SECTION_C_-_State_Dept_CM_IDIQ_final.docx

SECTION C -STATEMENT OF WORK

General7

The Construction Manager (CM) shall provide a variety of project management services including, but not limited to: pre-planning, programming, design management, design review, procurement support, construction management, commissioning, and post-construction support in cooperation with GSA (owner) personnel, building occupants (US Department of State), architect-engineers, and construction contractors. The CM does not perform design or actual construction work. All contracts for design and construction will be directly with GSA or US Department of State. The level of services required by the CM is dependent on GSA’s available resources. Services may be procured as “firm fixed price (FFP)” tasks or “time and materials (T&M)” tasks under the Orders issued via this Indefinite Delivery/Indefinite Quantity contract. A Task Order may contain both FFP tasks and T&M tasks. The price of these task orders shall include the cost for all management, supervision, labor, materials, supplies, and equipment (except as otherwise provided). Further, the CM shall plan, schedule, coordinate, and assure effective performance of all services described in the respective task order.

The contract will be used to support projects, on an as-needed basis, for GSA’s Department of State (DoS) Repair and Alteration (R&A) projects in the National Capital Region (NCR). In addition to work in DoS’ primary NCR location, the Harry S. Truman (HST) building located at 2201 C Street, NW in Washington, D.C., this contract will be used to support R&A projects in any of the approximately 70 DoS facilities throughout the NCR.

Representative R&A projects consist primarily, though not exclusively, of renovation efforts ranging in size from 2,000-50,000 Gross Square Feet (GSF) and $0.5M - $10M in construction cost. These projects encompass the full range of interior building improvements including, but not limited to, demolition of existing building components and utility infrastructure and installation of new architectural, structural, mechanical, electrical, plumbing, fire alarm and fire suppression systems. Many of the DoS facilities located in the NCR are historic and politically significant and all projects are subject to stringent site access and staff security requirements as well as logistical constraints imposed by working in occupied facilities located in dense urban areas.

GSA intends to use the “Construction Management Standards of Practice” issued by the Construction Management Association of America (CMAA) in developing task order scopes of work. GSA also intends to use CMAA publications titled “Contract Administration Procedures”, “Time Management Procedures”, “Cost Management Procedures”, and “Quality Management Guidelines” that supplement the “Construction Management Standards of Practice” in developing the task order scopes of work. These CMAA documents establish industry standards of service to define the full range of construction management services without limiting the methods and procedures by which those services will be provided for a particular project or program. The documents are intended as a guide to the level of services a CM could provide. The individual task orders will specify the services to be provided. Not every task order will require every service listed in these CMAA documents. Conversely, some task orders may require unique CM services not listed in these documents.

CM firms are encouraged to provide staff certified as construction managers by the Construction Manager Certification Institute sponsored by the CMAA.

Contract Type/Duration8

The contract will be an Indefinite Delivery Indefinite Quantity (IDIQ) contract against which task orders will be issued. The contract will consist of a base year, extending one full year (365 calendar days, 366 calendar days if a leap year occurs) from the date of contract award (As an example, if contract award occurred on January 1, 2015 to December 31, 2015), and four (4) additional one full year options, to be exercised at the discretion of the Contracting Officer, for a potential total contract duration of five (5) full years from the contract award date.

Maximum Total Contract Amount. The potential aggregate contract total over the term of the entire contract (base year and four potential option years), is $20,000,000.00.

Guaranteed Minimum. The Government will order at least $2,500.00 in services during the base year of the contract. (Note: The guaranteed minimum order amount applies to the base year only. Award of the additional option years is not guaranteed nor is there a guaranteed minimum order amount in any given option year that is exercised.). Failure to submit a proposal for any request for proposal issued during the base period in accordance with the terms and conditions of this contract will result in the contractor’s forfeiture of the guaranteed minimum amount.

Contract Task Orders All CM services will be procured through the issuance of contract task orders as requirements occur. Contract task orders will be issued using the GSA Form 300, titled “Order for Supplies and Services”.

A GSA Form 300-A may be used for continuation sheets when necessary. Attachments forming part of each contract task order may also be used for lengthy statements of work, etc. All contract task orders will be priced with an appropriate dollar value and indicate a performance period for the required services. The task order performance period may extend beyond the expiration date of the current contract effective period (The end date for either the base year or exercised option years whichever is latest). Task orders, and associated modifications, must be signed by the Contracting Officer or a designated Contracting Officer’s Representative (COR) to be valid (Designated COR’s will be identified in writing at contract award). The GSA Form 300 will also be used to modify issued task orders when necessary.

The hourly contract man-hour rates shall be used for pricing the level of effort in each contract task order. Rates for disciplines not included in the initial contract must be priced and incorporated by modification to the basic contract before being used in contract task orders unless adequate cost and pricing data is available to demonstrate the reasonableness of the rate/cost.

Cost proposals for task orders shall typically be submitted within five (5) working days after receipt of the Government proposal request and scope of work unless a longer time is requested or granted due to the complexity of the request. Typically, the CM will be provided with a project specific statement of work with a proposal request as initiation of a task order. When authorized or requested by the Government, reimbursable incidental expenses required in connection with the work scope shall be included as part of the cost breakdown in the proposal. The price for each contract task order will be based on fixed hourly rates established in the contract for the effective period(s) when they will be performed, the negotiated level of effort for each required discipline, travel (if authorized), miscellaneous items, reproduction costs, deliverables, and all other terms agreed upon by the parties.

In addition to costs and performance time, proposals submitted in response to specific task order scopes of work shall identify the proposed CM team/personnel that will be provided. The proposed team/personnel shall be subject to Government acceptance and approval9

When urgencies occur, the Contracting Officer may unilaterally issue contract task orders on a not-to-exceed price basis and the CM is required to immediately proceed with performing all such work. Definitive pricing for such task orders shall be resolved as quickly as possible after the order is issued through negotiations between the parties.

Work shall not commence in relation to a project specific task order until the task order has been signed by the Contracting Officer or their designated representative (COR). Issued task orders will serve as the notices to proceed with the corresponding work.

Scope of Work for Construction Management Services IDIQ Services listed herein under this scope of work, may be procured either for federally owned or leased facilities. Services may be procured as “firm fixed price (FFP)” tasks or “time and materials (T&M)” tasks under the Orders issued via this Indefinite Delivery/Indefinite Quantity contract. A Task Order may contain both FFP tasks and T&M tasks. The work will be accomplished by either the CM’s home office staff or by staff at the project location. Furthermore, CM services may be required for an individual, stand alone project or for a series of projects

A) Project Preplanning Programming Phase Services Such services may include, in no particular order:

· initial planning including requirements development

· feasibility studies

· site studies

· environmental studies

· sustainable engineering studies and evaluations

· site investigations and surveys

· preparation of budget and cost estimates

· preparation of preliminary schedules

· cost modeling and analysis

· cost control management

· reviewing and developing lease and supplementary lease agreement (SLA) requirements

· reviewing design intent and general arrangement drawings

· assisting with negotiations

· assisting in preparing solicitations

· preparation of lifecycle cost analysis

· assist in source selection activities

· assist in site selection activities

· performing market studies (material availability, contractor interest, etc.)

· space assessments

B) Project Design Phase Services These services may include, in no particular order:

· site investigations and surveys

· hazardous material surveys/analysis

· design management

· scheduling/conducting/documenting design related meetings

· design technical reviews

· code compliance reviews

· constructability reviews

· preparation of cost estimates (including independent check estimates)

· cost analysis including life cycle cost analysis

· conducting / participating in Value Engineering workshops

· analysis of Value Engineering proposals

· cost control/monitoring

· energy studies

· utility studies

· design problem/conflict resolution

· back-checking review comments

· review of design scope changes (including analysis of schedule impact)

· scheduling (including preparation of schedules and schedule reviews)

· participation in Time of Performance meetings to establish construction durations

· participation in all “Partnering” activities during design (workshops, meetings, etc.)

· assist in ensuring tenant improvement and core shell requirements are clearly delineated on lease projects, per the GSA PBS pricing guide, www.gsa.gov/pricingdeskguide

· establish or monitor quality assurance and quality control activities and systems.

· assist in requirements conformity tracking and verification (as a quality control measure).

· verification of requirements and reviews for environmental and sustainable design and compliance.

C) Project Procurement Phase Services These services may include, in no particular order:

· providing assistance to the Contracting Officer during contract procurement and negotiations

· assisting the Contracting Officer in answering bid and RFP questions under the direction of the Contracting Officer

· attending/participating in site visits

· attending/participating in pre-bid conferences

· preparing solicitation amendments

· performing cost/bid/proposal analysis

· conducting market research

D) Project Construction Phase Services These services may include, in no particular order:

· establishing temporary field offices

· setting up job files, working folders, and record keeping systems (ePM (electronic) and ProjNet and/or hard copy)

· maintaining organized construction files

· scheduling and conducting pre-construction meetings as well as preparing meeting minutes

· scheduling, conducting, and documenting regular progress meetings with all interested parties to review project status, discuss problems, and resolve issues (prepare minutes, etc. for distribution)

· handling / preparing project correspondence to respond to the parties involved with each project, confirm verbal discussions/directives, document actions taken and decisions made, etc.

· preparing and maintaining daily diaries for project activities noting events affecting construction progress (weather, manpower, site equipment, work performed, etc.)

· managing the submittal review process including maintenance of submittal logs

· reviewing all construction submittals for compliance with green purchasing requirements (e.g. product cut sheets, manufacturers’ data) as specified in the design, including checking for material characteristics, third party certifications, VOC levels, etc.

· reviewing waste diversion submittals for accuracy with the requirements as specified in the design, including checking for Waste Hauler Receipts, monthly C&D Waste Management Reports, and Certification of Recycling/Reclamation.

· performing inspections of construction as work proceeds, taking action to identify work that does not conform to the contract requirements, and notifying the contractors and the government when work requires correction

· compiling through site inspections lists of defects and omissions related to the work performed and providing these lists to the contractor for correction

· reviewing and monitoring of project schedules against construction progress with emphasis on milestone completion dates, phasing requirements, work flow, material deliveries, test dates, etc.

· timely administration and management of construction contract change orders (drafting proposal requests, reviewing and preparing scopes of work, preparing cost estimates, preparing GSA Form 2437 (Findings of Fact), reviewing cost proposals, assisting GSA in preparing government negotiation positions, assisting and participating in negotiations, documenting negotiation discussions, preparing change order packages for GSA’s signature and processing)

· leading problem resolution and handling of disagreements between parties (including development of the Government’s position)

· maintaining marked up sets of project plans and specifications for future as-built drawings

· reviewing construction contractor payment requests (including preparation of necessary forms for signature and payment processing by GSA)

· monitoring project financial data and budgetary cost accounting (Maintain spreadsheets indicating project fund allowances, obligations, payments, balances, planned expenditures, etc.)

· monitoring construction contractor compliance with established safety standards (note and report unsafe working conditions, failures to adhere to safety plan required by construction contract)

· monitoring construction contractor’s compliance with contract labor standards (including performing site labor interviews, collecting, reviewing, and maintaining weekly payrolls for all project contractors and subcontractors, reporting potential wage violations to GSA personnel)

· coordination of construction activities with Building Managers, occupying agency personnel, Operations and Maintenance contractor personnel, construction escorts and Custodial contractor personnel.

· managing the design and construction clarification process and, when appropriate, reminding the A/E and other parties involved of the need for timely actions

· participation in and/or facilitating “partnering” activities during construction (workshops, meetings, etc.)

· preparing special reports and regular project status reports

· providing for progress and/or final photographs of project work

· performing site surveys using a registered surveyor (establish building lines, elevations, approaches, utility locations, etc.)

· providing drafting services with CADD support (as-built drawings, survey layouts, utility plans)28

· providing assistance in obtaining permits

· perform hazardous material assessments and monitoring of hazardous material abatement work

· managing project closeout activities

· providing cost estimating

· observing activities and reviewing documentation leading to Leadership in Energy & Environmental Design (LEED) certification.

· The Government reserves the right to procure construction and demolition waste audits of specific construction projects via this CM contract vehicle upon request. Pricing for this service shall not be included in the base CM IDIQ price, but rather shall be negotiated at time of Government's request.

E) Commissioning Services These services shall include providing professional and technical expertise for start-up, calibration, and/or certification of a facility or operating systems within a facility. The CM must be able to provide

· complete, comprehensive commissioning services from planning through construction and post-occupancy.

· Commissioning services may include, in no particular order:

· start-up planning

· forecasting start-up duration

· researching building systems and components

· estimating start-up costs

· determining start-up objectives

· organizing start-up teams and team assignments

· testing building system components

· assisting in development of pre-functional checklists

· conducting functional performance tests

· obtaining O&M material

· conducting, scheduling and/or supervising O&M training

F) Testing Services Provide access to the services of an independent testing agency / laboratory to perform project specific quality control testing and inspection services. The services may include, but are not limited to, testing/inspection of soils, concrete, precast concrete connections, steel, steel decking, applied fireproofing, roofing, curtain walls/glazing, elevator installations, asbestos containing material, lead base paint and hazardous materials.

G) Claims Services Provide technical support (not legal assistance) in handling disputed matters once a contractor has made written demand for payment or other relief under the contract and submitted it to the Contracting Officer for decision in accordance with the Disputes Act of 1978. In relation to Claims Services, the CM will review disputes and claims from the construction contractor(s) and render all assistance that the Government may require, including, but not limited to, the following:29

Furnishing reports with supporting information necessary to resolve disputes or defending against the claims Preparation and assembly of appeal files Participation in meetings or negotiations with claimants Appearance in legal proceedings Preparation of cost estimates for use in claims negotiations Preparation of risk assessments/analyses relative to claim exposures Preparation of findings of fact and any other documentation required by the Government Preparation of technical engineering studies

H) Post Construction Services.

Performing Post Occupancy Evaluations (POE’s) Assisting GSA in the formulation of lessons learned and conducting of After Action Reports (AARs) Providing occupancy planning including development of move schedules, cost estimates, inventory lists, etc.

Providing move coordination and/or furniture coordination Providing telecommunication and computer coordination Providing security system installation coordination Providing assistance in the evaluations of A/E and/or Contractor performance Facilitating execution of warranty work

I) General Services:

During the life of the contract, the CM may be tasked to provide additional services. These services may include, but are not limited to:

· Providing special consultant or special inspection services, such as assessments of hazardous materials, surveillance activities using CSTs to ensure construction complies with established U.S. Department of State physical and technical security requirements, an Industrial Hygienist to monitor removal of hazardous material, a historic preservation consultant to review historically significant matters in existing buildings, archeological specialists for monitoring and evaluating of site work activities etc.

· Performing special studies and/or updates to prior studies

· Performing other specialized services such as updates to master or environmental plans, interior space planning, existing site surveys, site models, etc.

· Providing move coordination of tenant relocation

· Providing photographic records beyond the normal scope of presentation and inspection services required

· Providing expertise as required in unusual situations from specialty disciplines, such as expert testimony for hearings, etc.

· Providing certification services of trade societies, institutes, organizations, etc.

· Providing scheduling and/or estimating services for other GSA functions (leasing projects, etc.)

· Providing expertise, not design, in areas such as sustainability, fire safety, physical security, geotechnical, seismic safety, historic preservation, moisture control, accessibility, building automation, materials evaluation, 3D building surveys, archeology etc.30

· Ensuring the technical soundness of government and/or contractor provided supplies and/or services/processes and decisions through the review, oversight and management of services, construction and/or lease projects, including assessment of contractor performance to ensure services provided meet contracts specifications as well as business and workplace needs assisting with the administration of A/E design contract task orders (drafting A/E design proposal requests, assisting with the preparation of Independent Government Estimates (IGEs), assisting with the review of A/E cost proposals, assisting GSA in negotiations)

· Administration of design build construction contract orders (drafting design build proposal requests, preparing cost estimates, reviewing cost proposals, assisting GSA in negotiations)

· Provide support during the drafting of construction contractor performance evaluations

J) Document Security:

Procedures for classification and control of information and documents related to architecture, engineering and construction services for domestic Department of State projects shall be in accordance with the Security Classification Guide (SCG) for Domestic Facilities (April 8, 2014 or whichever version is current at time of task order award) issued by the US Department of State Bureau of Diplomatic Security. Document security for Sensitive but Unclassified building information shall additionally be governed by the GSA’s Public Building Service (PBS) Policy and Procedures PBS P 3490.2, latest version. A copy of these documents will be provided to the offeror at time of contract award.

K) CM Personnel Security Requirements:

1) Designated personnel assigned to this contract must possess TOP SECRET or SECRET personnel security clearances issued by the Defense Industrial Security Clearance Office (DISCO). It is anticipated that no more than 30% of the task orders issued through this contract will require CM staff to possess TOP SECRET security clearances with the remaining projects requiring SECRET security clearances. All CM staff are required to comply with security requirements as detailed in the National Industrial Security Program Operating Manual (NISPOM), DOD 5220.22-M.

2) CM staff will be required to obtain Department of State Building Pass Identification Cards (BPIC) which allow the identified holder access to project areas in Department of State facilities. The BPIC is in compliance with the Homeland Security Presidential Directive 12 (HSPD-12), Policies for a Common Identification Standard for Federal Employees and Contractors, signed by President George W. Bush on August 27, 2004. The following security forms must be fully completed and submitted for an HSPD-12 compliant BPIC to be issued (forms/samples will be provided to the contractor at time of contract award):

Before a BPIC request can be processed for an employee, a Visit Authorization Request (VAR) and documentation of the employee’s existing security clearance must be submitted by the contractor and received and processed by Department of State Bureau of Diplomatic Security (DS). VAR approval by DS signifies Department of State acknowledgement of the employee’s security clearance and links the employee’s access needs to a particular contract.

DS will deem each PBIC that is lost, destroyed, stolen or otherwise deemed unaccountable as a security incident with resulting monetary fine of $ 500.00 U.S. dollars. BPICs are valid for 1 year from issuance of the BPIC or expiration of the contract for which a BPIC was issued, whichever occurs sooner. BPICs are issued at the discretion of the Government and may be renewed in 1 year increments as long as a contract remains in effect and must be returned to the Government upon contract expiration, employee separation from the firm or employee disassociation from the contract for which a BPIC was issued. The Government reserves the right to terminate an employee’s access privileges if such access is deemed by the Government to present an unacceptable security risk.

3) Subcontract personnel performing work on task orders issued through this IDIQ contract are required to meet the same personnel security requirements in effect for prime contract personnel. Subcontract personnel may request BPICs subject to the same restrictions and requirements listed above.34

The CM shall incorporate provisions in all applicable CM subcontracts as necessary to ensure compliance with all requirements provided in this CM Personnel Security Requirements section.