Attachment_J6_Sample_Scope_of_Work.docx

ATTACHMENT J.6 - Sample Scope of Work

SAMPLE SCOPE OF WORK

OCC Dallas Field Office Relocation

1.0 PURPOSE

The purpose of this statement of work (SOW) is to obtain architectural services for the relocation of OCC’s Dallas Field Office.

2.0 BACKGROUND

The estimated number of employees that will be housed in the new Dallas office is 72, and the estimated square footage is 15,000 USF.

2.1 Place of Performance

Activities under this call will take place at multiple locations. Meetings with the COR or OCC staff will occur at OCC HQ located at 400 7th, Washington, DC. Meetings with the end-users will occur at the Dallas FO located at 17300 Dallas Parkway, Suite 2020 Dallas, TX 75248. Once a new location is determined, and a lease is signed, activities will also occur at that address. All other work will be performed at the Contractor’s office.

2.2 Period of Performance

The estimated move date is January, ____, and the period of performance for this task is from the Date of Award though July, ____, which includes 6 months time for project close-out and any necessary follow-up tasks.

2.3 Contracting Office Representative (COR)

The OCC COR shall be the Contractor’s primary day-to-day contact in the performance of this call. The COR(s) for this call is _________ _________.

2.4 Contract Type

This is a Time and Materials call contract. The call will be issued with an established Not-to-Exceed (NTE) ceiling amount. Any revisions to the NTE amount will be accomplished by a written modification to the call.

2.5 Quote Requirements, Assumptions, Exhibits

This SOW outlines OCC’s typical project process for a FO Relocation. Contractor’s shall structure their quotes as outlined below, including the fee and hours for each labor category, by phase.

2.5.1 Provide a quote that conforms to this SOW and its requirements. State clearly that the quote meets all of the requirements listed in the SOW. Provide a high-level project schedule, that includes all major tasks, and shows a project start and end date.

2.5.2 If recommended, Contractor may include an alternate approach to the process listed in this SOW. Contractor shall distinguish where deviations occur and discuss the advantages of such. Provide a high-level project schedule, that includes all major tasks, and shows a project start and end date.

2.5.3 Identify each of the key personnel who will be assigned to the project, if awarded. List the relevant OCC experience for each position.

2.5.4 Exhibits

2.5.4.1 Current FO Space

3.0 CALL OBJECTIVES

The Contractor is expected to efficiently and effectively accomplish the requirements of this SOW on schedule and on budget. The Contractor shall achieve the following objectives:

· Deliver new office space that is consistent in appearance with other OCC Field Offices, adheres to OCC’s Office Space Standards, and follows OCC’s Branding document and Standard Operating Procedures

· Manage and ensure a smooth and seamless relocation process for OCC’s end-users, while minimizing disruption to them

· Incorporate sustainable design and energy saving initiatives into the office design

· Maintain regular and frequent communications with the OCC COR and project team

· Achieve a high level of client satisfaction and customer service through timely, accurate, and efficient provision of services

3.1 Customer Service

The OCC is a customer-service oriented agency. OCC considers its two primary customers to be Management and the Union, NTEU. RES works with these customers for the duration of each project from inception to completion. Additionally, there is an expectation throughout the agency for a high level of quality service.

4.0 SCOPE

4.1 General

The Contractor shall provide a full scope of architectural services necessary to relocate the Field Office. The work will include project management services, building assessment, programming, test-fits, schematic design, design development, construction documentation and administration, furniture and signage specification, move coordination, and project follow-up and close-out services. The services shall entail day-to-day communications with RES and the customers.

4.2 Workload Estimate

The Contractor is expected to perform the work as specified in any calls that result from this SOW, regardless of the actual amount of work or fluctuation in work.

5.0 Tasks

All tasks shall be performed in a manner that meets the highest level of professional and technical standards and adheres to industry-leading practices and Federal requirements. All Contractor personnel shall be considered experts in the areas in which they work. All Contractor personnel are expected to employ the following general business and technical competencies:

· Customer Service – Proactively work with customers, assess needs, provide assistance, resolve problems, clarify and satisfy expectations, align products and services with the project solution

· Flexibility – Adapt work methods in response to new information, changing or unexpected conditions

· Interpersonal Skills – Demonstrate understanding, courtesy, tact, and empathy while developing and maintaining relationships throughout the project

· Legal Compliance – Accurately apply laws, legal codes, practices, agency policies and procedure to the project solution. Accurately apply building, fire and life safety codes to the real estate solution.

· Oral and Written Communication - Effectively express, document or produce information in a succinct and organized manner. Communicate information that is appropriate for the intended audience and situation

· Organizational Awareness – Understand the OCC’s mission and functions, present sound, well informed, and objective solutions using good judgment within the given context while managing the expectations of the COR.

· Team Building- Motivate and guide others toward goal accomplishments. Consistently develop and sustain cooperative working relationships

· Contracting – Demonstrate knowledge and experience using various types of contracts and procurement procedures

· Financial Management – Assist COR with budget development, administration, and management of project costs and value; develop tools to ensure effective support and monitoring of project costs

· Risk Management – Identifying areas of potential risks in schedule, costs, quality and scope. Recommend solutions to the COR.

5.1 Project Management Services

The Contractor shall provide project management services that balance the scope, quality, budget and schedule of a project. This will entail the coordination of the architectural design team, numerous consultants, RES and the OCC team, Landlord, etc

5.1.1 Develop, manage, and maintain a project budget (architectural and consultant fees, construction, furniture and moving). Provide documentation and review updates monthly with the COR.

5.1.2 Develop, manage, and maintain a project schedule. The schedule shall be comprehensive and shall include Leasing (including lease rider dates), design, furniture, construction, and moving tasks. Provide documentation and monthly updates to the COR. Manage distribution and updates to project team and all parties.

5.1.3 Attend regularly scheduled project progress meetings at OCC HQ, as determined by COR and Contractor. Provide detailed meeting minutes for each meeting.

5.1.4 Provide written weekly project status reports to the COR.

5.2 Preliminary Assessment/ Project Initiation

Once the contractor is assigned the project, the Contractor shall develop a project schedule and budget which the Contractor shall maintain throughout the project. The contractor shall identify the desired expectations of the project, e.g. cost, quality and process with the COR.

5.2.1 Manage/ Issue deliverables to the Landlord per the lease rider.

5.2.2 Accompany Leasing on market tours to conduct a building assessment and provide initial evaluations. Market tours occur in the city of the FO and last an average of 3 days.

5.2.3 Provide a written summary of each building including photographs upon return to the office.

5.2.4 Participate in a kick-off meeting. Attendees will include the COR, OCC Leasing Contracting Officer, Assistant Deputy Comptroller (ADC) and/or Large Bank (LB) representative, and NTEU representative. Prepare, assemble, and distribute documents and materials for this meeting, including agenda, project team contacts list, project schedule, Space Requirements Questionnaire, Branding document, Service Level Agreement, and other OCC standard documents. Obtain approvals on the SLA, and adjacency diagram. Repackage and distribute final versions to all attendees. Meeting will occur at the OCC Field Office.

5.3 Program

The Contractor shall develop a program, a Space Requirements Report (SRR) for the OCC Field Office which includes personnel positions, names, titles and pay bands of all employees, support spaces, and design specifics that affect the planning of the space. The program shall also convey the square-footage requirement. The Contractor shall gather this information through a series of conference calls or visits utilizing a Contractor-generated questionnaire. Upon completion of the program, the Contractor shall obtain all approvals and signatures necessary to finalize the program.

5.3.1 Prepare a Space Requirements Questionnaire (SRQ) and review with COR

5.3.2 Issue the SRQ to the ADC and/or LB representative, typically at the project kick-off meeting

5.3.3 Coordinate and incorporate their comments, assemble the SRR, submit to COR for review and comment.

5.3.4 Obtain approvals and signatures from the ADC and LB representative as well as the District Deputy Comptroller and Senior Deputy Comptroller. Obtain approvals from approximately 10 additional representatives from other OCC organizations. Maintain a log of the signatures/ approvals.

5.3.5 Assemble a complete package of approvals and issue to the COR and project team.

5.4 Test Fits

The Contractor shall produce detailed test fits for each offered space where office space vacancies have been identified. Typically 5 to 10 test fits are required. The test fits shall be based on the approved program. The test fits shall take into consideration all codes and regulations pertaining to access for the disabled (Americans with Disabilities Act (ADA)/Uniform Federal Accessibility Standards (UFAS), as well as any applicable national or local building codes.

5.4.1 Coordinate with COR and Leasing Contracting Office to ensure that all parties have a clear understanding of the proposed space boundaries.

5.4.2 Compare and review CAD plans with photos, notes, recollection of the spaces toured and review the plans for any apparent discrepancies.

5.4.3 Prepare detailed test-fits (typically 5-10). Test-fits shall include detailed furniture layouts to ensure that OCC’s standards will work within the planned spaces.

5.4.4 Rate and rank each test-fit and outline the advantages and disadvantages of each.

5.4.5 Review the test-fits with the OCC COR.

5.4.6 Incorporate any revisions and submit the final test fit package to the COR.

5.5 Schematic Design

After lease award and performing a site survey, the Contractor shall prepare several preliminary space plans utilizing the test fit results and the OCC Branding package. The space plans shall be presented to the COR for review, comment, and approval. The Contractor shall highlight the distinct advantages and disadvantages of each proposed plan. The space plans shall comply with all codes and regulations pertaining to access for the disabled (ADA/UFAS), as well as all national and local building codes and applicable guidelines using the most stringent code. .

5.5.1 Review copy of the executed lease. Be familiar with the requirements, and manage deliverable to the Landlord as required in the Lease, including space plan, design development, engineering document submissions, etc. Maintain a lease rider schedule.

5.5.2 Perform a site verification survey. Coordinate building access with the Landlord through OCC COR and Leasing.

5.5.3 Develop 3 to 5 detailed space plan options based on the approved adjacency diagram, OCC’s branding package, and the approved program. Review with OCC COR at draft stage for comment.

5.5.4 Incorporate OCC comments, review with COR, and recommend a plan.

5.6 Design Development

Utilizing the COR’s selected space plan, the Contractor shall develop a design development package that illustrates the character of the space, as well as actual partition locations, lighting, power, and finishes and furniture. The design development package shall be presented to the COR for review, comment and approval. Once approved, the Contractor shall formally present the Space Plan and the Design Development drawings at a Design meeting at the Field Office.

5.6.1 Prepare design development package that includes the following: 1) Plans for presentation, including power and communications, reflected ceiling, and finish plans. 2) Elevations and axonometric drawings to convey the overall office design. These typically include the entry/ OA station, conference room, and overall space plan, as well as elevations of the pantry, equipment room, and other choice areas depending on the layout of the office. 3) Furniture presentation sheets including photos of all furniture pieces.

5.6.2 Review the design development package with the COR at draft stage for comment.

5.6.3 Incorporate OCC comments, and review with the COR.

5.6.4 Travel with COR to the Field Office to present the design package. Attendees will include the COR, ADC and/or LB representative, NTEU representative, and a few other FO staff. This presentation shall include a thorough review of the space plan, design package, and standard finish board options. The Contractor will be required to maintain a set of standard finish boards and ensure finishes are up-to-date.

5.6.5 Prepare detailed meeting minutes. Make any revisions necessary and distribute minutes along with the final design development package.

5.6.6 Obtain approvals and signatures and distribute to COR.

5.6.7 Formally submit the space plan and selected finish palette to the NTEU representative for comment.

5.6.8 Provide support documentation and assist in answering questions received from the NTEU.

5.6.9 After NTEU comments have been resolved, submit a space plan and seating assignment chart to management and NTEU for completion. This chart also includes the request form for keyboard trays, docking stations, and signage information.

5.7 Construction Documentation

Upon approval of the design development package, the Contractor shall prepare all necessary construction drawings and specifications that illustrate the exact size, scope and character of the spaces to be occupied. The construction documents shall comply with all codes and regulations pertaining to access for the disabled (ADA/UFAS), as well as all national and local building codes.

These documents outline the expected level of performance and quality, both in written and drawn format appropriate for competitive bidding by construction companies. The construction documents shall be suitable to ensure the final product matches the product envisioned by the OCC and that bids received accurately reflect the details and quality expected.

The construction documents shall include, but not be limited to, partition plans, reflected ceiling plans, power and communication plans, finish plans, furniture plans, sections, elevations, details, and a construction specification manual. Engineering drawings are typically completed by the Landlord’s Engineers. The Contractor shall coordinate with the Engineers to ensure that the engineering drawings conform to the OCC’s design intent. In addition, the Contractor shall issue the complete architectural and engineering documents to the landlord for bidding. The Contractor shall possess the capability to stamp and seal construction documents in all 50 states.

The timeframes for completion of these documents are outlined in the lease rider, as defined by the OCC and the landlord. The timeframe established is reflective of the project size and occupancy date requirements. All Contractor-provided construction documents shall be created using computer-aided design (CAD) software.

At the completion of construction documentation, the Contractor shall submit the architectural and engineering package, bidding instructions and forms, and all pertinent bidding information to the landlord for bidding. The Contractor shall evaluate and provide a thorough bid analysis, which may require coordination with the landlord for bid clarification purposes. The OCC will require support documentation of all bids, including subcontractors to the general contractor.

5.7.1 Prepare construction documents and specifications. Coordinate with the Landlord’s engineers in accordance with the lease rider. Review Engineering drawings for compliance with OCC standards and design.

5.7.2 Review and provide a copy of the complete package of drawings and specifications to the OCC COR.

5.7.3 Issue construction documents, specifications, and bid comparison spreadsheet to the Landlord for pricing and permit.

5.7.4 Coordinate with Landlord to ensure bids are submitted in a timely manner.

5.7.5 Review submitted bid packages for completion.

5.7.6 Coordinate with the Landlord as necessary to thoroughly clarify and level all bids.

5.7.7 Prepare a bid analysis based on a thorough review and understanding of the submitted bids.

5.7.8 Submit the complete bid analysis and supporting documentation, and recommend the best value general contractor to the COR.

5.7.9 Support the COR in preparing the Notice to Proceed which identifies the selected general contractor to the Landlord.

5.8 Furniture and Signage

Simultaneous with construction documentation, the Contractor shall prepare furniture and signage requisitions in accordance with OCC’s standard furniture and the approved design development package. Two requisitions are required, one for the systems furniture vendor, and one for the Comprehensive Furniture Management contractor. The requisitions shall include the detailed specifications (approximately 12-15 manufacturers), cost, furniture tagging information, tagged furniture plan, detailed scope of work and installation instructions, support pricing documentation for each product, and any other documents that would enable the furniture package to stand alone for complete pricing and contractual purposes. The Contractor shall work with the furniture consultant, vendors and the COR to develop drawings and specifications. The Contractor shall include a written justification in support of each product specified. The Contractor shall submit these requisitions to the COR for approval and procurement.

The OCC currently utilizes Unicor for the systems furniture product. The OCC also utilizes a furniture management company through the GSA Comprehensive Furniture Management Services (CFMS) Schedule 71 II K to obtain all other furniture. To the maximum extent practicable, the Contractor shall promote competition when specifying products that are non-standard or non-GSA schedule.

In addition to preparing the requisitions, the Contractor shall oversee and monitor the furniture ordering, all furniture deliveries, and installations. Upon the completion of the installations, the Contractor shall perform all furniture punch lists and oversee the completion of the punch lists by the vendors. The Contractor shall also create and maintain a furniture budget status spreadsheet to keep the COR apprised of the financial status of the project. The Contractor shall provide a furniture and finishes binder including cut sheets, samples, and approved requisitions based on the final installation.

5.8.1 Prepare furniture and signage requisitions based on the selected finish palette and seating assignment form received.

5.8.2 Submit requisition to COR who will forward the requisitions for approval and ultimately submit the requisitions to Acquisitions for procurement.

5.8.3 Oversee ordering, tracking, and installation of the furniture, including coordination with the Landlord.

5.8.4 Coordinate, schedule, and attend construction site visits to ensure compliance between the furniture specifications and product installation, the construction documents, and construction site.

5.8.5 Coordinate the furniture installations with the landlord’s representative and furniture vendors.

5.8.6 Conduct a walk-through with the furniture vendors and COR to develop the punch lists.

5.8.7 Visit the site for a final inspection after the furniture vendors clear the punch lists. Issue notifications of completions.

5.8.8 Conduct a tour of the new office space with the ADC and/or LB representative and NTEU representative.

5.9 Construction Administration

Throughout the construction administration phase, the Contractor shall be responsible for providing complete construction administration services. Construction administration requires regular site visits and will also require attendance at selected construction meetings. The Contractor shall keep the COR informed of the progress as well as coordinate with the Information Technology (IT) staff, Security staff (CIPS) and the customers. The Contractor shall answer questions from the landlord, engineer, and/or from the general contractor.

In order to ensure General Contractor compliance with the Contractor-prepared construction documents, drawings, and specifications, the Contractor shall provide on-going project monitoring throughout the duration of the construction process. This includes the reviewing and approving of necessary shop drawings, samples, submittals, etc, or providing additional documentation or drawings as necessary. This is typically accomplished through weekly construction meetings and site visits. Site visits will be scheduled based on the scope and complexity of the project, but typically 4 visits occur during construction. Typically construction meetings include the Architect, Landlord, General Contractor, the General Contractor’s subcontractors, COR, and other project team members or vendors as needed. The Contractor shall document all construction meetings, site visits, and communications with detailed meeting minutes or reports. Digital photographs will be required as well.

Once construction is complete, the landlord issues notification of substantial completion to RES leasing. Upon notification, the Contractor shall schedule the construction punch list inviting all the parties involved. The Contractor shall document the punch list and submit it to the COR. The Contractor will oversee the completion of all the items on the punch list and keep the COR regular apprised of completion status.

The Landlord applies for and obtains permits for construction.

5.9.1 Schedule and conduct the construction commencement meeting with the Landlord’s representative, the general contractor, COR, ITS, and Security.

5.9.2 Conduct weekly construction progress meetings (typically via conference call) and visit the construction site, periodically.

5.9.3 Document all construction meetings, site visits, and communications with detailed meeting minutes or reports. Take digital photographs at each visit. Distribute minutes and photographs to the project team and/or necessary parties.

5.9.4 Review and approve all necessary shop drawings, samples, submittals, etc. Provide any necessary additional documentation or drawings to ensure General Contractor compliance with the Contractor-prepared construction documents, drawings, and specifications.

5.9.5 Coordinate, schedule, and attend site visits with the furniture vendors to ensure compliance between the constructed space and the furniture specifications and product installation.

5.9.6 Schedule and attend a walk-through with the general contractor and landlord’s representative to develop a punch list.

5.9.7 Visit the site for a final inspection after the Landlord has issued notification that the punch list is complete and then issued notification of construction completion.

5.10 Move Coordination

In addition to the phases of design and construction, the Contractor shall also provide services relating to the relocation of the office/ end-users. These services include, but are not limited to, furniture and equipment inventories, moving plans and any other information needed to enable the completion of the relocation. In addition to the end users, the Contractor shall coordinate with OCC Security, Information Technology (IT), Administrative Operations, and Asset Management throughout the process.

5.10.1 Provide support documentation to Assets and Program Accountability contact as needed for the scope of work.

5.10.2 Provide general oversight of the move process to ensure a seamless relocation.

5.11 Property Disposal

5.11.1 Prepare an inventory of all existing furniture and equipment which includes the dimensions, condition, and photographs of each item.

5.12 Project Follow-up

Often additional furniture and construction related requests or issues arise after the relocation to the new office has occurred. We ask that the ADC compile these and submit a comprehensive list when they are certain it is complete, typically after about 30 days unless a matter needs urgent attention. When the list is received, the COR and Contractor shall review it and assess what requests can be accommodated and identify issues that need to be addressed. Upon direction from the COR, the Contractor then completes the necessary follow up including preparing requisitions and/or construction directives. The contractor will thus be required to follow up on any design, construction, or warranty issues including coordination and follow up with the MEP engineers on any MEP design or MEP performance related issues and with the General Contractor on defective or faulty construction through the Landlord. The Contractor will continue to follow the same processes previously established for coordinating and addressing matters related to MEP engineering, construction, and furniture. This shall include ordering, coordinating, and installation of furniture, coordination of required additional construction work with the Landlord and, overall coordination with all associated parties as needed to ensure timely resolution and confirmation of acceptable completion of the installation or work items. Often this work is minor and travel is not typically required. The Contractor shall plan for involvement in this effort for a period of six months from substantial completion.

5.12.1 Reestablish coordination effort to purchase additional furniture or resolve issues related to installed furniture.

5.12.2 Reestablish coordination effort to resolve issues related to MEP design or performance.

5.12.3 Reestablish coordination effort to resolve issues related to defective or faulty construction or address new minor construction related requirements.

5.12.4 Prepare a maximum of three furniture requisitions and three construction directives and perform related activities as listed above to ensure timely completion.

5.13 Project Close-out

5.13.1 Review and submit/distribute two construction O&M manuals, one to RES-Facilities at OCC HQ, and one to the Field Office. The Contractor shall coordinate and obtain any necessary additions or revisions to ensure they are accurate, thorough, and complete. The Contractor shall include a single page at the front of the O & M manuals that boldly and clearly states the established substantial completion date for the project and an end date of the Construction Warranty period. These dates must be obtained and verified by the General Contractor though the Landlord and confirmed by the OCC. The Contractor shall additionally provide an electronic media file that contains all information included in the reviewed and accepted final version of the O & M manuals. This file must only be submitted to RES-Facilities on a Compact Disk or other portable electronic media.

5.13.2 Review the project documents and compile a list of all appliances, equipment, fixtures, units, devices, and accessories installed by the OCC in the OCC office for exclusive OCC use and that are not part of the building MEP systems and not the Landlord’s responsibility. For these items, identify the specific preventive maintenance (PM) service requirements and the recommended replacement schedules of noted items such as filters, belts, etc. Further identify PM services required within one year from substantial completion but not covered or included under the terms of the respective manufacturer warranty coverage or provided during the construction warranty period. The Contractor shall coordinate this effort with the Landlord’s MEP Engineering Consultants for the project.

5.13.3 Assemble, complete, and submit/distribute two furniture and finish binders, one to RES-Facilities at OCC HQ, and one to the Field Office. These binders should include all furniture requisitions, photographs, finish samples, and the furniture plan. Architectural finish samples and specifications should be included as well. The Contractor shall additionally provide an electronic media file that contains all information included in the reviewed and accepted final version of the furniture and finish binders. All finish samples must be photographed and labeled. This file must only be submitted to RES-Facilities on a Compact Disk or other portable electronic media.

5.13.4 Provide as-built CAD files of all Construction Documentation. This file must be submitted to RES-Facilities on a Compact Disk or other portable electronic recording media.

5.13.5 Provide Auto CAD files to RES-Facilities formatted and set up with Aperture drawing layers per the specific instructions and guidelines that will be conveyed by the Aperture CAFM Contractor or RES-Facilities. The submission to RES-Facilities shall also include an MS Excel file that documents employee seating assignments for the OCC relocated office to convey occupancy information in Aperture. Both AutoCAD and MS Excel files must be submitted no later than one week before the scheduled Move-in date for the relocated office to ensure that the existing OCC office layout and associated information in Aperture is replaced with the new relocated office layout and information on the first day that that office is fully occupied.

5.13.6 Provide one half-size hard copy set of final Construction Documents to RES-Facilities incorporating any changes that occurred during the project. These Construction Documents shall reflect the as-built conditions.

5.13.7 Provide a final budget overview of the completed project to RES-Facilities. This shall include the original and complete Construction 3-Bid Analysis sheet and backup documentation. It shall also include tracking documentation of all subsequent cost changes from and after award to the selected General Contractor including Notices To Proceed (NTPs) issued and a brief description of the associated cost change or revision. The Contractor shall provide an electronic media file that contains all of the requested information submitted to RES-Facilities on a Compact Disk or other portable electronic media.

6.0

ESTIMATED MEETINGS/ TRAVEL SUMMARY

Preliminary Assessment/ Project Initiation

Program

Test-Fits

Schematic Design

Design Development

Construction Documentation

Furniture/ Signage

Construction Administration

Project Follow-up / Close-out

7.0 QUALITY CONTROL

The Contractor shall perform Quality Control in accordance with the Quality Control plan which is incorporated into the Contract by reference.