Open-End A-E Services SOW rev 11 Apr 2012.pdf

STATEMENT OF WORK

FOR

ARCHITECT-ENGINEER SERVICES

11 Apr 2012

19TH CIVIL ENGINEER SQUADRON

LITTLE ROCK AFB

LITTLE ROCK AFB AR 72099-5005

STATEMENT OF WORK

FOR

ARCHITECT-ENGINEER SERVICES

I. SCOPE OF WORK

A. Architect-Engineer (A-E) services are required to provide work normally accomplished by

A-E firms. This includes varying levels of work from providing preliminary surveys, assessments and plan documents through complete detailed design for maintenance, repair, alteration, and new construction projects that require expertise in architecture and the civil, structural, mechanical, and electrical and other engineering fields.

B. If complete design documents are requested, the A-E shall furnish all services, materials, supplies, and supervision required to fully investigate and design each project. The services required for each project will be negotiated under a separate delivery order and detailed in a statement of project scope.

C. The A-E shall furnish the services of a qualified construction inspector as negotiated under a separate delivery order.

II. STATEMENT OF SERVICES

A. The design of architectural, civil, structural, mechanical, electrical and other engineering features of the work shall be accomplished or reviewed and approved by an architect or engineer registered to practice in the particular professional field involved. The final drawings shall be stamped and signed by a principal of the firm registered in engineering or architecture.

B. Design services performed by the A-E shall be accomplished as follows:

1. Upon request A-E will be given copies of available as-built drawings in the electronic format in which they are currently stored (.tif or .dwg ). Hard copies of as-built drawings will not be provided by Little Rock AFB.

2. Construction Drawings: Drawings shall be 24" X 36" and shall be accomplished in

AUTOCAD (latest version). Drawings shall be accurate and in sufficient detail to enable proper and satisfactory construction of the entire project. Designs and construction drawings requiring contractor site visits will not be acceptable. Reference drawings may be used only with specific permission of the

Contracting Officer (CO) and shall not be used as substitutes for demolition, plan, and detail drawings.

The A-E will be provided with a border and title block on floppy disk. The border shall be inserted in paper space at a base point of 0,0 and with a scale of 1. This border shall not be modified except with specific permission of the Contracting Officer. The drawings shall be designed using model space at full scale. A-E shall use roman simplex as font style unless approved by Contracting Officer. Text shall be in the same drawing space as the object the text is describing. For Example, text describing an object that is drawn in model space shall also be placed in model space. A-E shall follow Tri-Services layer naming standards. Drawings shall be capable of being opened and edited in the latest version of

AutoCAD without damaging the information on them. All cross referenced drawings, fonts, shapes, line types, etc. shall be included with each submittal. The A-E will be given a cover sheet to edit. The haul route and index of drawings shall be added to the cover sheet. The A-E shall provide CAD drawings on disk to the Base at each submittal, in addition to paper copies. Each sheet shall have a graphic scale. When naming drawing files begin name with the sheet number, i.e. 01,02,03 etc. The remaining characters in the filename should describe what is on that sheet. See table II-1 for use of linetype colors.

SCREEN COLOR PEN WEIGHT PRINT COLOR USED FOR:

gray (8) .2286mm 252 existing conditions white (7) .2286mm black text all others .4572mm black normal lines

(10) 1.143mm black border

Table II-1

3. Specifications. The specifications shall be complete, clear, and shall amplify all information shown on the drawings and shall include detail requirements for materials and equipment.

Material items will be specified using federal specifications or industry standards. The specifications shall be prepared using the CSI-2004 three part format Divisions 1-50. The Little Rock AFB Standard Division

1 will be provided to the A-E for mandatory use on all projects. The Little Rock AFB standard division 1 is a live document which changes frequently. A-E shall request the latest division one prior to start of each delivery order. The word processing file shall be in the latest version of Microsoft Word. The text font shall be Times New Roman size 11. The complete set of specifications shall be combined into one file and shall have the table of contents set up to automatically update when pages or sections are added or deleted. Paragraphs shall use the same style format as in the LRAFB division one. Provide one copy of specifications on disk as well as the required hard copies at all submittals. Pages will be numbered consecutively with page numbers centered at bottom. A minimum one inch margin on all sides is required. Section number will be indicated on the bottom center of each page in front of the page number.

4. Cost Estimates. The cost estimates shall be based on labor and material prices prevailing in the project's locality. The cost estimates shall be descriptive, detailed, and include all operations of work required including quantities and unit costs separately for labor and material. The first sheet of the cost estimate shall summarize all costs. Cost estimates shall be modeled after AF Forms 3052 and shall clearly be broken out into types of work, i.e., new work, repair, maintenance, etc. Provide hard copies and one electronic copy in Microsoft Excel (latest version) format.

5. Design and Economic Analysis. The design calculations and analysis shall be prepared on the A-E's standard form. Legible hand lettering, sketches, diagrams and calculations, will be accepted.

The design shall be based on the criteria set forth in this SOW and standard practices and methods used in modern engineering design. The design analysis shall incorporate all engineering computations necessary for the project and other information necessary to clearly express the designer's intentions and methods.

The economic analysis shall include the estimated energy cost savings and amortization period for energy related construction. Standard computational forms shall be used when furnished by Base Civil

Engineering (BCE). HVAC loads shall be accomplished using the method defined in latest edition of the

ASHRAE Fundamentals handbook. Design analysis shall include a discussion on recyclable material use.

Design analysis shall discuss any disruption to facility users caused by construction. At the final submittal, these analyses shall be given to BCE in electronic format in one document. An Adobe Acrobat file is preferred. An alternate format may be used if approved by the CO.

6. Schedules: Schedules as are necessary for USAF advertisement of construction contracts shall be prepared using Microsoft Word or Excel, shall be in the same electronic format as the samples provided by BCE and shall include:

Bidding Schedule

Schedule of Government Furnished Property

Material Approval Submittals

Samples of the schedules will be provided at the pre-design conference for the first project.

7. DD Form 1391: The A-E may be required to accomplish either face sheet DD Form 1391 or a complete DD Form 1391 package for presentation to the base command. This form will be accomplished according to latest Air Force and MAJCOM instructions, using software programs in use in the Programs Section of Civil Engineering. One electronic copy of the final product shall be submitted at completion of DD Form 1391.

8. Computer files: The CAD and word processing files shall not be stored on disks using compression software. The media for delivery of computer data shall be by CD or DVD unless approved by the Contracting Officer. All media for computer data shall be certified by the A/E to be free of known computer viruses. The name(s) and release date(s) of virus scanning software used to analyze the media shall be furnished at the time of delivery of the media. If analysis of the media by the Government finds evidence of a virus, the media will be returned to the A/E. The A/E shall resubmit the clean media at no cost to the Government. As requested in individual delivery orders, at the 100% submittal, the A-E will provide a MaxView document and/or Adobe Acrobat file. The MaxView file will have .cal files for all drawings. The Adobe Acrobat file will contain all the specifications and/or drawings. Each Adobe Acrobat and MaxView file shall have hotspots on the index/table of contents to allow you to jump to each individual specification section and drawing sheet.

III. PROJECT ARCHITECT/ENGINEER

A. The A-E shall appoint a licensed architect or engineer as the Project Architect or Engineer for each project to serve as the single point of contact for each project and liaison between the A-E and the government. Upon issuance of the Delivery Order for the design of each project, the A-E shall advise the CO in writing of the name of the individual so designated. The A-E's Project Architect or

Engineer shall be responsible for the complete coordination of all work required for this project. The

Project Architect or Engineer shall attend all formal and informal meetings related to the execution of the requirements of the individual delivery order. The Project Architect or Engineer shall ensure that a quality control review of each submittal is performed prior to delivery of submittal to the government.

B. The BCE will appoint a project manager for each project. The project manager will provide technical support to the CO. The BCE's project manager will serve as the point of contact for the A-E on all technical matters and all work performed by the A-E on base will be coordinated with this project manager.

IV. DESIGN CRITERIA

A. All design documents shall be identified in the delivery order for each project. The A-E shall prepare all design documents in conformance with the applicable portions of the following:

1. The Air Force Instructions (AFI), Air Force Manuals (AFM), Air Force Pamphlets

(AFPAM) plus Supplements, Unified Facilities Criteria (UFC), Military Handbooks and Engineering

Technical Letters (ETL) required for design of each project will be made available to the A-E by the

Contracting Office.

2. Current state and national codes, regulations and specifications involving architectural, civil, structural, electrical, environmental and mechanical disciplines associated with the design and construction of each project.

3. National Fire Codes published by the National Fire Protection Association.

4. All other Air Force documents deemed applicable by the CO or BCE's Project Manager for each project. These documents will be made available for review to the A-E by the government.

5. LRAFB design guides.

B. Any topographical surveys, excavations, soil borings, soil analyses, chemical tests, laboratory tests, pressure tests, electrical tests, corrosion and cathodic protection tests, lead based paint, asbestos surveys, and any other tests required for a complete design of each project will be the responsibility of the

A-E.

C. The A-E shall design each project to provide a complete and usable facility within a given target construction cost provided by the government. The target construction cost will be given to the A-

E at the beginning of the design of each project. The construction cost shall include the construction contract, government furnished equipment (GFE) and contractor furnished equipment. If the A-E determines that the scope of work cannot be accomplished within the target construction cost, the A-E shall immediately notify the government of the problem and a meeting will be set up with the A-E and appropriate government parties to discuss the solution. If the solution involves setting up contract bid options, the A-E shall clearly indicate on plans, specifications and cost estimate the items that are bid options. The A-E shall also clearly show what work are minor construction, repair and sustainment when there are multiple types of work in a project.

D. The A-E shall design in either English or Metric units as designated in individual delivery order. English units shall be used unless otherwise designated.

V. DESIGN SCHEDULE

A. The A-E will be required to complete the design for each project and deliver the submittals to the CO according to the following design schedule unless the schedule is altered in the project delivery order. Refer to Section VI for requirements.

1. Pre-Design Conference

2. Concept Design Submittal (Design approx 30% complete)

3. Government Review Period/Review Conference

4. Preliminary Design Submittal (Design 65%)

5. Government Review Period/Review Conference

6. Pre-Final Design Submittal (Design 95% complete)

7. Government Review Period/Review Conference

8. Final Design Submittal

VI. REQUIREMENTS

A. The performance period for each design submittal phase will be a point of negotiation for each project. The negotiated performance period begins with the pre-design conference discussed below.

B. Pre-Design Conference will be conducted for each project after a Delivery Order has been issued. The government will provide any additional details necessary to clarify the project scope or to indicate the government's desires as to type of systems, controls, or architectural preference to ensure project compatibility with the base master plan or to simplify operation or maintenance procedures and costs.

C. Concept Design Submittal is design from the Delivery Order to approximately 30% complete and should include a majority of the investigative work.

It is recommended this submittal include a short, informal briefing (discussion) of the design concept to the government project engineer and appropriate personnel early in the design/analysis process for inputs (potential problems) not readily apparent from field surveys and investigations. The submittal shall include the following:

1. Narrative/Design Analysis: Will be provided to indicate a description of the facility, design assumptions, design factors used, energy savings considerations, and any other data not otherwise indicated or needed for architectural/engineering analysis. The A-E shall make recommendations, including cost estimates. All design calculations made to date shall be included. Narrative discussions of methods and procedures should be included. The A-E shall address each item required from but not yet provided by the government to conclude the design.

2. Drawings: Preliminary drawings shall be provided as applicable to reflect progress to date. Typical are:

a. Vicinity map and location plan showing geographic location and access to the work site.

b. Floor plan at a scale not less than 1/8" per foot, showing functional arrangement of all areas, including corridors, exits, and utility spaces. Major dimensions shall be shown.

c. Elevations and sections will be developed to a point to indicate heights, fenestrations, ceilings, and partitions. Typical interior wall sections will be provided at a minimum scale of 1" = 1'-0", indicating materials, thicknesses, and relation of fenestration, if any.

d. Mechanical details will be sufficiently developed to clearly define changes to the existing heating, cooling, ventilation, and plumbing systems. Existing and replacement heating/cooling equipment will be located and fully described on a plan view of the project.

e. Electrical details will include lighting and power features. Lighting features will include proposed fixtures and arrangements. Design analysis will include lighting calculations, fire alarm system schematics, etc.

f. Exterior utilities (gas, water, sewer, electrical, etc) will be located in sufficient detail to clearly define sizes, routing, and avoidance of conflicts with existing systems.

3. Cost Estimate. Submit detailed preliminary estimate. Include escalation to midpoint of construction. Discuss budget adequacy and alternatives.

4. Specifications. Submit outline specifications. Specifications will follow the CSI format. For convenience, the A-E may submit all information in 8 1/2" x 11" booklet form. Drawings may be reduced or folded for inclusion in the booklet.

5. Ten paper copies of the drawings, specifications and design analysis; one electronic

AutoCAD copy and one Adobe Acrobat copy of the drawings; and one Adobe Acrobat copy of the specifications and design analysis (including cost estimate) are required unless stated otherwise in the delivery order.

6. Site Visit. Submit written report of at least one design site visit.

D. Government Review Period/Review Conference. A review of the Concept, Preliminary, and the

Pre-Final Design Submittals will be conducted by the government. At the conclusion of the review, the

A-E may be required to attend a Review Conference to discuss the technical review comments and general project progress. The A-E will be furnished one set of comments to be annotated and returned to the government. Comments shall be annotated with a C - concur, D - do not concur, E - exception or X -delete. Comments annotated with a D, E, or X shall have an explanatory note added to justify the noncompliance with the comment. The A-E shall furnish these annotated comments to the CO with the next scheduled submittal. The A-E shall notify the government immediately upon determining that there will be noncompliance with a comment to explain the reasoning. If the government discovers comments annotated as 'concur'-or its equivalent and no change to plans and specifications have occurred, the government will disapprove the submittal and require a full explanation.

E. Preliminary design submittal is design from the concept design approval to approximately 65% completion. All elements of the 30% submittal should be continued to the point that a government reviewer can verify scope and sufficiency of details on all drawings and specifications.

1. All previous design comments shall be incorporated and/or addressed.

2. Ten paper copies of the drawings, specifications and design analysis; one electronic specifications and design analysis (including cost estimate) are required unless stated otherwise in the

3. A written report of a site visit to engineers and functional users will be submitted also.

This site visit is in addition to the one at 30 percent.

F. Pre-Final Design Submittal is design continuation through the 95% unchecked final submittal. Submittal shall include:

1. Construction drawings and specifications shall be complete in all details to the extent that a construction contractor can prepare an accurate bid from them so that the successful bidder can construct the facilities from the information contained with a minimum of differences between the government and the contractor. A cost estimate shall be furnished that includes a complete detailed estimate of all work to be accomplished under this project, separating basic and additive, deductive or optional bid items when required.

2. Completed bidding schedules, schedule of drawings, submittal schedules, and other required schedules shall be furnished for review.

3. Final Design Analysis. Submit five (5) paper copies and one electronic copy of the final design analysis.

4. Ten paper copies of the drawings, specifications and design analysis; one electronic specifications and design analysis (including cost estimate) are required unless stated otherwise in the

G. Final Design Submittal is the corrected final submittal.

1. All previous design comments shall be incorporated and/or addressed.

2. The A-E shall furnish two full size (reproducible) and two half size paper copies of the drawings; two paper copies of the specifications printed head to foot; and one paper copy of the final cost estimate, bidding schedule, material submittal schedule, design analysis and proposed construction schedule. The drawings shall bear the registration seal of the A-E firm member who is responsible for the design.

3. The final electronic files shall be submitted at this time to include one AutoCad and one

Adobe Acrobat copy of drawings; one Adobe Acrobat copy of specifications, final cost estimate, bidding schedule, material submittal schedule, design analysis and proposed construction schedule; one

Microsoft Word copy of specifications (all specification sections combined in one file) and bid schedule;

one Microsoft Excel copy of cost estimate and material submittal schedule.

VII. SECURITY INFORMATION

A. Air Force security regulations will be followed by all members of the A-E firm who are working on this contract.

B. Precautions shall be taken and every effort shall be made to prevent public disclosure of any information made available to the A-E during the performance of this contract. All data contained in the design documents for each project shall be treated as privileged information

VIII. MISCELLANEOUS

A. A pre-proposal meeting will be held prior to the A-E submitting a fee proposal.

B. The A-E will be permitted, upon written confirmation from the CO, to add the number of days caused by recognized government delays to the total number of days in the Design Schedule.

C. The A-E shall request a pre-design conference within 10 business days after issuance of the notice to proceed for each delivery order. The performance time for that delivery order will start from the date of this conference.

D. The A-E shall be required to provide the CO, in writing, his version of each design conference or meeting in which the technical design of the project was discussed. These meeting minutes shall be provided to the CO a maximum of 5 business days after the date of the design conference or meeting.

This written record will not be considered a "Notification of Change" under the "Changes" clause, FAR

52.243-7. Any such notification will be submitted separately.

E. Briefings to the base management may be required in addition to submittal briefings to the technical staff.

F. The A-E shall relinquish all claims to additional monetary compensation for the whole or partial use by the government of documents submitted under this contract in the modification, alteration, or construction of projects not included under this contract.

G. In the event during construction that correction to design is required by the A-E in accordance with FAR 52.236-23, "Responsibility of A-E Contractor," the A-E is responsible for providing the following within three days of notification of a problem by the CO.

1. Four full size paper (reproducible), one AutoCAD and one Adobe Acrobat copies of the revised drawings.

2. One paper, one Microsoft Word and one Adobe Acrobat copy of the revised specifications.

3. One paper copy, one Microsoft Excel and one Adobe Acrobat copy of revised cost estimate.

IX. STATEMENT OF CONSTRUCTION MANAGEMENT AND INSPECTION

SERVICES

A. Purpose of this requirement is to assure quality performance and contractual compliance of construction operations through monitoring various construction and maintenance programs. A-E selections for personnel to fulfill this requirement will require the endorsement of the chief of Programs

Flight.

B. DUTIES AND RESPONSIBILITIES

1. At pre-construction conferences and thereafter, approves or makes recommendations to the base construction management chief (CM) regarding changes of equipment and materials proposed by the contract or to permit installation of particular manufactured items.

2. Reviews and technically approves or disapproves shop drawings presented for approval by contractors. The shop drawings cover a wide, range of materials, methods, and equipment encountered in facility construction, such as structural steel elements, concrete grouting, etc. Insures that facilities are constructed as intended by checking all materials and work items including the plans and specifications to prevent oversights which may result in increased costs or delays in completion of construction. Examines siting plans and specifications for peculiarities such as unusual soil and foundation, difficult demolition and removal situations, etc., which may require special techniques or equipment by the contractors.

3. Reviews test results, samples, and technical data submitted by the contractor for acceptance of construction materials and equipment. Determines compliance with the contract documents, and approves or disapproves or recommends further action to the CM. Determines the requirement for and directs testing of materials to be performed by subordinate personnel or by contract.

Estimates the cost of material, equipment, and methods proposed as alternates.

4. Personally inspects a variety of construction projects such as those which require complex air conditioning and power generating systems, computerized energy monitoring, control systems, and airfield lighting systems. Makes technical inspections on assigned maintenance, repair and construction contracts to assure quality performance and contractual compliance. Independently interprets plans and specifications pertaining to assigned projects. Independently deals with controversial problems pertaining to contract interpretations. Approves changes not involving alteration to basic design or increased costs. Coordinates construction and inspection scheduling to assure optimum performance with minimum interference to military operations. Inspects materials and workmanship for conformance to the contract plans and specifications and recommends approval or disapproval. Uses initiative in evaluating field changes required to adapt the design to actual field conditions. Investigates pertinent facts that would sustain or deny the contractor's position in the event of a claim against the government. Prepares report of inspections for record and action, as required;

initiates design and construction deficiency reports, as necessary. Studies complaints by the public and/or labor unions concerning standards of construction and takes action to resolve differences.

a. Processes modifications to contracting office

b. Uses Little Rock Air Force Base’s standard procedures to generate modification funding requests and LGC modification letters.

c. Uses Little Rock Air Force Base’s computerized project management computer system to update project status.

5. Assesses the time required for construction of facilities and, on this basis, determines a realistic Beneficial Occupancy Date (BOD), and an optimum trade-off position between price and completion of time, exercising knowledge of work sequence, construction techniques, and time required to accomplish the work.

6. Visits the site to observe progress of work and quality of workmanship. Takes immediate on-site corrective action to insure that performance meets contractual requirements.

Recommends approval of progress payments to the contractor. Analyzes requirements of proposed contract changes to determine whether construction should be temporarily stopped of permitted to continue while the changes are being negotiated. Prepares or assembles necessary technical description of cost estimate for contract modifications.

7. Performs preliminary and final acceptance inspections of Air Force contracted work.

Enforces the technical provisions of contractual guarantees. Participates in pre-final and acceptance inspections on facilities. Assures accurate as-built documents are prepared and performs steps necessary to close out the construction file.

C. Controls Over Work. Works under the supervision of CM who provides general policy and procedural guidance and spot checks completed work. Incumbent's decisions on acceptability of workmanship materials and work practices are subject to spot check. The construction management engineer provides assistance/guidance as required.

D. Other Significant Facts.

1. The number, size, and variety of tasks assigned requires that the incumbent of this position have a broad knowledge of construction practice techniques and methods to determine the acceptability of materials and workmanship, and to properly interpret plans and specifications.

2. Tact, diplomacy, and the ability to work effectively with contractor management personnel, craftsmen, professional engineers, and military/civilian officials are a fundamental requirement to this position.

3. Employee performs construction or field inspections that involve driving automobiles or similar vehicles and require some physical exertion on a regular and recurring basis.

Physical requirements vary depending on contract type but may include working over rough and uneven surfaces around excavation sites stooping and bending to inspect materials and workmanship climbing ladders up to 20' in height and lifting materials such as concrete cylinders which weigh up to 30 lbs. Inspection work is performed indoors and outdoors under varying weather. Inspectors will wear hard toe safety shoes, goggles, and hardhats. All safety equipment will be at inspector's expense.

E. Performance Elements and Standards Criteria.

1. Makes technical inspections on assigned construction or service projects.

a. Inspects construction projects daily and makes diary entries that are legible and complete.

b. Is intimately familiar with contract plans and specifications.

c. Aggressively inspects to discover any contractor noncompliance or design deficiencies and notifies contract manager and contracting officer.

d. No major contractor noncompliance items are discovered at pre-final inspections.

e. Takes project engineer to project site before 50% construction.

2. Maintains project folders, initiates, and processes paperwork.

a. Assures project folder contains prescribed documents per AFR 89-1.

b. Informs base locksmith of requirement for Best lock core within 10 days of precon.

c. Continuously tabulates cumulatively dollar value of unit pay items and informs

CM when 90% of available funds are expended.

d. Keeps drawings on plan file updated with modifications.

e. Updates specifications and plans with Invitation For Bid (IFB) amendments prior to precon.

3. Coordinates contractor access to facilities and utilities outages.

a. Coordinates access to facilities and utility outages at least one week in advance.

Determines and notifies all interested parties.

b. Publishes utility outages in the base newspaper and Base Bulletin.

c. Coordinates and advertises readouts two weeks in advance.

4. Processes modifications to contracting office and closes out projects.

a. Processes modifications to contracting office in a timely manner.

b. Closes out project within 30 days of receipt of final pay statement.

c. Uses base standard procedures to generate modification funding requests and contracting modification request letter.

d. Uses computer to type correspondence.

5. Performs preliminary inspections and arranges final inspections.

a. Does not schedule final inspection until preliminaries show clean and usable facility.

b. Notifies all interested parties to acceptance inspection: Contract Administrator, using agency, CEO, CM, CEFP, CERR.

6. Reviews and processes submittals

a. Completes processing within five days.

b. Researches and approves or disapproves submittals correctly. Allowable to have four erroneous approvals or disapprovals per year.