within 45 days of contract award, the Contractor must provide all materials and service necessary for installation of 5 seat licenses of the UPG compatible with Windows 10 as well as 3 sets of RSMeans Paperback Books (Facilities Construction Cost Data Book) for use by Kadena Air Base government personnel. Note: The software will be operated within the Kadena Air Base government computer network and will be available for use by all authorized government personnel.

The Contractor will provide the Government with annual updates to the UPG software and cost estimating databases described above. The UPG updates shall be provided to the Government as soon as they are released by the respective developer/vendor. The updates are typically released in December of each year and the Contractor should therefore provide them to the Government as soon after release date as possible, but no later than thirty (30) days following release. If for some reason the latest version of RSMeans is unavailable, Operation and Maintenance Escalation Rates are considered by Government to apply as a part of construction coefficients in accordance with UFC 3-701-01 Data Table, Tab 4-4.

The Contractor will be responsible for purchase and use of the same UPG software they provide to the Government as the RSMeans based cost estimating database for the duration of this SABER contract.

Location Site Code

4.0 Coefficients

A “Coefficient” is the Contractor’s pricing factor which is multiplied against the bare cost (i.e. the direct activities less any markups) in calculating Task Order prices. It is proposed in the base solicitation as a percentage increase (e.g. 1.2500) or decrease (e.g. 0.9500) to the current edition of the UPG. While the UPG will be dynamic with annual updates throughout the life of the contract, the Coefficients proposed in the base solicitation will be fixed for the life of the SABER.

The Coefficient is to compensate the Contractor for the indirect costs associated with performance and profit (such as, but not limited to; taxes, bonding, overhead, profit, etc). In determining their coefficient, the Contractor must include the cost for performing all services unless expressly prohibited elsewhere in the terms & conditions of the SABER contract.

The coefficient should include, but is not limited to, the following: all costs to obtain, maintain, update, etc. the UPG and provide UPG training; all costs to obtain/provide to the Government the RSMeans pricing guides and annual updates; overhead and profit for both the prime Contractor and any subcontractors or suppliers; contingency; mobilization/demobilization; bond premiums; tax; insurance;

protection of government property to include any fencing or barriers inside or outside of a building; scrap, waste and other additional costs; costs of 35% design including shop drawing preparation, as-built research/site verification and investigation, field surveying, and all tests and/or samples required to properly determine engineering design calculations; negotiations; modification preparation costs (positive or negative); expenses, charges, claims, fines, and/or fees incurred by compliance with any Federal, State, County, and/or City code, standard, regulation, or law (including environmental and/or tax laws); general & administrative expenses; prime and sub-Contractors expenses for transportation to and from the jobsite;

one-year proposal price guarantees, and other associated contingencies etc. The coefficients also include additional labor cost for non-regular work hours and restricted area or remote location work.

4.1 Coefficient Structure

This contract includes 20 Coefficients, spread across five different areas of work and four different magnitudes of the cumulative value of all works executed under the terms of this contract.

4.1.1 On-Site, Regular Hours Project Execution: Monday through Friday, 0730 to 1800 (excluding holiday listed in 18th Wing Guidance), for works primarily located on Kadena Air Base, Kadena Munitions Area, Torii Station, and works within 10 kilometers of each of those areas.

4.1.2 On-Site, Emergency/Non-Regular Houses Project Execution: Monday through Friday 1801 to 0729, Saturday, Sunday, and holidays listed in 18th Wing Guidance, for works primarily located on Kadena Air Base, Kadena Munitions Area, Torii Station, and works within 10 kilometers of each of those areas.

4.1.3 Off-Site, Regular Hours Project Execution: 0730 to 1800, Monday through Friday (excluding holiday listed in 18th Wing Guidance) for works located more than 10 kilometers from any on-site location.

4.1.4 Off-Site, Emergency/Non-Regular Houses Project Execution: Monday through Friday 1801 to 0729, Saturday, Sunday, and holidays listed in 18th Wing Guidance, for works located more than 10 kilometers from any on-site location.

4.1.5 Non-Prepriced Items: Works and tasks not priced in the UPG.

4.2 Coefficient Magnitudes

The SABER contract allows for adjustment of the Contractors Coefficient throughout the life of the contract in the form of magnitudes of dollars obligated against the base contract as Task Orders are executed. The Magnitudes are as follows:

4.2.1 Tier 1: $0.00 expended to $10,000,000.

4.2.2 Tier 2: $10,000,001 expended to $25,000,000.

4.2.3 Tier 3: $25,000,001 expended to $40,000,000.

4.2.4 Tier 4: $40,000,0001 expended to the Price Ceiling.

5.0 Installation Regulations, Working Hours, and Entry Requirements

The Contractor, their employees, and any subcontractors must become familiar with and adhere to regulations on all USFJ facilities where the Contractor is working, including; fire, traffic, safety, and security regulations. The Contractor may request copies of these regulations from the Contracting Officer at any time. The Contractor must comply with all pertinent requirements and regulations determined by Fire Department, to include UFC 3-600-01 and NFPA 241, and insure compliance by all subcontractors.

All temporary wiring at the construction site must be installed with ground fault protection. For greater detail the Contractor should reference Attachment I; Master Specification.

When required by the Task Order, the Contractor may not commence work at the job site until an Accident Prevention Plan, Job Hazard Analysis, and Environmental Protection Plan are submitted for review and approved by the Contracting Officer.

All Contractors must keep themselves within the limits of the work site (and avenues of ingress and egress), and must not enter any restricted areas unless required to do so and have received written authorization such as an Entry Authorization List (EAL) or free zone letter. If restricted area is not designated a free zone then only those Contractor personnel listed on the EAL or similar document may enter the restricted area.

The Contractor’s equipment must be conspicuously marked for identification. The Government reserves the right to limit the number of EALs issued to non-Government personnel.

Regular Work Hour applies to the Contractor’s work to be performed during working hours of Normal Construction Working Hours and Work Days must be from 0730 to 1800, Monday through Friday, excluding U.S. Federal holidays and other days specifically designated by the Contracting Officer.

Non-Regular Work Hours applies to the contractor’s work to be performed outside regular working hours specified above. It will be specified in each Task Order if project requires contractor to work during Non- Regular Work Hours in order to accomplish urgently and/or minimize impact on building user’s operations. (i.e. Project that requires night time power outage). Any other outside normal work days and/or hours works requested by the Contractor for the convenience of the Contractor after Task Order is issued will require Contracting Officer’s approval and work must be conducted with no upward price adjustments made and at no additional cost to the Government.

Restricted area or remote location applies to airfield area, ammunition storage (MUNS) area, facilities/areas that are secured and escort is required to enter, and Air Force owned facilities located in Nago area such as Okuma Rest Center and Yaedake Communication Site.

Information on entry for any on-site locations, working hours, and federal holidays can be found in Attachment I; Master Specification in the 18WG- 01 00-A Administrative Policy Requirements Section of the Master Specifications Attachment I; 718 CES Division 01 Supplement.,

6.0 Contractor Key Personnel

This section outlines the standards required for critical Contractor personnel performing this SABER program. These standards must be adhered to unless otherwise directed by the Contracting Officer.

All Contractor Key Personnel must have applicable construction experience for their positions on construction projects of similar scope and size, and must be able to read, write, and speak both English and Japanese.

6.1 Program Manager

The Contractor must provide a Program Manager who will be responsible for the performance of all aspects of the work under the SABER program, and who must be located on Kadena Air Base. The Program Manager must be assigned to oversee all Contractor Project Managers. The Program Manager must be available to the Contracting Officer or Engineering Activity during regular working hours.

The Program Manager must be authorized to make decisions, negotiate task order terms and sign contract documents on behalf of the Contractor, and must be able to read, write, and speak both English and Japanese.

6.2 Quality Control Manager

The Contractor must provide a Quality Control Manager who will be responsible for overall management of the Contractor’s quality control and have the authority to act in all quality control matters for the Contractor. The Quality Control Manager must oversee quality aspects on no more than 10 Task Orders at any one time. The Contractor may appoint additional Quality Control official subordinate to the Quality Control Manager as required by Task Order counts.

6.3 Project Managers

The Contractor must provide a Project Manager for each Task Order (Project Managers are allowed to oversee multiple Task Order’s under the SABER program), who will be responsible for the performance of all aspects of works undertaken on specific Task Order’s under the SABER program, and who must be located on Kadena Air Base at all times during construction.

The Contractor must provide Project Superintendent who will be responsible for supervising jobsite workers, controls all jobsite activities, oversees sub-Contractors, quality control and oversees the safety program for jobsite workers. This Project Superintendent must be on the site at all times during construction and must be employed by the prime contractor.

Section B – Task Order Process

1.0 Requirement Identification & Preparation

As the need exists, the Government will notify the Program Manager, and schedule a Joint-Scope Meeting. The Contractor does not have the right to refuse to perform any Project, pre-priced item, or non-pre-priced item.

Upon completion of the joint scoping process, the Government will prepare a draft Task Order Statement of Work referencing any sketches, drawings, photographs, and specifications required to document accurately the work to be accomplished. The Contractor must review the Statement of Work and suggests any required changes or modifications.

When an acceptable Statement of Work has been finalized, the Government will issue a Task Order Request for Proposal (TORFP) that will require the Contractor to attend a Joint Site Visit, and prepare a Task Order Proposal.

The Statement of Work, unless modified by both the Contractor and the Government, will be the basis on which the Contractor will develop its Task Order Proposal and the Government will evaluate the same.

The Contractor should not refuse to perform any task or any work in connection with a particular Project as long as it is within the confines of the law; and in accordance with local regulations and the terms of the contract.

The Contractor must attend the Joint Site Visit. The Joint Site Visit should discuss the following at a minimum: validation of the scope and thoroughly discuss all conditions and details of the work, , customer requirements, safety, material quantity and quality, methods of construction, phasing, site access, requirements for plans, sketches and drawings, and the types of trades required.

Any deficiencies, omissions, problems, conflicts, or other adverse conditions that may exist in the scope of work, or that may be encountered during the site visit, must be submitted to the Contracting Officer by the Request for Information Date cited in the TORFP.

The Government may, at its option, include quantities in the Statement of Work if it helps to define the Statement of Work, if the actual quantities required are not known or cannot be determined at the time the Statement of Work is prepared, if the Contractor and the Government cannot agree on the quantities required, or for any other reason as determined by the Government. In all such cases, the Government must issue a modification to the Task Order adjusting the quantities appearing in the Statement of Work to the actual quantities.

2.0 Task Order Proposal Preparation

This section outlines the manner in which the Contractor is required to prepare, and submit their Task Order Proposal.

6.4 Project Superintendents

In addition to a single cover page, the following documents are required in all Task Order Proposal submissions.

2.1.1 Task Order Price Proposal

See Section 2.2 for instructions on preparation of the Task Order Price Proposal.

2.1.2 Construction/Design Narrative

The Contractor must submit a Construction/Design Narrative that consists of no more than a single page per applicable engineering discipline (mechanical, electrical, civil, structural, environmental, architecture) that describes the offeror’s intent to satisfy the requirements outlined in the Task Order.

2.1.3 Performance Schedule

The Contractor must submit a performance schedule using the AF IMT 3064. The form must show major measurable line items of the construction project, percentage/value each line item represents in the total proposal cost and a timeline when each line item is scheduled to be completed.

2.2 Task Order Pricing

The Contractor must prepare Task Order Price Proposals in accordance with the standards outlined in this section.

The value of the Task Order Price Proposal must be calculated by summing the total of the calculations for each Pre-priced Tasks (Unit Price x quantity x the applicable Cost Factor x Coefficient) plus the value of all Non Pre-priced Tasks.

2.2.1 Pre-Priced Items

Pre-priced line items must consist of conventional line items, selective demolition line items, and removal and replacement line items contained in the Unit Price Guide.

The Contractor must select the appropriate pre-priced Tasks, enter the accurate quantities, and select the appropriate Coefficient to be used for each pre-priced Task; this is the pre-priced line item total.

2.2.2 Non-Pre-Priced Items

Information submitted in support of Non-pre-priced Items must include, but not be limited to, the following; catalog cuts, specifications, technical data, drawings, or other information as required to evaluate the task.

If the Contractor will perform the work internally, they must submit three independent quotes for all material to be installed and must, to the extent possible, use Pre-priced Tasks for labor and equipment/plant from the Unit Price Guide. If the work is to be subcontracted, the Contractor must submit three independent quotes from subcontractors. The Government will evaluate all quotes collected by the Contractor for price fair & reasonableness.

The Contractor must not submit a quote from any supplier or subcontractor that the Contractor is not prepared to use. The Government may require additional quotes and bids if the suppliers or

2.1 Required Documents

subcontractors are not acceptable or if the prices are not reasonable. If three quotes cannot be obtained, the Contractor will provide the reason in writing for the Government’s approval. If approved, less than three quotes or bids will be allowed.

After a Non-pre-priced Item has been approved by the Government, the Unit Price for such task may be established, following approval by the Government, and fixed as a permanent Non-pre-priced Item which will no longer require price justification.

The Contracting Officer’s determination as to whether a task is a Pre-priced Task or a Non-pre-priced Item is to be final, binding and conclusive as it pertains to the Contractor.

3.0 Task Order Evaluation & Award

The Government will evaluate the entire Task Order Price Proposal and compare it with the Government's estimate and the Statement of Work to determine the reasonableness of approach, including the appropriateness of the tasks and quantities proposed.

All incomplete Task Order Proposals will be rejected. The Government will review the Price Proposal to determine the accuracy of the pre-priced Tasks, Quantities, Coefficients, and non-pre-priced Tasks.

The Contractor may choose the means and methods of construction; subject however, to the Government's right to reject any means and methods proposed by the Contractor that constitute or create a hazard to the work, or to persons or property; will not produce finished Work in accordance with the terms of the Contract; or unnecessarily increases the price of the Task Order when alternative means and methods are available.

The Government reserves the right to reject a Task Order Proposal or cancel a Project for any reason. The Government also reserves the right not to issue a Task Order if it is determined to be in the best interests of the Government. The Government may perform such work by other means.

By submitting a Task Order Proposal to the Government, the Contractor agrees to accomplish the Statement of Work in accordance with the terms and conditions outlined in the Request for Proposal at the firm-fixed price submitted. It is the Contractor's responsibility to include the necessary Pre-priced Tasks and Non-pre-priced Items and quantities in the Task Order Price Proposal prior to delivering it to the Government.

It is the Contractor's responsibility to include the necessary pre-priced Tasks and non-pre-priced Tasks, accurate Quantities, and correct Coefficients in the Price Proposal prior to delivering it to the Government.

If the Task Order Proposal is found to be complete and accurate, The Government may issue a Task Order to the Contractor.

The Task Order signed by The Government and delivered to the Contractor constitutes The Government's acceptance of the Contractor's Task Order Proposal. A signed copy of the Task Order will be provided to the Contractor for each order executed.

A Task Order will reference the Statement of Work and set forth the Task Order Completion Time and the Task Order Price. The Task Order Price must be the value of the approved Price Proposal.

All clauses of the base SABER contract apply to each Task Order.

The Government may decide not to issue a Task Order under development, may decide to cancel a Task Order or any portion of a Task Order, or cancel a Project or any portion of a Project, for any reason. In such case, the Contractor is not entitled to recover any costs arising out of or related to the development of the Task Order including but not limited to attending the Joint Site Visit, preparing or reviewing the Statement of Work, preparing a Task Order Proposal (including incidental architectural and engineering services), subcontractor costs, or reviewing the Task Order Proposal with The Government. The Government may perform such work by other means.

A Task Order will reference the Statement of Work and set forth the Task Order completion time, and the Task Order price. A separate Task Order will be issued for each Project. The Task Order Price must be a firm-fixed price for the completion of the Statement of Work.

Each Task Order provided to the Contractor must reference the Statement of Work and set forth the Task Order Price and the Task Order Completion Time.

4.0 Post Award Procedures

This Section outlines the processes and procedures for actions to be taken by both the Contractor and Government after award of a Task Order, but before the commencement of any works.

4.1 Pre-Construction Meeting

A pre-construction/safety meeting is required to be conducted on all Task Orders after project award before the scheduled start of onsite work. These meetings are will be required a minimum of two weeks in advance of work start. The Contractor is responsible for recording the meeting minutes and submitting to the Contracting Officer and appropriate engineering activity within three calendar days.

The meeting minutes must be approved by the Government. The Contractor’s safety and health provisions pertinent to the work performed under each Task Order will be reviewed during this meeting. The Contractor should be prepared to discuss in detail, the required safety and health measures for control of any unsafe or unhealthy potential site conditions that might exist on any task order project site. The level of detail for the safety meeting is dependent upon the nature of the work and the potential inherent hazards.

Meeting discussion criteria (minimum):

- Contract start and completion date

- Utility outages and occupant notifications and procedures

- Construction site safety and emergency contacts

- Any possible construction work phasing

- User responsibilities

- Services required from other Government agencies (communication and data)

- Escort requirements

The Contractor will be paid the Task Order Price for completing the Statement of Work within the Task Order Completion Time.

- Contingencies (Typhoon, Force Protection and Anti-terrorist Threat Conditions)

- Road cuts for any utility installation, all Kadena and Munitions roads

- Restricted or controlled area requirements

- Hazardous materials requirements

4.2 Scheduling of Work

Before any of the work is initiated under a Task Order, the Contractor must confer with the Contracting Officer and appropriate engineering activity on a sequence of procedure; means of access to premises and building; space for storage of materials and equipment; tasks, materials and use of approaches; use of corridors, stairways, elevators, communications, the location of partitions, eating spaces, and restrooms for Contractor’s employees and Subcontractors.

All work tasks must be made with a minimum of interference to Government operations and personnel.

The Contractor must coordinate with maintenance staff to advise them of work state dates, description of works, and completion timeline.

The work must, so far as practicable, be done in definite sections or divisions and confined to limited areas which must be completed before work in other sections or divisions are begun.

If the building/facility to be worked on is occupied, the Contractor must make all necessary provisions to keep interference to a minimum thru phasing the work.

The Contractor must obtain and complete an AF Form 103, Base Civil Engineer (BCE) Work Clearance Request, for all Task Orders and modifications. The final authority when the AF Form 103 is required is the appropriate BCE representative. A copy of the signed Work Clearance Request must be given to the Civil Engineering representative no later than five working days prior to initiation of subject work.

If applicable, the Contractor must obtain a welding (burn) permit from the appropriate installation Fire Chief each time prior to performing any welding, cutting, open flame, grinding, etc.

The Contractor must maintain, on all construction sites with work in progress, approved and applicable copies of the Statement of Work, BCE work clearance requests, and welding permits.

All temporary outages of any utility services required for the performance of work must be scheduled with the appropriate engineering activity no less than 10 working days in advance of such outages.

Prior to starting any work, the Contractor must obtain Environmental Authorizations and airfield waivers whenever necessary.

Section C – Design Submission

1.0 General Information

This section lists items that must be submitted as 35% minimum design package for review after award of a Task Order. For each Task Order that involves a requirement to perform design work, the Task Order will include specific criteria for the project’s design and construction. The following section is a general guideline for design after award and may be adjusted for each task order. Minimum design submittal is required up to the schematic (35%) design stage. Individual Task Order Statements of Work will identify the specific design submittals required for each project. The requirements for each design stage are listed hereinafter.

2.0 Contractors Role During Design

The Contractor’s construction management key personnel must be actively involved during the design process to effectively integrate the design and construction requirements of the Task Order and the base SABER contract. In addition to the typical required construction activities, the Contractor’s involvement includes, but is not limited to actions such as: integrating the design schedule into the Master Schedule to maximize the effectiveness of fast design and construction (within the limits allowed in the contract), ensuring constructability and economy of the design, integrating the shop drawing and installation drawing process into the design, executing the material and equipment acquisition programs to meet critical schedules, effectively interfacing the construction Quality Control Program with the design Quality Control Program, and maintaining and providing the design team with accurate, up-to-date redline and as-built documentation. The Contractor must manage and require the active involvement of key trade subcontractors in the above activities.

3.0 Design Engineers

All Design Engineers involved in the SABER program, must be meet standard industry requirements to practice, and must have current licenses that allow them to practice in either the United States or Japan;

however, there may be particular Task Orders involving unique design requirements that specifically requires U.S. Professional Registration; these Task Order will identify any unique design requirements in their Statements of Work. See the Licensure Matrix table provided in this section for specific requirements for Design Engineers.

Design Engineer approval must be indicated on all documents by having the professional signature or stamp/seal of the architect or engineer with personal signature over same appearing on all sheets as applicable to their specialties.

The Contractor must provide copies of registration and licensure to government project manager for review upon request.

Licensure Matrix Area Qualifications

Architectural Graduate Architect with professional licensure/registration or 1st Class Kenchikushi .

Structural Graduate Structural Engineer with professional licensure/registration or 1st Class Kouzou Sekkei Kenchikushi or 1st Class Kenchikushi.

Civil Graduate Civil Engineer with professional licensure/registration or 1st Class Doboku Sekou Kanrigishi or Registered Civil Engineering Consulting

Manager

Mechanical Graduate Mechanical Engineer with professional licensure/registration and or 1st Class Setubi Sekkei Kenchikushi or Kankouji Sekou Kannrigishi.

Fire Protection Graduate mechanical, electrical or related engineering discipline with professional registration of Fire Protection Engineer; or a registered professional engineer who has passed the fire protection engineering (P.E.)

written examination administered by the National Council of Examiners for

Engineering and Surveys

(NCEES).

Electrical Graduate Electrical Engineer with professional licensure/registration or Class 3 Denki Shunin Gijutsusha or 1st Class Setubi Sekkei Kenchikushi.

3.1 Design Engineer Responsibilities

Each Design Engineers must be responsible for ensuring integrity of their design and design integration in all construction submittals and extensions to design developed by others, such as the Contractor, subcontractors or suppliers. Each Design Engineer must stamp, sign, and date all design drawings and reports under their responsible discipline at 35% submittal stage and all submittals under their responsible discipline, in accordance with the submittal review procedures.

Each Task Order may deviate from the timelines. For the 35% design review submittal, the Government will furnish the Contractor comments from the applicable design sections and from other concerned agencies involved in the review process, as necessary.

The review will be for conformance with the technical requirements of the TORFP and the Contractor’s proposal. If the Contractor disagrees with any comment and does not intend to comply with the comment, the Contractor must clearly outline, with ample justification, the reasons for noncompliance within five working days or the period otherwise requested by the Contracting Officer after receipt of these comments in order that the comment can be resolved.

All comments must be mutually resolved by the Government and the Contractor. The Contractor must furnish disposition of all comments, in writing. The Contractor is cautioned that if the Contractor believes the action required by any comment exceeds the requirements of this contract, that the Contractor should take no action and notify the Government in writing immediately.

Review conferences/discussions will be held as necessary. The Contractor must bring the personnel that developed the design submittal to the review conference. The conference/discussion will take place approximately a week after completion of the Government review period.

4.0 Design Conferences

This Section outlines various point where the Contractors design submission will require conference/discussions between Contractor personnel and Government personnel; as well as documentation requirements.

4.1 Pre-Construction Meeting

As part of the Pre-Construction Meeting conducted after the Task Order award, key representatives of the Government and the Contractor will review the design submission and review procedures specified herein, provisions for phase completion of the 35% Design documents with construction activities (fast tracking), as appropriate, meet with Government Design Review personnel and key Using Agency points of contact and any other appropriate pre-design discussion items.

4.2 Ad-Hoc Design Review

Review conferences/discussions will be held on base as needed. When conducted, the Contractor must ensure the personnel that developed the 35% design submittal participate in the review conference.

4.3 Conference Records

Within five working days after conference or discussion; the Contractor must prepare a written record of the meeting and/or discussions and furnish a copy to the Contracting Officer and appropriate engineering activity Project Manager identified in the individual Task Order. The written report must include the project name, Task Order number, subject the name of the participants, an outline of discussions, the recommendations and conclusions. The Contractor must number each written record for the particular project under design in consecutive order.

Regardless of Government review and comment on 35% submittal, the Contractor is responsible for compliance with all requirements of the Task Order Statement of Work, Task Order Request for Proposal, code requirements, and accepted Task Order Proposal. Should any non-compliance errors and omissions be discovered during design and/or construction, the Contractor is responsible for providing corrective action at no additional cost and/or time impact to the Government to meet compliance with the previous documents.

The disposition of each government review comment must be clearly annotated. Merely stating “concur” or “will comply” is not considered an adequate indication of actions taken.

5.0 Sequence of Design Construction

After Task Order award and upon completion of the Pre-Construction Meeting, the Contractor must initiate design, comply with all design submission requirements, and obtain Government review the submission. Seven sets of submission documents are generally required at 35% design stage unless specific number of sets is required in the Task Order.

Construction cannot start until the Government reviews the 35% Design submission and determines that it is satisfactory for purposes of beginning construction. The Government’s approval of 35% Design submission constitutes the completion of design effort, and the project will be approved for construction.

The Government will not grant any time extension for any design re-submittal required when, in the opinion of the Government, the initial submission failed to meet the minimum quality requirements as set forth in the Contract.

If the Government allows the Contractor to proceed with limited construction based on pending minor revisions to the reviewed Design submission, no payment will be made for any in-place construction related to the pending revisions until they are completed, resubmitted, and are satisfactory to the Government.

6.0 Design Submittal Requirements

The Contractor must follow the requirements outlined below for 35% submittal. Each individual Task Order awarded under this contract may require more or less information than the general design requirements.

6.1 Administrative Requirements

All work must be designed (drawings, specifications and design analysis) in the Metric System International (SI), unless indicated otherwise in Task Order Statement of Work. Any project files or written correspondences generated by the Contractor must be submitted in the English language.

Design Analyses and Specifications must be on letter size paper (8 ½ x 11 inch) except when larger sheets are required. All sheets must be in reproducible form. Margins at all sides must be 1 inch minimum to permit side binding and head to head printing. All drawings must be printed on B- 1 (707 x 1000 mm) paper and B-2 (500 x 707 mm), unless different sizes and/or materials are directed by the Government.

All material must be typewritten.

All design submissions must include two CD-ROMs with electronic copies of physical submission documents.

6.2 Design Analysis

This Section outlines the Contractor requirements in their Design Analysis; as well as governing documents, and submittal registrars.

6.2.1 Organization

The design analysis must be sequentially numbered and bound under a cover indicating the name of the facility and project number. The design analysis must be further classified by the submittal stage.

All portions of the design analysis must be organized and bound by relevant topics.

6.2.2 Design Computations

Design computations must include architectural, civil, structural, mechanical, electrical, and other load calculations.

6.2.3 Calculations

When they are voluminous, the Contractor must bind them separately from the narrative part of the design analysis; present the design calculations in a clean and legible form incorporating a title page and index for each volume; furnish a table of contents which will service as an index of the indices, when there is more than one volume; identify the source of loading conditions, supplementary sketches, graphs, formulae, and references; and explain all assumptions and conclusions.

Calculation sheets must carry the names or initials of the computer and the checker and the dates of calculations and checking. No portion of the calculations may be computed and checked by the same person.

6.2.4 Automatic Data Processing Systems

When Automatic Data Processing Systems (ADPS) are used to perform design calculations, the design analysis must include descriptions of the computer programs used and copies of the ADPS input data and output summaries.

When the computer output is large, it may be divided into volumes at logical division points. Precede each set of computer printouts by an index and by a description of the computation performed. If several sets of computations are submitted; they must be accompanied by a general table of contents in addition to the individual indices.

Include the following in the description accompanying each set of ADPS printouts:

- The design method including assumptions, theories and formula

- Applicable diagrams, adequately identified

- All necessary explanations of the computer printout format, symbols and abbreviations

- Adequate and consistent notation

- Sufficient information to permit manual checks of the results

6.2.5 Drawings

The Contractor must prepare all drawings utilizing Computer-Aided Design and Drafting (CADD) software so that they are well-arranged, placed for ready reference and they present complete information.

Drawings must be complete, unnecessary work such as duplicate views, notes and lettering, and repetition of details are not permitted. Do not show standard details that are not applicable to the project, and minimize unnecessary wasted space. Do not include details of standard products or items, which are adequately covered by specifications on the drawings.

Each design discipline must provide a complete list of abbreviations and symbols used in their respective drawings. The use of abbreviations are for use when space is limited within a drawing sheet, otherwise it is recommended the all the words are spelled out versus using abbreviations. Detail the drawings such that conformance with the Task Order Request for Proposal may be checked and to the extent that shop drawings may be checked. Do not use shop drawings as design drawings. CADD drawing files must be formatted in AutoCAD Drawing File file format and the format of the appropriate engineering activity.

6.2.6 Specifications

Attachment 4; Master Specification serves as the governing regulatory document for the SABER program, and must be adhered to by the Contractor on matters of environmental regulation, Air Force specific standards, and minimum quality standards. The Government reserves the right to update and/or modify the Master Specification, and incorporate it into the contract via a bi-lateral modification.

6.2.7 Submittal Register

Submittal register indicating the submittal requirements during the construction phase must be prepared by the Contractor, as part of the 35% design submittal package of the contract. The Contractor must attach a submittal register to the specifications for the submittal requirements. The Contractor is responsible for listing all required submittals necessary to insure the project requirements are complied with.

The register must identify submittal items such as shop drawings, manufacturer’s literature, certificates of compliance, material samples, guarantees, test results, etc. that the Contractor will submit for review and/or approval action during the life of the SABER contract. The Submittal Register is subject to review and approval together with specifications.

7.0 Schematic Design Submittal (35%)

The review of this submittal is primarily to ensure that the contract documents and design analysis are proceeding in a timely manner and that the design criteria are being correctly interpreted. All design analyses, drawings, and specifications should address and show compliance with the Master Specification.

Each submittal must consist of at least a Design Analysis (developed to 35%), Drawings (to include a 35% schematic design), and Specifications (i.e. guidance of specifications that will be developed for the 65% completion submittal).

The Design Submittal must contain any applicable disciplines outlined in this section.

7.1 Architectural Requirements

7.1.1 Design Analysis

- Schematic…