CM SOW 13 051123.pdf

FCI Leavenworth, Kansas

CONSTRUCTION MANAGEMENT SUPPORT SERVICES

STATEMENT OF WORK

May 10, 2023

TABLE OF CONTENTS

SECTION TITLE

A. SUMMARY OF THE WORK

B. PROJECT DESCRIPTION

C. DEFINITIONS AND RELATIONSHIPS

D. ITEMS TO BE PROVIDED BY THE CMF AND BY THE BOP

E. BASIC SERVICES

F. REVIEW OF DESIGN DOCUMENTS

G. ADMINISTRATIVE SERVICES

H. PROJECT SCHEDULING SERVICES

I. QUALITY ASSURANCE PROGRAM: INSPECTION SERVICES AND

MONITORING OF TESTING

J. COMPUTERIZED MAINTENANCE MANAGEMENT SYSTEM (CMMS) DATA

COLLECTION

K. ADDITIONAL SERVICES

A.0 SUMMARY OF THE WORK

A.1 The Construction Management Firm, hereinafter referred to as the CMF, shall provide Construction

Management Support Services (CMSS), including; Program Manager (Owner’s Representation) services, review of construction documents, administrative support services, construction project scheduling services, inspection, monitoring of testing, and other related services as described herein, related to a Design-Build project for the construction of a medium security Federal Correctional Institution, for the United States Government, Department of Justice, Federal Bureau of Prisons, hereinafter referred to as the BOP.

A.2 The BOP reserves the right at the time of the award of the contract to select from the accepted

CMF proposal any or all of the staff positions or services proposed for the contract.

A.3 The CMF shall act as an advisor and consultant to the BOP and shall furnish the best skill and judgment of the CMF necessary to further and protect the interests of the BOP and to perform in an expeditious and economical manner consistent with the interests of the BOP. The BOP is to receive claims avoidance assistance, cost and schedule management assistance, and quality inspection services with complete and accurate documentation related to all construction trades and processes, particularly those items which are critical to the secure operation of a correctional facility (e.g., electronic security systems, security hardware and hollow metal, and secure construction).

Additionally, the BOP is to receive Program Manager services to monitor and evaluate the work of, and interact with, the Design-Build contractor (Design-Builder) on behalf of the BOP for all tasks described in this Statement of Work (and its companion exhibits), including, but not limited to:

analysis and recommendation for acceptance of Design-Build Contractor pay applications, estimating for, and preparation of, Design-Build contract modification proposals, adherence and compliance with BOP design and construction program policies, procedures, and requirements, and representation of the BOP’s interests at all project meetings.

A.4 The medium security Federal Correctional Institution to be constructed is located in Leavenworth, Kansas and is hereinafter identified as FCI Leavenworth. The term “FCI Leavenworth” in the context of this Statement of Work also includes an adjacent minimum-security satellite Federal Prison Camp, related on-site (non-secure) support facilities, access roads, and site utility improvements.

A.5 Performance under this Contract shall be in accordance with the overall staffing plan and performance schedule exhibit. The overall duration of services is intended to run concurrently with the duration of the Design-Build contract, including contract/project closeout. The BOP also reserves the right to unilaterally extend the performance period via modification at the rates agreed to at contract award. The CMF is to complete Exhibit A and return it to the BOP as part of the CMF’s proposal for incorporation into the contract. The CMF shall refer to Exhibit I – “Design-Build Contract Performance Schedule” when preparing positions and durations in Exhibit A, and pay particular attention to the activities related to review of Design Packages contained therein.

a. Exhibit A - FCI Leavenworth, Kansas: Construction Management Support Services -

Proposed CMSS Staffing Plan and Performance Schedule, dated 03-03-23

A.6 The construction scheduling services provided under this Contract shall support the BOP's obligations and requirements related to review and acceptance of the construction schedules submitted by the Design-Build contractor. The CMF shall develop and maintain a separate as-built schedule. The CMF shall review, analyze and report on the computer-produced network diagrams, schedules, cost and resource reports, and the monthly updates of the project schedules produced by the Design-Build contractor in accordance with Section H of this Statement of Work, and:

a. Exhibit B - BOP Technical Design Guidelines: Section 01 32 13 – Scheduling of Work, dated 03-01-21

A.7 The CMF shall prepare a cost proposal in a format similar to the following exhibit to substantiate their proposed work effort and services for FCI Leavenworth in the CMF's proposal to the Government. All subsequent modifications to the contract shall also conform and compare to this exhibit.

a. Exhibit C - Construction Management Firm - Cost Proposal Form, dated 03-03-23

A.8 The following exhibits are examples of how the BOP is currently implementing construction administration in reference to document control and construction management procedures, or examples of documentation the CMF is required to produce for the BOP. The CMF shall adhere to these procedures unless the requirement is modified by the written approval of the Project Manager.

a. Exhibit D - Construction Management Guidelines, dated 12-02-02.

References to “Supervisory Construction Representative” and “Construction Representative” in this document shall apply to the “CMF Senior Program Manager” and “CMF Program Manager” positions as described in this Statement of Work.

b. Exhibit E - Project Directory & Procedures Manual for a BOP Project, dated 08-01-02

(required in Section G.3.c of this SOW).

c. Exhibit F.1 - Monthly Project Progress Report for a BOP Project, dated 04-27-22 (required in Section G.16 of this SOW).

Exhibit F.2 – Weekly Status Report, dated 03-10-23

d. Exhibit G - CMF Senior Program Manager Report (required in Section G.12 of this SOW), dated 07-18-07

e. Exhibit H - Sample BOP Design Review Report, dated 03-12-08

f. Exhibit I – Design-Build Contract Performance Schedule, dated 01-12-23

g. Exhibit J - BOP Technical Design Guidelines: Section 01 45 29 - Testing Laboratory Services, dated 03-01-21.

h. Exhibit K - Cost Component Summary Report, dated 09-17-02 (required in Section G.23 of this SOW).

A.9 The following exhibit indicates the location of the on-site project offices, provided by the CMF (required in Section D.1 of this SOW and denoted on Exhibit L as “BOP Site Office”):

a. Exhibit L – FCI/FCP Leavenworth Site Plan, dated 12-30-22

A.10 The following exhibits are to be filled out and included in the proposal:

a. Exhibit M - CM-1 BOP Construction Management and Related Services Questionnaire

b. Exhibit N - CM-2 BOP Construction Management and Related Services Questionnaire

B.0 PROJECT DESCRIPTION

B.1 The facility to be constructed and covered by this contract is a medium security institution, Federal

Correctional Institution, (FCI) with living units and support facilities for a rated capacity of 1152 inmates. The total building area is approximately 560,000 square feet. This facility will be a campus-plan type institution consisting of several one and two-story buildings, a Federal Prison Industries (UNICOR) factory, and three general housing units, within a secure compound. A minimum-security Federal Prison Camp (FPC) with living units and support facilities with a capacity of 256 inmates is included. A central utility plant building, outside administration building, and associated parking and roadways will be constructed outside the secure perimeter.

B.2 The Project is to be delivered via a Design-Build contract with the work anticipated to be organized and distributed by the Design-Build Contractor among the following separate construction packages:

a. Early Sitework Package

b. Construction Package A

c. Construction Package B

B.3 The BOP may include additional construction work under separate contracts that may be concurrent with the main design-build contract and the performance period of the CMF services provided under this Contract.

C.0 DEFINITIONS AND RELATIONSHIPS

C.1 General definitions of the entities or personnel assigned to this contract and their responsibilities and relationships are listed below.

C.2 CONSTRUCTION MANAGEMENT FIRM (CMF): The firm hired to provide Construction

Management Support Services. These services include Program Manager (Owner’s Representation), construction documents review, administrative support, inspection, estimating, scheduling, schedule monitoring and other related services under this Contract with the BOP.

C.3 CMF Services and Key Management Personnel:

a. CMF Contract Administrator: An official of the CMF with overall authority and responsibility for administration of the contract and for the services to be provided. This individual is typically off site, although not required to be.

b. CMF Senior Program Manager: A full-time employee of the CMF located on-site and designated as the representative of the CMF with responsibility for, and full authority to act for, the CMF in the administration of all services. The CMF Senior Program Manager shall have a minimum of five years’ experience in managing services similar to those to be provided under this Contract for projects of comparable size, complexity, and duration. He shall be proficient in critically reviewing the Design-Build contractor’s Primavera Project Planner (P6) reports, pay applications, Contractor Proposed Changes, etc., and for making management recommendations to BOP personnel. The CMF Senior Program Manager is responsible for representing the interests of the BOP by providing technical and management recommendations to the BOP Contracting Officer, BOP On-Site Contracting Officers’ Representative (COR), and BOP Senior Project Manager, in all Design-Build contractual matters in the performance of the required duties and tasks as contained in this Statement of Work.

c. CMF Program Manager: A full-time employee of the CMF located on-site and designated as a representative of the CMF with responsibility to act for the CMF in the administration of all services under the direction of the CMF Senior Program Manager. The CMF Program Manager shall have a minimum of five years’ experience in managing services similar to those to be provided under this Contract for projects of comparable size, complexity, and duration. He shall be proficient in critically reviewing the Design-Build contractor’s Primavera Project Planner (P6) reports, pay applications, Contractor Proposed Changes, etc., and for making management recommendations to BOP personnel. The CMF Program Manager is responsible for representing the interests of the BOP by providing technical and management recommendations to the BOP Contracting Officer, BOP On-Site Contracting Officers’ Representative (COR), and BOP Senior Project Manager, in all Design-Build contractual matters in the performance of the required duties and tasks as contained in this Statement of Work, and shall work closely with the CMF Senior Program Manager in support of the requirements of this Statement of Work. The CMF Program Manager shall act for, and undertake all the contractual responsibilities required of, the CMF Senior

Program Manager, in the event the CMF Senior Program Manager is not able to be on-site or otherwise unable to perform the duties required of that position.

d. Other CMF On-Site Management Staff: Other full-time employees of the CMF located on-site and assigned primary responsibility for providing and managing specific elements of the construction management support services required under this Contract. These individuals shall each have a minimum of five years’ experience in managing services similar to those assigned for this Contract for projects of comparable size and complexity in addition to the specific training and knowledge required for the specific key elements listed below. They shall each be proficient in the use of P6 and in critically reviewing the design-builder’s Primavera reports, pay applications, Contractor Proposed Changes, etc. and for making management recommendations to BOP personnel. The “Other CMF On-Site Management Staff” members for this Contract shall be identified on Exhibit A and Exhibit C submitted with the CMF’s proposal. The proposal shall state the specific responsibilities assigned to each staff member (ref: BOP CM-2 Questionnaire – Exhibit N).

e. Construction Management Support Services: The CMF shall assign primary responsibility for the following key elements of the construction management services to the CMF Senior Program Manager or to one of the Other CMF On-Site Management Staff:

1. Contract Compliance Coordination: Review of project documentation and Work of the

Design-Build contractor in conjunction with the CM trade inspectors to ensure compliance with the contract requirements. These duties will include, but not be limited to: the review of the Design and Construction Documents and participation in related design review meetings, the review of shop drawings and submittals and comparison with previously submitted drawing “packages,” contents of the Offeror’s accepted final proposal and requirements of the Design-Build Solicitation; preparation of responses to RFI’s; and resolutions to problems related to the Work of the Contractor.

2. Quality Assurance: Oversight of CMF construction inspectors and administration of the CMF’s Quality Assurance Program (Refer to Section I.0 of this SOW).

3. Cost Estimating: Provision of cost estimating services related to both Government and Contractor Proposed Changes (Refer to Section G.0 of this SOW). Assignment shall require a working knowledge of estimating software programs such as Timberline and RS Means, latest edition.

4. Project Scheduling Services: As required in Section H.0 of this Statement of Work.

Assignment shall require training and proficiency in the use of P6 scheduling software and review and analysis of P6 generated schedules and related reports.

5. Management and Maintenance: Of the CMF site offices and amenities, including computers, related office equipment, and vehicles provided by the CMF and required by this Contract.

C.4 CMF Key Technical, Administrative and Inspection Support Personnel:

a. CMF Document Control Technician: A full time, on-site employee of the CMF with strong organizational and computer skills to provide document control and other administrative services to both CMF and BOP personnel. The CMF Document Control Technician shall also provide support to the BOP and CMF team for the Project Management Information System (PMIS) furnished by the CMF as described in K.6 of this Statement of Work. This individual is responsible for maintaining the CMF software, IT equipment, and internet connectivity for the duration of the CMF contract.

b. CMF Administrative Assistant: A full time, on-site employee of the CMF who will provide secretarial and administrative support for the services required under this contract to both CMF and BOP personnel. This individual shall have strong organizational and computer skills and shall become familiar with the management tasks and related office equipment support requirements of this Contract.

c. CMF Field Inspectors: Full time, on-site employees of the CMF assigned to provide the inspection services required by this Contract. Inspectors will also assist with the review of design drawings and specifications, shop drawings, other submittals, and analysis of technical issues. These inspectors shall each have specialized training and a minimum of five years inspection experience for the construction categories for which they are assigned responsibility. They shall also have a minimum of five years’ experience providing similar services on projects of comparable size and complexity. The CMF shall identify on Exhibit A, the specific inspectors to be used and which one or more of the following construction categories they will be assigned primary responsibility:

· Site Work - Geotechnical, Excavation and Fill, Civil, Utilities

· Structural

· Mechanical - HVC (Heating, Ventilation, Cooling) and Plumbing

· Electrical

· Security Electronics / Communications / Fire Alarm Systems

· Architectural and Other General Construction

C.5 BOP Personnel:

a. Project Contracting Officer - CMF (PCO-CMF): The employee of the BOP designated as the Contracting Officer for this Contract. The PCO-CMF has the authority to enter into, administer, modify and/or terminate the contract; and to make related determinations and findings; and to act with the authority to obligate funds on behalf of the Government.

b. Site Contracting Officer (SCO): An employee of the BOP, designated as the

Contracting Officer for one or more of the contracts for an institution construction project.

The SCO has the authority to enter into, administer, modify and/or terminate contracts; to make related determinations and findings; and to act with the authority to obligate funds on behalf of the Government. At the option of the BOP, the SCO may also be designated as the PCO-CMF. The BOP intends to provide a full-time SCO co-located in the CMF site offices for the duration of this contract.

c. Delegation of Authority: A Contracting Officer may designate authorized BOP representatives to act for him/her, in which case he/she shall notify, in writing, the affected parties specifying the limits of the authority and responsibility delegated.

d. Contracting Officer’s Representative (COR): An employee of the BOP designated by the Contracting Officer to be his/her authorized representative for each specific contract with the limits of the authority and responsibility so delegated and specified. There may be more than one COR assigned to a specific contract. The BOP intends to provide a full-time on-site COR (“On-Site COR”) co-located in the CMF site offices for the duration of this contract. The On-Site COR will provide BOP oversight for all CMF and Design-Build activities, and advise the SCO and the Senior Project Manager as needed for all issues regarding the CMF and Design-Build contracts.

e. Senior Project Manager (PM): A BOP employee located in the BOP Central Office

(Washington, DC) assigned the overall responsibility for and authority over the project for which services under this Contract are to be provided. Contractual authority is retained by the PCO-CMF. The Senior Project Manager will be designated as COR for this Contract with the CMF.

C.6 Contractor: A Design-Build firm under a single contract with the BOP for the design and construction of the project.

C.7 BOP Requirements: The Solicitation Documents that were issued by the BOP during the selection process for the project Design-Build firm that became the basis for the design and construction of the project and/or as modified by subsequent agreement by the BOP.

C.8 Contract Documents: Documents that include the BOP Requirements, the Contractor’s Final

Proposal accepted by the BOP, the BOP accepted Packages issued for construction (ref: B.2) and all modifications issued by the SCO to the Contractor.

C.9 Key Personnel: As referred to in this Statement of Work are those specific personnel included

(by name with a resume or by position with the minimum qualifications required) in the CMF’s proposal submittal which is approved for award. The BOP considers all on-site CMF staff as key personnel. Key Personnel resumes and relevant experience shall be submitted on the CM-2 form provided with this Solicitation in Exhibit N.

D.0 ITEMS TO BE PROVIDED BY THE CMF AND BY THE BOP

D.1 BOP Site Office - The CMF must provide the following which will not be provided by the BOP:

a. On-site project office space with the required utility hook-ups and utility costs, including a furnished Conference Room, Reception Area, plan racks and filing cabinets. The on-site project offices shall be located near Metropolitan Avenue on BOP property, adjacent to the project construction zone. Refer to Exhibit L for specific location of CMF on-site project offices. The CMF on-site project offices shall have a chain link fence enclosure with a lockable gate. The fenced enclosure shall accommodate 4 CMF project vehicles, 1 BOP project vehicle, plus staff and visitors’ vehicles.

b. The Conference Room shall accommodate weekly project meetings with the Design-Build contractor and its sub-contractors, CMF staff, and up to 6 BOP staff. The Conference Room shall have large screen monitors and wallboard space for the display and mounting of drawings and other information necessary for recurring project meetings.

c. An area for on-site CMF personnel furnished with systems furniture, including a minimum of one (1) individual office (closed-door) for the CMF Senior Program Manager.

d. One (1) 100 square foot minimum closed-door office for the BOP SCO and equipped with office furniture, shelving, task lighting, and file storage cabinets.

e. One (1) 100 square foot minimum closed-door office for the BOP COR and equipped with office furniture, shelving, task lighting, and file storage cabinets.

f. Trash removal and office cleaning services.

g. Postage and delivery costs for transmittal of shop drawings, submittals, and official documents to the BOP, Contractor and other agencies as required for the project.

h. A fax machine, copying and scanning equipment, and E-size plotter and associated supplies.

i. Handheld radios and an on-site base station to be used by BOP and CMF personnel during the construction phase of the project.

j. Telephone instruments (office/desk phones), telephone lines, and service for CMF and BOP located in the on-site project offices. Mobile phones for CMF personnel are the responsibility of the CMF.

k. General office supplies such as: construction log books, stationary, pencils, erasers, pens, staplers, first aid equipment and supplies, etc.

l. The reproduction costs and distribution of plans or other documents to various

Governmental agencies and postage for the same.

m. Computers, servers, software, and all other IT equipment necessary for the CMF to provide the services of this contract. Computers shall be capable of running the required software in an expeditious manner. All computers, printers, and plotters listed in this Statement of Work are to be located on-site. The CMF must equip the on-site CMF staff with a sufficient number of computer systems that enable the CMF to perform all construction management services required by the contract in an expeditious manner. Additional requirements for CMF on-site IT equipment:

1. Computers shall run on the latest version of the MS Windows operating system.

2. One (1) networked workgroup copier/printer/scanner machine.

3. Four (4) Hewlett Packard or comparable (600x600 DPI minimum) LaserJet printers with color printing capability. At least one device shall be able to print 11” x 17” paper stock.

4. One (1) plotter capable of printing “E” sized color plots from P6 and other applications.

n. High-speed internet connectivity for CMF on-site personnel.

o. Wireless encrypted high speed internet access (Wi-Fi) for use by the BOP COR and BOP

SCO.

p. Technical assistance required to install and maintain computer equipment and peripherals provided by the CMF as part of this SOW requirement.

q. All software and the proposed versions to be used must be reviewed and approved by the

BOP Project Manager. The CMF is required to purchase a maintenance agreement for Primavera Project Planner P6, install all current upgrades, and operate the system throughout this contract period. In addition to P6, the most recent version of the following software is required for each computer:

1. Microsoft Windows

2. Microsoft Word

3. Microsoft Excel

4. Microsoft PowerPoint

5. Adobe Acrobat Pro

6. Autodesk AutoCAD

7. Autodesk Navisworks for 3D review of BIM files

8. Virus Protection Software

9. Any additional software applications the CMF deems necessary to support the project requirements.

r. Postage or delivery costs for transmittals and correspondence to the CMF's home office(s).

s. Photographic and video equipment, tape recorder (with multiple microphones for documentation of project meetings), film and processing required by CMF personnel to perform their services on the project. The CMF shall provide, at minimum, three digital cameras with auto date stamp, 50 mm (normal) lens and wide-angle lens; one video camera, and one large-screen television for the site office conference room. CMF shall also provide USB and DVD-based data storage devices for file-sharing and data backup purposes. This photographic, audio and video equipment shall also be available for use by BOP personnel.

t. CMF letterhead stationary to be used for official communication with the BOP.

u. Reference manuals, including relevant building codes, to accomplish all required inspections shall be provided and kept on-site. Reference manuals shall be made available no later than 30 calendar days after the initial CMF staff report to the site. These materials are to be maintained in a location convenient for use by all staff and shall become the property of the BOP at the conclusion of CMF services on-site and shall include, but not be limited to, the following:

1. NFPA 101, Life Safety Code, most recent edition

2. NFPA 70, National Electric Code, most recent edition

3. Other Applicable NFPA National Fire Codes, current issues

4. Architectural Barriers Act, most recent edition

5. Uniform Building Code, most recent edition / as designated by Design-Build contractor

6. Uniform Mechanical Code, most recent edition

7. Uniform Plumbing Code, most recent edition

8. American Society for Testing and Materials (ASTM), most recent edition

9. American Concrete Institute (ACI), most recent edition

10. Concrete Reinforcing Steel Institute (CRSI), most recent edition

11. R.S. Means Construction Cost Data for each area of work - current edition, as required

D.2 Miscellaneous Requirements:

a. The CMF is responsible for the supplies required to produce and assemble the Monthly

Reports.

b. The CMF shall provide any other equipment, tools and/or supplies (e.g., measuring tapes, levels, etc.) not specifically noted as necessary to accomplish the requirements of this Contract.

c. The CMF shall provide its personnel with all necessary Personal Protective Equipment (PPE) to complete the services required in this contract, including (but not limited to): hard hats, work boots, eye and ear protection, and high-visibility safety vests. The CMF shall also maintain a minimum of 6 sets of additional hard hats and high-visibility safety vests for visitors.

d. The CMF shall provide arrangements and bear the cost of travel, per diem and salaries of

CMF staff/consultants for the following:

1. Three (3) CMF staff - Design Requirements / Kick-Off Meetings (2 nights / 3 days)

2. Two (2) CMF staff - Design and Schedule Review Meetings (four meetings @ 2 nights / 3 days each)

3. Two (2) CMF staff - Initial Executive Level Partnering Session (1 day)

4. Two (2) CMF staff - Initial Construction Kick-Off Session (2 nights / 3 days)

5. Stand and Deliver Partnering Work Shops

6. Closeout Partnering Session

e. Travel cost reimbursement for CMF staff attendance for various off-site inspections (e.g., Security Electronics systems demonstrations, quality reviews for precast systems, etc.)

and/or pre-mobilization reviews not identified above will be addressed as Additional Services. Reimbursable travel expenses will be paid according to federal travel regulations.

D.3 CMF Vehicles:

The CMF will provide 4 project vehicles, each with 4-wheel drive, each capable of seating a minimum of three persons, located on-site to be used by the CMF personnel to perform services as outlined in this SOW. The vehicles’ maintenance is the responsibility of the CMF.

At least two of the vehicles shall be standard road-legal vehicles with enclosed passenger cabins. The CMF may provide ATV-type vehicles in addition to the required 2 road-legal vehicles.

D.4 The BOP will provide the following items:

a. Computers and desktop printers for the exclusive use of the BOP SCO and BOP COR, to be located in the BOP-designated offices.

b. BOP letterhead stationary to be used for official communication with the Design-Build contractor and other parties.

E.0 BASIC SERVICES

E.1 The Basic Services provided under this Contract shall include all specific services described or specified as well as those not specifically mentioned but required to complete the general tasks required for each of the design-build construction packages described under Section B.2 of this SOW. The Basic Services shall be divided into the following categories:

a. The Review of Design Documents.

b. Administrative Services.

c. Construction Project Scheduling Services.

d. Quality Assurance Program: Inspection Services and Monitoring of Testing.

e. CMMS Data Collection.

E.2 Upon approval and award of this Contract by the BOP and receipt of a Notice-to-Proceed from the

PCO-CMF, the CMF shall commence the Basic Services required under this Contract unless the schedule of services is otherwise modified by the PCO-CMF.

E.3 The Basic Services, including all miscellaneous costs (e.g., travel, postage, delivery services, long-distance telephone calls, and reproduction not specifically assigned to the BOP under the terms of this Contract) shall be provided by the CMF without additional expense to the BOP, with the exception of travel to off-site meetings as previously identified.

E.4 All files, photographic documentation, records, logs, schedules, graphs, reports, meeting minutes

(digital and hard copies), designs, construction drawings, specifications, notes and other works developed in the performance of this Contract shall become the property of the BOP and shall be turned over, properly filed and secured in order, to the BOP COR upon completion or termination of this Contract. The use of project documentation by the CMF for purposes other than to further protect the interests of the BOP is prohibited without the written consent of the PCO-CMF.

E.5 Replacement or substitution of key personnel may occur during the course of this Contract, but shall be made only with the written approval of the BOP Senior Project Manager and PCO-CMF. In case of replacement or substitution, the CMF is to provide, at no additional cost to the BOP, for two weeks of overlap for the CMF Senior Program Manager and one week of overlap for all other personnel to assist in the transfer of responsibilities. Proposed replacement or substitution of key personnel must be submitted to the PCO-CMF, with justification and the qualifications of the proposed new personnel, at least 15 calendar days prior to the planned start of the overlap time.

E.6 The BOP reserves the right to require a change or replacement of CMF personnel if, in the judgment of both the PM and PCO-CMF, the staff member fails to satisfactorily perform his/her duties and/or otherwise demonstrates it is in the best interests of the Government to replace the CMF staff member.

E.7 During planned absences of any onsite key personnel in excess of three (3) days, the CMF shall provide a fully qualified substitute approved by the BOP PM and PCO-CMF. After three consecutive days of unplanned absence by any CMF staff, the CMF shall propose a plan for coverage of duties by a qualified and approved substitute of absent personnel. Substitute personnel shall be capable of assuming full authority for the CMF staff member in the position in which they will be acting. The CMF shall immediately provide a substitute for the Administrative Assistant for any planned or unplanned absence.

E.8 Payment for on-site services shall be made in lump sum monthly payments on the basis of the negotiated CMF staffing plan schedule (Exhibit A) and schedule of payments. Monthly performance evaluations by the BOP shall provide the basis for authorizing payment in full, or providing justification for payment reduction for non-conformance with contract requirements.

E.9 Partnering: The BOP intends to encourage the formation of a cohesive partnership among the BOP team (BOP & CMF), the Design-Build Contractor, and subcontractors. This partnership will be structured to draw on the strengths of each organization to identify and achieve reciprocal goals.

The objectives are effective and efficient contract performance intended to achieve completion within budget, on schedule and in accordance with plans and specifications.

a. An integral aspect of Partnering is the resolution of disputes in a timely, professional and non-adversarial manner. Alternative dispute resolution (ADR) methodologies will be encouraged in place of the more formal dispute resolution procedures. ADR will assist in promoting and maintaining an amicable working relationship to preserve the partnership.

ADR in this context is intended to be a voluntary, non-binding procedure available for use by the parties to resolve any dispute that may arise during performance of the Design-Build Contract.

b. A series of Partnering sessions led by the Facilitator will be planned throughout the duration of the Design-Build project:

1. An Initial Executive Level Planning Session will be held at the BOP Central Office during the first 30 days after Notice to Proceed has been issued to the Contractor, with the purpose of familiarizing all parties with the Partnering process and to plan a specific program for the project. Attendees shall be senior staff of the BOP, CMF and Contractor and the prime A/E firm(s) who are principals and/or executive level decision makers involved with the project.

2. Two One-Day Kick-Off Sessions led by the Facilitator will be held near the project site for all staff brought on board during the design phase (a Design Kick-Off Session) and later (for the staff responsible to carry out the construction phase of the Work) a Construction Kick-Off Session.

3. Semi-Annual Stand and Deliver Partnering Work Shops will be scheduled approximately every six (6) months throughout the duration of the project to be held at a location near the project site. The workshops are intended to provide an opportunity for the project staff to deliver a report on Partnering accomplishments, pending issues related to the project and to foster team cohesiveness and opportunity for goal-setting. The presence of the Facilitator affords an opportunity to assist the project team by employing issue resolution processes for pending issues. Support to the project team and a strengthening of the Partnering Program is enhanced by the attendance of senior staff and their participation gives them the opportunity to discuss and interact in any issues that surface as the project reporting proceeds.

4. A One-Day Closeout Partnering Session with attendance by all members of the

Initial Kick-Off Session team will be conducted upon completion of the construction. This session will focus on the overall project successes and lessons-learned and may be recorded on video. A summary report will be prepared and distributed by the Facilitator.

c. The onsite Partnering team members from each organization shall meet monthly as part of this process in order to resolve project issues and review the results of the Partnering Program. An agenda will be established by the team prior to the meeting. A monthly report shall be prepared by the CMF with support by the onsite Partnering team members after each meeting. The report is intended to be used as a tool by senior staff in monitoring the project and is to be included in a section of the Monthly Project Progress Report prepared for use by the BOP and by separate cover letter to the Contractor.

E.10 The BOP shall organize initial and follow-up BOP-CMF Coordination Meetings to familiarize staff assigned to the project with the design-build scope of work, roles and responsibilities of BOP and CMF staff, any specific aspects to the project that should receive special focus of the team and may include joint training that is judged to be beneficial to the BOP’s objectives. An initial session that includes the CMF Senior Program Manager and other mobilized on-site staff shall be scheduled by the BOP PM on or about (o/a) the time of the initial review meetings with the Contractor.

Additional session(s) that coincide with the mobilization of all full-time on-site CMF and BOP staff will be arranged. The agenda(s) should represent a collaborative effort by the project team.

E.11 CMF Full Time Employees and Work Coverage: The CMF shall maintain a staff work schedule that ensures continuity of the services required by this Contract and is also based on the Contractor’s schedule and the daily work performed. This may require the CMF to adjust the work schedule of on-site personnel to provide the required services and may result in early, late, and weekend work.

This schedule and any changes to it must be reviewed and approved by the BOP COR and PCO-CMF.

a. In the context of this Statement of Work (SOW), full time personnel will be expected to work a 40-hour work week. In the event that staff are required to inspect, observe or witness construction work which is outside of the normal working hours, specific arrangements may be made by the BOP COR with the CMF Senior Program Manager for coverage. The BOP COR may also cover construction events outside the normal working hours with BOP staff. If the CMF staff are required to work in excess of 40 hours a week, the BOP will review and evaluate a request for non-compensable time off or additional pay for those services.

b. The project office will be closed and the CMF will not schedule work for the following holidays unless required by the BOP COR and PCO-CMF: New Year’s Day, Memorial Day, Independence Day, Labor Day, Thanksgiving Day and Christmas Day.

F.0 REVIEW OF DESIGN DOCUMENTS

F.1 The CMF shall conduct a review of the design documents for the Preliminary and Final submissions for each package (Early Sitework, Construction Package A, Construction Package B or Contractor packages accepted by the BOP). Back-check reviews for each of the reviews listed above shall also be conducted as determined necessary by the BOP Senior Project Manager. These documents are intended to complete the detailing of the design-builder’s accepted proposal for BOP approval prior to a notice to proceed for construction and include: drawings, technical specifications, and other related documents.

F.2 On-site CMF staff shall participate in the review of the design documents. If the CMF has not mobilized staff on-site, the designated CMF Senior Program Manager and Other CMF On-site Management Staff (as determined by the CMF) shall accomplish the reviews unless otherwise directed by the PCO-CMF.

F.3 The CMF shall review the documents for compliance with and incorporation of the Contract

Documents, for quality and constructability, completeness and coordination between disciplines, sequence and duration of construction, and in the event of BOP proposed changes in scope, construction cost evaluations of the Contractor’s cost breakdowns. During the document reviews the CMF shall pay particular attention to, but is not limited in their review, to construction details related to secure construction: building electronic systems, security hardware, computerized security systems, security barriers. The comments of the CMF shall recognize the status of the documents reviewed as reflective of either their preliminary or final level of completion, i.e., the intent of the review is not to focus on minor elements of preliminary documents, such as, grammatical and spelling errors or incomplete coordination.

F.4 The CMF shall present and discuss their findings at scheduled meetings attended by the BOP and the Contractor at either the BOP offices in Washington, D. C. or at other off-site locations. The BOP PM shall receive both a written report of the review results and electronic files in a format similar to Exhibit H prior to the scheduled meetings.

F.5 After the Contractor has revised the documents and incorporated any comments as directed by the

BOP, the CMF shall conduct a follow up review of the final construction documents for completeness and incorporation of BOP approved corrections.

F.6 The CMF shall perform the follow-up construction document review and submit their comments and notations to the BOP within ten (10) calendar days from the date the CMF receives the revised documents.

F.7 The schedule acceptance review requirements (ref: Sections D.2.l and H.0) should be reviewed for tasks intended to be accomplished by the CMF at or near the same time as design document reviews.

G.0 ADMINISTRATIVE SERVICES

G.1 The CMF shall provide the Administrative Services for this project as identified in this Section.

G.2 The CMF shall mobilize the designated staff, full-time, along with equipment and supplies, within 14 calendar days of receipt of Notice to Proceed and/or as consistent with Exhibit A.

G.3 Administrative services shall include the following general items in addition to the requirements of

G.4 through G.22

a. The establishment and maintenance of project files, logs, and record keeping systems to be used on the project. The document control effort shall be implemented according to current BOP standards at the time the project is begun, and will be similar to the procedures indicated in Exhibit D.

b. The hiring and supervision of qualified personnel to perform the work of this Contract.

c. The preparation of a Project Directory & Procedures Manual (PPM) by the onsite project staff (BOP and CMF) to confirm administrative procedures established by the Construction Management Guidelines for the preparation and processing of correspondence, letters and other submittals to be used for the project. Exhibit E is provided as a model for the PPM to be developed for this project. The initial draft of the PPM shall be prepared within 60 calendar days of CMF notice to proceed. The final manual shall be approved by the BOP Project Manager prior to its distribution and implementation.

d. Recording and documenting all meetings and discussions held between the BOP and the

Contractor and their consultants/subcontractors. If the meeting minutes are produced by another party, the CMF is to review and provide comment of those meeting records.

G.4 The CMF shall attend all pre-construction conferences to discuss procedures, schedules and other requirements. The CMF shall attend project progress meetings to discuss procedures, progress, problems, schedules and other concerns and to assist in resolving and addressing related questions or problems. The CMF shall promptly prepare minutes of such meetings, provide a draft copy to and coordinate with the BOP COR for approval of the minutes by the SCO, and distribute approved copies to all participants, or as directed by the SCO, within (3) working days.

February 12, 2023

G.5 The CMF shall review and monitor the list of construction and operation permits, licenses, registrations, and certificates for the design, construction and operation of the Institution. The CMF shall develop and maintain (update monthly) a Project Permits Log, indicating type of permit, permit requirements, issuing agency and contact person, current status (with explanation), last update, and ball-in-court.

G.6 The CMF shall create and maintain a Project Submittal Log with scheduled and actual dates of receipt of all required submittals with current status and actions taken. This Log is to be updated daily and is to include both the submittals identified in the BOP Requirements for the project as well as the submittal list developed by the Contractor.

G.7 The CMF shall review all submittals, shop drawings, material samples, equipment lists, substitutions and similar data submitted by the Contractor for compliance with the Contract Documents. The BOP COR shall be advised in writing of any aspect of the submitted data or material which does not meet those requirements.

G.8 The CMF shall maintain at the project site a record copy of the project BOP Requirements with all attachments and amendments and the Contractor’s complete Final Proposal. These Contract Documents shall be maintained and marked on a current basis to record all changes made during construction. The CMF shall also maintain record copies of all shop drawings, product data, samples and other submittals, Contractor’s/Sub-Contractor’s Request for Information (RFI’s) or clarification, etc., maintenance and operating manuals, warrantees, instructions and other related items submitted or otherwise resulting from the Contractor’s Work.

This set is not intended to be used for the "as-built" drawings developed by the Contractor at the completion of the project. These documents are intended to provide the on-site staff with an accurate reference set of construction documents to use while monitoring construction of the facility.

G.9 The CMF shall review the schedule of values submitted by the Contractor, comparing it to the government cost estimate, and advise the BOP COR, in writing, of any discrepancies or problems and recommend acceptance or revisions.

G.10 The CMF, in collaboration with the BOP COR shall develop and implement procedures for the review and processing of progress and final Applications for Payment from the Contractor. The CMF shall review the application and if it is acceptable, recommend in writing the approval of the Application for Payment by the BOP. The Application shall then be forwarded to the BOP COR and SCO for final approval. If the Application for Payment is not judged to be acceptable, the CMF shall document their concerns and shall subsequently verify that the Contractor has made the necessary modifications before recommending approval. The CMF shall maintain (update monthly) a Project Payment Log in a format similar to the example in Exhibit D.

G.11 The CMF shall maintain detailed Daily Project Logs. These logs shall document activities, conditions and occurrences related to the construction, such as: weather, the Contractor's personnel and workers on-site, work accomplished, problems encountered, all actual start and finish dates for activities included in the accepted CPM schedule, and any other relevant information. The CMF shall maintain photographic and video documentation as required to document progress as well as any problems or deficiencies in the Work.

G.12 The CMF Senior Program Manager shall prepare a narrative report for the BOP Projects

Administrator, Senior Project Manager, BOP COR, and SCO, of approximately 2 pages in length to communicate the Senior Program Manager’s analysis and any concerns regarding the Contractor’s progress and performance. The report shall be prepared weekly after CMF receipt of the Contractor’s “look-ahead report.” This Program Manager Report shall confirm and address the following items:

a. Work activities presented by the Contractor in the previous week’s plan have progressed.

b. The Contractor’s look-ahead plan includes activities identified on the currently accepted critical path schedule.

c. The Contractor is following the currently accepted schedule or is deviating in an explainable manner.

d. The CMF Senior Program Manager shall identify the activities, conditions, and occurrences related to the project that have the potential to be of significant cost and schedule impact if not resolved expeditiously.

e. Related to any impact issues, the CMF Senior Program Manager provides a brief summary of the possible corrective solutions by the Contractor or recommended actions to be taken by the BOP.

f. For open issues judged by the CMF to be critical for resolution, a record of actions proposed and taken are tracked on the report as updates until the issues are resolved.

G.13 The CMF shall receive and review any requests from the BOP for clarification or interpretation of the Contract Documents. The CMF shall review the design-build A/E’s response and advise the BOP COR of any related problems or issues and any failure to comply with the requirements of the design-build Contract. The CMF shall maintain (update daily) a project Request for Information (RFI) Log with a description of the requests, status, and response. This log will be reviewed at the weekly progress meetings.

G.14 The BOP may direct changes to the Contractor’s Work or may receive recommended or proposed changes from the CMF or Contractor.

a. The changes may either be in the form of a Modification Proposal Request (MPR) for BOP generated changes or a Contractor Proposed Change (CPC) for those originating with the Contractor.

b. In collaboration with the SCO, BOP COR, and Senior Project Manager, the CMF Senior

Program Manager shall review proposed or recommended changes for coordination with the construction documents, assess the estimated cost and potential schedule impacts to the project and recommend in writing, acceptance, or rejection, to the BOP COR. This review shall include confirmation of compliance with the Contract Documents.

c. The processes for performing the analyses shall be consistent with the requirements described within Exhibit D, e.g., Statements of Work (SOW’s), Estimates (preliminary and detailed Independent Government Estimate / IGE), Time Impact Analyses (TIA’s) and Technical Analyses (TA’s).

d. The CMF shall assist the BOP site team as required during negotiations and implementation of contract modifications.

e. The CMF shall maintain a Project Contract Modification Log (spreadsheet), in a format approved by the BOP Senior Project Manager, with a brief description of the potential and approved modifications, cost status of all requests or proposals for modifications and the actions taken on them. The CMF shall update the log monthly and include it in the Monthly Project Progress Reports.

f. For Contract Modifications on which final cost and/or time agreement has not been reached

(unilateral modifications) as to amounts of…