ESBD_555041_1788271304427_01 EXBT A SCOPE OF WORK.pdf

EXHIBIT A

SCOPE OF WORK

Roof Assessment, Design, Construction Documents, Procurement Assistance, and Construction Administration Services for Menard County, Texas

1) PROJECT OVERVIEW.

Menard County, Texas (the “County”) is seeking the services of a qualified and properly licensed architectural and/or professional engineering firm to evaluate the existing roofing systems at two County-owned public buildings and develop a comprehensive plan and construction documents for replacement of the roofing systems.

Location No. 1: Menard County Courthouse 206 E San Saba Ave, Menard, TX 76859

Location No. 2: Menard Community Center 303 Travis St, Menard, TX 76859

The selected firm shall provide professional services necessary to assist the County in obtaining a durable, code-compliant, properly designed, competitively procured, and cost-effective roof replacement for both buildings.

The project is intended to provide the County with sufficient technical information, plans, specifications, construction requirements, and professional assistance to allow qualified roofing contractors to submit comparable bids based upon a common and clearly defined scope of work. The selected firm shall provide services for both buildings under a coordinated project approach while clearly identifying building-specific conditions, requirements, quantities, and costs.

2) PROJECT OBJECTIVES.

The primary objectives of the project are to:

A. Determine the existing condition and remaining useful life of the roofing systems and related components at each building.

B. Identify deficiencies, deterioration, water intrusion, structural or substrate concerns, drainage deficiencies, flashing issues, and other conditions that may affect the performance or longevity of a replacement roofing system.

C. Determine whether existing roofing materials can or should be removed, recovered, or otherwise incorporated into the proposed replacement.

D. Develop recommendations for appropriate roofing replacement systems based upon building conditions, expected service life, maintainability, compatibility with existing construction, local environmental conditions, and reasonable lifecycle cost.

E. Develop complete construction documents and technical specifications sufficient for qualified roofing contractors to prepare competitive and comparable bids.

F. Establish clear requirements for materials, installation methods, workmanship, warranties, testing, inspections, cleanup, disposal, safety, and project closeout.

G. Assist the County with procurement of the construction contractor in accordance with applicable Texas law and County purchasing procedures.

H. Provide professional construction administration and observation services, if authorized by the County.

I. Protect the County's investment by developing a project that emphasizes quality, durability, code compliance, maintainability, and long-term value rather than simply the lowest initial construction cost.

3) SCOPE OF PROFESSIONAL SERVICES.

The selected firm shall provide the following services, at a minimum.

PHASE 1 – EXISTING CONDITIONS INVESTIGATION AND ROOF ASSESSMENT

The selected firm shall conduct a comprehensive investigation of the existing roofing systems at both County facilities. The investigation shall include, as applicable:

A. Review of available existing drawings, specifications, previous roof repairs, warranties, inspection reports, maintenance records, and other available documentation.

B. Site visits and visual inspection of the roof systems.

C. Inspection of roofing membranes, coverings, flashing, coping, edge conditions, penetrations, curbs, drains, scuppers, gutters, downspouts, expansion joints, and related components.

D. Inspection of roof-to-wall transitions and other areas susceptible to water intrusion.

E. Assessment of drainage patterns and ponding conditions.

F. Evaluation of roof slopes and drainage.

G. Identification of visible deterioration, damage, leaks, blistering, cracking, splitting, delamination, corrosion, exposed fasteners, deteriorated sealants, and other deficiencies.

H. Evaluation of roof substrates and decking to the extent reasonably accessible.

I. Identification of apparent structural or substrate conditions that may require additional investigation.

J. Evaluation of rooftop equipment and penetrations that may affect the roofing system.

K. Identification of hazardous or unusual existing conditions that could affect construction.

L. Evaluation of existing insulation and vapor control conditions where reasonably accessible.

M. Review of existing roof edges and perimeter conditions.

N. Evaluation of anticipated compatibility between existing construction and proposed roofing systems.

The selected firm shall perform reasonable investigative procedures necessary to develop a reliable understanding of existing conditions. Where concealed conditions cannot reasonably be determined through visual inspection, the selected firm shall identify such limitations and recommend appropriate additional investigation.

PHASE 2 – ROOF REPLACEMENT RECOMMENDATIONS

Based upon the assessment, the selected firm shall develop recommended replacement approaches for each building. The selected firm shall consider, as appropriate:

• Roof system type;

• Expected service life;

• Initial construction cost;

• Lifecycle cost;

• Manufacturer requirements;

• Warranty requirements;

• Existing building construction;

• Existing roof slope and drainage;

• Insulation requirements;

• Energy performance;

• Wind resistance;

• Fire performance;

• Weather resistance;

• UV exposure;

• Maintenance requirements;

• Availability of qualified installers;

• Material availability;

• Compatibility with existing conditions;

• Constructability;

• Occupied-building considerations; and

• Long-term maintainability.

The selected firm shall provide a recommendation identifying the preferred roofing systems and the basis for that recommendation. Where multiple technically viable alternatives exist, the selected firm shall identify the alternatives and provide sufficient information for the County to make an informed decision.

PHASE 3 – DESIGN AND CONSTRUCTION DOCUMENTS

Following County approval of the recommended approach, the selected firm shall prepare complete construction documents for the roof replacement project. Documents shall be sufficiently detailed to allow qualified contractors to submit competitive bids on a common basis. The construction documents shall include, as appropriate:

• Cover sheet;

• Existing conditions information;

• Roof plans;

• Roof layout plans;

• Roof slope and drainage information;

• Details of roof edges and transitions;

• Flashing details;

• Penetration details;

• Curb and equipment details;

• Drain and scupper details;

• Expansion joint details;

• Insulation details;

• Existing roof removal requirements;

• Substrate repair requirements;

• New roofing system requirements;

• Temporary weather protection requirements;

• Sequencing/phasing requirements;

• Protection of occupied areas;

• Cleanup and disposal requirements;

• Safety requirements;

• Quality control requirements;

• Testing and inspection requirements;

• Warranty requirements;

• Manufacturer requirements;

• Closeout requirements; and

• Other details necessary for proper construction.

The selected firm shall provide technical specifications addressing, at minimum:

• Materials;

• Approved products and acceptable manufacturers;

• Installation requirements;

• Substrate preparation;

• Flashing;

• Fasteners;

• Adhesives;

• Insulation;

• Sheet metal;

• Drainage;

• Sealants;

• Roof accessories;

• Temporary protection;

• Weather protection;

• Removal and disposal;

• Repairs to damaged substrate;

• Quality assurance;

• Testing;

• Inspection;

• Manufacturer inspections;

• Contractor qualifications;

• Warranty requirements; and

• Final acceptance.

Specifications shall be written to provide appropriate competition while establishing sufficient minimum performance and quality standards. The selected firm shall avoid unnecessarily restrictive proprietary specifications unless a specific product or system is professionally justified.

4) CODE AND REGULATORY COMPLIANCE.

The selected firm shall design the project in accordance with all applicable federal, state, and local laws, codes, ordinances, regulations, and adopted standards applicable to the project. The selected firm shall identify applicable code requirements and shall coordinate the design with the County or other authority having jurisdiction.

The selected firm shall consider, as applicable:

• Applicable editions of the International Building Code;

• International Existing Building Code;

• International Energy Conservation Code;

• International Fire Code;

• Texas laws and regulations applicable to the project;

• Local building requirements;

• Wind requirements;

• Fire classification requirements;

• Manufacturer requirements;

• Applicable accessibility requirements;

• OSHA-related construction considerations;

• Applicable roofing industry standards; and

• Requirements of the authority having jurisdiction.

For work involving the County Courthouse or other potentially historic structures, the selected firm shall identify and coordinate any applicable historic preservation, architectural review, permitting, or other approvals required by the Texas Historical Commission or other applicable federal, state, or local oversight entity, and shall incorporate all applicable requirements into the project design and construction documents.

The selected firm shall identify any permits, inspections, special approvals, testing, or certifications anticipated to be required.

5) COST ESTIMATING.

The selected firm shall prepare a detailed opinion of probable construction cost. Cost estimates shall be prepared at appropriate project milestones, including at a minimum:

1) Preliminary/recommendation stage;

2) Design development stage, if applicable;

3) Final construction document stage; and

4) Prior to advertisement for construction bids.

The final estimate shall identify major cost components and shall be sufficiently detailed to allow the County to evaluate whether the project remains within its available budget. The selected firm shall promptly notify the County if design decisions or identified existing conditions are likely to cause the project to exceed the County's established budget.

6) COUNTY REVIEW AND DESIGN COORDINATION.

The selected firm shall participate in meetings with County representatives as reasonably necessary to review existing conditions, recommendations, design concepts, construction documents, cost estimates, and project schedule. The selected firm shall incorporate reasonable County comments and corrections into the construction documents. The selected firm shall coordinate the work of all disciplines included within its team and shall be responsible for producing a coordinated set of construction documents.

7) CONSTRUCTION PROCUREMENT ASSISTANCE.

Following completion of the construction documents, the selected firm shall assist the County with procurement of the roofing contractor. Services shall include, at a minimum:

• Assistance in preparing the construction solicitation;

• Preparation of technical portions of the bid specifications;

• Attendance at a pre-bid meeting;

• Responding to technical questions from prospective bidders;

• Preparation of technical addenda;

• Clarification of specifications and drawings;

• Assistance in reviewing bids for technical responsiveness;

• Review of proposed substitutions and alternates;

• Assistance with evaluation of contractor qualifications;

• Review of required contractor information;

• Identification of apparent mathematical or technical discrepancies;

• Preparation of a written recommendation concerning the apparent low/responsive bidder or otherwise appropriate award recommendation; and

• Assistance through contract award, including providing the County with appropriate

AIA contract templates and forms applicable to the project, as available through the Consultant’s AIA membership or other existing resources, without additional licensing or template fees to the County.

The County shall remain responsible for conducting the procurement process and making the final award determination. The selected firm shall not provide information to individual prospective bidders that is not simultaneously provided to all prospective bidders through the County's established procurement process.

8) CONSTRUCTION ADMINISTRATION.

If authorized by the County, the selected firm shall provide construction administration services during construction. Services may include:

• Pre-construction meeting;

• Construction schedule review;

• Submittal review;

• Shop drawing review;

• Product data review;

• RFI review and response;

• Review of proposed substitutions;

• Periodic site observations;

• Documentation of construction progress;

• Review of contractor pay applications;

• Review of change order requests;

• Evaluation of concealed conditions;

• Construction meetings;

• Punch-list inspections;

• Substantial completion inspection;

• Final inspection;

• Review of warranty documentation;

• Review of closeout documents; and

• Final project report.

Site observations shall be performed at intervals appropriate to the project and shall be sufficient to allow the Selected firm to provide the County with reasonable professional observations regarding general conformity of the work with the construction documents. The selected firm shall not be responsible for construction means, methods, techniques, sequences, procedures, jobsite safety, or the contractor's supervision of its employees.

9) ROOFING QUALITY ASSURANCE.

The selected firm shall recommend appropriate quality assurance measures for the project.

Depending upon the selected roofing system, such measures may include:

• Manufacturer inspections;

• Fastener pull testing;

• Moisture testing;

• Adhesion testing;

• Weld testing;

• Flood testing where appropriate;

• Electronic leak detection where appropriate;

• Core sampling;

• Material certifications;

• Manufacturer-approved installer requirements;

• Independent testing;

• Field inspection; and

• Final manufacturer warranty inspection.

The selected firm shall identify recommended testing and inspection requirements in the construction documents.

10) PROJECT CLOSEOUT.

The selected firm shall assist the County with project closeout. Closeout services shall include, as applicable:

• Final inspection;

• Punch-list preparation;

• Verification of correction of punch-list items;

• Review of warranties;

• Manufacturer warranty documentation;

• As-built/record documentation;

• Operations and maintenance information;

• Product information;

• Final lien/closeout documentation as applicable;

• Final payment recommendation; and

• Final project report.

11) DELIVERABLES.

At a minimum, the selected firm shall provide:

1) Existing Conditions Assessment for Building 1;

2) Existing Conditions Assessment for Building 2;

3) Photographic documentation;

4) Roof replacement recommendations;

5) Preliminary cost estimates;

6) Design/construction documents;

7) Technical specifications;

8) Final construction cost estimate;

9) Bid/procurement assistance;

10) Addenda and technical clarifications;

11) Applicable AIA construction contract templates and forms necessary for the County's use in soliciting and awarding the construction contract, provided without additional licensing or template fees to the County;

12) Construction administration documentation, if authorized;

13) Punch-list documentation;

14) Final inspection documentation; and

15) Project closeout documentation.

The Consultant shall provide applicable standard-form construction contract templates and forms reasonably necessary to support the County's construction procurement. The County will be responsible for legal review, approval, and any modifications to such forms deemed necessary by the County or its legal counsel.

Electronic documents shall be provided in commonly accessible formats. Final drawings shall be provided in PDF format and, where requested by the County, in native CAD/BIM format.

12) PROFESSIONAL LICENSING AND RESPONSIBILITY.

The selected firm shall provide appropriately licensed Texas professionals for all services requiring professional licensure. The selected firm shall identify the Texas-licensed architect(s) and/or professional engineer(s) who will have responsible charge of the applicable professional services.

All documents requiring professional seals shall be sealed in accordance with applicable Texas law.

The selected firm shall maintain all licenses and registrations required to perform the services throughout the contract term.

13) ADDITIONAL SERVICES.

Services outside the base scope may be authorized by the County through written amendment or written authorization. Potential additional services include:

• Extensive destructive investigation;

• Hazardous materials testing;

• Asbestos testing or abatement design;

• Structural engineering beyond ordinary roof/substrate evaluation;

• Extensive laboratory testing;

• Surveying;

• Environmental investigation;

• Additional design alternatives;

• Additional bidding attempts;

• Additional construction site visits;

• Construction materials testing;

• Additional inspections;

• Litigation support; and

• Other services not reasonably anticipated within the base scope.

No additional services shall be performed without prior written authorization from the County.

14) COUNTY’S INTENDED OUTCOME.

The ultimate objective of this project is to provide the County with a professionally developed, technically sound, code-compliant, competitively bid, durable, and maintainable roofing replacement project that represents a prudent and responsible investment of public funds. The selected firm shall use professional judgment to identify conditions that could materially affect project cost, performance, durability, schedule, or long-term maintenance and shall promptly communicate those matters to the County.