DHS-ICE-AE_SOW_5-2-2014_to_FBO.pdf

A-E Statement of Work

DHS-ICE Varick Street 4th Floor Reduction and Realignment Project

Statement of Work for

Architect-Engineer (A-E) Contract

May 02, 2014

PROJECT IDENTIFICATION

Project Name: Department of Homeland Security (DHS)-Immigration and Customs Enforcement (ICE)

Varick Street 4th Floor Reduction and Realignment Project

Project Number: TBD

Region: 2 - Northeast and Caribbean

Building Name: Federal Building

Building Address: 201 Varick Street, New York, NY

TABLE OF CONTENTS

1. PROJECT DESCRIPTION

1.1 Project Type

1.2 Project Goals and Objectives

1.3 Project Delivery Approach

1.4 Reference Materials

2 GENERAL REQUIREMENTS

2.1 Contract Parties and Contract Work

2.2 Professional Ethics and Standards of Practice

2.3 Project Delivery Team Roles and Responsibilities

2.4 Owner’s Project Requirements (OPR)

2.5 Budget

2.6 Schedule

2.7 A-E Team

2.8 Performance Objectives

2.8.1 Standards and Criteria Documents

2.8.2 Energy Performance

2.8.3 Sustainable Design/LEED®

2.8.4 Fire Protection/Life Safety

2.8.5 Accessibility

2.8.6 Historic Preservation

2.9 Cost Management

2.9.1 Cost Estimating

2.9.2 Value Engineering (VE)

2.9.3 Life Cycle Cost Analysis

2.10 Utility Coordination

2.11 Project Management Responsibilities

2.11.1 Communications Plan

2.11.2 Detailed Project Schedules Development and Maintenance

2.11.3 Project Progress Meetings/Presentations

2.11.4 Meeting Agendas, Attendance, Minutes and Correspondence

2.11.5 Design Quality Assurance

2.11.6 Electronic Project Management System (ePM)

2.11.7 Green Building Upgrade Information Lifecycle Database (gBuild)

2.12 Building Information Modeling (BIM)

2.13 Electronic/Print Media

2.13.1 CAD Standards

2.13.2 BIM Media

2.13.3 Other Electronic Documents

2.13.4 Specifications

2.14 A-E Personnel Security Requirements

2.14.1 Law Enforcement Checks and Background Investigations

2.14.2 Credentialing and Return of Credentials

2.14.3 Subcontracts

2.15 Document Security

2.15.1 Documents

2.15.2 Identification and Labeling/Marking

2.15.3 Copying from Labeled/Marked Documents

2.15.4 Redacting

2.15.5 Safeguarding and Storage

2.15.6 Dissemination

2.15.7 Destruction

2.15.8 Reporting

2.15.9 Subcontracts

3 SCOPE OF SERVICES

3.1 DESIGN STAGE - Base Contract A-E Services

3.1.1 Pre-Design Survey and Design Concept Phase

3.1.2 Design Development (DD) Phase

3.1.3 Construction Documents (CD) Phase

3.2 PRE-CONSTRUCTION STAGE – Construction Procurement Phase (Option 1)

3.2.1 Pre-proposal Conference and Bid Phase Requests of Information (RFIs)

3.2.2 Request for Proposal (RFP) Amendments

3.2.3 Conformed Construction Documents

3.3 CONSTRUCTION STAGE – Construction Delivery Phase (Option 2)

3.3.1 Construction Start Coordination

3.3.2 Construction Administration

3.3.3 Construction Stage Commissioning

3.3.4 Turnover Process

3.3.5 Project Closetout

4 CONTRACT ADMINISTRATION

4.1 Progress Payment Schedule

4.2 Progress Payment Requests

4.3 Delays

4.4 Travel

4.5 Reproduction and Delivery

5 DELIVERABLES

5.1 Digital Submissions

5.2 Hardcopy Submissions

5.3 Submission Distribution List

1. PROJECT DESCRIPTION

This Statement of Work (SOW) is for Architectural and Engineering (A-E) design services for the Department of Homeland Security (“DHS”)-Immigration and Customs Enforcement (“ICE”) Varick Street 4th Floor Reduction and Realignment project at the Federal Building located at 201 Varick Street, New York, NY.

The 4th floor has a total usable area of 74,326 sq. ft and the entire floor is currently occupied by the Department of Homeland Security’s (“DHS”) Immigration & Customs Enforcement (“ICE”). This project involves design for the conversion of approximately 43,065 sq. ft of detention center space into an open-office space with a warm-lit shell, as defined in the GSA Pricing Desk Guide, Chapter 2; the renovation and reconfiguration of approximately 3,235 sq. ft of existing office and cafeteria space into a visitation area adjacent to the existing 14,824 sq. ft. of processing center space; the addition of a secured perimeter with separate access for the spaces to be retained by DHS-ICE; the investigation and abatement of existing asbestos and hazmat conditions, as well as the incorporation of Leadership in Energy and Environmental Design (“LEED”) measures. The design must comply with the Guiding Principles for Federal Leadership in High Performance and Sustainable Buildings.

The Federal Office Building located at 201 Varick Street is a twelve (12) story Art Deco office building constructed in 1929. The building is occupied by the various Federal Government Agencies of the United States. This building is located in lower Manhattan. Additional information on this building including detailed descriptions and history can be found at the following website link:

http://www.gsa.gov/portal/ext/html/site/hb/category/25431/actionParameter/exploreByBuilding/buildingId/318#

The scope of work includes, but is not limited to the following:

Develop a design based on the Design Intent Drawings (DID), tenant agency and GSA requirements.

Perform pre-design site surveys and hazardous materials investigations and testings.

Design to meet all applicable tenant agency and GSA security requirements and codes.

Provide complete construction document submissions including specifications and drawings.

Submissions shall be prepared for the following phases: Pre-Design Survey and Design Concept, Design Development (DD), 50%, 100% and Final Construction Documents (CD).

Provide construction cost estimates and updated schedules for each phase of the design.

Optional services during (1) the Pre-Construction/Construction Procurement Phase, and (2) the Construction and Closeout Phase with Post Construction Contract Services (PCCS) and Construction Inspection Services (CIS).

Refer to Section 3, “Scope of Services” for details.

1.1 Project Type

This is a repair and alteration project, as further defined in the GSA PBS-P100 Facility Standards for the Public Buildings Service, Appendix A. (See the Standards and Criteria Documents section under General Requirements.)

1.2 Project Goals and Objectives

The design shall adhere to the design concept of the DIDs, and the tenant agency and GSA requirements.

The design shall comply with the Guiding Principles for Federal Leadership in High Performance and Sustainable Buildings, and meet all applicable DHS ICE and GSA security requirements and codes.

The design shall be compatible with the existing systems and programs of the buildings.

Minimize impact and disruptions to day to day operations of the tenants at the Federal Building during all design and construction phases of the project.

Achieve the best quality and value while controlling schedule and budget.

http://www.gsa.gov/portal/ext/html/site/hb/category/25431/actionParameter/exploreByBuilding/buildingId/318

Complete accurate final construction documents on schedule and within budget.

Award construction on schedule and within budget.

1.3 Project Delivery Approach

The project delivery approach will be a traditional design, bid, build.

The A-E shall provide all design services as required under Section 3, “Scope of Services” in this SOW. The final construction documents shall be prepared in one construction package be issued to potential Construction General Contractors (GC) for bid.

Construction award for the project shall be made to one (1) GC. This selected GC shall serve as the single point of responsibility during construction, contracting directly with subcontractors.

The Government shall also select one (1) Construction Manager as agent (CMa) to assist the GSA in reviewing design submissions and managing the construction phase with an emphasis on meeting the project’s goals relating to schedule, budget, scope and quality. The CMa shall also provide commissioning services during the construction phases.

The Government will solicit proposals under separate contracts for a CMa and a GC.

1.4 Reference Materials

The following reference materials pertaining to this project will be made available to the A-E by GSA:

DHS-ICE Design Intent Drawings (DID), dated August 21, 2013

DHS-ICE Design Guide and Security Requirements

GSA Spatial Data Management (SDM) Floor Plan, dated April 29, 2013

Asbestos Containing Material (ACM) Survey Report, dated November 2002

2 GENERAL REQUIREMENTS

In the best interest of the project, GSA expects the A-E to work in collaboration with the entire Project Delivery Team. The A-E shall provide GSA with sound management advice regarding all services to be performed on this project under the SOW. The project goal shall be to achieve the best quality and value while controlling schedule and budget. The A-E shall take initiative in helping resolve problems and minimize claims taking all reasonable measures to anticipate problems and delays and to minimize or eliminate their adverse impact to the project schedule, budget, and approved design. The A-E shall take the initiative and act to mitigate circumstances that could lead to claims, resolve conflicts promptly, and keep GSA advised of any potential disputes and project delays. The A-E is responsible for ensuring that the project meets applicable requirements, codes, regulations, standards, and the project construction documents.

The A-E shall establish and maintain communication and professional relationships with GSA, tenant agency representatives, and all Project Delivery Team members throughout all project stages.

This SOW is organized according to the following breakdown of the project into major stages and phases:

BASE CONTRACT: DESIGN STAGE SERVICES

o Pre-Design Survey and Design Concept Phase o Design Development Phase o 50% Construction Documents Phase o 100% Construction Documents Phase o Final Construction Documents Phase

OPTION 1: PRE-CONSTRUCITON STAGE SERVICES

o Construction Procurement Phase

OPTION 2: CONSTRUCTION STAGE SERVICES

o Post Construction Contract Services (PCCS) o Construction Inspection Services (CIS)

The requirements set forth in this section apply to all Stages and Phases of the project as described in the Scope of Services section below. Some of the requirements of this section are subject to exercise of contract option(s).

2.1 Contract Parties and Contract Work

The parties to this contract are the Architectural and Engineering Contractor, hereinafter referred to as the Architect-Engineer (A-E), and the United States Government. For purposes of this contract, the office representing the Government is the General Services Administration (GSA), Northeast and Caribbean Region, Public Buildings Service, Design and Construction Division, hereinafter referred to as the GSA.

The individual authorized to act on the behalf of the GSA in the administration of this contract is the GSA Contracting Officer. The GSA Contracting Officer may delegate certain of his or her authorities to others, and if so, will notify the A-E in writing of the specific authorities delegated to, and limitations placed upon, named authorized representatives. The A-E shall not take any direction, or act upon any information, from individuals other than those having the requisite authority as confirmed by the GSA Contracting Officer’s written notification.

2.2 Professional Ethics and Standards of Practice

In the conduct of all activities required for or otherwise related to the performance of the contract work, the A-E shall conform to and uphold all established ethical principles and professional standards of practice governing the A-E segment of the construction industry, including the International Union of Architects (UIA) Accord on Recommended International Standards of Professionalism in Architectural Practice and the American Council of Engineering Companies (ACEC) Ethical Guidelines.

2.3 Project Delivery Team Roles and Responsibilities

In the performance of the requirements of this contract, the A-E shall work in concert with other parties on the Project Delivery Team. The Project Delivery Team will include other contractors, the GSA personnel, customer agency representatives, and other stakeholders. The GSA will develop, periodically update, and maintain throughout the course of the project, a listing of the Project Delivery Team membership and respective roles and responsibilities. The other GSA-contracted major parties involved or to be involved in the Project Delivery Team, and their respective overall roles and responsibilities, are as follows:

The Construction General Contractor (GC) is responsible to perform the construction in accordance with the design plans, specifications and other requirements. The specific activities, tasks, and deliverables required of the GC are further delineated in the construction contract documents. There may be multiple construction contracts and Construction Contractors employed on the project.

The Construction Manager as agent (CMa), is responsible to ensure that the GSA interests as the Owner are well served. In this regard, the CMa will assist the GSA in ensuring that the GSA requirements with regard to scope, schedule, budget, quality and other aspects of the project are met.

The CMa will also be responsible for matters relating to constructability, construction strategy and logistics, and budget control. The CMa will serve as a facilitator and coordinator of the activities of all parties to ensure that the project execution proceeds according to plan. The CMa will participate in the commissioning process, and coordinate with the GSA and the CxA to identify appropriate commissioning program goals and to develop supporting inspection and testing practices to meet the objectives of the project commissioning plan. The specific activities, tasks, and deliverables required of the CMa are further delineated in the CMa contract.

The Commissioning Agent (CxA), retained by the CMa, is responsible to provide documented confirmation that the completed facility fulfills the functional and performance requirements of the GSA, the facility occupants, and the facility operators. The CxA will perform work as necessary to verify and document compliance with the GSA performance objectives throughout design, construction, start-up, and the initial period of operation. The specific activities, tasks, and deliverables required of the CxA are further delineated in the CxA contract.

The GSA may engage other parties to perform specialized duties and requirements as appropriate for the project.

2.4 Owner’s Project Requirements (OPR)

The design services under this Statement of Work must comply with the tenant agency project requirements documentation provided. The A-E shall review, validate and update the Owner’s Project Requirements (OPR) throughout the Design and Construction Stages. The A-E shall confirm and incorporate information gained from the Pre-Design surveys, tenant agency meetings, studies, reports and analyses are incorporated in the OPR. Throughout all services performed under this contract, the A-E shall ensure that the project is in compliance with the OPR.

2.5 Budget

The estimated construction cost at Award (ECCA) for this project is at a specified construction budget limit, within the range of $5,000,000 to $10,000,000. The highest technically-rated A-E firm will be notified of the actual budget limit, prior to submitting their price proposal. All design submissions must conform to this established ECCA without compromising the program for the project. See FAR Clauses 52.236-22, Design Within Funding Limitations, and 52.249-8, Default (Fixed Price Supply and Service), for the GSA rights and remedies enforceable if the design exceeds the established budget.

2.6 Schedule

Phase Estimated Duration

Schedule for Completion (approximate month and year)

Design Award/Notice to Proceed (NTP) - October 2014

Pre-Design Survey/Design Concept

A-E Mobilization, Survey Report/Design Concept Submission

GSA, CMa and DHS Review 4 weeks 2 weeks

November 2014 December 2014

Design Development (DD)

DD Submission 6 weeks January 2015

GSA, CMa and DHS Review 4 weeks Feburary 2015

Construction Documents (CD)

50% CD Submission 6 weeks March 2015

GSA, CMa and DHS Review 4 weeks April 2015

100% CD Submission 6 weeks June 2015

GSA, CMa and DHS Review 4 weeks July 2015

Final CD Submission 2 weeks July 2015

Total Duration 38 weeks

Construction Procurement – Option 1 8 weeks

Conformed CD Submission

Construction and Closeout Stage Services – Option 2 PCCS and CIS

42 weeks

2.7 A-E Team

At a minimum, the A-E shall provide experts in disciplines listed in PBS-P100, and as otherwise required in the technical requirements outlined in the RFP and in this section, with credentials as indicated, as they apply to this project. The A-E shall utilize the personnel named in its offer to perform the services required under this contract. In the event that any of the personnel named in the accepted A-E proposal (incorporated into this contract by reference) become unavailable, the A-E shall promptly submit a complete written resume for a proposed substitution, any other information necessary for the GSA to approve or disapprove, and a detailed explanation of the circumstances necessitating the proposed substitution. The proposed substitution’s qualifications must be at the same level or greater than the qualifications of the parting team member with no increase in hourly rates for the substitution.

See also FAR 52.244-4 regarding subcontractors and outside associates and consultants.

2.8 Performance Objectives

2.8.1 Standards and Criteria Documents

2.8.1.1 Applicability

All design work and related submissions must comply with the reference documents listed below. The applicable version of each document shall be the version current at the time of award of this contract. Any conflicts or ambiguities within or among the referenced standards and criteria documents, or any deviations from requirements contained in the standards and criteria documents, shall be reported to the GSA, in writing, for determination as to applicability.

2.8.1.2 Document List

PBS-P-100, Facilities Standards for the Public Buildings Service, 2014 edition, including all applicable standards, criteria, and guides listed therein. All Design submissions shall comply with PSB-P100 Appendix A, unless otherwise indicated in this Statement of Work.

PBS P-120, Project Estimating Requirements for the Public Buildings Service, 2007 edition The A-E shall comply with all requirements listed in the PBS P-120 along with the P-100 for all estimates submitted for this contract.

PBS PQ-251, Value Engineering Program Guide for Design and Construction, Volume 2, Contracting Officers and Professional Services Contractors

Architectural Barriers Act Accessibility Standard (ABAAS)

GSA PBS Building Commissioning Guide

GSA PBS Pricing Desk Guide, 4 th edition

GSA PBS Order Number 3490.1, Document security for sensitive but unclassified paper and electronic building information

Energy Efficiency Standards for the Design and Construction of New Federal Commercial and Multi-Family High-Rise Residential Buildings (Chapter II of Title 10 of the Code of Federal Regulations, Part 433)

The ASTM UniFormat Cost Estimate Guide

The Construction Specifications Institute (CSI) MasterFormat, 2004 (or later) edition

Codes and Regulations

International Building Code (IBC)

International Mechanical Code (IMC)

International Fire Code (IFC)

International Plumbing Code (IPC)

International Energy Conservation Code (IEC C)

NFPA Life Safety Code (NFPA 101) For Technical Egress Requirements

NFPA National Electric Code (NFPA 70) For Technical Electrical Requirements

OSHA Regulations - Current Edition

Applicable local codes and regulations.

Industry Standards

Occupational Safety and Health Standards.

American Society of Heating, Refrigerating, and Air-Conditioning Engineers (AHRAE) Standards.

American National Standards Institute (ANSI) Publications.

Underwriters Laboratories, Inc. (UL)

The Institute of Electrical and Electronics Engineers (IEEE), Inc., Publications.

National Electrical Manufacturers Association (NEMA) Publications.

When conflicts in the above list occur, the A-E shall notify the Government, and GSA will acquire the necessary interpretation and guidance for the A-E.

P-100 indicates that federal buildings built on federal property are legally exempt from compliance with state and local codes. However, it is GSA's policy to comply with those codes to the maximum extent practicable.

2.8.2 Energy Performance

New GSA-owned facilities are required to meet, at a minimum, the energy standard prescribed in ASHRAE Standard 90.1-2007. Further, these facilities are required to achieve an energy consumption level of:

At least 30 percent below the ASHRAE standard, if that level is attainable without a resulting increase in life-cycle cost;

Or, if 30 percent below the ASHRAE standard is unattainable, the maximum level that can be attained without a resulting increase in life-cycle cost.

The methods and procedures for performance level determination and life-cycle cost-effectiveness determination are prescribed in Chapter II of Title 10 of the Code of Federal Regulations, Part 433.

At the Design Concept, Design Development, and Construction Documents Phases, the A-E shall cite the target energy consumption level for the completed facility and demonstrate and certify that the target level is achievable in conformance with the above requirements.

2.8.3 Sustainable Design/LEED®

The GSA is committed to incorporating principles of sustainable design and energy efficiency into all of its building projects. The intent of this project is to achieve the maximum LEED design credits without compromising the project budget. At the Design Concept Phase, the A-E shall conduct a LEED

Charrette to determine the feasibility of obtaining a LEED

Certification rating for Commercial Interiors based on the Design Intent. If the project team is able to come up with an attainable LEED

Certification goal, then the A-E shall incorporate this into the design. If a

LEED

Certification is not attainable, the A-E shall continue to pursue the maximum LEED credits in order to maximize the sustainability of the design.

The A-E shall maintain the LEED rating checklist throughout the design process, and provide all

LEED

consulting services required to assist the GSA in obtaining the targeted LEED credits.

The A-E shall also submit documentation to the GSA for the project to receive LEED credit related to Design Stage activities, at completion of design, and for Construction Stage credits within one year of building occupancy. The GC is responsible for executing the construction, including provision of specified products, systems and materials, as necessary to achieve anticipated sustainability goals (LEED credits), and for assisting the A-E as necessary in preparing related documentation to support obtaining the LEED credits. Further information on individual credits to be achieved that align with the GSA Guiding Principles is provided in Chapter 1 of the GSA PBS P-100.

The CxA will identify opportunities to incorporate sustainable development principles into the project and will coordinate with and assist the A-E in registering the project with U.S. Green Building Council and in preparing required documentation for LEED credits.

Aside from the LEED credits for use of recycled materials, the GSA is required to buy recovered materials as designated by the U.S. Environmental Protection Agency (EPA) through the comprehensive procurement guidelines (CPG). Information can be obtained about the EPA list of designated products and accompanying recycled–content recommendations on the internet at www.epa.gov/cpg.

2.8.4 Fire Protection/Life Safety

Except as otherwise indicated in referenced programming documents, fire protection and life safety design requirements must comply with PBS-P100, Chapter 7. As provided in PBS-P100 Chapter 7, NFPA 101 is the primary applicable standard. In cases where NFPA is silent on an issue, and IBC addresses the issue, the IBC requirement will apply. The A-E’s licensed fire protection engineer is required to be a full participant in the Project Delivery Team for each phase of the project from concept through design, construction, and occupancy.

The design team fire protection engineer must be licensed and have at least six years’ experience, of which at least three consecutive years are directly involved in fire protection engineering life safety applicable to the specific project as determined by the GSA regional fire protection engineer, and which can be verified by documentation. (Please note that GSA does not require the Fire Protection design professional to be licensed in the State where the project is being constructed, so the design team fire protection engineer may be licensed in any State that formally recognizes a professional fire protection engineer.)

The design team fire protection engineer must perform the following analysis of:

Building Construction

Occupancy Classification

Means of Egress

Fire Alarm System

Water-based fire extinguishing system(s)

Non-water based fire extinguishing system(s) http://www.epa.gov/cpg

Smoke control system(s)

The design team fire protection engineer must also prepare calculations for:

Egress

Water supply

Smoke Control (fire dynamics) and timed egress

Audibility for fire alarm system

Design of all fire protection and life safety systems, including but not limited to:

o Fire alarm system o Water based fire extinguishing system(s) o Smoke control systems and stair pressurization systems

The design team fire protection engineer must also establish and maintain a dialog with the GSA regional fire protection engineer to ensure that all fire protection and life safety issues are addressed throughout each phase of the project.

2.8.5 Accessibility

This project is to be designed to afford full accessibility by disabled persons without having to add separate or special facilities except where specific exclusions from this requirement are provided in applicable standards and criteria documents. The design shall comply with the requirements set forth by The Architectural Barriers Act Accessibility Standard (ABAAS).

2.8.6 Historic Preservation

Section not used.

2.9 Cost Management

2.9.1 Cost Estimating

The A-E shall provide a construction cost estimate with each A-E submission during the Design Stage in compliance with the requirements provided in PBS-P100 Appendix A and PBS P-120.

The CMa will provide independent construction cost estimates at the time of each A-E submission. The GSA may also develop separate cost estimates which could include independent Office of Chief Architect (OCA) estimates in some or all cases for comparison with the A-E estimates. All cost estimates are required to be summarized in the same line item breakdown as the baseline construction budget.

Before design begins, the A-E and GSA shall agree on the format for GSA UniFormat Level 4 baseline construction budget. The CMa will update the baseline budget at the conclusion of each cost estimate reconciliation, as described.

If the construction work is to be accomplished in phases, the baseline budget must be broken out by phase at the time when the construction phasing plan is developed. The budget for each construction phase must be broken down to GSA UniFormat Level 4. The ASTM UniFormat Cost Estimate Guide will be implemented.

Design Contingencies will follow the recommendation in the chart on page 14 of PBS P-120, taking the higher percentage.

After each A-E submission, the GSA and CMa will review the A-E cost estimates and (if provided) the GSA cost estimates to assure that:

Line item breakdowns are correct and consistent.

All design elements are included.

Unit costs are reasonable.

Quantity takeoffs are accurate.

Level of detail is appropriate to the level of design development.

Cost escalation factors are appropriately applied.

Balance of costs among building systems is acceptable.

Balance of core/shell and TI/security costs is acceptable.

Up-to-date scope modifications are reflected.

Formats are correct.

The CMa will be responsible for reconciling any significant differences between A-E, CMa, and (if provided) the GSA estimates and recording the reconciled estimate. With each reconciled estimate, the CMa will address and justify any significant differences between the line items in the reconciled estimate and the baseline budget line items. In the event that the A-E, the CMa, and the GSA fail to agree on a reconciled estimate, the GSA unilaterally shall determine the reconciled estimate.

If the project has been found to be over budget, the A-E shall provide a list of proposals for cost reduction within two weeks of the final reconciliation. The GSA will provide direction within two weeks of receipt of the A-E proposals for cost reduction. In such event, the A-E shall redesign the project at no additional expense to the GSA and resubmit the design concept submission with a revised estimate for approval by the GSA. To the extent possible, the A-E shall be responsible to recover any time lost in redesign, such that the project remains on schedule.

Upon approval by the GSA, the reconciled estimate (adjusted to reflect the GSA direction on any necessary A-E cost reduction proposals) shall serve as the updated baseline budget. At each phase within the Design Stage, the CMa will prepare and submit a cost estimating reconciliation report summarizing the reconciliation process, the justification for cost migration between budget line items, and the history of baseline budget updates.

2.9.2 Value Engineering (VE)

Review, evaluate and provide recommendations to GSA on value engineering proposals if applicable.

2.9.3 Life Cycle Cost Analysis

The A-E shall perform life-cycle cost analysis on major building systems in accordance with the applicable requirements provided in PBS-P100. The A-E shall incorporate energy efficient systems, devices and fixtures into the design of the project.

The details of Life Cycle Cost Analysis (LCCA) use within GSA are fully explained in Chapter 1.8 of the GSA Facilities Standards, PBS P-100.

2.10 Utility Coordination

The A-E shall conduct preliminary investigations as necessary to confirm availability of building utilities and shall include resulting building utility information in the design narratives. The A-E shall assist the GSA in coordinating with local utility companies as necessary to accommodate the needs of the facility, including availability, connections, capacity, approvals, and other requirements.

2.11 Project Management Responsibilities

2.11.1 Communications Plan

The A-E, in consultation with the stakeholders of the project, shall assist the GSA in developing and complying with a project communications plan. This plan will be used and maintained throughout the project and modified as necessary to suit each project phase.

The contractual responsibility of the A-E is to the GSA only and not to other contractors, tenant agencies, or local community interests where the project is located. The A-E shall direct all questions and requests from tenant agencies and local community interests, and inquiries from potential offerors, to the GSA. Prior to meeting or communicating with any parties other than the GSA regional personnel regarding the project, the A-E shall confirm all such meetings and/or communications with the GSA.

The A-E shall not release any oral, written or graphic information regarding this project to outside sources without obtaining prior consent from the GSA. All requests for information concerning the project must be referred to the GSA for response.

All presentations to non-GSA entities must first be approved by the GSA.

2.11.2 Detailed Project Schedules Development and Maintenance

The GSA overall project schedule is provided above in the Schedule section of this Statement of Work.

The GSA will develop and maintain, in Microsoft Project

, an integrated master project schedule throughout the course of the project. The A-E shall assist the GSA in the development and maintenance of the master project schedule. The master project schedule will conform to the milestones and durations provided in the GSA overall schedule. The GSA will coordinate and integrate the schedules, services and activities of the CMa, the GSA, the A-E, the GC, the CxA and all other involved parties into the master project schedule.

Before starting design work, the A-E shall develop and provide a detailed schedule in Microsoft Project for completion of activities, tasks, and submissions required herein, leading up to and including the final construction documents (CD) submission(s). The A-E schedule must itemize all submission dates and review durations, and must conform to the milestones and durations provided in the GSA overall schedule After approval by the GSA, the A-E schedule will be incorporated into the master project schedule kept by GSA and CMa.

The A-E shall provide monthly schedule updates to the GSA and the CMa, showing progress on and completion of all required activities, tasks and submissions, through completion of the final CD submission(s). The A-E immediately shall notify the GSA and the CMa of any anticipated delay in performance of the work. As the work progresses, the CMa will provide monthly updates of the master project schedule to the GSA If the schedule updates indicate that previously approved schedules may not be met, the CMa will give immediate notice and make appropriate recommendations to the GSA and the A-E.

2.11.3 Project Progress Meetings/Presentations

The A-E shall host Design Stage project progress meetings, and/or presentations, with the GSA, the CMa, the primary tenant agency and other tenant agencies (if applicable) as required to keep all parties apprised of the design progress/status and impending activities. These meetings may coincide with meetings/ presentations required at various phases below under the Scope of Services. The A-E shall endeavor to reduce the number of separate meetings by combining them wherever possible.

Requirements for A-E construction administration services are addressed under the Construction Stage in the Scope of Services section. The CMa will host the construction delivery phase progress meetings and prepare minutes for those meetings. After construction begins, the A-E firm shall participate in bi-weekly progress meeting(s).

The A-E firm shall attend project technical meetings, as needed, involving A-E Project Delivery Team technical disciplines

2.11.4 Meeting Agendas, Attendance, Minutes and Correspondence

The A-E shall prepare and distribute an agenda for each A-E hosted project meeting, in advance of the meeting date. All meeting agendas and minutes shall be prepared in the GSA Electronic Management System (ePM) system.

A-E representation at all meetings shall include those individuals having knowledge of the agenda topics and authority to make decisions and commit resources.

The A-E shall provide minutes of all A-E hosted project meetings and presentations to all attendees identifying new and unresolved old action items and associated responsible parties.

Minutes must be provided within seven (7) calendar days after each meeting.

The A-E shall reply to correspondence from the GSA, outside agencies, and the GSA contractors within seven (7) calendar days.

2.11.5 Design Quality Assurance

The GSA requires that A-E design submissions undergo three (3) general types of design review:

owner’s review, codes and standards review, and constructability review. The GSA, the CMa and the tenant agency will conduct reviews of all A-E design submissions. The maximum Government Review period for each phase is listed in the “Schedule” section of this Scope of Services. The GSA and CMa reviews will focus primarily on owner’s review, but may also address codes and standards and constructability issues. In addition to the GSA reviews, the following design quality assurance services will be performed repeatedly during the Design Stage as further indicated under the Scope of Services below.

2.11.5.1 Owner’s Review

The GSA will perform owner’s reviews and provide written review comments. The purpose is to ensure that established functional, aesthetic and spatial requirements of the project are satisfied.

The GSA will conduct owner’s reviews to assure that:

The design is responsive to the GSA and tenant agency program goals, objectives and priorities.

The completed facility can be efficiently operated and maintained.

The design adequately and efficiently accommodates the space program.

Interests of local community groups and other external stakeholders are considered and accommodated to the extent possible.

As a part of owner reviews, the CxA will perform focused commissioning design reviews as provided in the GSA’s PBS Building Commissioning Guide.

2.11.5.2 Codes and Standards Review

The purpose is to ensure that the proposed design complies with applicable regulations, codes, and standards referenced in the standards and criteria documents listed above under performance objectives. Such reviews shall not be construed as relieving the A-E of any code compliance responsibilities.

2.11.5.3 Constructability Review

The GSA, in conjunction with the CMa and industry peers, will perform constructability reviews and provide written review comments. The purpose is to ensure that the design can be constructed within schedule and budget and that the sequencing of construction is planned for optimum efficiency.

The GSA will conduct constructability reviews to assure that:

The level of design complexity is consistent with the project schedule and budget constraints.

Materials, processes, equipment and labor are appropriate, available, non-proprietary and compliant with Buy American Act provisions.

Construction work required is in conformance with standard construction practices, and equipment, products, materials, fixtures, etc. are readily available in the marketplace, to the maximum extent possible.

Building systems are compatible and viable.

Drawings and specifications are complete and thoroughly coordinated among disciplines.

Defects, omissions, inconsistencies, conflicts, and ambiguities in documents are identified.

Drawings are coordinated for multiple construction phases, if applicable.

Site and building access, logistics, available storage and tenant occupancy requirements are accommodated.

Existing conditions are shown correctly and adequately.

Construction options and unit prices are logical, thoroughly described and understandable.

Construction details are appropriate, complete, thoroughly described and workable.

General requirements items are thorough and properly addressed.

Construction documents and construction phasing provide for continuous use of all building systems by the government (including phone, data, fire alarm, security etc.)

during all construction.

Construction duration and phasing of bid packages is reasonable.

2.11.5.4 Design Review Procedures

The GSA, in conjunction with the CMa, will coordinate all design reviews, conduct owner’s, codes and standards, and constructability reviews, and prepare design review reports. For each specified design submission from the A-E, the GSA will coordinate with the reviewing parties as necessary to reconcile any conflicting comments and consolidate all reconciled design review comments into a single design review report including the CMa, CxA, GSA and tenant agency review comments.

For each A-E design submission, the A-E will ensure that all comments are resolved to the satisfaction of the GSA and the tenant agency, recommend to GSA either approval or disapproval, and incorporate GSA’s approved recommendations into the OPR, design submissions and documents. For each subsequent design submission after the first submission, the GSA and the CMa will check the submission to ensure that all comments on the prior submission have been incorporated or otherwise addressed by the A-E, and will include a summary of any unresolved comments in the design review report.

Prior to the first scheduled design review, the GSA will provide a procedure for conducting all design reviews required under this contract. The procedure will include a list of participants, the responsibilities of participants, the physical location of design reviews, and a detailed schedule of review activities consistent with the review and response times specified in the Schedule section of this Statement of Work.

2.11.6 Electronic Project Management System (ePM)

A secure, web-based, electronic project management (ePM) system will be provided by the GSA to accommodate the information needs of all project participants. The ePM system will be implemented at the beginning of the Design Stage and maintained continuously through completion of the Design and Construction Stages as a repository for timely and accurate project information, and to serve as a tool to manage and monitor progress and modifications. All deliverables and communications among the major parties involved in the execution of the project are to be captured and recorded in the ePM system by the A-E. User licenses and training will be provided for all Government and contracted members of the Project Delivery Team who will require access to the ePM system.

The A-E shall use the ePM system for all necessary communications with other major parties involved in the project. Electronic storage and transmission of information via the ePM system shall be compliant with the provisions of the Document Security section of the General Requirements. Review and collaborate with the Project Team and GSA in using, but not limited to, ePM system features and workflow processes.

Personnel: The A-E shall be required to have an adequate number of people who can complete the HSPD-12 background check process to have rights to log into the e-PM system. The A-E shall initiate the security clearance process for the personnel immediately upon contract award.

Refer to Section 2.14, “A-E Personnel Security Requirements” for further information.

Training: The e-PM system is based on the Proliance software that was developed by Meridian Systems. Users will be provided a username and password after they have completed the HSPD- 12 process. The A-E shall log into the e-PM system to enter the Project Documentation listed in section 2.0. All correspondence should be communicated through the e-PM system.

GSA will hold several training sessions to familiarize team members with the system, and all A-E staff are expected to attend one of these sessions or otherwise receive proper training on the system’s use. Furthermore, all A-E team members who are actively participating on the project must have access to the proper computer equipment and software to access and utilize the e-PM system and be trained in the proper usage of said equipment and software. All workstations require a high-bandwidth Internet connection.

Procedures: The A-E shall log on to the ePM Website System on a daily basis, and as necessary to be kept fully appraised of the project developments, correspondence, assigned tasks and other matters that occur on the site. These may include but are not limited to design documents and submissions, RFI’s, action items, meeting minutes, discussion threads, submittals, submittal log, punch list items, daily reports, site photos and/or videos and pre-construction surveys.

2.11.7 Green Building Upgrade Information Lifecycle Database (gBuild)

The Green Building Upgrade Information Lifecycle Database (gBUILD) is how GSA tracks and reports projects’ high-performance green building (HPGB) information. gBUILD allows project teams to collaborate in a secure central environment that reduces and streamlines data calls, allows program-wide reporting, promotes legal compliance, and facilitates performance tracking.

Internal GSA and external (non-GSA.gov) users will be given instructions, training, and support.

The A-E will use gBUILD to report and update project sustainability information at up to five design and construction milestones throughout the project: Design Development, 50% Construction Documents, Final Construction Documents, 50% Construction, and Closeout.

Required information includes: scope details; anticipated energy, water, and solid waste diversion performance; technologies; compliance status with GSA's Minimum Performance Criteria (for New Construction and Major Modernizations); and supporting documentation. The A-E shall respond to GSA-managed data calls and establish a main gBUILD point of contact.

2.12 Building Information Modeling (BIM)

Section not used.

2.13 Electronic/Print Media

Refer to the “Deliverables” section in this SOW for the distribution list of all electronic/print media for each submission detailed in Section 3, “Scope of Services”.

2.13.1 CAD Standards

All drawing materials provided by the A-E must be in compliance with the GSA PBS computer aided design (CAD) standards. Refer to http://www.gsa.gov/cifm for requirements.

2.13.2 BIM Media

Section not used

2.13.3 Other Electronic Documents

In addition to any hardcopy submission requirements, all design submissions must also be submitted in electronic format. All electronic media must be in a form readable by standard office automation applications. CDs/CDs containing PDF and CAD files of all drawings, specs and reports must be submitted at each required design and construction documents submission.

2.13.4 Specifications

All specifications shall be prepared according to the 2004 Construction Specification Institute (CSI) division format. Each page should be numbered and pages must be bound. The Specifications shall include a table of contents. The specifications must include instructions to bidders and Division 1, edited to GSA Requirements, including specification section on Critical Path Method (CPM) scheduling. Coordinate specification requirements with GSA and the CMa.

The A-E is responsible for the editing of all specification sections, including any Government furnished guide sections, to reflect the project design intent, GSA policy requirements, and Federal law. Technical specifications must be carefully coordinated with drawings to ensure that everything shown on the drawings is specified. Specification language that is not applicable to the project must be deleted.

While design drawings are important in communicating basic design intent, the Specification Writer must be able to augment those representations with specification detail that furthers project expectations. This ability is particularly important because specifications typically prevail over design drawing references when conflicts exist. As such, Specification Writers must participate in all design phase progress meetings and all design decision activities.

2.14 A-E Personnel Security Requirements

In the performance of work required under this contract, all A-E personnel must present proper identification to gain access to occupied building areas housing federal operations. All A-E personnel requiring access to log into the e-PM system must also complete the HSPD-12 background check process. A-E personnel means A-E employees and A-E subcontractor employees at all tiers. This requirement does not apply to unoccupied building areas under construction, provided that access to any adjacent or surrounding occupied building areas housing federal operations is separately controlled.

A-E personnel requiring daily/weekly access to occupied building areas housing federal operations, over a period of 180 days or more, shall undergo background investigations conducted by the United States Government, and will be issued Government-wide standard secure and reliable forms of identification issued by the Federal Government (i.e., federal personal identity verification (PIV) credentials) as required under Homeland Security Presidential Directive-12 (HSPD-12). Credentialed A-E personnel must wear their PIV credential cards visibly above the waist at all times while in occupied building areas housing federal operations.

All other A-E personnel requiring access to occupied building areas housing federal operations will be issued visitor badges upon entry, must wear their visitor badges visibly above the waist, and must surrender their visitor badges upon exit.

All non-PIV credentialed A-E personnel must be escorted at all times (including after hours) while in occupied building areas housing federal operations. The escort must be a PIV credentialed individual who has been found suitable after completion of the required background investigation. An exception to this requirement will be provided for A-E personnel requiring daily/weekly access to occupied building areas housing federal operations, over a period exceeding 10 days but less than 180 days.

These individuals shall undergo a law enforcement check. Those who receive favorable results will be granted unescorted access to specified building areas. Those who receive unfavorable results will be denied any access to occupied building areas housing federal operations, pending completion of any adjudication and/or appeal process or final determination.

The A-E shall incorporate provisions in all applicable subcontracts to comply with the contractor personnel security requirements. Information concerning these requirements can be found at http://www.gsa.gov/portal/category/26757

Refer to GSA’s HSPD-12 Personal Identity Verification and Credentialing Standard Operation Procedure (SOP) at http://insite.gsa.gov/graphics/staffoffices/personalidentity.pdf for further guidance.

2.14.1 Law Enforcement Checks and Background Investigations

The GSA will designate a Department of Homeland Security (DHS) Federal Protective Service (FPS) representative to coordinate the required law enforcement checks and background investigations. The A-E shall justify the need for and obtain the GSA approval of all requests for A-E personnel law enforcement checks or background investigations, before initiating further action.

For each A-E employee (including subcontractor employees) required to undergo a law enforcement check, the A-E shall provide a legible ten-print fingerprint submission.

For each A-E employee (including subcontractor employees) required to undergo a background investigation, the A-E shall provide the…