St. Es CM RFP - Section C - Final.doc

Part I Section C – Scope of Work

Part I

Section C

Scope of Work

C.1. GENERAL INFORMATION

The U.S. General Services Administration (“GSA”) is soliciting proposals for Construction Management (“CM”) services for Phase 1a and 1b of the U.S. Department of Homeland Security Consolidation Project at St. Elizabeths (the “Project”) to include but not limited to, pre-planning, programming, design management, design review, procurement support, construction management, commissioning, post-construction support, and operations and maintenance support services.

C.2. PROJECT DESCRIPTION

Potential offerors are encouraged to review the documents and supporting materials posted at http://www.stelizabethswestcampus.com in order to better appreciate the unique nature of the St. Elizabeths campus, especially from historical and environmental perspectives. The overall campus development program involves a wide variety projects, where at any given time, it could be in various stages of development from pre-planning programming, design, procurement, construction, post construction, commissioning, and operations and maintenance. GSA has procured the services of Perkins + Will (P+W), Chicago, IL to provide architectural and engineering services for the Project. For a graphic representation of the phases below, see Attachment 9.

The scope of services does not include certain design phase services and procurement phase services related to the U.S. Coast Guard Building (USCG), which is part of Phase 1a. GSA contracted with P+W to utilize a design-build “bridging” method to deliver this phase of the Project. P+W (GSA’s Bridging Architect/Engineer) has developed the Government’s needs for the USCG Building through the planning and final concept design and specifications. These bridging documents are not intended, nor are they adequate, for actual construction. Rather, they are intended to convey the conceptual design of the USCG Building as well as the project specific design criteria and requirements.

(A) Phase 1A

· The estimated construction cost at award is between $600 – $700 million dollars

· Estimated Design-Build Start: 09/2009

· Estimated Construction Substantial Completion: 06/2013

· USCG Headquarters (1,179,000 gsf) New Construction

· 2 Parking Structures in the Ravine: Phase 1 (983 spaces, 344,050 gsf); Phase 2 (990 spaces, 346,500 gsf)

· The demolition of five non-contributing buildings on the overlook site; buildings 53, 55, 63, 11, 12, 118, and 118A and 130. Relocation of building 130 is being considered as a possibility.

· The construction of a portion of the new Central Utility Plant (CUP). This work includes the renovation and reuse of the existing power plant structures 56 and 57.

· Related site infrastructure (Utility Distribution, Storm Water Management, Water/Sewage Distribution, High Voltage Power Lines, IT Infrastructure, Duct Banks, Tunnels and historic landscape)

· Access Road work connecting the Firth Sterling entry at Gate 4 to the parking structure and cemetery.

· Vehicle and personnel screening facility

· State of the art site security perimeter fencing (Phase 1)

(B) Phase 1B

· The estimated construction cost at award is between $100 – $150 Million dollars

· Estimated Design Start: 05/2009

· Estimated Design Complete: 06/2010

· Estimated Construction Start: 09/2010

· Estimated Construction Substantially Complete: 06/2013

· Adaptive Reuse of historic buildings 21, 33, 34, 36, 37, 56, 57, 70, 71, 72 for the portion of support spaces needed for USCG Phase 1 (approximately 160,000 GSF). These buildings are subject to final macro programming determination for the campus. The total space requirement for this phase will not change.

C.3. SCOPE OF WORK

The CM shall provide all services required by and incidental to the Contract Documents ("The Work"). The Contract Documents (collectively, "the Contract") consist of the SF 33, Sections A-K of the Request for Proposals, the Contractor’s Technical Proposal, Specifications, Exhibits, and other Attachments identified herein. In consideration for, and upon condition of, the Contractor's completion of the Work, GSA shall pay the Contractor the price or prices established in Section B, subject to the terms and conditions set forth in this Contract.

C.4. OVERARCHING RESPONSIBILITIES AND LIMITATIONS

C.4.1. Environmental and historical Considerations

The CM shall review, understand, and appreciate the issues, obligations, and responsibilities of GSA as they relate to the Environmental Impact Statement (EIS), the Record of Decision, and the Programmatic Agreement (PA). The CM shall assist in ensuring that the Project complies with all of these documents.

C.4.2. American Recovery and Reinvestment Act of 2009

Partial funding for this Project will be with funds from the American Recovery and Reinvestment Act ("Recovery Act") of 2009. Accordingly, the Project will be subject to unprecedented levels of transparency and accountability so Americans know where their tax dollars are going and how they are being spent. Mechanisms through special contract terms and conditions will be implemented to accurately track, monitor and report on taxpayer funds. The Recovery Act requires extensive reporting from the prime recipients of Federal funding. This may include special Buy American Act requirements, additional requirements for contractor reporting, and expanded Government Accountability Office and Office of Inspector General access to contractor records. The CM shall assist in ensuring that the Project complies with the Recovery Act.

C.4.3. Coordination

In addition to other contractors working on the Project, the CM shall establish and maintain all necessary liaison, coordination, and support with any federal, local, state, or any other entity or organization with an interest in or jurisdiction over the Project. The CM shall promptly advise the Government of any disagreements which cannot be resolved by the CM, within two (2) calendar days of the time the disagreement arises.

C.4.4. Record Keeping

The CM shall serve as the primary record-keeper for all records, documents, and information relating to or arising out of the Project (the “Records”). The CM shall maintain well-organized, indexed, and easily accessible Records. The following is a non-exhaustive list of Records:

· Design submissions;

· Correspondence;

· Meeting minutes;

· Value engineering;

· Reports;

· Submittals and other deliverables;

· Disputes; and

· Payments and invoices;

C.4.5. Meetings

For all meetings attended by the CM, the CM shall, at a minimum:

· Actively participate;

· Schedule the meeting;

· Arrange for meeting rooms, places, or sites;

· Arrange for any equipment, telephones, computers, or related equipment;

· Conduct/lead the meeting;

· Prepare and distribute agendas, including necessary exhibits, attachments, handouts, and references;

· Record meeting minutes in a format and to a level of detail that is acceptable to the Government, including attaching exhibits, attachments, handouts, and references;

· Promptly distributing meeting minutes; and

· Promptly updating or revising meeting minutes.

C.4.6. Budget The CM shall assist in the continuous monitoring of the Project budget by maintaining budget records and reporting on the status of the budget in the Monthly Status Report. The CM shall promptly advise of any actual or potential issues with the budget.

C.4.7. Monthly Status Reports The CM shall prepare and submit a written Monthly Status Report no later than the 5th business day of each month. The Report shall be divided into the following major sections:

(1) Executive Summary

(2) Significant Issues

(3) Budget

(4) Integrated Master Schedule

(5) Design Phase

(6) Construction Phase

(7) Procurement Phase

(8) Post Construction Phase

(9) Commissioning

(10) Findings, Recommendations, or Conclusions

Within each of the major sections identified above, the CM shall include any information contained in this Section C, as required, and include all necessary documents, attachments, or other demonstrative exhibits.

C.4.8. Integrated Master Schedule (IMS) C.4.8.1. Submittal Within thirty (30) days after contract award, the CM shall submit for approval a written methodology for effectively monitoring, planning, updating, and reporting on the status of the Project. At a minimum, the Contractor’s submission shall contain an IMS in Primavera® format, and shall have the capability to work with a "Microsoft Project Schedule" application version 2000 or higher. The CM’s IMS shall comply with the guidelines set forth in the Integrated Master Plan and Integrated Master Schedule Preparation and use Guide – October 21, 2005.

C.4.8.2. Format The CM shall include the following tabulations for each activity:

(1) Activity node numbers;

(2) Activity description;

(3) Activity code(s);

(4) Schedule and actual/remaining durations for each activity;

(5) Earliest start date (by calendar date);

(6) Earliest finish date (by calendar date);

(7) Actual start date (by calendar date);

(8) Actual finish date (by calendar date);

(9) Latest start date (by calendar date);

(10) Latest finish date (by calendar date);

(11) Float in work days;

(12) Monetary value of each activity;

(13) Percentage of activity completed; and

(14) WBS Code.

Based on the above tabulations, the CM shall separately provide the following activity sorts:

(1) Activity sort by preceding event number from lowest to highest and then in the order of the following event number;

(2) Activity sort by the amount of total float, then in order of preceding event number;

(3) Activity sort by early start for the next sixty (60) calendar days, then in order of preceding event number;

(4) Activity sort by late finish for the next sixty (60) calendar days, then in order of preceding event number; and

(5) Activity sort(s) by organizational responsibility, area, and organizations, phases.

C.4.8.3. Updates

The CM shall provide a written update to the prior month’s IMS no later than the 5th business day of each month. The CM shall attend at least one (1) meeting per month with the Government to review the monthly schedule update. The update shall include a written narrative discussing:

(1) Actual start dates;

(2) Actual completion dates;

(3) Cost value of work reported in place;

(4) Activity percent completion;

(5) Revised logic (as-built and projected) and changes in activity durations, cost and manpower assigned;

(6) Cost influence of change orders, if any;

(7) Revisions due to unauthorized modifications; and

(8) Approved or requested time extensions

C.4.8.4. Project Management Plan (PMP) The CM shall develop a PMP for the Project to be used as a guide for project execution and control purposes. The PMP is a living document that must be updated continually to reflect the execution agreements as established by the GSA PMO. The PMP shall contain the following subsidiary plans:

a. Quality Management Plan;

b. Communications Management Plan;

c. Risk Management Plan;

d. Change Management Plan;

e. Configuration Management Plan;

f. Scope Management Plan;

g. Cost Management Plan;

h. Schedule Management Plan; and

i. Procurement Management Plan.

C.4.9. Integrated Master Plan (IMP)

The CM shall develop an IMP for the Project. The IMP is an event-based plan that: (1) is a top level plan in narrative form that explains the overall management of the program; (2) consists of a hierarchy of program events, and provides sufficient detail such that each event is supported by specific accomplishments, and each accomplishment is supported with specific criteria to be satisfied for its completion. (An event is defined as a program assessment point that occurs at the culmination of significant program activities, e.g., accomplishments and criteria. Accomplishments are defined as desired results prior to or at completion of an event that indicated a level of program’s progress. Criteria are defined as definitive evidence that a specific accomplishment has been completed); and (3) follows the approach and guidance as outlined in the Department of Defense Integrated Master Plan and Integrated Master Schedule Preparation and Use Guide dated October 21, 2005 as well as any additional guidance provided by the Government.

C.4.9.1. Electronic Project Management System The CM shall use the Project Extranet Application (Meridian®) throughout the duration of the Project to electronically create, submit, deliver, transmit, send, store, organize, gather, and collocate all documents, records, and information relating to the Project. The Government shall provide Meridian® access and training to the CM at no cost.

The CM shall use e-PM for all project management processes (e.g., collaboration, project controls, estimating, change/issues management, specifications, CAD Intelligence, facilities management, RFIs, submittals, deliverables, document management, meeting minutes, reports/reporting, communication, etc.). The CM shall use the application on a regular, routine basis throughout the duration of the Project. The CM shall use this technology to reduce administrative and overhead costs, eliminate redundancies, institute a communication tool to reduce non-value-added activities, and to ensure better accountability among all project team members. The system must be made available to all of the project's team members (including but not limited to GSA project team, CM team, Architects and Design Engineers, Customer Agency Reps, General Contractor's team, Subcontractors, and major Suppliers), throughout the life of the project from design until project closeout.

C.4.9.2. Limitations on Authority The CM shall not:

· Authorize deviations from the construction contract documents.

· Approve or authorize substitutions of materials or equipment.

· Expedite the work of the A‑E or construction contractor.

· Reject work or require special inspection or testing.

· Order the A‑E or construction contractor to stop work/suspend work or any portion thereof, except for life threatening situations.

· Grant a time extension.

· Obligate an expenditure of Government funds.

· Terminate the A‑E or construction contracts.

· Execute change orders.

· Issue final approval of any A-E submittal.

C.4.10. Supplemental Services The Government may issue separate task or delivery orders for additional services. Such orders shall specify work to be performed and be priced according to the CM’s proposed man-hour rates. The terms and conditions of the basic contract shall apply to any services provided.

C.5. Design Phase Services.

The Contractor shall review, analyze, and comment on all design deliverables including, but not be limited to, space program revalidation and studies, program of requirements, blocking and stacking plans, site analysis and preliminary concept design review, final concept design review, design development administration, space plans, design intent documents, signage plans, and construction documents and specifications.

C.5.1. General Responsibilities The Contractor shall assist with coordinating and managing design development. The Contractor shall work with all contractors involved in the design phase in a cooperative team effort to ensure all that all designs satisfy contractual requirements. The Contractor shall provide assistance in resolving design issues, problems, or questions in a timely and professional manner. The Contractor shall promptly notify the Government of all design-related issues and the contractor’s response(s), if any. The Contractor shall promptly notify the Government in writing of the inadequacy of any design-related submissions. The Contractor shall promptly inform the Government of any issues, problems or questions that may or could impact the schedule, cost, quality, or scope. The Contractor’s principal tasks during the design phase shall be to:

· Monitor progress of the design;

· Monitor site work and campus infrastructure;

· Coordinating design reviews;

· Monitor adherence to historic requirement;

· Review cost estimates;

· Control schedules;

· Maintain records and update e-PM system;

· Reporting on progress;

· Resolving problems;

· Value engineering or scope reduction exercises; and

· Performing administrative and other services.

C.5.2. Design Review C.5.2.1. Submissions The Contractor shall perform design reviews on the following submissions, except as otherwise noted:

· Site survey, Pre-concept, design program (Exception: USCG Building portion of Phase 1a);

· Concept Design Drawings, Specifications & Estimates (Exception: USCG Building portion of Phase 1a);

· Design Development Drawings, Specifications & Estimates;

· Mid-point Construction Drawings, Specification & Estimates;

· 75% Construction Drawings, Specifications & Estimates;

· 95% Construction Drawings, Specification & Estimates; and

· Final 100% Construction Drawings, Specifications & Estimates.

C.5.2.2. Types of Design Reviews

· Owner's Review. The CM shall assist in conducting the owner’s review to ensure that established functional, aesthetic and spatial requirements of the project are satisfied.

· Regulatory Review. The CM shall assist in conducting the Regulatory Review to ensure that the proposed design complies with applicable regulations, codes, and standards.

· Technical Review. The CM shall assist in conducting the Technical Review to ensure that the submissions are free from inconsistencies, conflicts, and coordination problems between and within the design disciplines. The Technical Review shall specifically address points of interface between building systems in order to check for coordination between these different disciplines.

· Constructability Review. Beginning with the mid-point submission, the CM’s Constructability Review shall address whether:

· Materials, processes, equipment, and labor are appropriate, available, and non-proprietary;

· Drawings are complete and coordinated among disciplines;

· Defects, conflicts, ambiguities, or lack of clarity in documents are identified for correction;

· Drawings are coordinated for multiple bid packages;

· Site accommodates access, logistics, and storage;

· Existing conditions are shown correctly and adequately;

· Specified occupiable to net efficiencies are achieved;

· Construction duration and phasing of bid packages is reasonable;

· Use of bid options and unit prices are logical;

· All required construction work is included in the contract documents;

· Selected building systems are compatible and viable;

· Construction details are workable; and

· General condition items are properly addressed (if applicable).

C.5.2.3. Design Review Procedure Shortly after award and prior to the first scheduled design review, the CM shall prepare, and submit, a procedure for conducting all required design reviews. The procedure shall include a list of participants, the responsibilities of participants, a detailed schedule of review activities that is consistent with the turn-around periods required in other contracts, and the physical location of design reviews. The CM shall coordinate all design reviews, conduct reviews, and prepare Design Review Reports.

C.5.2.4. Design Review Reports For each specified design submission, the CM shall consolidate all design review comments into a single Design Review Report for submission to the Government including the CM’s cost estimate review comments and Owner’s Review and Regulatory Review comments. In the case of the Technical Reviews, the CM shall submit a full size set of marked-up construction documents and specifications along with a written list of all comments. The Design Review Report shall also include a separate summary by required discipline/building components addressing the adequacy/inadequacy of each design item and identifying the design corrections necessary to meet criteria. The CM shall input all design review comments into the Dr. Checks program provided by GSA. For each Design Review, the CM shall arrange a meeting with GSA and the A-E to present its findings, conclusions, and recommendations.

C.5.2.5. Cost Estimate Review The CM shall review, analyze, and assess each cost estimate submitted as part of the design phase. The CM’s cost review shall determine if:

· Unit costs are reasonable;

· Quantity takeoffs are accurate;

· All design elements are included;

· Level of detail is appropriate to design stage;

· Formats are correct;

· Cost escalation factors are properly applied;

· Balance of costs among building systems are acceptable;

· Up-to-date scope modifications are reflected; and

· Overall project costs are within the project cost limitation.

The CM shall prepare a cost estimate review report for each design submission. The CM shall incorporate the cost report into the Design Review Report.

C.5.3. Schedule Control The CM shall review and make recommendations regarding acceptance or rejection of the design schedule. The CM shall ensure that the design schedule includes all major design milestones. The CM shall incorporate the approved design schedule into the IMS. The CM shall ensure that the IMS identifies activities, and shows relationships between activities, such as "develop concepts," "approve concepts," and "issue request for proposals." At the appropriate time, the CM shall show construction as a single activity. The CM shall add additional activities or elaborate on original activities to ensure that progress can logically proceed as planned. The CM shall provide advice and assistance in establishing appropriate construction periods.

C.5.4. Design Progress Reporting As part of the Monthly Status Report, the CM shall address the following areas relative to the design:

· Summary of issues resolved, decisions reached, clarifications, and instructions;

· Summary of outstanding problems/issues;

· Minutes from meetings during the month;

· Cost control report; and

· Schedule summary.

C.5.5. Problem Resolution The CM shall assist GSA in resolving issues, problems, or questions that arise during the design phase. The CM shall make recommendations on how to resolve issues, problems, or questions with respect to constructability, cost estimates, and other administrative or technical matters, and will clearly designate any errors or omissions. The CM shall immediately advise of any issues, problems, or questions which the CM considers beyond its ability to resolve, particularly with regards to problems that may or could impact schedule, cost, quality, or scope.

C.5.6. Value Engineering The CM shall assist in coordinating and conducting value engineering (VE) studies required during the design phases. The CM shall participate in all VE studies and send a representative to each study as prescribed in the latest GSA publication regarding VE for design and construction. The CM’s VE representative shall be familiar with project development, design development, cost estimating processes, and understand the scope and goals of the Project. The CM’s VE representative shall be a senior general engineer/architect or equivalent-level employee. Following the VE study the CM shall assist GSA in evaluating VE proposals. The CM shall assist in implementing accepted VE proposals.

C.5.7. Other Services GSA may request that the CM provide services in order to perform various tasks that are not expressly spelled out in this Section C. Such services should be considered part of the firm-fixed-price to the extent they are reasonable related to or incidental to the Design Phase Services as listed above.

C.6. Procurement Phase Services C.6.1. Procurement Services

· Procurement Schedule. The CM shall prepare a procurement phase schedule to include all procurement activities for the Project. The CM shall update the IMS to incorporate the approved procurement phase activities.

· Marketing. The CM shall assist in providing market research in order to identify sources of services, suppliers, equipment, or materials for use in the Project.

· Acquisition Planning. The CM shall assist during the acquisition planning process.

· Solicitation Preparation. The CM shall assist during the solicitation preparation process.

· Pre-Proposal Conferences. The CM shall assist in conducting all pre-proposal conferences.

· Site Visits. The CM shall assist in conducting site visit(s). The CM shall assist with recording questions and answers, taking follow-up actions, and for providing logistical or other administrative support.

· Amendments. The CM shall assist with the preparation of amendments to the solicitation package(s). The CM shall coordinate activities to draft, approve, and distribute amendments. If an amendment involves technical changes to the specifications or drawings, the CM shall review the proposed amendment for constructability, review cost/pricing impacts, and assess schedule impacts.

· Offeror Questions. The CM shall assist in answering questions, compiling a comprehensive list of each question, and draft appropriate answers for uploading to the FedBizOpps website.

· Request for Substitutions. CM shall compile all requests for material substitutions and provide a list to the Government for further evaluation and review.

· Offer Evaluation. The CM shall serve as a non-voting technical advisor to source selection panels, contracting officer, or source selection authority during the evaluation of offers.

C.6.2. Other Services GSA may request that the CM provide services in order to perform various tasks that are not expressly spelled out in this Section C. Such services should be considered part of the firm-fixed-price to the extent they are reasonable related to or incidental to the Procurement Phase Services as listed above.

C.7. CONSTRUCTION PHASE SERVICES

C.7.1. General Services The CM shall perform all services required to manage all aspects of the contractual requirements relating to construction including but not limited to:

· Keeping records;

· Reporting progress;

· Reviewing earned value management data and reports;

· Reviewing RFIs;

· Verifying compliance with RFI log requirements;

· Maintaining charge order logs;

· Controlling schedules;

· Conducting meetings;

· Processing submittals;

· Processing progress payments;

· Monitoring safety;

· Inspecting;

· Verify contractor is maintaining as-built and record drawings;

· Testing;

· Responding to information requests;

· Processing contract modifications;

· Processing claims and claims prevention;

· Monitoring labor provisions;

· Performing photographic services;

· Performing other services; and

· Maintaining the e-PM site.

C.7.2. Construction Progress Reporting The CM shall maintain accurate and detailed written records of Project progress during all stages of construction and shall prepare progress reports in the format and frequency required by the Government. The CM shall, at a minimum, prepare periodic status reports, daily diaries, weekly reports, and monthly status reports in a format and to a level of detail that is acceptable to the Government. The CM shall maintain a detailed daily diary of all events that occur at the job site or elsewhere which affect, or may be expected to affect, the schedule, budget, scope, or quality. The CM shall submit weekly reports on the status of construction, including updated copies of all logs (e.g., change orders, claims, submittals, and photographs).

As part of the Monthly Status Report, the CM shall address the following:

· Updates on the IMS with a summary analysis that provides items that, in the Contractor’s experience, warrant heightened attention;

· Percentage of construction in place, planned and actual;

· Summary budget status;

· Inspection report, list of deficiencies and omissions;

· Summary of outstanding problems/issues;

· Summary of issues resolved, decisions reached, clarifications, instructions, etc.;

· Summary report on submittals;

· Progress photos;

· Minutes from meetings during the month; and

· Observation reports regarding design-related issues.

C.7.3. Schedule Control The CM shall review all submitted construction schedules and recommend approval, rejection, or revision along with supporting rationale. The CM shall review the schedule to ensure that it complies with contract requirements, the activities are comprehensive, work flow is logical, the schedule is not front-end loaded, and (if applicable) that activities are reasonably priced. The CM shall incorporate all approved construction schedules and updates into the IMS. The CM shall continuously monitor actual construction progress against the schedules. If the CM identifies any potential or actual delays, the CM shall promptly recommend actions to nullify or mitigate the delays and assist with implementing any follow-up actions.

C.7.4. Submittals C.7.4.1. Submittal Processing The CM shall develop a complete and accurate list of submittals from the construction contracts. The CM shall establish a submittal control system for processing all construction submittals. The CM’s submittal control process shall include target time periods for delivery, review, and return consistent with the review periods specified in the construction contract. The submittal control process shall include initial delivery and distribution, logging, review, mark-up, approval/rejection, return distribution, re-submittal processing, and tracking/monitoring.

C.7.4.2. Submittal Processing Time The CM shall facilitate the review and approval of submittals in accordance with the timeframes specified in construction contracts, as applicable. If delays are encountered or anticipated during the submittal process, the CM shall develop strategies for mitigating the delays and assist with any remedial follow-up actions.

C.7.5. Progress Payments The CM shall review the payment invoices, negotiate disputed items, and prepare recommended payment vouchers for signature.

C.7.6. Safety The CM shall review and recommend approval or rejection of the construction contractors’ safety plans. The CM shall monitor the contractors’ safety program for conformance to the safety plan throughout the course of construction. The CM’s inspectors shall consider safety a key element of their daily inspections. If the CM observes a potentially life-threatening safety condition, the CM shall immediately notify the construction contractor, the COR, or other GSA official. The CM shall cooperate with officials of other agencies (Federal and/or state) who are vested with authority to enforce requirements of the Occupational Safety and Health Act. The CM shall assist GSA in preparing accident, fire, life safety, and other similar reports relating to Project safety.

C.7.7. Inspection The CM shall inspect the construction contractors’ workmanship, materials, and equipment for conformity with requirements of the construction contracts. The CM shall promptly report to the construction contractors, in writing, observed variances from the contract requirements with a copy to the COR. The CM shall advise if the construction contractor fails to promptly remove, correct, or replace unacceptable construction work, and assess any delays caused by such failure. The CM shall maintain a list of all defects and omissions. The CM shall prepare and maintain inspection reports in a format and to a level of detail that is acceptable to the Government.

C.7.8. As-Built Drawings The CM shall, on a weekly basis, verify the construction contractors are maintaining a complete and up to date set of as-built drawings in accordance with their respective contracts.

C.7.9. Testing

C.7.9.1. Monitor Testing The CM shall review the construction contract, identify all tests that the construction contractor is required to perform, and prepare a written testing schedule. The CM’s testing responsibilities include:

· Verifying that tests are conducted as scheduled

· Witnessing selected tests;

· Checking test results;

· Retaining test records;

· Summarizing significant test results in progress reports;

· Notifying GSA of test failures and planning corrective actions; and

· Overseeing corrective actions and retesting.

C.7.10. Information Requests A request for information (RFI), also known as an information request (IR), is a question posed by the construction contractors seeking clarification of contract requirements. The RFI is usually in writing, but may be expressed orally in a formal setting such as a progress meeting that is recorded in the minutes. The RFI's and responses provide a documented history of the issues, and are considered a no-cost clarification to the construction contracts. The CM shall not provide responses to RFI’s that could be interpreted by the construction contractors as directives for contract modifications.

a. The CM shall maintain a log of all RFI’s and coordinate RFI’s among the A-E, COR, and the construction contractors. The CM shall develop formalized written procedures for processing RFI’s so that all parties understand their respective roles and responsibilities.

b. The CM shall review all RFI’s and return those RFI’s which contain insufficient information or which require further research by the construction contractor. The CM shall review the contract documents and prepare a written response, to the satisfaction of the COR, to all RFI’s for which a response can be formulated with the information contained in the contract documents. This response shall then be forwarded to the A-E for review and concurrence.

c. If the CM can demonstrate to the COR that the information contained in the contract documents is insufficient to formulate a response to the RFI, the Contractor shall forward the RFI to the A-E for a written response. Should the response result in providing additional design documents, the Contractor shall review the A-E’s response, and, with the concurrence of the COR, forward the response to the construction contractor

d. The CM shall advise the construction contractor, the A-E, and the COR of all RFI responses and confirm that all parties agree with interpretation contained in each response. The CM shall provide timely review of all RFI’s so as to minimize response times.

C.7.11. Value Engineering and Modifications

C.7.11.1. Value Engineering Change Proposals The CM shall assist with processing and administering VE Change Proposals (VECP). The CM shall review all VECP's, supporting documentation, technical evaluations, and recommend acceptance or rejection of the VECP. The CM shall prepare an estimate for all VECP’s recommended for acceptance.

C.7.11.2. Modifications.

The CM shall assist with evaluating, processing, tracking, and drafting all proposed or actual modifications C.7.12. Final Decisions, Equitable Adjustments, and Claims C.7.12.1. Claims Prevention The CM shall assist in the timely resolution of disagreements, and will promptly notify the Government of any situations that, in the CM’s experience, may or are likely to lead to the submission of requests for final decisions, equitable adjustments, or claims (“Disputes”).

C.7.12.2. Dispute Services The CM shall assist the Government in preparing, analyzing, commenting, and responding to all written Disputes by assembling pertinent background information, analyzing the merits, making recommendations, preparing estimates, assisting in negotiations, and providing pertinent documents. All written Disputes received after final completion of construction shall be considered supplemental services.

C.7.13. Labor Provisions

C.7.13.1. Labor Standards The CM shall assist in enforcing labor standards at the Project site. The CM shall periodically conduct interviews with contractor and subcontractor employees to verify that workers are correctly classified and are being paid the correct wages. The CM shall review payrolls to verify payment of any required minimum wage rates. The CM shall assesses whether the number of helpers, laborers, trainees, and apprentices is excessive compared to the number of journeymen, and verify that workers designated as apprentices are enrolled in a certified apprenticeship program. The CM shall confirm that the construction contractor has posted the effective wage rate decision at the site. If labor violations are found, the CM shall assist with instituting corrective actions.

C.7.13.2. Subcontracting Plan Once each quarter (four times per year), the CM shall verify that the approved Subcontracting Plan is being followed. Verification shall include reviewing contractor records (such as subcontracting reports, source lists, contract guidelines, documentation of outreach efforts, etc.) and conducting interviews with contractor and subcontractor employees. The CM shall submit a written report summarizing subcontractor activity, compliance with the Subcontracting Plan, and adherence to goals contained within the Subcontracting Plan.

C.7.14. Photography The CM shall arrange for all required photography, video, and other means of visually capturing the construction contractor’s performance. All photographs and/or video tapes shall be taken by a competent commercial photographer experienced in architectural photography. Each photograph/video shall be labeled with, at a minimum, the following:

· Project, building, city, state;

· Name of construction contractor;

· Type of photograph (progress, special, final, etc.);

· Date taken;

· Description of weather conditions;

· Subject matter and view point; and

· Name of CM and photographer.

C.7.14.1. Progress The CM shall provide four separate shots each month of color progress photographs in sharp focus, approximately 8x10 inches, mounted on 8-1/2x11 inch hardboard. Photographs shall be taken on the first working day of each month regardless of whether work was performed during the previous month. The Government shall select the points from which the photographs shall be taken. The CM shall provide the negative and two printed photographs of each view.

C.7.14.2. Final The CM shall provide final color photographs taken on a bright, sunny day. The photographs shall be produced with the professional and artistic skill to be suitable for public exhibition. The Government shall select four (4) points from which exterior photographs shall be taken. The Government shall select two (2) points from which interior photographs shall be taken. The CM shall provide the negative and three printed photographs of each view.

C.7.14.3. Mechanical and Electrical The CM shall provide ten (10) color final photographs of mechanical and electrical rooms/equipment, taken from points selected by the Government. The Contractor shall provide the negative and three printed photographs of each view.

C.7.14.4. Video Photography The CM shall provide color video cassette tapes, at six (6) month intervals with sound, of construction work in progress, narrated to describe what is taking place. At the conclusion of each 6 month interval the Contractor shall provide a master tape of approximately one hour in duration work that has taken place weekly during the six month interval. The sequencing of all video tapes must be chronological and parallel the actual progress of construction. Taping segments must reflect continuity in viewpoints of various job locations so that progress comparisons can be observed.

C.7.15. Asbestos Abatement Inspection The CM shall provide asbestos specialists knowledgeable and experienced in asbestos inspection, sampling, analysis, and removal procedure. The asbestos specialist shall:

a. Oversee the abatement work, air monitoring and interact with the asbestos removal contractor and air monitoring contractor to ensure compliance with federal regulations and, as applicable, state/local regulations including:

· Maintenance of the integrity of the containment and critical barriers;

· Use of decontamination area by people entering and exiting the work area;

· Proper bagging, disposal and transport of asbestos containing waste;

· Dismantling of containment barriers and clean-up;

· Air monitoring;

· On-site Phase Contrast Microscopy (PCM) analysis;

· Proper posting of signs, labels and other forms of warning; and

· Check the documentation of on site abatement worker training.

b. Immediately advise the CO on noncompliance with the Industrial Hygiene/Safety requirements of the asbestos removal contract, federal regulations and, as applicable, state/local regulations.

c. Oversee the construction contractors’ Competent Person/Safety Officer in the performance of the duties outlined by the U.S. Department of Labor - Occupational Safety and Health Administration (OSHA).

d. Maintain a record of results for each day’s air monitoring performed outside the containment area. Annotate any readings which exceed the construction contract's requirements and note all corrective actions.

e. Maintain a job log which records chronologically events at the site, both normal and extraordinary.

f. Submit a written narrative report upon completion of each job. The report shall include a description of the work performed, work practices used, cleanup procedures, any problems encountered and their solution. The air monitoring records and the job log shall be included in the final report.

C.7.16. Other Services GSA may request that the CM provide services in order to perform various tasks that are not expressly spelled out in this Section C. Such services should be considered part of the firm-fixed-price to the extent they are reasonable related to or incidental to the Construction Phase Services as listed above.

C.8. POST CONSTRUCTION PHASE SERVICES (PCPS).

Between the issuance of a certificate of substantial completion and final payment, the CM shall provide administrative services, including but not limited to:

· Maintaining, keeping, and archiving records;

· Reporting progress;

· Controlling schedules;

· Conducting meetings;

· Processing submittals;

· Processing progress payments;

· Monitoring safety;

· Verify contractor submits as-built drawings;

· Testing;

· Responding to information requests;

· Processing contract modifications;

· Processing claims and claims prevention; and

· Monitoring labor provisions.

C.9. COMMISSIONING SERVICES

The CM shall serve as the Commissioning Agent (CxA). (These terms may be used interchangeably.)

C.9.1. Objectives The objective of commissioning is to provide documented confirmation that a facility fulfills the functional and performance requirements of GSA, occupants, and operators. To reach this goal, it is necessary for the commissioning process to establish and document the Owner’s requirements, which are criteria for system function, performance, and maintainability (design intent); and to also verify and document compliance with these criteria throughout design, construction, start-up, and the initial period of operation.

C.9.2. Scope Of Commissioning Services

The CM shall perform all commissioning services in accordance with LEED® 2.2 and the GSA PBS Building Commissioning Guide.

C.9.2.1. Design Phase Commissioning Services The CM shall:

· Assemble commissioning team, hold a scoping meeting and identify responsibilities;

· Collaborate with all applicable parties to prepare a preliminary commissioning plan to specify team member roles and responsibilities, staff directory, communication structure, specific systems and equipment to be commissioned, and the commissioning process schedule;

· Schedule and lead commissioning meetings;

· Coordinate all commissioning work during design;

· Review the owner’s project requirements and basis of design documentation for clarity and completeness;

· Perform focused reviews of the design, drawings, and specifications at various stages of development (e.g., design development and contract document phases), as described in Exhibit 1, GSA Building Commissioning Guide;

· Conduct/facilitate program review meetings at the beginning of each design phase, before any design work is performed;

· Assist and review the development and updating of the Government's project requirements and basis of design after each design review submission;

· Collaborate with all applicable parties to update the commissioning plan in preparation for the construction phase.

· Develop full commissioning specifications for all commissioned equipment and coordinate with the applicable parties to integrate the commissioning specifications into the overall project specification package. The Contractor shall review the project specifications and provide comments and additional language, as needed, to the contractor qualifications, submittal requirements, test, adjust and balance specifications, training requirements and operations and maintenance and system manual requirements. One or more of the following documents may be used as a guide for content, rigor, and format: (1) Model Commissioning Plan and Guide Specifications, USDOE/ FEMP; Portland Energy Conservation, Inc. )PECI); (2) The HVAC Commissioning Process, ASHRAE Guideline 1-1996. The PECI Document can be downloaded free at http://www.peci.org and a copy of the ASHRAE document can be obtained by contacting ASHRAE at 404-636-8400. The commissioning specification shall include:

· General commissioning requirements common to all systems and assemblies; a detailed description of the responsibilities of all parties; details of the commissioning process; reporting and documentation requirements, including formats; alerts to coordination issues and resolving deficiencies; construction checklist and start-up requirements; the functional testing process; specific functional test requirements, including testing conditions and acceptance criteria for each piece of equipment being commissioned.

· Clear indication of who shall witness and document the start-up of each commissioned system. The specifications shall clearly identify who is responsible for writing, directing, conducting, and documenting functional tests and regulatory-required tests. (This may vary between systems, especially between electrical and mechanical.) Provide language to enhance current project specifications to ensure comprehensive controls submittals, control contractor accountability for documented point-to-point checkout and commissioning participation, comprehensive test, adjusting and balancing, contractor documentation of start-up and training, and Operations & Maintenance (O&M) manual documentation.

· The CM shall take the lead role in coordinating a controls integration meeting with the electrical engineers, fire protection engineers, mechanical engineers, and GSA to discuss integration issues between equipment, systems and disciplines to ensure that the specifications clearly describe integration issues and responsibilities;

· Participate in a value engineering/management workshop.

· Review and make recommendations from the value engineering/management workshop for commissioning and O&M issues;

· Review the recommendations from the constructability review for commissioning and O&M issues;

· Write step-by-step functional test procedures and documentation formats for all commissioned equipment and assemblies. Test procedures shall include manual functional testing, energy management control system trending, and may include stand-alone data-logger monitoring;

· The CM shall assist the GSA Fire Protection Engineer in witnessing the final acceptance tests of all fire protection and life safety systems. Testing and commissioning for the fire protection and life safety systems shall be per the requirements of those sections of the specifications and the applicable governing codes and standards.

C.9.2.2. Construction Phase Commissioning Services The CM shall:

· Coordinate and monitor/witness all commissioning activities in a logical, sequential and efficient manner using consistent protocols, forms, and centralized documentation;

· Maintain clear and regular communications and consultations with all necessary parties;

· Maintain updated timelines and schedules;

· Coordinate the commissioning work with the design team and construction manager to ensure that commissioning activities are incorporated into the master schedule;

· Update, as necessary, the construction phase commissioning plan developed during design, including scope and schedule;

· Plan and conduct commissioning meetings;

· Review any additional information required to perform commissioning tasks, including Operations & Maintenance (O&M) materials, contractor start-up and checkout procedures. If additional material is needed, identify items to be requested from the construction contractor. Before start-up, gather and review the current control sequences and interlocks and work with contractors and design engineers until sufficient clarity has been obtained, in writing, to be able to write detailed testing procedures;

· Review submittals applicable to systems being commissioned for compliance with commissioning needs, concurrent with the design team and construction manager reviews;

· Review requests for information and change orders;

· Review coordination drawings to ensure proper, efficient, and timely coordination between trades;

· Write and distribute construction checklists for commissioned equipment;

· Develop an enhanced start-up and initial systems checkout plan with contractors for selected equipment;

· Perform site visits to observe component and system installations. Attend selected planning and job-site meetings to obtain information on construction progress. Review construction meeting minutes for revisions/substitutions relating to the commissioning process. Assist in resolving any discrepancies;

· Witness Heating Ventilating and Air Conditioning (HVAC) piping pressure test and flushing to ensure compliance with the contract requirements. Include testing documentation in the commissioning record.

· Witness any ductwork testing and cleaning to ensure compliance with the contract requirements. Include documentation in the commissioning record.

· Document construction checklist completion by reviewing completed construction checklists and by selected site observation;

· Document systems start-up by reviewing start-up reports and by selected site observation;

· Approve performance of air and water systems balancing by spot testing, reviewing completed reports, and selected site observation. Recommend approval or rejection.

· Review any additional information required to perform commissioning tasks, including Operations & Maintenance (O&M)…