AE_IDIQ_SOW_07-22-2014.pdf

AE Statement of Work, AE IDIQ Contract 2014

Statement of Work

For

Multiple Award Indefinite Delivery/Indefinite Quantity Supplemental

Contract(s) for Architect Engineering Services for Projects located in the State of New York, State of New Jersey, Puerto Rico, and the U.S.

Virgin Islands

PROJECT IDENTIFICATION

Project Name: AE IDIQ Contract 2014

Solicitation No. GS-02P-14-DT-D-0020

Region 2: Northeast and Caribbean

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 (approximate month and year)

2.7 A-E Team

2.8 Performance Objectives

2.8.1 Standards and Criteria Documents

2.8.2 Construction Excellence and Peer Review

2.8.3 Art in Architecture

2.8.4 Energy Performance

2.8.5 Sustainable Design/LEED

2.8.6 Fire Protection/Life Safety

2.8.7 Physical Security

2.8.8 Accessibility

2.8.9 Historic Preservation

2.9 Cost Management

2.9.1 Cost Estimating

2.9.2 Value Engineering (VE)

2.9.3 Life Cycle Cost Analysis

2.9.4 GSA Pricing Policy

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

2.11.7 Green Building Upgrade Information Database (gBuild)……………………………………..18

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 Plans and 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 A-E Services)

3.1.1 Design Stage Commissioning

3.1.2 Design Stage Coordination

3.1.3 Construction Documents (CD) Phase

3.1.4 Construction Procurement Phase

3.2 Construction Stage (Optional A-E Services)

3.2.1 Construction Delivery Phase (Optional A-E Services #1)

3.2.2 Closeout Phase (Optional A-E Services #2)

4 ADMINISTRATION

4.1 Fee Table and Progress Payments

4.2 Delays

4.3 Travel

4.4 Reproduction and Delivery

1 PROJECT DESCRIPTION

This procurement involves A/E services for, various projects on an as needed basis that arise as part of the normal operating functions of GSA PBS, and will cover projects located in the geographic areas of New York, New Jersey, Puerto Rico and the U.S. Virgin Islands.

The scope of work may include, but is not limited to, site investigations, site surveys, Feasibility Studies, Project Development Studies (PDS), Building Evaluation Reports (BER), Master Plans, concept designs, construction documents, Design-Build Bridging, Design-Build Scope Preparation, estimating services, procurement support, record drawings, constructability reviews, technical design reviews, construction administration services, shop drawing review and approval and construction site inspections, and other A/E Services, to include incidental related work in support of Government administered construction contracts; facility investigations and research; and planning studies.

Disciplines and expertise that may be required to accomplish the scopes of the task orders include but are not limited to: architecture, mechanical, electrical, plumbing, civil, structural, fire protection, life safety, security, blast, risk assessment, vertical transportation, space planning, real estate market analysis, interior architecture, historic preservation, estimating, master planning, report writing, quality control review, scheduling, surveying, LEED sustainability, BIM, 3-D rendering, code compliance, hazardous material removal, Courts, and US Marshal expertise.

1.1 Project Type

This is a multiple award Indefinite Delivery/Indefinite Quantity (IDIQ) Architect-Engineer contract.

1.2 Project Goals and Objectives

Award an Architect-Engineer multiple award Indefinite Delivery/Indefinite Quantity (IDIQ) contract, for GSA Region 2.

1.3 Project Delivery Approach

This procurement will be procured in accordance with the Selection of Architects and Engineers Act (IAW FAC 05-73 - formerly known as the Brooks Act) and as implemented in FAR 36.6. GSA will hold discussions with six (6) to eight (8) of the most highly rated firms. The result of this procurement will be a contract for design services issued to up to five (5) A/E firms rated as the most technically qualified. The term for each of the contracts shall be for a period of five (5) years, including a one (1) year base period plus four (4) one-year unilateral options. The aggregate Maximum Order Limitation (“MOL”) shall not exceed $25,000,000 for the total five-year term of each contract.

1.4 Reference Materials

The following reference materials will be available to the A/E:

U.S. General Services Administration – Facilities Standards for the Public Buildings Service P-100, 2014 edition.

U.S. General Services Administration - Design Excellence Policies and Procedures

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 Statement of Work is organized according to the following breakdown of potential projects into major stages and phases:

A typical major renovation and/or new building project may be broken down into the following stages;

Design Stage (Base A-E Scope of Services) o Design Stage Coordination o Construction Documents Phase

Construction Stage (Optional A-E Services) o Construction Delivery Phase (Optional A-E Services No. 1) o Closeout Phase (Optional A-E Services No. 2)

Additional services that GSA may require under this contract are as follows;

• Site Investigations

• Site Surveys

• Pre-Planning

• Pre-Design Studies

• Building Preservation Plans

• Measured Drawing Development

• Feasibility Studies

• Program/Project Development Studies

• Building Evaluation Reports

• Security Site Analysis and Surveys

• Seismic Review and Mitigation

• Blast Criteria Evaluation for Design

• Master Plans

• Macro Programming

• Micro Programming & Space Assignment Planning

• Concept Designs

• BIM Studies

• DOE-2 Life Cycle Cost Analysis

• LEED

• Sustainability Studies

• gBuild Reporting

• Design Charrettes

• Mock Ups

• Models

• Renderings

• Landscape Design

• Code Review including Accessibility

• Scheduling

• Facility Investigations, Research, and Planning Studies

• Design-Build Bridging

• Design-Build Scope Preparation

• Estimating Services

• Procurement Support

• Construction Documents and Drawings

• Specifications

• Record Drawings

• Constructability & Technical Design Reviews

The requirements set forth in this section apply to all Stages and Phases of projects 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 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.

The A-E shall design the project(s) in accordance with the GSA owner’s project requirements, budget, schedule, performance objectives, scope of services, and other requirements provided herein. The A-E shall also perform Construction Stage and Tenant Occupancy Stage services to ensure that the design intent is refined and clarified as necessary during construction, realized in the completed facility, and conveyed successfully into facility management, operation and maintenance. The specific activities, tasks, and deliverables required of the A-E are further delineated in this Statement of Work.

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 for each project, a listing of the Project Delivery Team membership and respective roles and responsibilities. For a major renovation and/or new building projects the other GSA-contracted major parties that may be involved in the Project Delivery Team, and their respective overall roles and responsibilities, would be as follows:

The Construction 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 CC are further delineated in the construction contract documents. There may be multiple construction contracts and Construction Contractors employed on the project.

The Commissioning Agent (CxA) 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 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 also serve as the value engineering (VE) consultant. 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. Typically, GSA utilizes the services of a CMa for projects at the prospectus level, ($2.8MM), or above, however, it is at GSA’s discretion whether or not a CMa is retained for a particular project.

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

2.4 Owner’s Project Requirements (OPR)

For each project assigned the design services for each Statement of Work must comply with the GSA owner’s project requirements (OPR) documentation provided in the Appendix of the Statement of Work. The owner’s project requirements are provided as a general description of a project to begin initial design studies, and include the preliminary space program for the tenant agency space.

2.5 Budget

An estimated cost of construction (ECC) which includes the 10% owner’s construction contingency will be provided for each specific project. All design submissions must conform to this established budget 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 (approximate month and year)

A sample project schedule would appear in the Statement of Work as shown below, durations & design stage submissions would vary from project to project. Design stage submissions shall be shown in each projects specific Statement of Work.

• Design Award/Notice to Proceed (NTP) –Month/Year

• Complete Final Construction Documents – Month/Year

• Construction Award – Month/Year

• Construction NTP – Month/Year

• Construction Completion (## months) -Month/Year

• Close-Out Completion (# months) – Month/Year

Design Submissions/Peer Reviews Submission/Peer Review Due Within

Review Period* Timeframe* After

Design Development Submission 42 Award/NTP for Design 28

50% CD Submission 42 GSA Review and Approval of Design

Development Submission

95% CD Submission 28 GSA Review and Approval of 50% CD

Submission

Final CD Submission 28 GSA Review and Approval of

95% CD Submission N/A

Construction Phase ### Approval of Final CD Submission and

NTP for Construction N/A

Close-Out Phase 60 Substantial Completion of Construction N/A

* Timeframe and Review Periods listed are in Calendar Days.

2.6 A-E Team

At a minimum, the A-E shall provide experts in disciplines listed in PBS-P100, and as otherwise required in this section, with credentials as indicated, as they apply to the 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.

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

2.7 Performance Objectives

2.7.1 Standards and Criteria Documents

2.7.1.1 Applicability

All design work and related submissions must comply with the documents listed below. The applicable version of each document shall be the version current at the time of award of a particular contract. In the event of a conflict between the requirements stated in these documents and requirements provided elsewhere in this Statement of Work, the requirements in the Statement of Work will prevail.

2.7.1.2 Document List

GSA PBS Project Planning Guide, for Pre-Planning Phase, Feasibility Study Phase, & Program Development Study Phase.

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

GSA Site Security Design Guide (2007)

GSA Design Notebook for Federal Building Lobby Security

GSA PBS Order Number 3490.1A (2009) Document Security for Sensitive but Unclassified paper and electronic building information

GSA Design Excellence Policies and Procedures guide

GSA Design Excellence: www.gsa.gov/designexcellence

PBS P-120, Project Estimating Requirements for the Public Buildings Service

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

The U.S. Courts Design Guide (2007) and R & A Appendix (2009)

United States Marshal Service Guide: Requirements and Specifications for Special Purpose and Support Space Manual, 2014 revision of USMS Publication Volumes 1 and 2

Interagency Security Committee (ISC) Security Design Criteria for New Federal Office Buildings and Major Modernization Projects.

Architectural Barriers Act Accessibility Standard (ABAAS)

The GSA PBS Building Commissioning Guide

The GSA PBS Pricing Desk Guide

GSA PBS Business Assignment Guide

Space Boundary Placement Clarification (A supplement to the Business Assignment Guide)

The GSA PBS BIM Guide Series 02 Spatial Program Validation

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

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)

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 101) 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.

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, must be reported to the GSA in writing, for determination as to applicability.

2.7.2 Construction Excellence and Peer Review

The GSA construction excellence program provides guidance to the GSA construction projects through collaboration with leaders of the private sector construction community. This partnership allows for the development and implementation of innovative approaches to project management and execution to provide the Federal Government and client agencies the highest quality construction within budget and schedule.

Construction excellence in the Design Stage includes managing the design to ensure that the project remains within the established budget, simplifying the design utilizing performance requirements for major building systems, facilitating timely design communications utilizing a web-based project management system, and leveraging the CMa construction and budget control expertise.

Construction excellence in the Construction Stage includes managing the construction to ensure that the project remains within the established budget, conducting Project Delivery Team partnering sessions, facilitating timely construction communications utilizing a web-based project management system, performing construction peer reviews, and encouraging the use of alternative dispute resolution methods to resolve disputes.

2.7.3 Art in Architecture

The A-E lead designer (or designee) shall participate in collaboration meetings with GSA and GSA’s Fine Arts Officer, as well as outside artists that may be involved in a particular project.

2.7.4 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.

The target maximum annual energy consumption level for typical projects is 55,000 BTUs/GSF.

At the Construction Documents Phase, the A-E shall demonstrate and certify that the proposed facility as designed can perform at or below this target level.

2.7.5 Sustainable Design/LEED®

The GSA is committed to incorporating principles of sustainable design and energy efficiency into all of its building projects. All projects must be certified through the U.S. Green Building Council (USGBC) Leadership in Energy and Environmental Design (LEED

) green building rating system.

A target USGBC LEED rating for each project shall be established at the Design Development stage. The Project Team will strive to meet that LEED rating which is established at the Design Development stage, with higher rating levels encouraged. The A-E shall register the project with the USGBC at the beginning of design, 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 certification level. The A-E shall also submit documentation to the GSA and

USGBC 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 for a final

LEED

rating. The CC 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 the LEED certification submission.

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 certification.

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.

2.7.6 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 http://www.epa.gov/cpg of a 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 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.

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

o Building Construction o Occupancy Classification o Means of Egress o Fire Alarm System o Water-based fire extinguishing system(s) o Non-water based fire extinguishing system(s) o Smoke control system(s) o Calculations for;

o Egress o Water supply o Smoke Control (fire dynamics) and timed egress o Audibility for fire alarm system o 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.

2.7.7 Physical Security

Building systems/components are to be designed to meet applicable levels of protection presented in the project specific risk mitigation tables contained in the Interagency Security Committee (ISC) Security Design Criteria for New Federal Office Buildings and Major Modernization Projects. Additionally, the United States Marshals Service (USMS) is charged with managing the security requirements for the US District and Circuit Courts. The USMS requirements and Special Purpose and Support Manual (Publication 64-Latest Edition), shall be the governing criteria for the security infra-structure for Court related projects. GSA, the US Courts and the United States Marshals Service shall review and approve the security infra-structure for Court related projects where they have jurisdiction.

2.7.8 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).

2.7.9 Historic Preservation

Section 106 of the National Historic Preservation Act (NHPA) requires federal agencies to consider the effects of their undertakings on historic resources and to consult with the Advisory Council on Historic Preservation (ACHP) and the state historic preservation officer (SHPO) on ways to avoid or mitigate adverse effects.

Proposed projects that will potentially affect historic resources therefore, will require consultation with the SHPO and other consulting parties as defined by Section 106 of the NHPA. The GSA will initiate consultation with the SHPO on the proposed design as prepared by the A-E.

2.8 Cost Management

2.8.1 Cost Estimating

Before design begins, the A-E, CMa, and the GSA must agree on a GSA uniformat level 3 baseline construction budget, with a separate tenant improvement (TI) and security line item for each tenant agency. The CMa will conduct a meeting for this purpose and, after the GSA approval, will record the baseline budget. The CMa will update the baseline budget at the conclusion of each cost estimate reconciliation as described below. Design Contingencies will follow the recommendation in the chart on page 14 of PBS P-120, taking the higher percentage.

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 3, with a separate tenant improvement (TI)/security line item for each tenant agency.

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 and CMa estimates. All cost estimates are required to be summarized in the same line item breakdown as the baseline construction budget. After each A-E submission, the CMa will review the A-E 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, CMc, 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.

After reconciliation, 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 reconciliation by the CMa and 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.

2.8.2 Value Engineering (VE)

The CMa will provide a VE program expert and independent professional experts in all disciplines to conduct VE workshops during the Design Stage of this project. Two workshops will be held;

the first typically after the Design Development Stage, and the second at the end of the 50% CD Submission. However, the VE sessions shall be agreed upon in the early stages of each project.

The A-E shall participate with the VE program expert, the CMa, the CxA, and the GSA staff in VE workshops. A-E participation must include representatives of all major design disciplines involved in the project. See also FAR 52.248-2.

2.8.3 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.

2.8.4 GSA Pricing Policy

The A-E shall assist the GSA in the defining and the management of the tenant improvements (TI) and security components of the construction cost, including establishing clear separations between building core/shell, TI, and security costs during pre-design, and tracking core/shell, TI, and security costs separately throughout the design process in accordance with the GSA PBS Pricing Desk Guide. The TI and security components of the construction cost must be comprised of separate cost estimates for each tenant (i.e. each client billing record).

Separate construction cost estimates to be provided by the CMa at each phase will also establish clear separations between building core/shell, TI, and security costs, and will include itemized cost estimates for each tenant (i.e. each client billing record). The CMa reconciliation of any significant differences in the estimates will also address and resolve any significant differences in the TI and security costs itemized by tenant.

2.9 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.

2.10 Project Management Responsibilities

2.10.1 Communications Plan

The AE, 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.

2.10.2 Detailed Project Schedules Development and Maintenance

The GSA overall project schedule is provided in the Schedule section of these General Requirements. A detailed project schedule will be provided for each individual project task order that is negotiated under this contract.

The CMa will develop and maintain, in Microsoft Project

, an integrated master project schedule throughout the course of the project. The A-E shall assist the CMa 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 CMa will coordinate and integrate the schedules, services and activities of the CMa, the GSA, the A-E, the CC, 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 and the Submission, Review, and A-E Fee Table schedule provided below in the Administration section. After approval by the GSA, the A-E schedule will be incorporated into the master project schedule kept by the CMa.

The A-E shall provide monthly schedule updates to 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.

2.10.3 Project Progress Meetings/Presentations

The A-E shall host Design Stage project progress meetings, and/or presentations, with the GSA, the CMa, and primary tenant group heads 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. Requirements for A-E construction administration services are addressed under the Construction Stage in the

Scope of Services section. The A-E shall endeavor to reduce the number of separate meetings by combining them wherever possible. After construction begins, the A-E firm shall participate in progress meeting(s) as negotiated for each different task order.

The CMa will host and the A-E shall attend special project technical meetings as needed involving Project Delivery Team technical disciplines.

2.10.4 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.

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 calendar days after each meeting.

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

2.10.5 Design Quality Assurance

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

owner’s review, codes and standards review, and constructability review. The GSA staff and the GSA customer agencies will conduct reviews of all A-E design submissions. The GSA OCA may also conduct independent quality assurance/quality control reviews of some A-E design submissions. These GSA 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. Electronic Project Management (ePM) is a design review tracking tool, and will be used on each project. The A-E will be required to assess and evaluate design review comments through the ePM system.

2.10.5.1 Owner’s Review

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

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

The design is responsive to the GSA 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

In addition to the CMa owner’s reviews, the CxA will perform focused commissioning design reviews as provided in the GSA PBS Building Commissioning Guide.

2.10.5.2 Codes and Standards Review

The CMa will perform codes and standards reviews and provide thorough and detailed written review comments. 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.

2.10.5.3 Constructability Review

The CMa will perform constructability reviews and provide thorough and detailed 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 CMa 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.

2.10.5.4 Design Review Procedures

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 CMa 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 and the GSA review comments.

For each AE design submission, the CMa will ensure that all comments are resolved to the satisfaction of the GSA, and will recommend the GSA approval or disapproval. For each A-E design submission after the first submission, the CMa will check the submission to ensure that all comments on the prior submission have been incorporated or otherwise addressed, and will include a summary of any unresolved comments in the design review report.

Prior to the first scheduled design review, the CMa will prepare and submit to the GSA for approval 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 below:

For each design submission, all reviewing parties will be required to return comments no later than 7 calendar days prior to the end of the corresponding review period shown in the Submission, Review, and A-E Fee Table in the Administration section below.

The CMa is required to prepare and submit the design review report within 7 calendar days after comment due date.

The A-E shall respond in writing to the design review comments within 14 calendar days after receipt of the design review report.

The GSA will approve or disapprove the submission within 7 calendar days after receipt of the A-E response to the design review comments.

2.10.6 Electronic Project Management System

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-

2.10.7 Green Building Upgrade Information 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.

2.11 Building Information Modeling (BIM)

BIM is required for spatial program validation at the preliminary and final design concept submissions.

See the GSA PBS BIM Guide Series 02 Spatial Program Validation (available at www.gsa.gov/bim) for specific requirements. Additionally, the extent of BIM services shall be established at the beginning of each project and may vary from project to project. The specific BIM requirements will be delineated in each project’s Scope of Work.

2.12 Electronic/Print Media

2.12.1 CAD Standards

Starting with the design development submission all drawing materials must be in compliance with the GSA PBS computer aided design (CAD) standards. Go to http://www.gsa.gov/cifm for requirements.

2.12.2 BIM Media

Spatial program building information models required with the preliminary and final design concept submissions must be submitted in both the…