Attch 1 General Description of Work_Requirements Nov2022.pdf

United States Department of Labor

Multiple-Award Task Order Contracts (MATOC)/Indefinite-Delivery, Indefinite- Quantity (IDIQ) contracts for A&E Services

Section C – General Description of Work and Requirements

1.0 GENERAL

GENERAL TASK ORDER REQUIREMENTS

1.1.1 Actual project work will be assigned through individual Task Order solicitations to the MATOC IDIQ awardees, for various services including:

architecture, civil engineering, mechanical engineering, electrical engineering, MEP (mechanical, electrical, plumbing) design, structural engineering, construction administration, inspection, master planning, general and environmental studies, value engineering, energy conservation design practices, master planning, as well as other types of A/E contractor services.

1.1.2 The Contracting Officer (CO) or a designated representative will issue a

Statement of Work and Task Order Request for Proposal (TO RFP). The TO RFP will describe the work to be performed, the deliverable items, and the required time period for completion.

1.1.3 Firms will be evaluated and selected for each Task Order based upon their proposal submittal to each TO RFP.

1.1.4 Task Order proposal preparation periods may vary depending on fiscal and programmatic need, anywhere from 7 to 30 calendar days would be typical.

1.1.5 The construction price range for each task order will be identified and made known to the MATOC IDIQ A/E CONTRACTOR awardees.

1.1.6 The A/E contractor Firm shall commence work on each Task Order according to their proposed and agreed upon schedule and TO proposal, unless otherwise directed by the CO.

1.1.7 The A/E Contractor may request final payment when all services, documents and data have been delivered and the Contracting Officer’s Representative (COR) has determined that the documents and data conform to the requirements of the Task Order and the contract.

1.1.8 Upon receipt of an individual TO RFP describing a specific project, the A/E contractor shall respond within the time frame prescribed in the TO RFP.

1.1.9 If the A/E contractor is unable or not interested in submitting a TO proposal, a timely negative response is required. Lack of response may result in not being considered for future task order work under this MATOC IDIQ Contract.

1.1.10 Depending upon the nature of the project, performance specifications along with preliminary drawings may be provided with the TO RFP. The intent of this information is to provide the A/E contractor with the general outline of the scope of work for the project and some various alternatives that have been considered. These drawings should be considered preliminary in nature and should not be construed as the preferred alternative needed for preparation of final construction documents unless otherwise designated as such. On occasion the A/E contractor may be asked to provide the services to help develop this scope of work along with the Government.

1.1.11 After the scope has been determined for a task order project, the CO will issue a firm fixed price task Order for such work effort.

1.1.12 SF 330, Part I, Section D – Organization Chart and SF 330, Part I, Section E – Key Personnel shall be updated and submitted to the CO annually by September 30th. Any substitutions of Key Personnel must be approved by the Contracting Officer.

2.0 DEFINITIONS AND ACRONYMS

ABA – Architectural Barriers Act. These standards apply to facilities designed, built, altered, or leased with Federal funds.

AD – Accuracy of Drawings – the number of design errors, omissions, and ambiguities within the plans and specification that affect the quality of the facility.

A/E Contractor – Architectural-Engineering firm is the contracting entity selected to design the project, and potentially provide construction administrative services.

As-Built Drawings are the original design drawings revised to reflect any changes made in the field.

Once as-built drawings are approved, they become the official record drawings.

Commissioning is the act of statically and dynamically testing the operation of equipment and building systems to ensure they operate as designed and can satisfactorily meet the needs of the building throughout the entire range of operating conditions.

Construction is defined as, but not limited to, constructing (giving form by combining the parts), altering, repairing, adding to, subtracting from, improving, restoring, moving, wrecking or demolishing any building, highway, road, excavation or other structure, project, or improvement attached to real estate.

Construction Administration is the series of administrative tasks performed by the A/E contractor to help oversee the phases of the construction project and ensures the timely execution of every stage of construction.

Construction Documents refer to drawings, specifications, and other documents describing the requirements for construction of the project; and bidding and contracting for the construction of the project typically provided by the Government.

CO – Contracting Officer is defined as a person with the authority to enter into, administer, and/or terminate contracts and make related determinations and findings on behalf of the United States of America.

COR – Contracting Officer’s Representative is authorized to act within the limits of their authority as delegated by the CO.

DD – Design Deficiency - When an architect, engineer or building designer performs designs outside of specification, such as not designing to building code, that leads to or could lead to a problem or defect in the structure.

DE – Design Errors - A condition that exists in the design documents for which the engineering consultant is responsible which results in the need for a change to the work. A design error includes but is not limited to the following: the product of incorrect dimensioning, specifying incompatible materials or equipment, code violation, impossibility conflict or other incorrect direction in the design documents. A design error may result in the need for the construction contractor to perform rework or additional work.

DO – Design Omission - A condition that exists in the contract documents where information is missing from the design documents. A design omission is work or requirements that are omitted from the design due to an engineering consultant’s omission of work that is necessary for the proper and/or safe operation of the facility or system being constructed or required to meet the original designer’s scope of work.

Design Development Documents fix and describe the size and character of the entire project with consideration given to availability of materials, equipment and labor, construction sequencing and scheduling, economic analysis of construction and operations, user safety and maintenance requirements, and energy conservation. Design Development in conjunction with Schematic Design represents 35-65% of the complete design. At the end of this phase, project cost estimates typically include 10-30% contingency.

Design Summary – Sometimes referred to as a Technical Memorandum. This summary is typically required for all submittals and is a work in progress until the final submittal. This narrative identifies opportunities for integration of design showing trade-offs between different aspects of the design particularly between disciplines, with explanations for how these trade-offs were made.

For example: Adapting building orientation to reduce energy use; Adapting siting to enhance daylighting; Adapting building envelope design to accommodate the use of locally available materials, etc.

The narrative should be the product of the design team. The structure of the design narrative shall be organized around the 2016 Guiding Principles for Sustainable Federal Buildings. https://energy.gov/eere/femp/guiding-principles-sustainable-federal-buildings

The six guiding principles that apply to existing buildings and new construction or modernization include:

Employ Integrated Design Practices

Optimize Energy Performance

Protect and Conserve Water

Enhance Indoor Environmental Quality

Reduce Environmental Impact of Materials

Assess and Consider Climate Change Risks

Special attention shall be paid to complying with sustainability requirements in an integrated way. Building design and siting should enhance the performance of the project.

DPD – Detailed Project Description to outline in detail the project work activities and timelines.

ECC – Estimated Construction Cost

Government shall also be referred to as the Owner, CO, COR, or the GOVERNMENT.

LEED – Leadership in Energy and Environmental Design.

LAHJ – Local Authority Having Jurisdiction is the duly adopted local code authority, agency, or serving utility governing or serving the location of the project.

Offeror is the A/E contractor submitting a TO proposal for consideration under this solicitation.

Performance Specifications state what the required results will be with measurable or observable criteria for verifying compliance.

Red Line Drawings are the construction contractor’s record set of drawings which are manually marked up for changes in the field. These drawings become the basis for the as-built drawings.

Schedule is a chronological layout of the work to be performed.

Schematic Design consists of developing drawings, sketches, and other documents illustrating the general scope, scale, and relationship of project components for approval by the Government. Alternatives are considered during this phase and a preferred design alternative is identified with a refined description of project needs.

Design is conceptual in character, based on the requirements provided in the TO RFP and/or through the Site Investigation, A/E CONTRACTOR Scoping, and Data Collection phase of the project. The design is considered 30-35% complete at the end of the Schematic Design. Schematic Design and Design Development together represent 35- 65% of the complete design.

SF or SQ FT is square footage typically referring to usable area (conditioned space), unless noted otherwise.

Submittal is any product data, samples, and shop drawings required to be submitted to the A/E contractor and/or owner for information or approval during construction. All submittals shall be included in the submittal register.

Submittal Exchange refers to a specific automated project management software commercially available and approved for use by Government at the Government’s expense.

Submittal Register lists the materials, products or items for each Submittal cited in the project construction documents, specifically the technical specifications. The register shall also contain the specification section and paragraph number locations and any required approvals. The register shall be initiated and updated by the A/E contractor.

Technical Memorandum – see Design Summary.

3.0 SCOPE

A/E CONTRACTOR SPECIALTIES AND MAJOR PROJECT TYPES

3.1 May also include services such as structural and seismic engineering, landscape architecture, hydrology, geotechnical engineering and cold region engineering.

3.1.1 Architectural Services for the planning, designing, construction and repair of Job

Corps buildings such as visitor centers, administration buildings, dormitories, cafeterias, gymnasiums and other recreational type buildings, educational buildings including hard vocational shops and classroom buildings, and maintenance and storage buildings.

3.1.2 Civil Earthwork Projects for berms, water control structures, roads, trails, building site grading, and slope stability studies and designs.

3.1.3 Mechanical Engineering Services to support facilities projects including design for water and sewage systems, HVAC systems, fire suppression systems, pumps, and wells.

3.1.4 Electrical Engineering Services to support facilities projects including power distribution, emergency backup systems, electronics, computer systems, generators, telecommunications, control systems, alarm and security systems, and instrumentation.

3.1.5 Other Facility and Infrastructure Projects including water treatment plants and wastewater treatment plants.

DESIGN CONSIDERATIONS

3.1.6 The A/E contractor should be able to demonstrate an understanding of regional engineering concepts and practices, to include seismic, snow, temperature and humidity, and extreme weather considerations. For remote locations, the A/E contractor should be able to demonstrate experience with off-grid designs.

3.1.7 Sustainability, Energy and Third-Party Certification Requirements

3.1.7.1 Executive Order (EO) 13834, Efficient Federal Operations-- May 17, 2018, replaces the requirements of EO 13693, Planning for Federal Sustainability in the Next Decade-- March 19, 2015, and largely reverts to federal statute.

3.1.7.2 Currently, all building projects must comply with sustainability requirements set forth in the Revised Guiding Principles for High Performance and Sustainable Buildings (February 2016).

3.1.7.3 In addition, Section 109 of the Energy Policy Act (EPAct) of 2005 (P.L. 109-58) requires that, where cost-effective, all new buildings must be at least 30 percent more energy efficient than the most current American Society of Heating, Refrigerating and Air-Conditioning Engineers (ASHRAE) 90.1 Standards, or, if not at least 30 percent below the ASHRAE Standard, the design must achieve the maximum level of energy efficiency that is life-cycle cost effective. Energy Policy Act requirement can be achieved by using the prescriptive method in ASHRAE’s “Advanced Energy Design Guides.

3.1.7.4 LEED Certification or equivalent is not typically required for Job Corps facilities but may be pursued periodically. If required, this will be indicated in individual task orders.

3.1.8 Codes

3.1.8.1 The primary Fire and Life Safety Code is NFPA 101. Use current edition or that which has been adopted by the jurisdiction in year in which project started design.

3.1.8.2 When NFPA does not address a code issue use the International Codes as adopted by the Local Authority Having Jurisdiction.

3.1.8.3 Design for accessibility in accordance with the most current version of the Architectural Barriers Act (ABA) Accessibility Standards available at www.access- board.gov.

3.1.8.4 When code requirements conflict, use the most stringent requirement.

3.1.8.5 For other Codes consult with the COR.

3.1.8.6 A code analysis shall be shown on the cover page in table format. All applicable codes used in the preparation of the drawing set shall be listed.

Building notes indicating building gross square footage (heated, unheated, and total) shall be located directly on the cover page as well.

3.1.9 Cultural Resources

3.1.9.1 Upon identification or discovery of historical or archaeological artifacts, cease work and notify the Project Manager, COR, and CO immediately for determination on how to proceed.

DATA COLLECTION, SCHEMATIC DESIGN, & DESIGN DEVELOPMENT

3.1.10 Services in this category include the gathering, analysis and documentation of data required to establish the OPR for project justification, budgeting, and design of the project, and include, but are not limited to:

3.1.10.1 Field Report: At a minimum, the report should consist of a description detailing what was seen or observed, an analysis describing strengths and weaknesses, reflection or evaluation of the observations considering theory and key concepts in the broader context of all disciplines involved and an Appendix containing any supporting information.

3.1.10.2 Design Workshop Meeting: After the Task Order is awarded and the Notice to Proceed has been issued the A/E contractor key personnel shall meet with Government representatives to discuss and resolve any remaining questions and issues generated from the proposal package.

3.1.10.3 Project identification, including discussions of project location, history, functions, and scope.

3.1.10.4 Determination of feasible engineering solutions/alternatives which satisfy the project goals, objectives, budget, and user requirements.

3.1.10.5 Physical planning, including the conduct of topographic or engineering surveys, soil investigations, studies of historical, cultural resources and regulatory requirements, flood plain or tidal assessments, and consideration of components that may have or affect lead-based paint, asbestos, radon, and PCBs.

3.1.10.6 Planning to establish a project design schedule.

3.1.10.7 Cost estimates for budgeting and the identification of direct and indirect costs, including contingency and escalation factors. Include justification for any project cost that exceeds the budget. (Estimate dollars shall be determined for the projected period of construction.)

3.1.10.8 Schematic design(s), including access site development, utilities, preliminary plans, elevations and details, design controls, preliminary specifications, and operation requirements.

3.1.10.9 Preparation of reports and related documents, both draft and final, include:

Title Page including report title, preparer, contract number, and date.

Executive Summary

Cost Estimate

Table of Contents

Description of the study and investigations

Descriptions of the alternatives considered

Drawings and sketches and support documents required to illustrate the alternatives

Listing of data used, and assumptions made

Evaluation of the alternative designs

Comparative evaluation of the alternative designs, including capital and life cycle costs

Final design recommendation, including discussion of the basis for the recommendation

Summary of results, conclusions, and recommendations.

CONSTRUCTION DOCUMENTS (See Section 4.0 for specific document information)

3.1.11 All design work shall be performed by or under the direct supervision of registered professionals licensed in the discipline being designed and in the state in which work is being constructed. The A/E contractor and all key personnel shall be qualified by education and experience to design within the disciplines required. Drawings shall be stamped/sealed by the registered professionals responsible for the work in each discipline corresponding to the jurisdiction where construction will be performed.

3.1.12 Services in this category include design/documentation for construction of new facilities and the rehabilitation of existing facilities, including the performance of design analysis and engineering calculations, preparation of design summary, plans, specifications, bidding schedules, and cost estimates as follows:

3.1.12.1 Architectural design/documentation services including site plans, building plans, building elevations and sections, building systems, materials, dimensions, areas, and volumes.

3.1.12.2 Structural design/documentation services including gravity and lateral load analysis and design, site specific design criteria.

3.1.12.3 Mechanical design/documentation services including site specific energy sources, energy conservation, energy modeling/sustainability requirements, heating and ventilation, air conditioning, plumbing, fire protection, special mechanical systems, alarms, process systems, and general space requirements.

3.1.12.4 Electrical design/documentation services including new power service and distribution, lighting, telephones, fire detection and alarm, security systems, electronic communications, special electrical systems, and general space requirements.

3.1.12.5 Civil design/documentation services including on-site utility systems, water and wastewater treatment systems, fire protection systems, drainage systems, topographical survey and earthwork, geomorphic stream surveys, geotechnical, hydrology, traffic systems, transportation facilities, pavement, fish friendly road-stream crossing structures, natural channel design, and flood plain modeling, fish passage at irrigation diversions and dams.

3.1.12.6 Landscape architectural design/documentation services including site plans, planting plans, riparian area revegetation plans, materials, lists, and landscape construction details.

3.1.12.7 Environmental design/documentation services including hazardous material clean-up, testing/sampling, and tank removal plans and specifications

3.1.12.8 Sustainability services including analyzing and documenting building energy use, indoor/outdoor water use, site hydrology, daylighting, solar water heating life cycle cost, construction waste recycling, thermal comfort, ventilation, recycled content.

CONSTRUCTION ADMINISTRATION

3.1.13 Services in this category include construction administrative services required to monitor the proposed project from contract award to acceptance, including the warranty period as follows:

3.1.13.1 Contract administration including the reviews and recommendations of project schedules, progress and final payments, verification of labor requirements, verification of safety and health requirements, and maintenance of a filing system for all contract documents. During the design and construction phase, the Department shall provide, and requires the A/E contractor to use, the secure online construction management system, Submittal Exchange©, that will expedite submittal information and management exchanges between members of the A/E contractor’s team, the Construction Contractor, the ESC, the Department and other designated project stakeholders. Submittal Exchange will be provided at Department’s expense and the Contractor will be required to attend an on-line training session before use.

3.1.13.2 Checking and approving, annotating, referring or rejecting submittals by construction contractors within ten working days unless otherwise specified in the project specific Task Order, or requested from the CO within three working days a time extension for approval or disapproval.

3.1.13.3 Field inspection of construction work to ensure compliance with contract requirements.

3.1.13.4 Preparing data for contract modifications.

3.1.13.5 Conducting site visits, as required in task order, to evaluate progress.

3.1.13.6 Conducting substantial completion and final inspections and preparing substantial completion and final lists of defects and omissions.

3.1.13.7 Review As-Built Drawings that will serve as record documentation for the project, per task order requirements.

3.1.13.8 Review operation and maintenance (O&M) manuals.

3.1.13.9 Providing responses to Requests for Information (RFI’s) submitted during contract solicitation, as well as during construction, within five working days, or requested from the CO within three working days of a time extension.

3.1.13.10 Preparation of construction progress or inspection reports.

3.1.13.11 Photographing/documentation of construction process.

3.1.13.12 Review of Value Engineering change proposals.

3.1.13.13 Providing technical support to the CO in the review of construction contractor claims, modifications, etc. as well as warranty claims by the government.

A/E CONTRACTOR RESPONSIBILITIES

3.1.14 The services specified in each Task Order may include visits to the project sites;

meetings with Government representatives and other key personnel or consultants; and making presentations of proposed design solutions to selected officials. The location for these visits, meetings, and presentations will be specified in the individual Task Orders and could include DOL’s satellite office in Arlington, DOL HQ’s, virtual meeting or any other site or medium as deemed appropriate by the Government for the particular requirement.

3.1.15 The A/E contractor shall prepay shipping charges on all charts, sketches, drawings, and documents submitted to the Government Project Manager, CO, and/or COR.

3.1.16 The A/E contractor shall closely coordinate the work for which they are responsible under this contract with related work being performed by Government personnel. This shall include construction contractor documentation of all project meetings with the government.

3.1.17 The A/E contractor may be required to be a member of the final inspection team on new construction and major repair and alteration projects; however, final acceptance shall be predicated exclusively upon the inspection performed by Government personnel and/or the Government’s representatives.

3.1.18 Furnish qualified, experienced staff to perform work specified in the Task Orders.

3.1.19 Furnish all materials, supplies, and equipment unless otherwise stated in the Task

Orders.

3.1.20 Furnish preliminary studies, sketches, and layout plans, reports, and cost estimates of proposed projects and all structures, utilities, and other accompanying items. The number of copies of the preliminary documents to be furnished to the Government will be set forth in each Task Order issued. The time for review by the Government of the preliminary documents will also be specified in each Task Order or fourteen (14) calendar days when not specified.

3.1.21 Furnish the number of final sets, interims, and copies of the work set forth in each Task Order (including mailing costs) when other than electronic submittals are required.

3.1.22 Assure complete, competent, properly coordinated, and thoroughly checked design documents.

3.1.23 Maintain good security practices to prevent disclosure of information about projects under this contract to any individual or firm other than to the CO, except as may be required to obtain quotations for materials and supplies for subcontract work or as required in the Work Order.

3.1.24 The A/E contractor shall accomplish the design services required under this contract to permit the solicitation and award of a contract, using standard Federal Acquisition Regulation procedures for the construction of the facilities designed at a price that does not exceed the estimated construction contract price. When bids or proposals for the construction contract are received that exceed the estimated price, the A/E contractor shall perform such redesign and other services as are necessary to permit contract award within the Government funding limitations. These additional services shall be performed at no increase in the price of this contract. However, the A/E contractor shall not be required to perform such additional services at no cost to the Government if the unfavorable bids or proposals are the result of conditions beyond the A/E CONTRACTOR Contractor’s reasonable control.

3.1.25 If, during construction, design deficiencies (DD), design errors (DE), design omissions (DO) that affect the accuracy of drawings (AD) are found, the A/E Contractor shall perform such redesign and other services as are necessary to correct the design documents. These additional services shall be performed at no increase of the price of this contract.

3.1.26 The A/E contractor will promptly advise the CO if it finds that the project being designed will exceed or is likely to exceed the funding limitations and it is unable to design a usable facility within these limitations. Upon receipt of such information, the CO will review the A/E contractor’s revised estimate of construction costs. The Government may, if it is determined that the estimated construction contract price set forth in this contract is so low that award of a construction contract not in excess of such estimate is improbable, authorize a change in scope or materials as required to reduce the estimated construction cost to an amount within the estimated construction contract price or the Government may adjust such estimated construction price. When bids or proposals are not solicited or are unreasonably delayed, the Government shall prepare an estimate of constructing the design submitted and such estimate shall be used in lieu of bids or proposals to determine compliance with the funding limitations.

3.1.27 The A/E Contractor shall be responsible for the professional quality, technical accuracy, and the coordination of all designs, drawings, specifications, and other services furnished by the A/E Contractor under this contract. The A/E Contractor shall, without additional compensation, correct or revise any errors or deficiencies in its designs, drawings, specifications, and other services including those errors or deficiencies that arise during the solicitation and/or construction phase.

3.1.28 During the construction contract solicitation period, the A/E Contractor will respond to RFIs and prepare written clarifications and addendums for the CO to amend the solicitation.

3.1.29 Neither the Government’s review, approval, or acceptance of, nor payment for the services required under this contract shall be construed to operate as a waiver of any rights under this contract or of any cause of action arising out of the performance of this contract, and the A/E Contractor shall be and remain liable to the Government in accordance with applicable law for all damages to the Government caused by the A/E CONTRACTOR Contractor’s negligent performance of any of the services furnished under this contract.

3.1.30 The rights and remedies of the Government provided for under this contract are in addition to any other rights and remedies provided by law.

3.1.31 If the A/E Contractor is comprised of more than one legal entity, each such entity shall be jointly and severally liable hereunder.

3.1.32 The A/E Contractor’s designs are to meet Government requirements including those for energy efficiency, LEED certification (if required), safety, and sustainable design and construction.

3.1.33 The A/E Contractor is to provide designs meeting all applicable codes and standards.

PERMITS / CLEARANCES / APPROVALS

3.1.34 The following is a list of permits and other legislative requirements that are typically part of the construction planning and preparation and may require assistance from the A/E Contractor. The list is not comprehensive.

Local Construction Permits National Environmental Policy Act Compliance (NEPA) Clean Water Act Compliance Safe Drinking Water Act Compliance National Pollution Discharge Elimination System Permits Soil Erosion and Sedimentation Control Permits Sanitary Permits Cultural Resources Compliance Clean Air Act Compliance Joint Aquatic Resources Permit Application (JARPA) to include Corps of

Engineers (Corps) Section 404 Permit, Makah Tribe Hydraulic Project Approval, and Washington Department of Ecology for 401 Water Quality Certification or other state’s consolidated Permit Application;

Wetland Delineation Survey;

Section 7 Biological Assessment;

National Marine Fisheries Service Essential Fish Habitat;

State Coastal Zone Management Act, Hazardous Substance Assessment;

Cultural Resource Section 106 [36 CFR Part 800.3(b)];

Various County planning departments which might include a Construction or

Shoreline Development permit, and Consultation and informal project approval with various tribes.

3.2.2 The A/E Contractor shall obtain the necessary permits, licenses, and approvals from all local, State, and Federal authorities as are necessary for the performance of the services by the A/E Contractor required by the individual task orders issued under this contract. Should it become necessary in the performance of the work to secure the right of ingress and egress to perform any of the work on properties not owned or controlled by the Government, the A/E Contractor shall secure the consent of the representative or agent prior to effecting entry on such property.

3.2.3 The A/E Contractor may be required to assist the Government in conferring and coordinating with local, state, and Federal government agencies.

3.2.4 If indicated in any issued TO RFP, the A/E Contractor shall assist with the preparation of necessary permits, licenses, and approvals from all local, state, and Federal authorities, without additional cost to the Government.

3.2.5 NEPA/Permit Responsibility: The A/E Contractor may be asked to perform studies and obtain permits as required by the National Environmental

Protection Act (NEPA) and other State and local jurisdiction environmental regulations.

3.2.6 The A/E Contractor may also be asked to provide inspections normally required by such governing authorities. Scope will be defined in the TO RFP’s.

3.2.7 The A/E Contractor may be asked to prepare a clear, comprehensive project description. The detailed project description (DPD) will outline in detail the project work activities and timelines. The project description will, at a minimum, include estimates on noise levels, the amount and type of vegetation removal, the amount of fill used, and the amount of sedimentation and turbidity from the proposed project. An example of a comprehensive project description can be provided upon request to the COR to demonstrate the level of effort expected in the preparation of the document.

3.2 Detailed project descriptions will include upcoming construction work activities.

A/E Contractor shall describe and specify: WHAT the project or action is;

WHERE the project is; WHEN the action is to occur, including timeline and implementation schedules; HOW the action will be accomplished, including the various activities that comprise the whole action, the methods, and the types of equipment used; WHY the action is proposed, including its purpose and need;

and WHAT OTHER interrelated and interdependent actions are known. The detailed project description is typically 40 to 50 pages in length.

3.3 The following are commonly overlooked items in the preparation of a detailed project description (DPD):

Introduction Type of Project Background Information Purpose and Need Project Location Project Area and Existing Conditions Project Footprint Timeline of Each Activity Avoidance Areas Start and End Times for Each Activity Construction Access Staging/Laydown Areas Construction Equipment and Techniques for Each Activity Permanent versus Temporary Impacts Duration of “Temporary” Impacts Restoration Areas Conservation Measures Best Management Practices Compensation and Set-Asides Amount of Riprap and Fill Bank Ratios and Amounts

Mitigation: What Kind and Who is Responsible?

Dust, Erosion, and Sedimentation Controls Whether the project is part of a larger project or plan Amount of Vegetation Loss Amount of Turbidity and Sedimentation Sound Levels Wetland Impact

4.0 DELIVERABLES

4.1 Unless specified differently in a Task Order, the following requirements shall apply to submittals for data collection, schematic design, design development, and construction documents. Submittal requirements for other levels of project development will be as designated in individual Task Orders. A task order will require the A/E Contractor to use project management software such as ‘Submittal Exchange’. If so, this will be stated in the issued Task Orders.

4.2 All reports and/or documents and materials to be delivered under the contract shall be submitted with a letter of transmittal identifying the contract number, document control number, and the descriptive title of the contents. All deliverables shall be packaged and packed for shipment in accordance with standard commercial practices for domestic shipment, and/or provided via Submittal Exchange. During the design and construction phase, the Department shall provide, and requires the Contractor to use, the secure online construction management system, Submittal Exchange©, that will expedite submittal information and management exchanges between members of the Contractor’s team, the ESC, the Department and other designated project stakeholders. Submittal Exchange will be provided at Department’s expense and the Contractor will be required to attend an on-line training session before use.

4.3 SCHEDULE

4.4 DRAWINGS

4.4.1 Schematic Design drawings are typically quick, free-hand, artistic sketches using various graphic media. The graphics are diagrammatic, not always to scale, illustrating preliminary designs.

4.4.2 Design Development and Construction Drawings shall be titled, numbered, and formatted according to the TO RFP, and shall be produced compatible with AutoCAD 2013 format or later. Unless otherwise specified in the TO RFP, drawing submittals shall include at a minimum:

4.4.2.1 Interim drawings: 1 set of full-size or half-size drawings, as requested by

COR, and 1 set of electronic pdf files.

4.4.2.2 Final drawings: (Unless otherwise stated in the task order)

1 set of full-size drawings, as requested by COR, upon which the A/E Contractor has affixed their professional seal adjacent to title block.

2 sets of half-size drawings, as requested by COR

1 set of electronic pdf files.

1 set of electronic AutoCAD files (including .ctb file) on USB thumb drive or on Government approved file transfer site.

4.5 SPECIFICATIONS

4.5.1 Provide Specifications in CSI Master Format, section format, and page format unless another format is required by the individual task order. Number sections in accordance Master Format 2004 or later version with a 50-division breakout using a spaced double numbering sequence i.e., 00 00 00.

4.5.2 Provide specifications of sufficient detail so that when used with associated drawings, and with any specifications and standards incorporated by reference, construction bids can be sought by the Government on a full and open competitive basis. The technical specifications shall precisely state what is expected from the Construction Contractor in complete, correct, clear, and concise statements.

4.5.3 All materials shall be described, where possible, by reference to standards generally known to the industry. The standards include nationally recognized industry, technical society, Federal, or Defense/Military specifications and standards. Each cited specification or standard shall include its publication date.

The standard which best represents no more or no less than the Government’s minimum needs shall be selected for incorporation into the specification.

4.5.4 The use of trade names, proprietary items, and the drafting of a specification by adapting a manufacturer’s description of a commercial article is permissible but is not intended to be restrictive to free and open competition among suppliers.

The item shall be specified by giving its functional or salient characteristics, such as chemical composition, physical characteristics, laboratory test results, performance in actual use, etc. The phrase “or Government approved substitution” or “it’s equivalent” shall be used when designating a commercial article or its salient characteristics.

4.6 COST ESTIMATES

4.6.1 Cost estimates shall be prepared according to CSI Master Format and based upon RS Means data unless more localized reliable data is accessible.

4.6.2 The following table shows the estimating ranges that are expected unless otherwise indicated in the TO RFP:

GUIDELINES FOR ESTIMATES

Class

Project Range Contingency

Purpose Definition (+) (-)

5 0-2% ROM 30% - 70% Budget / Planning 4 2-20% 50% 30% 20% - 40% Schematic Design 3 20-50% 30% 20% 15% - 25% Design Development (35%) 2 50-70% 15% 10% 5% - 15% Draft Construction (65%) 1 70-100 % 10% 5% 0% - 10% Final Construction (100%)

4.6.3 Cost estimates shall be accurate and realistic, reflecting current prices for work and materials and shall take into account possible labor and/or material shortages or other local conditions that may affect the cost of the work.

Sufficient supporting data shall be furnished to enable the Government to determine how the estimated costs were established.

4.6.4 Schematic Design and Design Development Estimates – Cost estimates for conceptual designs shall be developed from drawings of the conceptual designs and other data. The estimates shall be broken down into the majority items of construction and the quantities and cost of each shown. Lump sum amounts for major items which cannot be readily evaluated will not be accepted. Estimates prepared at this stage of completion shall be prepared in as much detail as possible with all assumptions clearly stated. The Estimate Summary Sheet shall be fully developed to determine its adequacy even though the full details of the sections or items may not be available at the time.

4.6.5 Construction Cost Estimates – Cost estimates of designs for construction shall be comparable to estimates prepared by bidding construction contractors taking into consideration the local bidding climate. It is intended that the A/E estimate reflect a value in the lower end of the overall bidding range, but not a competing low bid. The estimate is an updated version of the conceptual design estimate and is developed from complete drawings and specifications and the Government’s review comments on the conceptual estimate. This estimate shall be a firm and realistic estimate of the project cost based on accurate cost data and takeoff quantities.

4.6.6 Since the cost estimates prepared by the A/E Contractor will be used for evaluating construction contractor bids, the estimates are considered confidential material and are intended for official Government use only. This material shall not be divulged to other than authorized Government personnel.

If the A/E Contractor intends to employ parties other than its own staff in preparing costs estimates, written approval of the CO of such parties is required. The Government will not grant approval of the same, unless assurances are submitted that the contracting firm will keep the cost estimates confidential and will not later submit an offer or serve as a subcontractor to an offerer on the construction contract. Cost estimates shall remain the sole property of the Government and shall not be made available to others for any purpose. The sale or provision of quantity takeoffs and associated costs by the A/E Contractor to prospective bidders is prohibited.

4.6.7 Detailed Cost estimates shall be prepared in two parts; the Estimate Summary

Sheet and supporting data consisting of quantity takeoff worksheets, indexed compilation of quotations from manufacturers and suppliers, and data to support the A/E Contractor’s unit prices.

4.7 DESIGN SUMMARY (See Section 2.15 for more information)

The A/E Contractor shall prepare and furnish bound draft and final design summaries, as required by the specific Task Order. The design summary shall include chapters on designer’s operating criteria and construction considerations. Design data shall be included in an appendix of the design summary. The design summary shall be included as an integral part of the reports produced for the preliminary design review, progress review, draft, final and final design.

4.7.1 Design calculations shall be included in the Design Summary and shall consist of all functional and engineering criteria, design information, and calculations to support the design drawings and specifications. The design calculations shall be represented in a clear and legible form incorporating a title page and a table of contents. Pages shall be numbered consecutively and identified in the table of contents. Cross-referencing shall be clear. All sources of information, formula, tables, and references shall be identified. Assumptions and conclusions shall be explained.

4.7.1.1 The design calculations shall be submitted electronically and be able to be printed on 8/1/2” x 11” paper, except that 11” x 17” sheets may be used when required for graphs and other special calculations forms. The material may be computer generated, typewritten, handwritten, or a combination thereof, provided it is legible, clearly expressed, and properly indexed.

4.7.1.2 No portion of any design analysis shall be both computed and there-after checked by the same person.

4.8 OTHER

4.8.1 If specified in any Task Order, the A/E Contractor shall provide documentation to meet the agency’s Energy and Sustainability Requirements and Goals such as the High-Performance Sustainable Buildings Checklist for New, Modernized or Existing Buildings Checklists, energy efficiency calculations, LEED Certifications, etc.

4.8.2 The A/E Contractor shall provide a copy to the Government of meeting minutes and significant correspondence which are related to the project.