Green Village A-E Special Conditions.pdf

SPECIAL CONDITIONS

for

ARCHITECT / ENGINEER SERVICES

(AE110)

December 6, 2001

Revised July 31, 2005

Revised October 3, 2011

Revised July 10, 2018

Revised June 19, 2019

Revised July 24, 2020

SMITHSONIAN INSTITUTION

Smithsonian Facilities

600 Maryland Avenue, SW, Suite 5001

Washington, DC 20024

Special Conditions for Architect/Engineer Services (rev 2020) ii

TABLE OF CONTENTS

1. SCOPE OF ARCHITECT/ENGINEER SERVICES

1.1. General Scope of Architect/Engineer Services

1.2. The Scope of Work

1.3. The A/E Fee Proposal - Work Orders and Contract Modifications

1.4. Submissions

1.5. Payment

1.6. A/E Liability for Design Deficiencies

1.7 Confidentiality of Data

2. PHASES/TASKS OF THE WORK - DESCRIPTION OF A/E SERVICES

2.1. PRE-DESIGN

2.2. DESIGN

2.3. POST-DESIGN

2.4. OTHER SUPPLEMENTAL SERVICES

3. CRITERIA GOVERNING PLANNING AND DESIGN

3.1. Design Criteria Considerations

3.2. Codes, Regulations, Standards and Guidelines for Design

3.3. Historic Preservation

3.4. Accessibility for Individuals with Disabilities

3.5. Public Restroom Design Criteria

3.6. Hazardous Materials

3.7. Seismic Design

3.8. Sustainability

3.9. Energy Conservation and Management

3.10. Commissioning of Building Systems

3.11. Stormwater Management and Sediment Erosion Control

3.12. Environmental Design

3.13. Food Service Design

3.14. Public Utilities

3.15. Telecommunications

3.16. Electronic Security

3.17 Delegated Design and Design Assist……………………………………………………………….19

4. COORDINATION AND PERFORMANCE OF THE WORK

4.1. Coordination with COTR-A/E

4.2. Coordination with the Cost Engineering Branch

4.3. Coordination with the Commissioning Provider

4.4 Coordination with the Geospatial Engineering Branch……………………………………………

4.5. A/E Coordination and Site Visits

4.6. Coordination with Governmental Agencies

4.7. Coordination with Historic Preservation and Planning Authorities

4.8. Existing Conditions and SI Data Files

4.9. Historic and Archaeological Rights

4.10. Language Use and Translation

4.11. Temporary Construction Items

4.12. Metric Measurement

4.13. CADD/CAFM

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5. REVIEW OF SUBMISSIONS BY THE SMITHSONIAN INSTITUTION

5.1. Objectives of Review Comments

5.2. The SD 410 Review Process

5.3. I-Manage - Electronic Management and Review System

5.4. Unclear Comments

5.5. A/E Responses

5.6. 100% SD 410 Design Review

5.7. Final Backcheck SD410 Design Review

6. PREPARATION AND SUBMISSION OF DELIVERABLES

6.1. General

6.2. Project Management Documents

6.3. Project Submission Requirements -- Content

6.4. Planning and Design Report Submissions

6.5. Presentation Submissions

6.6. Project Deliverables Format

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These Special Conditions for Architect/Engineer Services supplement the Smithsonian Institution Architect/Engineer Contract, Form 252.

Throughout this document, numerous references are made to other sources of information and requirements. They can be obtained from professional organizations, public libraries, state and local governmental agencies and/or the Government Printing Office. These resources are also available for reference in the offices of Smithsonian

Facilities, 600 Maryland Avenue SW, Suite 5001, Washington, DC

20024.

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COMMON ABBREVIATIONS

ACHP Advisory Council on Historic Preservation

A/E Architect/Engineer

AHHP Architectural History and Historic Preservation

CAD Computer-Aided Design

CADD Computer-Aided Design/Drafting

CAFM Computer-Aided Facilities Management

CFA Commission of Fine Arts

COTR-A/E Contracting Officer's Technical Representative for A/E Contract

COTR-C Contracting Officer’s Technical Representative for Construction

CSI Construction Specifications Institute

DCWASA District of Columbia Water and Sewer Authority

DM Design Manager

ISO International Standards Organization

FAR Federal Acquisition Regulations

GBCI Green Building Certification Institute

GIS Geographic Information System

GSA General Services Administration

LEED Leadership in Energy and Environmental Design

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NCPC National Capital Planning Commission

NPS National Park Service

OC Office of the Comptroller

OCIO Office of the Chief Information Officer

OCon Office of Contracting

OFM&R Office of Facilities Management and Reliability

OPDC Office of Planning, Design and Construction

OSHEM Office of Safety, Health and Environmental Management

OPS Office of Protection Services

OPPM Office of Planning and Project Management

PEPCO Potomac Electric Power Company

P.L. Public Law

PM Project Manager

RFI Request for Information

RFP Request for Proposal vi

SHPO State Historic Preservation Officer

SF Smithsonian Facilities

SI Smithsonian Institution

SI[m] System International (metric)

SOW Scope of Work / Statement of Work

USGBC United States Green Building Council

WMATA Washington Metropolitan Area Transportation Authority

WSSC Washington Suburban Sanitary Commission

SPECIAL CONDITIONS

FOR ARCHITECT/ENGINEER SERVICES

1. SCOPE OF ARCHITECT/ENGINEER SERVICES

1.1. GENERAL SCOPE OF ARCHITECT/ENGINEER SERVICES

The Architect/Engineer (A/E) shall perform all the professional architectural and engineering services necessary for the Work, which may be comprised of PRE- DESIGN, DESIGN, POST-DESIGN and/or OTHER SUPPLEMENTAL SERVICES for various planning, alteration, maintenance, repair, renovation, major capital renewal, preservation, new work and other projects at Smithsonian Institution (SI) facilities in accordance with the Contract and as described in the Scope of Work.

The A/E shall be responsible for the professional quality, technical accuracy and the coordination of the Work; construction documents shall be signed and “sealed” by the responsible registered professional architect(s) and engineer(s).

The Work shall comply with all applicable Smithsonian, industry, Local, State and Federal codes, regulations, standards and guidelines. These are accessible at http://www.sifacilities.si.edu/ae_center/index.asp

The Work shall conform to the established project budget and scope throughout planning, design and construction.

The A/E shall make site visits, attend meetings, make presentations, utilize the services of consultants and submit required deliverables, as necessary, to execute specific parts of the Work described herein and in the Contract and the Scope of Work for the project. The A/E shall perform optional construction phase services if so directed by the Smithsonian.

1.2. THE SCOPE OF WORK

The Scope of Work (SOW) prepared by Smithsonian Facilities (SF) identifies the project, provides background and budget information and describes the extent of the Work. General requirements for every project are described in these “Special Conditions for Architect/Engineer Services;” specific requirements and variations from the general requirements are described in the SOW for each individual project. Questions as to whether a certain item in the “Special Conditions for Architect/Engineer Services” applied to an individual project should be directed to the Contracting Officer’s Technical Representative for the A/E Contract (COTR-A/E) for clarification prior to submission of a fee proposal.

http://www.ofeo.si.edu/ae_center/index.asp

1.3. THE A/E FEE PROPOSAL – WORK ORDERS AND CONTRACT

MODIFICATIONS

Following receipt of the Request for Proposal letter and SOW, the A/E shall visit the site with the COTR-A/E and the Museum or Office Representative. The A/E shall document clarifications to the SOW made during this meeting and submit a written fee proposal that indicates his/her concurrence with the SOW and notes mutually agreed upon clarifications to the SOW. The A/E shall include a task list with labor effort hours in compliance with minimum designated services required to complete the project. The requirements of the minimum Designated Services is accessible at http://www.sifacilities.si.edu/ae_center/index.asp

The A/E shall use the standard SI-SF Architect/Engineer Fee proposal format Architect/Engineer Contracts, Fee Estimation and Requests for Payment

1.3.1. Statutory Limit of Title I Fees - FAR 15.404-(4)(i)(B):For architect-engineering services for public works or utilities, the contract price or the estimated cost and fee for production and delivery of designs, plans, drawings and specifications shall not exceed 6 percent of the estimated cost of construction of the public work or utility, excluding fees.

1.3.2. Title I Services include all direct labor costs, indirect costs, profit and other direct costs that are associated with the portion of the total fee allocable to the production of “designs, plans, drawings, specifications,” a detailed construction estimate and supporting documents. Further information on the classification of Title I and Non-Title I Services is found in the format Architect/Engineer Contracts, Fee Estimation and Requests for Payment accessible at:

1.3.3. Unless otherwise noted in the Request for Proposal, the fee shall be of the firm fixed price type.

1.3.4. For Design projects, the A/E's proposal shall include, if so directed, a fee and/or labor rates for optional Construction Phase Services. The Construction Phase Services option may be firm fixed price or reimbursable on a time/materials basis, as agreed upon with the Contracting Officer. This option will be exercised only upon the written authorization of the Contracting Officer.

1.3.5. The Smithsonian's review of the A/E proposal will be followed by an acceptance, Notice to Proceed and issuance of a formal Contract/Contract Modification or a period of negotiation.

1.3.6 Other Direct Costs shall be treated as Reimbursable Expenses.

Reimbursable Expenses are project-related expenses incurred by the A/E and consultants that are not specifically included in the fixed fee. Within the firm fixed price or other type of fee, Other Direct Costs shall only be paid to the extent they are actually incurred by the AE. Back-up documentation shall be required at invoicing, see Section 1.5. These expenses will be billed and shall be paid at cost plus the profit percentage as agreed to with the COTR.

1.4. SUBMISSIONS

The A/E shall make preliminary, incremental and final submissions as directed in these “Special Conditions for Architect/Engineer Services” and in accordance with the SOW. These submissions may include, but are not necessarily limited to:

pre-design studies, planning reports, programming documents, site selection recommendations, environmental impact studies, zoning analyses, surveys, mapping, feasibility studies, value engineering studies, concept studies, sustainability assessments, schematic design, design development, construction documents, final bid/record documents, Leadership in Energy and Environmental Design (LEED

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) documentation, submittal lists, bid addenda, cost estimates, back-up materials, calculations, analyses, construction schedules, coordination and phasing documents, construction site observation reports, other construction administration documents, exhibition design and support documents, furniture, signage and equipment schedules and specifications, miscellaneous studies, sketches, models, renderings, reports, meeting agenda and minutes, presentation materials, Project Deliverables Format, response to SI comments and other deliverables in various formats. Content and format of deliverables are described in subsequent sections of this document and are modified as appropriate in the SOW for the project.

Any submission that does not meet the requirements of the Contract, the Special Conditions for Architect/Engineer Services, including appendices and associated documents accessible at http://www.sifacilities.si.edu/ae_center/index.asp and in accordance with the SOW will be rejected and the A/E shall resubmit acceptable documents at no additional cost to the SI.

1.5. PAYMENT

The A/E shall submit Periodic Requests for Payment (invoices) to the COTR-A/E in accordance with the A/E Contract, representing the A/E's fair estimate of the amount and value of the work accomplished and services performed under the Contract that meet the standards of quality described herein and in the SOW. The Request for Payment will be reviewed by the COTR-A/E and other appropriate SF staff and, if found satisfactory, approved and forwarded to the Office of the Comptroller (OC) for payment. The A/E shall utilize the Smithsonian Institution Request for Payment format, accompanied by a signed cover letter on the A/E firm's letterhead describing the specific services rendered (see paragraph 6.2.2) and back-up documentation as necessary. Back-up documentation shall include: original receipts and invoices for other direct costs, sub-contractor/ consultant invoices and other items as required. See Architect/Engineer Contracts, Fee Estimation and Requests for Payment format accessible at

1.6. A/E LIABILITY FOR DESIGN DEFICIENCIES

Responsibility of the Architect-Engineer Contractor FAR 5.2.236-22.The A/E will be held pecuniarily liable for all design deficiency change orders resulting from inaccurate or incomplete data shown on existing conditions drawings or from lack of information about existing conditions at the site. Change order documents for drawings and specifications, including cost estimates, required during construction because of A/E errors, omissions or failure to comply with design requirements shall be prepared under the A/E’s design phase contract at no additional expense to the Smithsonian, when requested by the Contracting Officer.

1.7. CONFIDENTIALITY OF DATA

See Project Deliverables format at

2. PHASES/TASKS OF THE WORK - DESCRIPTION OF A/E SERVICES

The following descriptions represent the range of services the Smithsonian may request of an A/E. The SOW identifies which phases/tasks are required for an individual project and provides supplemental requirements and instructions.

Exhibition and other Interior Design projects shall comply with these architectural, engineering and submission requirements unless stated otherwise in the Contract.

Work on each phase shall not commence until issuance of authorization to proceed.

Work on a phase shall be based on documents, if any, from the prior phase approved by the COTR-A/E in writing, any written directives by the SI with respect thereto, any and all corrections and revisions requested by the COTR-A/E and any adjustments authorized by the COTR-A/E in the Project Program or Construction Budget.

2.1. PRE-DESIGN

The intent of Pre-Design Services is to assist the Smithsonian in establishing a project's program, budget, time and systems commissioning requirements and/or other limitations prior to beginning Design. Projects of this nature are generally termed ‘planning’ projects by SF, although some pre-design services are required of A/E's on ‘design’ projects as well. Brief descriptions of various planning and pre-design services that an A/E shall perform are described below. Generic formats for deliverables are found in Section 6, Preparation and Submission of Deliverables. Detailed descriptions and specific requirements are itemized in the SOW for the project.

2.1.1. Master Plans: The A/E shall include site and/or facility, site and /or site vicinity studies and inventories, collection of existing data, preparation of maps, land use plans, circulation plans, site/facility development plans, visitor and staff counts, landscape plans, utility plans, transportation management plans, implementation plans, accessibility planning, engineering and energy analyses, stormwater management plans, waste disposal procedures, topographic surveys, geotechnical analyses, archeological surveys and reports, preservation planning, environmental analyses, flood analyses, habitat analyses, project budget estimates, recommendations for development, life safety and code analysis and other studies as required. Other specific requirements for submissions and presentations may be further defined in the SOW.

2.1.2. Commissioning Documents: Please refer to Section 3.10, Commissioning of Building Systems, for general Smithsonian commissioning requirements. The documents listed below are required at the Pre-Design phase for any project that will include commissioning of building systems.

a. Owner’s Project Requirements (OPR): The OPR is a document that addresses the functional requirements of the spaces in the design of the project. The OPR documents the expectations of the building’s use and future operations as they relate to systems to be commissioned. The OPR initiates the expectations of the Design.

The OPR is to include the functional requirements of a project and expectations of the building’s use and operation as they relate to systems to be commissioned. The OPR should address the owner’s use and requirements, environmental and sustainability goals, energy efficiency goals, indoor environmental quality requirements, equipment and system expectations, building occupant and operations and maintenance personnel requirements.

The Smithsonian or the Commissioning Provider may develop the

OPR. For small projects, the Smithsonian will develop the OPR and issue it to the A/E with the project A/E SOW. For larger projects in which the A/E is to provide space programming services, the Commissioning Provider will conduct an OPR workshop to elicit requirements from Smithsonian project stakeholders and develop the OPR during the programming phase of the project. The OPR should be reviewed in the first SD-410 review period and the stakeholders of the project shall determine the strategy to follow. The OPR will be updated by the Smithsonian or the A/E at subsequent design submissions.

b. Basis of Design (BOD): The A/E is responsible for developing the

BOD. Development of the BOD is a pre-design task and must be completed and submitted before the schematic design phase of the project. This document will include a narrative description of the design of any systems to be commissioned and any design assumptions. The BOD is expected to reflect consistency with the OPR and should address the following as applicable: primary design assumptions, standards, narrative descriptions of major end use systems such as HVAC&R, lighting systems, hot water systems, on site power and other systems to be commissioned. If there is no schematic design phase, the BOD must be completed and submitted before work on the 35% Design phase begins. The A/E will update this document and submit it at subsequent design submissions. The BOD shall constitute a record of the Design Professional’s (A/E) assumptions, rationale, design decisions, rejected designs, calculations and revised designs and design considerations that addresses the Owner’s Project Requirements (OPR). At a minimum, the BOD report includes those elements that will allow the Smithsonian and third parties to understand, review and evaluate the evolution of the design decisions made by the A/E and its consultants.

2.1.3. Project Prospectus for Major New Construction: The A/E shall prepare and include the budget estimates based on detailed building systems costs, first year program expenses and annual operating costs for use in the Smithsonian's long-range planning and funding requests. Specific format requirements will be described in the SOW for the planning project.

2.1.4. Feasibility Studies: The A/E shall include research of current economic, market, real estate, public need, visitation, transportation, traffic and other trends. They may include preparing trend and cost projections, evaluating current plans, proposing recommendations and implementation strategies.

Other specific requirements for submissions and presentations may be further defined in the SOW.

2.1.5. Site Analysis Services: The A/E shall include site analysis and selection, site development planning, site utilization studies, landscaping concept studies, traffic and parking analyses and projections, on site and off site utilities studies, geotechnical and planametric topographic surveys, environmental studies, flood analyses, habitat analyses, accessibility studies, zoning analysis, market projections and recommendations. Other specific requirements for submissions and presentations may be further defined in the SOW.

2.1.6. Environmental Evaluations: The A/E shall prepare and include, as required, the Environmental Assessments (EA) and/or Environmental Impact Statements (EIS) consistent with procedures outlined in the National Environmental Policy Act (NEPA), as amended and Council of Environmental Quality (CEQ) Regulations, Leadership for Energy and Environmental Design (LEED

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) Building Design and Construction requirements and the Institution’s Codes, Standards and Guidelines document. Specific procedures and requirements will be outlined in the SOW for the project.

2.1.7. Geotechnical Services, Topographic and Planametric Surveys may be required prior to design. If so, the A/E will be directed in writing to obtain these surveys. The SI will reimburse the A/E with the net cost thereof (as an Other Direct Cost). The A/E shall include design effort for preparation of drawings and/or specifications necessary for obtaining surveys, soil borings or laboratory information in the A/E fee proposal. If directed to do so, the A/E shall attach geotechnical information to the specifications.

2.1.8. Existing Conditions Survey: The A/E shall carry out a survey of existing conditions that will require researching, assembling, reviewing and supplementing existing documentation, as well as field verification. The survey shall include archival research, accessibility analyses, field measurements, analyses of functional and administrative uses, indoor environmental quality, building architecture, historic fabric, structural, mechanical, plumbing, fire protection, security and communications, electrical systems, materials, equipment, furnishings and preparation of measured drawings, as required for each project. Photography, videography and selective demolition may also be required.

Investigation of existing conditions is a required task for every design project. The A/E shall submit existing conditions drawings as a separate deliverable prior to commencement of construction documents effort, (see SOW and also paragraph 1.6.). The existing conditions drawings shall become the background for demolition drawings in the construction documents, if applicable. The A/E shall update existing conditions notes when known changes take place between the initial survey and the final submission of construction documents.

2.1.9. Programming and Space Planning: The A/E shall collect detailed technical, spatial and programmatic requirements for interior and exterior facility spaces, including architectural and engineering needs; analyze program functions, access/circulation, security; provide a life safety and code analysis; project budget estimates; sustainability goals assessment, preliminary assessment for LEED certification (checklist); presentation of findings and recommendations; providing and evaluating spatial relationships of program elements with block diagrams, stacking diagrams, circulation/space flow diagrams, adjacency diagrams, space plans and other analyses prior to design. Other specific requirements for submissions and presentations may be further defined in the SOW.

2.1.10. Concept Design Studies: The concept design studies shall be architectural and engineering responses to the project program. The A/E’s response shall usually consist of two or more feasible and distinctly different alternative concepts, from which the Smithsonian will select a design direction in which to proceed in the Schematic Design phase. These studies shall describe organizational concepts, sustainable design features and benefits, themes and/or the architectural “parti,” as well as major building or engineering systems concepts. Graphic and narrative submissions shall include conceptual site plans, floor plans, building sections, elevations, perspective sketches, massing models and concept evaluation reports with proposed engineering requirements, life safety and code analysis, preliminary cost estimates and life cycle savings and a Table of Contents for Specification Sections corresponding to CSI’s MasterFormat 2004

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.Level of detail and format of deliverables will be determined by the COTR-A/E and described in the SOW of the project

2.1.11. Schematic Design Documents: The A/E shall prepare schematic design documents to illustrate the general scope of the project and the relationship between project components. Drawings shall be schematic in character, based on the programmatic and conceptual requirements developed in the Concept Design phase, as directed by the COTR-A/E.

The documents shall include outline specifications for the main systems, as directed by the COTR-A/E. If alternative concept studies were produced, the subsequent advancement of the project to schematics shall rest upon the SI's decision to pursue a single concept for further development. The Schematic Design phase submission shall consist of drawings and sketches, a narrative report that addresses major site and building systems, life safety and code analysis, gross and net area calculations (in both square meters and square feet), a massing model (as appropriate) and a cost estimate. For projects with commissioning requirements, updates of commissioning documents previously initiated (as described in section 2.1.2) are required at the schematic design phase. Other specific requirements for submissions and presentations may be further defined in the SOW.

2.1.12. Designated Services: The A/E shall include, in the submissions minimum design services in compliance with requirements of Designated Services accessible at http://www.sifacilities.si.edu/ae_center/index.asp

2.2. DESIGN

The design of new work, alterations, maintenance and repair of SI facilities shall include all changes to existing facilities, utility systems and site improvements required to provide for satisfactory connection between the old and new work to make the facility completely operable for its intended use. All designs shall consider security and protection for any existing artifacts, specimens, building operations, contents and occupants. Where necessary, existing exterior and interior utility services and building systems shall be re-sized to provide for loads imposed by the changes. New construction shall match and/or complement existing work. All drawings shall clearly differentiate between existing conditions to remain, existing construction to be demolished and new construction. At each design submission, the A/E shall ensure that the design does not exceed the established “design to” budget.

In accordance with the content, format and quantity requirements described Section 6, Preparation and Submission of Deliverables, Design phase services shall include the submission of deliverables in the following sequence: 35% Design Development, 65% Construction Documents (or other interim submission, if required in the SOW), 100% Construction Documents and Final Documents.

Any deviation from these design phase submissions will be noted in the SOW.

Brief descriptions of Design phases that an A/E shall perform and include in submissions follow:

2.2.1. 35% Design Development: The 35% Design Development (DD) phase documents shall reflect accurate existing conditions at the project site as well as proposed new work identified in the SOW. Design Development documents should be a mock-up or “outline” of the working drawing set and are prepared at the scale(s) and sheet size needed for Construction Documents. All disciplines shall exhibit generally equivalent levels of completeness and coordination and display approximately 35% development of the information required for construction.

a. Commissioning Plan: The Commissioning Provider shall provide a Commissioning Plan based on the OPR and the BOD at the 35% submission. The Commissioning Plan will serve as a reference to identify the strategies, aspects and responsibilities within the commissioning process for each phase of the project. The document shall outline the overall project schedule, organization, responsibilities and documentation requirements of the design process. The A/E shall coordinate with the Commissioning

Provider to continually update the plan to reflect project changes.

Additional details are contained within the LEED NC and CI

Fundamental Commissioning and Enhanced Commissioning credit descriptions.

2.2.2. 65% Design Development: The 65% Construction Documents Submission (or other interim submission, if required by the SOW) shall be a complete submission of construction documents and supporting materials that clearly demonstrate project design progress, adherence to project scope and design criteria and coordination between disciplines.

All disciplines shall exhibit equivalent levels of completeness.

2.2.3. 100% Design Development: The 100% Construction Documents shall be complete and biddable in every aspect. Only very minor revisions should be required after review. All previous comments made by the SI shall be accounted for. The documents shall be submitted in quantities and formats according to requirements found in Section 6, Preparation and Submission of Deliverables.

2.2.4. Final Record Documents: The Final drawings, specifications and other documents shall be acceptable to the SI for its solicitation of construction bids/offers wherein full and open competition may be obtained. All prior submission documents shall be revised/corrected to incorporate SI review comments and shall be resubmitted as final documents. The final submission of documents shall include the following completed items in the formats and quantities indicated under Section 6, Preparation and Submission of Deliverables.

a. Record Drawings with professional seals and signatures of the registered architect(s) and engineer(s)

b. Record Specifications

c. Construction Cost Estimate(s)

d. Construction Time Duration

e. Construction Submittal and Sample Schedule/Log

f. Supporting Materials (analyses and calculations)

g. Electronic file copies of the Specifications

h. Electronic file copies of the Drawings

i. Final procurement/bid packages for items outside of the construction package

j. Responses to 100% review comments (if not submitted earlier)

2.3. POST-DESIGN

2.3.1. Design Services Responsibilities: The A/E design services responsibilities do not terminate after submission of the Final Documents. The A/E shall provide the following services at no additional cost to the SI during the bidding and construction phases:

a. Other Bid/Offer Documents: During the construction bid/offer period, the A/E shall provide addenda for revised drawings, specifications and other documents as may be necessary to clarify or correct any design deficiencies in the construction documents. These may include written clarification memos, narrative and/or graphic addenda, revisions to drawings and specifications, etc. This provision is at no additional cost to the Smithsonian and applies to any part of the construction bid documents advertised by Smithsonian within one year of completion of the A/E Contract or Work Order, whichever is later.

b. Bid/Offer Analysis: If bids or offers exceed the “design to” budget, (as amended by any subsequent change of scope by the Smithsonian Institution), the A/E shall be required to redesign to within the budget limitation at his own expense in accordance with FAR clause

52.236.22. The A/E will be held accountable for keeping the design within the budget. To aid this process, the A/E will ensure that his sub-consultants review each estimate submission for accuracy of inherent design assumptions. Coordination between the design and the cost estimate is essential to the financial management of the project and any lack thereof will be reflected in the Smithsonian evaluation of the A/E project performance. A reasonable time for coordination should be allotted at each stage of design.

c. Response to Contractor Requests for Information: During the construction phase, the A/E shall respond quickly and promptly to any RFI’s arising from design deficiencies, errors and/or omissions in the construction documents. These RFI’s will be forwarded to the A/E by the COTR-A/E. Responses shall be written (and graphic, if necessary) and shall be prepared at no cost to the Smithsonian.

2.3.2. Additional Bidding/Offer Phase Services: The additional bidding/offer phase services may be requested of the A/E in the SOW. These optional services may include assisting the SI by drafting technical proposal evaluation criteria for a Request for Proposal (RFP); reviewing technical proposals submitted by offerors; evaluating offeror requests for product substitutions; and/or participating in pre-bid or pre-proposal site visits and/or conferences.

2.3.3. Construction Phase Services: The A/E shall provide construction phase services at the completion of construction document services unless otherwise noted in the SOW. The A/E Fee Proposal shall include costs for services as outlined below or as stipulated in the SOW. This phase is optional and shall only be exercised upon written notification from the Contracting Officer. The A/E's point of contact with SF shall remain the COTR-A/E. The A/E shall keep the COTR-A/E fully informed of his/her actions, transmitting copies of all pertinent correspondence and documents to the office of Smithsonian Facilities.

Construction Phase Services shall include, but are not limited to:

a. Attending the Pre-Construction meeting with the SI and Contractor.

b. Consulting with SF staff and with the Construction Contractor, as authorized, on design-related, sustainability-related and technical issues.

c. Attending periodic construction progress meetings or other coordination meetings called by the Contracting Officer's Technical Representative for Construction (COTR-C). The frequency of these meetings shall be as indicated in the SOW.

d. Reviewing shop drawings, calculations and similar data, catalog cut-sheets, manufacturer's data sheets, equipment lists, materials or product samples, product certifications, laboratory reports, test data and other construction submittals:

(1) When the submittal conforms fully to the contract drawings and specifications, the A/E shall approve it.

(2) When the submittal clearly does not conform to the contract drawings and specifications, the A/E shall either disapprove it or refer it, along with his/her recommendations, to the COTR-A/E and COTR-C for disapproval or resubmittal.

(3) When the submittal has only minor deviations from the contract drawings and specifications, the A/E shall note the deviations and omissions as may be appropriate and approve the submittal subject to the notations.

(4) When the submittal is a Delegated Design, the A/E shall review as well as incorporate modifications to the Construction Documents to accommodate changes required by the Delegated Design. The COTR may determine that accommodation of these changes may require fee adjustments per Section 2.3.4.

Optional Construction Phase Services may include (see SOW):

a. Performing periodic construction site visits and submitting Field Observation reports (with photographs and/or slides, if required by the

SOW).

b. Observing building systems tests and balancing, reviewing on site mock-ups, participating in punch-list walk-throughs.

c. Reviewing warranty information, Operating and Maintenance Manuals or other items submitted by the construction contractor.

d. As an optional service, the A/E may be contracted to prepare

Operating and Maintenance Manuals and/or coordinate the instruction of SI personnel in the operation and maintenance of building components or systems.

e. Providing signed and sealed engineer certifications if required by Federal, State or Local authorities or utility companies (for example:

stormwater management as-built certifications; water utility certifications).

2.3.4. Construction Contract Changes: Amendments to the A/E Contract may be negotiated with fee adjustments for the preparation of working drawings, specifications and change order cost estimates to meet changed requirements or conditions, which were not included under the A/E's original SOW or area of responsibility.

2.3.5. Post Construction Services: The post construction services may include the preparation of coordinated as-built drawings and data (CADD/CAFM and mylar archival copies), Post Construction Evaluation, Warranty Review, Measurement &Verification Plan or other services as described in the SOW.

2.3.6. Post Construction Commissioning Report: The A/E or designated commissioning provider shall compile a report to confirm completion of the project requirements as outlined in the OPR. The report shall also identify the history of any system deficiencies, resolutions and remaining outstanding issues. After substantial completion the report shall, for all major building systems, document performance tests and evaluations of the systems and also document a contract and plan to resolve any identified final issues. The report shall also contain a summary of the design review process, submittal review process, operations and maintenance documentation and training processes.

2.4. OTHER SUPPLEMENTAL SERVICES

The A/E may be contracted to provide other supplemental services, often in conjunction with design services. They may include, but are not limited to:

2.4.1. Special Consulting Services: The special consulting services may include assisting the Smithsonian in selecting other consultants; reviewing the work of other Smithsonian consultants; inspection services; cost estimating services.

2.4.2. Special Studies and Services: The special studies and services may include investigation, research, analysis and/or participation in workshops to assess, develop and/or perform energy analysis, life cycle cost analysis, value engineering, Total Building Commissioning (TBC), Project Definition Rating Index (PDRI), environmental monitoring and/or hazardous materials testing and removal.

2.4.3. Measurement and Verification Plan (M&V Plan):The measurement and verification plan shall provide for the ongoing accountability of building energy consumption over time and is expected to be drafted with the requirements outlined in the Leadership for Energy and Environmental Design (LEED

TM

) Building Design and Construction: Energy and

Atmosphere (EA) Credit 5: Measurement and Verification.

2.4.4. Presentations: The A/E shall make available personnel knowledgeable in the areas of work for presentations to the Smithsonian as well as to outside regulatory and advisory entities. The Smithsonian shall provide specific formats and requirements for presentation unless otherwise noted. The A/E shall prepare and present materials, in specified formats, required to secure the approval of all regulatory, advisory commissions and/or client offices associated with proposed design and/or modifications.

2.4.5. Furniture, Furnishings and Equipment (FF&E): The A/E shall provide design of various furniture, furnishings and special equipment items, including but not limited to:

a. Preparation of plans and specifications, "color" boards indicating finish materials, fabrics and colors, cost estimates, sustainable characteristics, collection of vendor or fabricator quotes, procurement/bidding documents, fit-out schedules for fabrication and installation, review and administration services during fabrication, delivery and installation.

b. Design of custom or special furniture, furnishings and equipment for lobby, conference, retail, gallery and other areas; selection of furniture finishes, colors and fabrics. Examples include, but are not limited to:

information desks, museum shop checkout counters and display units, gallery seating.

c. Selection of furniture systems, furniture items, office equipment and other products on the General Services Administration (GSA) Schedule/Contract. The SI purchases furniture and equipment on the GSA Schedule, unless previous agreement is made with OCon. The A/E shall evaluate GSA vendors of comparable quality before selecting a specific product. Any items not on GSA Schedule must be competitively bid. If the SI approves the specification of non-GSA Schedule items, the A/E shall prepare a written purchase justification that explains the special needs met by the product, a cost analysis that shows the price is “fair and reasonable” and any other information required by the Contracting Officer.

d. Selection of specialized equipment for laboratories, collections storage, libraries, workshops, art/graphics studios, photography and audio-visual and other spaces.

e. Design of project signage, interior and/or exterior, for room identification, building identification and directory, directional signage, special plaques, accessible signage and others.

2.4.6. Exhibition Design: The A/E shall provide design of museum exhibitions, which may include artifact vitrines, exhibit casework, interior floor, partition and ceiling systems, lighting systems, audio-visual systems, signage and special finishes. All exhibit designs must comply with the codes, regulations, standards and guidelines set forth in Section 3, Criteria Governing Planning and Design. The services of registered professional architects and engineers must be employed in conjunction with exhibit designers when deemed necessary by the Office of Facilities Engineering & Operations.

2.4.7. Other Services: The A/E shall provide design of logos, symbols or other special graphics; promotional and informational brochures; preparation of full-size mock-ups of certain design features; other professional services.

3. CRITERIA GOVERNING PLANNING AND DESIGN

3.1. DESIGN CRITERIA CONSIDERATIONS

The planning and design of each project shall be the most economical and shall be consistent with both the expected use and life of the facility. Designs shall be consistent with established master plan and programming documents. Life safety, accessible design for persons with disabilities, historic preservation (if applicable), security, fire protection, energy conservation, preliminary life cycle cost benefits, constructability, durability, reliability, maintainability and sustainability shall be essential considerations.

3.2. CODES, REGULATIONS, STANDARDS AND GUIDELINES FOR DESIGN

All work shall comply with the latest revisions (and metric versions) of Local, State and Federal legislation, codes, regulations, standards and guidelines documents in use at the time Construction Documents Phase (100%) documents are submitted. Any and all Local, City, County, State, Regional and Federal codes or regulations, including utility company requirements, relating to design, construction and occupancy or for obtaining inspections or permits, are applicable. It is the A/E’s responsibility to research and comply with these regulations and inform the COTR-A/E of any requirements for reviews, inspections, approvals, fees and/or permits. In the event of conflict or inconsistency between the local codes and reference standards, those, which are more stringent, if determinable, shall govern. If stringency is not applicable, the most recent standard shall govern. All requests for waivers or interpretation of codes and regulations shall be made in writing and submitted to the COTR-A/E for decision. A list of applicable Codes, Regulations, Standards and Guidelines is

This list is updated periodically by SF.

3.2.1. Smithsonian Standards and Guidelines: Individual SI offices and museums may have specific standards and guidelines applicable to the project.

Project-applicable guidelines and standards will be provided to the A/E through SF, when necessary. Examples include: accessibility guidelines (Accessibility Program), utility (per local jurisdiction) rebate procedures (SF, OFR); security standards and requirements (OPS); sample guide specifications, particularly asbestos abatement, sprinkler systems, fire alarms, fire stopping and others (SF, OSHEM). Where SI requests, standards, specs or guidelines conflict with current codes and/or industry standards, the A/E shall so inform the COTR-A/E. The most stringent requirement will govern, unless notified otherwise. The A/E must verify that information contained in any SI-supplied guide specifications is up-to-date and accurate. Ultimately, the A/E is responsible for all information provided on the drawings and in the specifications.

3.2.2. Mall Streetscape Manual: For exterior work on projects on the National

Mall, the A/E shall conform with the Mall Streetscape Manual design guidelines as applicable to the Smithsonian. The Mall Streetscape Manual is available for reference in the SF Library.

3.2.3. Facilities Master Plans: New projects shall observe all applicable guidelines set forth in the individual sites or facility’s current approved master plan. The A/E shall make submissions to required Federal, State and Local authorities to obtain necessary approvals and permits. Any requests for deviations from the master plan guidelines shall be made in writing with adequate background information, reason(s) for the request (i.e. new codes, change in existing conditions, program revisions, etc.) and professional recommendations. The appropriate Smithsonian staff will review the request and an official decision rendered.

3.3. HISTORIC PRESERVATION

The Smithsonian Institution is committed to the preservation of our cultural resources, including our historically significant structures. Maintenance, repair and rehabilitation work in these structures shall be designed in accordance with the Secretary of the Interior's Standards for Rehabilitation. Utilization of historic preservation specialists, building materials conservators and other consultants may be necessary. Designs are subject to SD 418 review as described in paragraph 4.7 – Coordination with Historic Preservation and Planning Authorities and sub paragraph 4.7.1 – Historic Preservation.

3.4. ACCESSIBILITY FOR INDIVIDUALS WITH DISABILITIES

3.4.1. Commitment: The Smithsonian Institution is committed to providing facilities that are readily accessible to all members of its staff and visitor populations, including persons with disabilities. The ultimate goal is to provide safe, convenient and dignified access/egress, which often means exceeding the minimum requirements.

3.4.2. Standards and Guidelines: The A/E shall refer to the Smithsonian

Guidelines for Accessible Design, dated March 2011, always meeting the minimum requirements and exceeding them where common sense dictates. These documents are available through the Smithsonian Institution Accessibility Program: https://www.si.edu/accessibility

3.4.3. Design of Exhibition Projects: The A/E and/or exhibition designers shall utilize the Smithsonian Guidelines for Accessible Exhibition Design for exhibition projects and the SI checklist for Accessible Information Desks.

These documents are available through the Smithsonian Institution Accessibility Program: https://www.si.edu/accessibility

3.4.4. Conflicts in Standards and Guidelines: Where these standards conflict with each other, building codes and/or the Life Safety Code, the requirement providing the greatest accessibility and/or safety to people with disabilities shall govern.

3.4.5. Design Reviews: All designs are subject to review by the Smithsonian

Institution's Accessibility Coordinator. The Smithsonian Guidelines for Accessible Design refer to the General Services Administration (GSA) Architectural Barriers Act Accessibility Standards (ABAAS) and the Department of Justice (DOJ) Americans with Disabilities Act (ADA) Standards for Accessible Design. Where compliance with minimum GSA ABAAS and DOJ ADA Standards for Accessible Design requirements may be structurally impractical, exceeds budgetary constraints or conflicts with Life Safety or Historic Preservation regulations and standards, the A/E shall so inform the COTR-A/E in writing as soon as possible. This notification shall give detailed information and specifically describe the existing conditions and other considerations, which appear to preclude compliance with the governing standards. The A/E shall assist the SI in resolving conflicts by making recommendations supported by background https://www.si.edu/accessibility https://www.si.edu/accessibility documentation and by making presentations to governing authorities.

3.4.6. The A/E shall note that GSA ABAAS and DOJ ADA Standards for Accessible Design are design standards and guidelines, not building codes.

The construction contractor's responsibility is to build what is detailed and specified. It is the A/E's responsibility to ensure that design details and specifications are in compliance with accessibility requirements. Notes on drawings and in specifications instructing the construction contractor to "build or provide in compliance with accessibility codes" are NOT acceptable; the A/E shall provide the appropriate details and specifications in the construction documents.

3.5. PUBLIC RESTROOM DESIGN CRITERIA

The SI has identified certain design criteria for public restrooms to help alleviate the problems associated with large volume visitor use. The A/E shall address the following in new designs and renovations:

3.5.1. Plumbing Fixtures: Fixture counts shall exceed code minimum counts where possible, especially in women’s restrooms.

3.5.2. Family Toilet Room: In addition to multi-stall men and women’s restrooms, a separate, unisex, accessible, “family” toilet room shall be provided, where possible. It shall be outfitted to accommodate the needs of children, families, persons with disabilities and their escorts.

3.5.3. Baby Changing Station: An accessible baby-changing station shall be provided in at least one public men’s and one public women’s restroom in every SI building.

3.6. HAZARDOUS MATERIALS

3.6.1. Asbestos-Containing Materials: The A/E shall consult the Asbestos Abatement Survey of Smithsonian Institution Facilities before beginning work on any project in an existing SI facility. The A/E shall retain a certified hazardous materials specialist/industrial hygienist, approved by the SI, to perform any reconnaissance, inspection, testing or other services during design if hazardous…