C103578-SOW_053019_Revised_06142019.pdf

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NATIONAL INSTITUTES OF HEALTH

STATEMENT OF WORK

DESIGN-BUILD SERVICES

FOR

Building 10, Clinical Research Complex (CRC)

Electrical Vault 10

WR# C103578

Prepared For Design-Build Services by Design-Build Contractor

By

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1. PROJECT POINTS OF CONTACT:

A. CONTRACTING OFFICER/CONTRACT SPECIALIST (Overall authority in all matters for this project):

Pete Miller (Contracting Officer) Jennifer M. Reed (Contract Specialist) Office of Acquisitions, ORF The National Institutes of Health 9000 Rockville Pike Building 13, 2nd Floor Bethesda, MD 20892

(301) 496-3274 Email: Jennifer.reed2@nih.gov

B. PROJECT OFFICER/CONTRACTING OFFICER REPRESENTATIVE

Project management and the Contracting Officer’s Representative (COR) for this project:

Mohammad Al Gararheh, COR III, FAC PPM III Office of Research Facilities, NIH 9000 Rockville Pike Building 13 Bethesda, Maryland 20892 Telephone: (301) 978-1589 Email Address: AlGararhehM@mail.nih.gov

C. USER / CLIENT REPRESENTATIVE

Reza Jafari, P.E.

Acting Chief – Electrical Engineering Branch

NIH / ORF / DFS

9000 Rockville Pike Bethesda, MD 20892 Bldg. 13/1343, Rm. K, MSC 5730

Telephone: 301-252-8861 Email: JafariR@mail.nih.gv

D. In this scope of work, the Government point of contact shall be the COR and the

Design-Build- Contractor (DBC) point of contact shall be the Project Manager (PM). All correspondence shall only be issued either through the COR or the PM.

2. PROJECT REQUIREMENTS

A. The scope of work for this project consists of an upgrade to Vault 10 located on 14th & 15th levels of ACRF Tower in building 10, which is the world's largest clinical research hospital, is a complex of buildings on the NIH campus, located 10 center Drive, Bethesda, MD, 20892.

B. The services described or specified herein shall not be deemed to be all mailto:%20AlGararhehM@mail.nih.gov mailto:JafariR@mail.nih.gv

3 | P a g e encompassing, having the effect of excluding services not specifically mentioned but necessary to execute the contract.

C. Design-Build Contractor (DBC) shall have the complete responsibility for the execution of the project, including provision of all labor, materials, supervision, coordination, equipment, transportation, and other applicable element of cost either direct or indirect, as required for full and complete execution of the work and functional performance testing requirements.

The DBC shall use this Statement of Work (SOW) as the establishment of the baseline level-of-effort required.

3. DESCRIPTION OF WORK

The work consists of an upgrade to Vault 10 located on 14th & 15th levels of ACRF Tower.

1. Replace the existing substation transformers and switchgear as follows:

Right Size /increase capacities and replace existing switchgear & transformers with new.

o Retain existing capacities at a minimum.

Create 3 Feeder SPOT feeder network with M1+T1+M2+T2+M3+ET+EM configuration.

Use Vacuum Compact medium voltage breaker for each transformer protection.

One section of the switchgear will be used for emergency loads.

2. Build mezzanine (Level 15) above Vault 10

• Provide steel structure similar or better than Vault-11.

• Bond / ground all steel.

• Replace the existing 3’ door on the 15th floor with 6’ double door (each leaf 3’).

• Replace the existing doors on the 14th floor in kind.

• Modify the existing sprinkler system to be code compliant for both levels.

• Modify Fire Alarm Systems to be code compliant for both levels.

• Provide new HVAC systems for both levels

3. Refeed Existing Distribution

• Refeed all existing Vault 10 loads from appropriate normal power or emergency source.

• Refeed existing 2-section switchboard and ATS on the 14th floor. The switchboard cannot tolerate extended shutdown. Temporary power measures will be necessary if relocation of this switchboard is necessary.

• Refeed two normal power loads (bus risers for ACRF tower) temporarily fed from Vault 11. Intercept and extend Busducts as required.

4. Provide new Life Safety ATS of adequate capacity to handle all of the Vault’s 10 & 11 life Safety Loads.

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5. Replace the existing 2’X3’ fire door in kind. The existing Card Reader for this vault shall be reused.

6. Create 2 egress as practical at both levels.

7. Logistics necessary to reach new vault equipment to reach 14th and 15th levels.

(Elevator #26 has limited payload capacity but reaches 14th and 15th floor).

8. Contractors shall keep their work area clean and clear of any debris throughout the duration of this project. Upon completion of work, contractors shall leave the elevator machine room in better condition in which they found it, with the floor swept and clear of all trash and debris.

See attachments

1. Single line drawing PDF file.

2. Switchgear Elevation Detail PDF file.

4. DESIGN-BUILD REQUIREMENTS

A. Project Requirements

1. Testing and special inspections as required by NIH Design Requirement Manual (DRM) and all applicable federal and/or state codes, shall be performed by an independent testing/inspection firm acquired by the DBC. DBC design shall clearly identify all testing and special inspection requirements based on applicable codes and regulations.

2. This document, and all attachments, may be called the Project Requirement

Documents (PRD) and/or Program of Requirement (POR) and is intended to provide performance requirements and minimum level of quality expected for this project, but is not construed as conceptual, preliminary, or final design and construction documents. Final NIH approval of the AE Subcontractor Sealed and Signed by Construction Documents is required to complete the Design Phase of this project.

3. The DBC shall submit architectural, structural, mechanical, electrical, plumbing, and any other engineering disciplinary services required. All shop drawings shall be reviewed and stamped by the DBC design team that is independent of Trade Sub-Contractors.

6. When the term Architect/Engineer (AE) subcontractor is used, it refers to the DBC, the DBC is responsible for all design work at all stages of this contract. The AE subcontractor shall be independent from the Major Trade Sub-Contractors and shall review shop drawings of these Sub-Contractors prior to submitting such Shop Drawings to NIH for concurrence. The DBC shall provide AE subcontractor Sealed and Signed, Final Construction Documents (Construction Permit Set) for review and approval by NIH. The NIH approval will ensure compliance with the NIH

5 | P a g e design requirements and standards. The NIH Fire Marshal stamped approval of the Final Construction Documents constitutes the Construction Permit Set, which must be kept at the construction site at all times for NIH inspection.

7. The DBC is responsible for performing all architectural and engineering, code analysis, and other professional services normally associated with the execution of this type of project. The PRD/POR is the requirements document for Design-Build contracting and not a Bridging method.

8. The NIH considers all information, standards, guidelines, Design Requirements Manual, and applicable codes as reflecting the requirements of this project. The DBC shall complete all design and construction for turn-key delivery of the project.

9. The DBC shall carefully study and compare all parts of the contract documents with each other, and with all information furnished by NIH, and shall immediately report any discrepancies, conflicts, or inconsistencies in writing to the Project Officer (PO) and Contracting Officer (CO). The DBC shall not be liable to NIH for any damages resulting from discrepancies, conflicts, or inconsistencies in the contract documents unless the DBC recognized, or should have recognized, such discrepancies, conflicts, or inconsistencies and failed to report them to the COR and CO.

B. Existing Conditions Survey, Demolition, and Site Utilities

1. The DBC must field verify/confirm all provided information and perform all required engineering to deliver a fully functional and operational system(s) and/or work areas based on their own findings and adjustments to these requirements.

2. The required points-of-connection to existing utilities and services must be coordinated and located by the DBC and approved by the National Institutes of Health (NIH) prior to starting construction and must be included in the DBC design. This may require the DBC to complete measurements and metering of the existing utilities to verify if the DBC design requirements will be obtainable.

C. Operation & Maintenance ‘Friendly’ Design Requirements

1. The DBC must complete a design that utilizes features and building elements that allow for the most accessible means for service personnel to operate and maintain this facility. To the extent possible, fixtures and accessories shall be commonly and readily available from local vendors catered to existing maintenance stocks for cost consideration and efficiency.

2. Installation of exotic or unusual materials and accessories, difficult to reach fixtures, panels, switches, valves, etc., must be avoided. To the extent possible, all building elements, equipment, and accessories requiring maintenance and periodic cleaning shall be reachable and replaceable with the utilization of normal stepladders, hand tools, cleaning utensils, etc.

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5. CODES, STANDARDS

This project shall be designed in compliance with all applicable federal and/or state codes and industry standards for the location of the facility. Please refer to NIH Design Requirements Manual for latest Code Listing, link to DRM is provided below under DRM section.

1. The National Institutes of Health – Design Requirements Manual (DRM)

a. The project shall be designed in compliance with the latest version of NIH Design Requirements Manual (DRM). The DRM is available online at:

https://www.orf.od.nih.gov/TechnicalResources/Pages/DesignRequirement sManual2016.aspx

b. The DBC shall refer to the revisions page before each use of the DRM to note any updates that have been made since the last use. The entire DRM is revised on a three-year cycle.

2. The National Institutes of Health - Facility Development Manual (FDM)

a. The FDM is available online at:

https://www.orf.od.nih.gov/TechnicalResources/BiomedicalandAnimalResea rchFacilitiesDesignPoliciesandGuidelines/Pages/DesignRequirementsManua l2016.aspx

6. PROJECT MANAGER, CONSTRUCTION SUPERINTENDENT, QUALITY

CONTROL (QC) MANAGER

This project shall follow Design-Build Methodology. The DBC shall include an AE subcontractor (Design) entity, and a Construction (Build) entity, providing a continuum of services to the project. The DBC shall have complete responsibilities concerning Project Management as defined herein; carried out by three different persons.

A. The DBC shall appoint a Project Manager (PM), who shall be the Government's single point of contact, and provide all necessary project representation for the successful accomplishment of this work. The DBC Project Manager shall be thoroughly familiar with all project requirements and schedules.

B. The DBC shall employ a competent full-time Construction Superintendent and necessary assistants who shall be in attendance at the project site throughout the progress of the Work.

C. The DBC shall employ a competent full-time Construction Quality Control Manager assigned to monitor and enforce compliance of the work with the contract requirements and industry standards. The DBC shall develop and implement an appropriate Quality Assurance / Quality Control Program specific to this Project. A detailed description of the program shall be provided to the COR for review prior to submitting the first progress payment application.

https://www.orf.od.nih.gov/TechnicalResources/Pages/DesignRequirementsManual2016.aspx https://www.orf.od.nih.gov/TechnicalResources/Pages/DesignRequirementsManual2016.aspx https://www.orf.od.nih.gov/TechnicalResources/BiomedicalandAnimalResearchFacilitiesDesignPoliciesandGuidelines/Pages/DesignRequirementsManual2016.aspx https://www.orf.od.nih.gov/TechnicalResources/BiomedicalandAnimalResearchFacilitiesDesignPoliciesandGuidelines/Pages/DesignRequirementsManual2016.aspx https://www.orf.od.nih.gov/TechnicalResources/BiomedicalandAnimalResearchFacilitiesDesignPoliciesandGuidelines/Pages/DesignRequirementsManual2016.aspx

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7. PERIOD OF PERFORMANCE

A. The Period of Performance (POP) is the period of time, in calendar days, allotted in the contract documents for the completion of the work. A calendar day shall be understood to be any day of the year, including weekends and holidays. The total of performance is 730 calendar days and broken down as shown in the following table.

TASK

PERFORMANCE TIME

(CALENDAR DAYS)

Contractor NIH Review

Construction Documents (65% Design) 120 days from the issuance of the NTP 30

Construction Documents (100 % Final Design) and

PERMIT

90 days from completion of the NIH approval of the 65% submission 30

Final Acceptance (including Shop drawings submittal review)

Within 60 days of the date of the DTR Construction Permit NA

Construction after PERMIT obtained from DTR 520 NA

Completion of Punch List Within 14 days of the date of Final Acceptance NA

Project Closeout Documents Within 21 days of the date of Final Acceptance NA

B. The date of commencement of the work is the date established in the Notice to Proceed (NTP) letter issued by the Contracting Officer (CO). The contractor shall begin the work on the starting date established in the NTP letter and shall perform the work expeditiously with adequate forces and shall complete the work within the Contract Time.

C. Demolition and other noisy activities shall occur during non-business hours (business hours are defined as 6:30 am to 7:30 pm, Monday -Friday for this project) with prior approval by NIH. The DBC shall request such permission no less than seven (7) Days prior to the requested work.

D. It is expressly understood and agreed that the contractual period of performance is a reasonable and acceptable time for completion of the work considering the requirements of the contract documents, the type and scope of the project, and the usual industrial and labor conditions prevailing in the locality of the project.

E. It is expressly understood and agreed that the period of performance (POP) includes adequate time to account for normal weather. Normal weather considers the climatic conditions in the area of the project. No adjustments to the POP will be allowed on the account of normal weather. The DBC shall include adequate float or other allowance in the construction schedule to accommodate weather conditions that may be associated with weather dependent work. An extension to the POP will be considered only in a case where

8 | P a g e an abnormal or unusual weather delay has directly affected the critical path identified in the approved construction schedule.

F. It is expressly understood and agreed that NIH allows fast-tracking of the project if the DB contractor decides to submit final design for specific portions of work. Construction work may begin on these portions of work after NIH review and clearance of work. Clearance for construction does not mean NIH approval of design and construction, the DB contractor is responsible for all design and construction.

G. All requests by the DBC for extensions of the POP due to excusable delays to the work shall be made in writing to the Contracting Officer within 7 calendar days after the start of the delay. Each request shall describe in detail the event or events causing the delay, any related causes, and any impact to the work and the project. Failure to submit such requests within the stipulated time and with the information required by this paragraph shall constitute a waiver by the DBC of his right to an extension of the POP based upon this event or issue.

H. Extensions to the POP will only be allowed for delays that affect the critical path for completion of the entire work as identified in the approved construction schedule.

8. PROJECT SCHEDULE

A. Within 15-days after issuance of the Notice to Proceed or Intent to Award letter by the

CO, whichever is issued first, and prior to issuing any progress payment application, the DBC shall submit a Design and Construction Schedule to the COR and CO for review.

The schedule(s) shall not exceed the agreed upon contract period of performance, which was established at the award of the project. The schedule shall be revised at appropriate intervals as required by the progress and conditions of the work and shall provide for performance and completion of the project in accordance with the contract documents.

B. The DBC shall coordinate and attend a Schedule Coordination Meeting. The meeting shall include appropriate representatives from the DBC and NIH and shall include review and discussion of all scheduling requirements and/or concerns. The Schedule Coordination Meeting shall take place within 14 days of the Post-Award Kickoff meeting.

C. The construction schedule shall be organized to show progress for each trade and operation. As a minimum, the schedule shall show the order in which the DBC proposes to perform the work, with the proposed starting and completion dates, and with available float for each activity of the work.

D. Activities which constitute critical path portions of the work shall be clearly identified as such. The schedule shall include line items for submittal preparation, submittal review, re-submittal preparation, re-submittal review, and procurement, fabrication, and delivery of materials and equipment. The schedule shall allow for reasonable and orderly issuance of all required submittals to the AE subcontractor and COR. The schedule shall be promptly updated as necessary to reflect the work required to implement each change order and/or change in the Work.

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E. The construction schedule shall include each of the scheduling line items in the

Mechanical Systems specification.

F. The DBC shall utilize latest version of Microsoft Project to create and manage the construction schedule. Submitted schedules and associated data shall be provided in both hard copy and electronic file format. Upon written request by the COR, the DBC shall provide prompt responses to any questions regarding reasons or causes for changes to the construction schedule.

G. The DBC shall submit a current/updated construction schedule with each monthly

Progress Payment Application. Failure by the DBC to provide a current construction schedule shall be justification for the CO to withhold approval or reduce the amount of the payment due the DBC.

H. In the event of contractor caused delays and any failure of the contractor to adhere to the construction schedule the DBC shall, within 7 days of written notice from the CO, provide a recovery schedule for review by the COR and CO. The recovery schedule shall identify how the DBC proposes, at his sole expense, to overcome the associated delays and complete the Work within the Contract Time. Such notice from the CO shall not constitute either actual or implied direction for the DBC to accelerate the Work.

Extensions to the construction schedule, which are considered to be contractor caused delays, will not be entertained without negotiation of consideration in exchange for the schedule extension.

9. DESIGN SUBMITTALS

The DBC shall incorporate all his work into the as-built model (see Appendix D). The contractor model shall be in accordance and compliance with latest National Standards, AIA Consensus documents, and AIA Level of Development 400. The DBC shall provide coordination modeling drawings and performance of clash detection with the customer prior to start of construction and continue building this model ahead of any actual construction progress.

DBC shall use Revit-Architecture, MEP, Structure, and Civil 3D to create the construction model. The virtual model of building shall be used by the contractor for exchange of data among project stakeholders including the customer.

The DBC shall deliver two (2) complete design submissions as follows: 65% Construction Documents, and 100% (Final) Construction Documents.

TASK

PERFORMANCE TIME

(CALENDAR DAYS)

Contractor NIH Review

Construction Documents (65% Design) 120 days after the issuance of the NTP 30

Construction Documents (100% Design)

90 days after NIH approval of the 65% design submittal 30

Construction Documents (100 % Final Design) and

PERMIT

30 days after NIH approval of the 100% design submittal 30

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A. Construction Documents 65% Phase:

Construction Documents constituting 65% of design completion consists of but is not necessarily limited to the following, in addition to all items required in the Final Concept Design Report:

1. Building plans showing demolition and new work for each design discipline, elevations, cross, longitudinal and wall sections, interior elevations, reflected ceiling plans drawn to scale, finish and door schedules, major equipment locations for mechanical and electrical systems, equipment schedules with facility numbers, details for each discipline drawn to scale, plumbing raiser diagram, one line electrical diagram, electrical panel schedules, one line diagrams, construction dust control system design, and specifications. The specifications shall be the conformed specification indicating the exact manufacturer and equipment that the DBC is going to use on this project.

2. The DB contractor shall provide a Revit complete Model of the Building’s areas of the scope of the project, by editing the model provided by AE subcontractor to the DBC progression. The Model shall include all existing Electrical /Mechanical systems, and proposed requirements relating to the new work of this project and as noted in the Requirement Document for the Electrical Repair and Improvement work for the building.

3. See also NIH DRM for detailed requirements for this submittal phase.

B. Construction Documents 100% (Final) Permit Set :

1. The AE subcontractor shall submit 100% construction design documents for NIH review.

2. Upon NIH approval of the 100% construction design documents, the Final AE subcontractor’s Sealed and Signed Construction Documents (Permit Set) shall be the 100% Construction Documents incorporating all reconciled review comments, representing completion of all design work. Discipline documents should be sealed only by professional licensed in that discipline. The AE subcontractor shall reissue the 100% (Final) after incorporating all reconciled comments and after it is approved for Permit by DTR.

3. See NIH DRM for detailed requirements for this submittal phase.

10. DESIGN REVIEWS

A. The COR will coordinate all required Government reviews and reviews of other Government services.

B. The DBC shall conform to submission schedules and requirements as defined herein.

The DBC shall allocate technical manpower and other resources so as to steadily

11 | P a g e progress toward accepted milestone dates and monitor the work of consultants and subcontractors to insure concurrent steady progress. The DBC shall request information, determinations, and similar direction in sufficient time to permit the Government to deliver the required information without delay to the schedule.

C. The DBC shall endeavor, in the planning of the work, to anticipate requests for information as soon as the need becomes apparent. Insofar as possible, the DBC shall work around areas requiring clarification to minimize delays to the project as a whole.

In case of a delay, the DBC shall work closely and cooperatively with the COR to develop and implement methods to recoup this time or to minimize this delay.

D. It is imperative that the DBC and its consultants and subcontractors recognize that the

NIH reviews are general in nature and that the detailed checking for technical accuracy, sufficiency, and coordination is the sole responsibility of the DBC. Not with-standing Government approval, the DBC shall remain liable for all damages resulting from design errors and omissions and negligent performance by the DBC or its consultants and subcontractors.

E. Following each design submittal, the COR will return to the DBC written review comments on the submitted work. The Government may, at the discretion of the COR, use a web-based system to provide comments in which case the DBC shall provide responses using the same system.

F. All NIH review comments shall be incorporated into the work prior to the next submittal, unless the reviewer directs the DBC to disregard the comment. In this event the DBC shall send a notice reporting the directive to the COR and CO.

G. The DBC shall provide a written reply to all NIH comments. If the DBC intends to disregard a comment, the DBC shall provide a written explanation of variance with the comment to the COR within seven (7) calendar days after receipt of the Government review comments.

H. At the option of the Government, the COR may request on-board review of submittals and progress prints to ensure that progress is being sustained.

I. The DBC may request on-board reviews. These reviews shall be at the discretion of the

COR.

J. REVIT Model Reviews, data and LOD.

11. OTHER REQUIRED DELIVERABLES

A. Project Logistics Plan – See Appendix A

B. Building Information Modeling (BIM) – See Appendix B

C. Safety Plan – See Appendix C

D. As-Built Drawings – See Appendix D

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E. Quality Control Plan – The DBC shall submit to the COR and CO a comprehensive

Quality Control Plan within 14 days of the Post Award Kick-Off meeting.

F. Submit the following deliverables in accordance with the project schedule and in compliance with the NIH Design and Policy Guidelines, Requirements/Standards Submission Checklist, with each scheduled design phase (65%, and 100%):

1. Ten (10) bound copies of full-size Construction Documents/Drawing sets

2. Ten (10) bound copies of Construction Documents/Specifications

3. Five (5) bound copies of engineering calculations for each discipline

4. Upload electronic copies of PDF files, Revit Files, containing all submitted documents, including demolition, architectural, structural, landscaping, civil, mechanical, electrical, plumbing, and other drawings (including all engineering calculations compiled into a single PDF file). In addition to Revit files upload the drawing files shall be uploaded for each drawing as well as a complete bound PDF set. Panel/Distribution Board/Switchboard/Switchgear schedule as applicable shall be exportable in Microsoft Excel.

G. After kick-off meeting, the DBC shall create 2 sets of inventory database files in MS

ACCESS. One should be for record of the shop drawings submission. The second should be for close out documents. Equipment that is approved by the client and/or their representative and released for manufacture by the vendor shall be asked to submit O&M manuals electronically, based the approved shop drawings. Any changes that occur between approval and delivery/post-delivery, shall be updated in the final close out paper and electronic delivery.

H. At construction closeout, provide three (3) electronic copies (DVD/CD/Flash Drive) of the O&M Manuals, Final Typed Test & Balance Report, Materials Testing Reports, DBC Daily Reports, Final Requests for Information (RFI’s) and Submittals Record, Fire Alarm & Fire Protection Documents, Training Documents, Completed/Reconciled Punch-List, Final Change Request Log, Warranties, and other documents required by the contract.

I. Provide electronic deliverables in the following formats for each submission, using the latest version of standard software;

1. Spreadsheets: Microsoft Excel

2. Reports and Presentations: Microsoft Word, Microsoft PowerPoint, Adobe PDF, DWF.

4. Drawings & renderings shall utilize latest version, 2018 or later of Autodesk Revit for all design work and Autodesk Civil 3D for civil work; PDF files for printing and DWF files for presentation and posting.

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J. DBC shall prepare complete set of construction file documents together with hard copy of complete construction design documents including specifications following CSI format, for review and conformance, per customer standards and requirements.

Any reprinting and resubmission of required deliverables due to required corrections caused by the DBC/AE subcontractor shall be at no additional cost to the government. Documents exhibiting a lack of quality control or coordination shall be summarily rejected and returned to the DBC without review.

12. MEETINGS

DBC shall prepare Minutes of Meetings and distribute to all within 24 Hours.

A. Post Award Kickoff Meetings

1. The Post Award Kickoff (PAK) Meeting is made up of Contract Administration, Design Presentation, and Partnering. Within 21-calendar days after contract award, and prior to commencing work, the DBC must coordinate the time and location of the PAK meeting to be scheduled by the CO. The purpose of these meetings is to:

a. Integrate the DBC and client representatives into the project team

b. Achieve consensus from the project team on any issues, misunderstandings, and concerns with the contract or the Statement of Work (SOW).

c. Establish and explain policies and procedures for completion of a successful project

d. Establish clear lines of communication and points of contact for government and DBC team members

e. Obtain an acceptable conceptual design including floor and site plans, signed by the COR, DBC and other key stakeholders.

f. Establish a project design schedule, design submittal packaging, and preliminary construction schedule. Project cannot start without an approved baseline schedule; contractor shall utilize software to link the project schedule to the model and develop a 4D progression of the project.

g. Contractor shall prepare meeting minutes and distribute to all within 2 business days.

2. The following DBC key personnel shall attend the PAK:

a. Project Manager

b. Project Scheduler

c. AE Subcontractor Team, independent From Trade Contractors – Design staff representing each architectural/engineering discipline

d. Building Information Modeling (BIM) Coordinator/Project Manager.

e. Major Subcontractors

f. Superintendent

g. Construction Quality Control Manager

h. Production Leader

i. Design Quality Control Manager

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3. Optional attendees include:

a. Principal

b. Assistant Project Manager

c. Subcontractors

d. Specialized Supplemental Quality Control Personnel

4. Contract administration roles and responsibilities will be addressed

B. Design Quality Assurance Meetings

1. After government quality assurance of each Design Submittal has been completed, meet with the government for a one-day conference to discuss review comments for the specific design submittal.

2. Provide consolidated copies of all government comments with annotations of DBC’s action beside them. Notify the CO in writing within five (5) days after receipt of government’s comments if the DBC disagrees with comments technically or interprets comments to exceed the requirements of the contract.

3. Design Quality Assurance Meeting Attendees shall include:

a. Project Manager

b. Construction Quality Control Manager

c. Design Quality Control Manager

d. Building Information Modeling Coordinator/Project Manager.

e. Production Leader.

f. AE Subcontractor Team – design staff representing each architectural/engineering discipline

4. Design Quality Assurance Meeting Location shall be at the office of the CO’s quality assurance team or may be conducted at other locations or by other electronic means if mutually accepted to all parties.

5. Address all government comments that are unresolved and present clarification or supporting information requested by the CO’s quality assurance team during the previous meeting.

C. Preconstruction Meeting

1. Meet with the CO and COR to discuss construction items of concern to the government and the DBC such as outages, storage, trailer location, disposal of construction debris, etc. at a location to be determined by the CO. The Preconstruction Meeting may take place with the PAK Meeting or at any time prior to mobilization and before any construction work begins.

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D. Construction Progress Meeting

DBC Design-Build team shall meet with COR and other NIH Stakeholders every other week and make a presentation of their BIM model, clash detection, incorporating changes, and updates into the Revit Model. The contractor shall also present any issues and concerns that may have a negative impact on cost, schedule, and/or delivery of project and provide solutions and recommendations.

E. Monthly Reports

The Contractor shall prepare Monthly Progress Reports in the format and frequency required by the COR. Monthly Reports shall be submitted with the application for Payment in 8.5x11 formats. The Contractor shall submit electronic (PDF file) copies of each monthly report to the COR. Contractor shall coordinate with the COR to assure report accuracy. Information to include in Monthly Reports:

(1) Narrative and Earned Value report

(2) Update of the project schedule with analysis

(3) Percentage of work completed, planned and actual for each schedule activity

(4) Summary Budget Status

(5) Report, list of deficiencies and omissions

(6) Summary of outstanding problems/issues

(7) Summary of issues resolved, decisions reached, clarifications, instructions, etc.

(8) Summary report on submittals and Requests for Information (RFI’s)

(9) Safety Report

(10) Minutes from meetings during the month (safety and trade coordination)

(11) Any approved or potential changes to the Contract. This report shall identify all potential and approved changes to the Contract.

(12) Progress photos, prints

13. GOVERNMENT FURNISHED ITEMS

A. Legacy drawings (existing MEP floor plans & utilities drawings) are available for most areas of the buildings and can be made available upon DBC request. These documents, if available, are expressly NOT warranted for veracity, accuracy, completeness, or currency.

B. It is the DBC’s responsibility to verify all existing conditions necessary to accomplish the contract work.

14. FACILITY NUMBERS FOR EQUIPMENT & ROOM NUMBERS

A. Inventory control of equipment maintained by the Office of Research Facilities shall be coordinated with the COR.

B. On the demolition plan, the AE subcontractor shall indicate the designated facility number for all equipment removed where applicable. Coordinate with NIH regarding proposed reuse of existing equipment in the project, or government salvage of existing equipment for use elsewhere. The DBC is responsible for the removal and disposal of

16 | P a g e all non-reuse or non-salvageable equipment determined by the government.

C. The Facility Numbers and labeling requirements shall be incorporated into the 65% Construction Documents.

D. The DBC must coordinate proposed Project Room Numbers for approval by the

Division of Facilities Planning; final coordinated and accepted Room Numbers must be incorporated by the DBC into the 65% Construction Documents.

15. CONTRACTOR HEALTH AND SAFETY REQUIREMENTS:

A. Refer to the ORF Contractor Health Safety Provisions for guidance on preparing the required DBC Site Specific Accident Prevention Plan for this project. This plan must be submitted to NIH for review and approval 28-working days prior to the commencement of construction activities. The DBC may obtain a current copy of the NIH Contractor Health and Safety Requirements from the COR.

B. The DBC shall designate a responsible member of his organization at the site whose duty shall be supervision of a safety program and the prevention of accidents. This person shall be the DBC's Construction Superintendent unless otherwise designated in writing by the DBC to the CO. DBC shall Assign a qualified site safety officer. DBC shall require that all sub-contractors abide by the same procedures and SOP’s to which the DBC is bound.

C. The DBC shall develop and implement an effective safety and health program in accordance with OSHA Regulations and the US Army Corps of Engineers Manual

385-1-1 (EM 385-1-1).

D. Each DBC employee is responsible for complying with applicable safety and occupational health requirements, wearing prescribed safety and health equipment, reporting unsafe conditions/activities, preventing avoidable accidents, and working in a safe manner.

E. The DBC Shall not begin work authorized under this contract, except for authorized preliminary activities (i.e. mobilization), without first submitting for review a Site Specific Accident Prevention Plan to the NIH Project Officer and ORF Safety Officer (safety@nih.gov) that meets the requirements of EM 385-1-1.

F. In case of an emergency which threatens loss or damage to property, personal injury, or life safety, the DBC shall immediately take all feasible actions to prevent or mitigate such loss, damage, injury or death, without awaiting instructions from NIH. The DBC shall notify the COR and CO in writing of such emergency at the first feasible opportunity.

G. Please see Section H of the contract for special requirements regarding safety.

16. PROGRESS PHOTOGRAPHS

The DBC shall take not less than twenty progress photographs of the Work each month at a mailto:safety@nih.gov

17 | P a g e minimum resolution of 640 by 480 pixels. The photographs shall be taken with the intent of providing a clear and complete depiction of overall Project progress. Each photograph is to be clearly marked with the time, date, location/view and other details sufficient to identify the subject. Camera view/locations shall be coordinated with and approved by the COR.

Progress photos shall be provided electronically via email to the COR or on a digital video disk (DVD disk) and issued to the COR along with each progress payment application. Refer to Section 21, Schedule of Values, for additional requirements regarding delivery of project photos.

17. REQUIREMENTS FOR AE SUBCONTRACTOR PARTICIPATION DURING

CONSTRUCTION

A. The DBC shall provide construction phase design services for the entire period of construction employing qualified personnel with proven knowledge of this type of construction and competence in construction and observation. For the purpose of this contract, the construction phase is defined as the time of performance between the issuance of the Notice to Proceed with construction and final acceptance by the COR and CO of the completed work (Final Completion). The following construction phase design services are required but are not necessarily all inclusive.

1. Construction Inspections

a. The AE subcontractor shall perform on-site construction observation and inspection in conjunction with each Construction Progress Meeting throughout the duration of the construction period to verify conformance with Construction Documents. The AE subcontractor shall observe and report to the DBC work in place and visible at the time of inspection. The AE subcontractor shall verify that the Contractor is maintaining up to date as-built (see Appendix D) mark-ups on site commensurate with the ongoing work.

b. On the basis of such on-site observations, the AE subcontractor shall keep the

DBC informed of progress, quality of work, and deficiencies in the work. A complete log of each inspection shall be maintained throughout the construction period of performance and made electronically available to the COR on a bi-weekly basis. AE subcontractor inspections during construction, and expenditure of time on matters related to clarification due to inadequacies, errors and/or omissions, shall be performed at no additional cost to the Government.

2. Construction Progress Meetings

a. Construction Progress Meetings shall be held at the project site (in the DBC’s Field Office, or location to be determined by the COR) with the DBC, AE subcontractor representatives, and other NIH officials at least once every two weeks to review the progress of the work and related issues/problems identified during construction. The main purpose is to provide timely resolutions, and to monitor the requirements or intent of the Construction Documents. The AE subcontractor shall prepare written minutes of all progress meetings and distribute copies to attendees no later than three-days after each meeting.

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3. Requests for Information

a. All requests for information (RFI’s) by the DBC shall be submitted to the AE subcontractor for resolution. The AE subcontractor’s interpretation shall be documented in writing; all RFI’s shall be uniquely and sequentially numbered.

AE subcontractor responses to RFI’s shall be provided in a timely manner to avoid interruptions to the flow of work to prevent project delays.

b. The DBC shall use an information tracking system to ensure that all RFI’s and other construction issues are monitored for timely response and brought to closure.

4. Construction Submittal Review

a. The AE subcontractor shall review and recommend either “reviewed”, “reviewed as noted”, “revised and resubmit” or disapproval of shop drawings, material samples, manufacturer’s clarifications, etc., for which the contract specifications require approval by NIH. Submittals must be looked at from two perspectives: First, which pieces of submittal data are not meeting the scheduled date? This requires a detailed examination of the control log, and flagging of late submittals. Second, submittals must meet the intent of the Construction Documents. The AE subcontractor shall include notes specifically addressing all corrections to be made. Each approved submittal shall be kept in the DBC’s office file until the project is completed. Marked-up copies and the AE subcontractor’s recommendations shall be delivered to the DBC within ten working days of their receipt by the AE subcontractor unless otherwise directed.

Simultaneously, the AE subcontractor shall provide the COR copies and status of returned submittals to the DBC.

b. The DBC shall use an information tracking system to ensure that all submittals are received and processed on time.

5. Change Orders

a. The DBC shall prepare change requests and provide supporting documentation and data necessary for the COR and CO evaluation, approval, and modification in accordance with the contract requirements. The DBC shall present at regular construction progress meetings and also send a monthly email to COR and CO identifying any potential Change Orders.

b. Change order requests shall be considered for any situations that will require a change to the schedule, scope, or cost of the contract. The contractor shall get CO approval prior to moving forward with any work for any requested changes that affect the schedule, scope, or overall cost of the project. Generally, but not exclusively, changes will be approved for unforeseen conditions and Government caused delays. The DBC shall be responsible for identifying the reason the requested change is necessary.

c. All change order requests shall be approved by the CO before being taken for

19 | P a g e action. If the requested change is approved by the CO as being within the scope of the required work and the processing of the requested change could potentially hold up forward progression of project performance, the CO may choose to issue a Notice-To-Proceed, Not-To-Exceed (NTP/NTE) for a CO determined amount. This will prevent performance delays due to administrative processes. It is the contractor’s responsibility to let the CO know if the requested change will delay forward progression of project performance.

d. The DBC shall keep track of all proposed and accepted changes, and constantly update the ratios of cost of these changes with respect to the cost of construction.

e. Design changes – This is a firm-fixed price contract. As such, there is a certain level of ambiguity associated with the required design effort. Requested design changes will be accepted as approved changes based on CO discretion.

Typically, but not exclusively, approved design changes will only be approved if significant re-work is required due to circumstances outside of the control of the DBC and the AE subcontractor.

6. Punch List

a. The DBC shall keep the COR informed of the progress and quality of the work and shall endeavor to advise the COR of defects and deficiencies in the work in writing. The AE subcontractor shall observe the entire installation work and shall be familiar with the progress and quality of the work throughout the construction period and verify that the work is being performed in a manner that, when completed, will comply with the Construction Documents. Timely corrective measures shall be taken to ensure that problems are not deferred until the punch list is compiled at the end of the project.

b. The AE subcontractor shall observe the completed work with the DBC prior to the application for final acceptance. The DBC shall submit to the COR a punch list of any defects and omissions noted. NIH will perform an independent punch list inspection and compile a list of deficiencies for correction. At an appropriate time, the COR shall conduct a final inspection to verify that the Contractor has adequately corrected all defects, deficiencies and omissions.

18. REIMBURSING GOVERNMENT CONTRACTOR FOR ITEMS PURCHASED AND

STORED

A. Payment for items purchased and stored are discouraged. Occasionally, and only to the extent it is deemed to be in the government’s best interest to make payment for stored materials, payment will be considered. The DBC shall accompany the COR for inspection and validity of stored material for payment consideration. All stored materials and equipment must be protected from the weather and must be located in a licensed and bonded (insured) warehouse paid by the DBC and located within 25-miles of the project site. The DBC must identify all such requests for stored materials on its initial Schedule of Values.

B. The DBC shall provide the COR with backup documentation showing the purchase

20 | P a g e receipts of materials stored, total value of items and equipment stored, bonding capacity of the warehouse facilities, and the expected time of storage until transport and installation in the project. The DBC must also be able to demonstrate beyond a reasonable doubt that the materials are in fact destined for the work under this contract. The DBC shall assume that the government will make a site visit to inspect stored materials.

19. FINAL ACCEPTANCE

A. Final Acceptance is being defined as the stage in the progress of the work, or a designated portion thereof, when construction is sufficiently complete in accordance with the contract documents, so that NIH can occupy and/or utilize the space (or portion thereof) for its intended use. The work will not be considered finally accepted if any of the following conditions exist:

1. Incomplete or defective work remains (including work identified in the final punch list) which, in the opinion of NIH, would prevent or interfere with occupancy and/or full use of the facility.

2. The project’s mechanical systems have not been tested, balanced, and accepted as being fully complete.

3. The project’s electrical and life safety systems have not been tested and accepted as being fully complete.

4. A Certificate of Occupancy has not been issued by the NIH Fire Marshal (either a

Temporary/Conditional or a Final/Unconditional Certificate of Occupancy)

5. Final clean-up is not complete.

B. The following procedure shall be used in establishing Final Acceptance of the Work, unless otherwise agreed to in writing:

When the DBC determines that the work, or a portion thereof, which NIH agrees to accept separately, is finally accepted, the DBC shall submit written notice to the COR and CO and shall include a punch list of all items which remain to be completed or corrected. Failure to include any items on the list does not alter the DBC’s responsibility to complete all work in accordance with the contract documents.

a. Inspections for final acceptance may be requested by the DBC only after the status of completion has been reviewed and assessed by NIH. Upon such review the COR will issue a list of any observed deficiencies that affect the issuance of a Certificate of Occupancy.

b. If the COR, on the basis of an on-site inspection, agrees that the work is finally accepted, the COR may provide the DBC with a list of additional corrective items which shall be added to the DBC’s punch lists.

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c. If the COR, on the basis of an on-site inspection, determines that the work is not finally accepted, the COR will notify the DBC in writing, and will provide a list of observed deficiencies. The DBC shall remedy the deficiencies and submit another written request for final acceptance.

d. When the COR determines that the work is finally accepted, the NIH Fire

Marshal will prepare a Certificate of Occupancy, which establishes the date of final acceptance.

e. The Certificate of Occupancy, when signed by the NIH Fire Marshal, shall serve to document the DBC’s acceptance of the responsibilities assigned to him in such certificate.

20. FINAL COMPLETION

10. When the DBC considers the work fully completed, the DBC shall submit written notice confirming all of the following:

1. The work has been fully completed in accordance with the contract documents and is ready for final inspection.

2. All punch list items have been corrected or completed.

3. All equipment and systems have been tested, adjusted, and balanced and are fully operational.

4. All training required by the contract documents has been provided.

5. All operation and maintenance manuals and as-built drawings have been submitted to the Architect in accordance with the contract documents and have been accepted as being complete.

6. All surety releases required by the contract documents have been submitted to the

CO.

B. The COR will perform a final inspection of the work. If the work is found to be incomplete or defective, the DBC will be notified in writing and provided with a list of observed deficiencies. The CO may withhold such payment as deemed appropriate to ensure the correction of the deficiencies.