Defense_Commissary_Agency,_Project_Management_Assistance_Contract_(PMAC)_Performance_Work_Statement.pdf

PMAC VIII – HDEC03-18-R-0001

PERFORMANCE WORK STATEMENT

ARCHITECT - ENGINEER TITLE I & II SERVICES

PROGRAM MANAGEMENT ASSISTANCE CONTRACT – (PMAC)

February 12, 2018

DEFENSE COMMISSARY AGENCY

DeCA/LEE

TABLE OF CONTENTS

1.01 Program Description

1.02 Purpose

1.03 Scope of Services

1.03.1 – Construction Management Services

1.03.2 - Consultant Engineering Support Services

1.03.3 – Design services

1.03.4 - Program Support Services

1.04 General Requirements

1.04.1 – Core Team Support

1.04.2 – Area Manager Support

1.05 Performance Objectives

APPENDIX

A- Personnel Qualifications B- Submittals to be reviewed by Technical Inspector/ Core team/ Area Manager C- Task Order & Work Authorization Form Procedures D- Design Criterial Handbook Maintenance E- Professional Services Hourly Rates F- Management Information Control Systems G- Quality Assurance Surveillance Plan H- Summary of Deliverables

INTRODUCTION

The Defense Commissary Agency (DeCA/LEE) operates a worldwide chain of Commissaries (supermarket style facilities) providing groceries to military personnel, their families, retirees, and other authorized personnel. Commissaries deliver a vital benefit of the military pay system by selling grocery items at significant savings while enhancing quality of life and readiness in a safe and secure environment. The Engineering Directorate for DeCA/LEE executes project planning, design and construction projects for commissary renovations/modernization and new facilities, and supports maintenance projects for existing commissaries.

A majority of the annual program is for commissary renovation/ modernization and maintenance;

each year a few new facilities are included. Occasionally work involves non-commissary facilities in support of the Department of Defense (DoD) mission; examples of non-commissary facilities include distribution centers, cold storage, food processing facilities, data centers, offices, exchanges, pharmacies, banks and other community service facilities.

The agencies’ inventory includes approximately 240 commissaries (supermarket style facilities) ranging in size from 4,000 square feet to over 140,000 square feet, distribution facilities in remote and overseas locations, food processing plants, cold storage, offices, and data centers.

Projects may range in value from $100,000 to $100,000,000.

1.01 PROGRAM DESCRIPTION:

The Architect-Engineer (A-E) Program Management Assistance Contract (PMAC) provides single and multi-project Construction Oversight Management Assistance and other supporting architectural and engineering services to DeCA. The PMAC contractor will provide the services as described in this Performance Work Statement (PWS).

1.02 PURPOSE:

The purpose of this PWS is to delineate the duties of the PMAC Contractor. The Contractor must provide flexible and scalable architectural, engineering, and construction management services. These services are to assist DeCA in achieving the mission of providing cost effective facilities that deliver a great shopping experience to DeCA patrons.

Support services (include, not limited to) the following disciplines: Architectural Programming, Architecture, Civil Engineering, Structural Engineering, Electrical Engineering, HVAC and Refrigeration Engineering, Plumbing Engineering, Fire Protection Engineering, Interior Design, Landscape Architecture, Commissioning Authority, Cost Estimating, LEED (Leadership in Energy and Environmental Design) Specialist, and Information Technologies Engineering, and Construction Management.

The Government reserves the right to use other sources of inspection services or A-E support services on any project.

For purposes of this Contract, the “Government” represents all Government employees to include the project management team, the contracting office, local store staff, host installation personnel, and any other government entity with a stake in the contract.

1.03 SCOPE OF SERVICES:

1.03.1 CONSTRUCTION MANAGEMENT SERVICES:

Provide professional construction management services to assist DeCA in execution of construction contracts for new facilities and renovation/modernize of existing facilities. The PMAC Contractor shall perform all services required for full-time surveillance and inspection from initial award of a construction contract to final acceptance and closeout of Real Property submittals, fiscal closeout, and transfer of facility to the Installation Engineer. This includes (not limited to) perform submittal reviews, inspection of work in place, Requests for Information (RFI) response, meeting coordination, professional consulting services, and maintaining accurate/ detailed and up to date electronic project records on DeCA’s web-based application, DeCA facilities website in the Facilities Automated Construction Tracking System (FACTS).

PMAC on site personnel will function as the liaison between the Government, the construction contractor, and project stakeholders.

The on-site Construction Contractor will provide workspace and office furniture for full-time PMAC Technical Inspectors.

A. On-site Technical Inspectors (TI) will be furnished to function as the day to day liaison between the Government, construction contractor, and project stakeholders. The TI is the primary point for these duties, but supported by their respective Area Manager (AM) and his/her support staff, with additional oversight and support from the Core Management Team and their support staff.

The Government will issue a Task Order Request for Proposal (RFP) to include the Scope of Work (SOW). The SOW will identify the commissary project location, project type, and contract Period of Performance. The PMAC shall select and assign personnel for technical inspection at each specific project construction site. The PMAC contractor’s proposal will include a copy of the assigned TI’s resume with the proposal.

Proposals' are submitted to the DeCA PMAC Contracting Officer (PMAC CO) and the DeCA PMAC Contracting Officer Representative (PMAC COR) for review and approval. The TI resume will indicate the individual’s experience s experience to perform TI duties according to the qualifications for PMAC personnel identified in Appendix A. The TI shall perform the following services:

1. Construction Monitoring: The TI shall monitor construction requirements as well as quality control activities to ensure complete compliance with the construction plans and specifications. Will also conduct direct communication with DeCA PM/COR weekly to discuss project through verbal (telephone) or electronic (email) communications; at times the PMAC Area Manger may be required to participate.

The PMAC is required to ensure that all records and documents assigned as their responsibility include detailed, accurate information and are of professional quality.

Additionally, all records and files will be electronically stored in FACTS”. The PMAC will maintain all electronic files according to DeCA developing standards (live document that identifies document formats, content, and naming conventions).

The TI will maintain a working knowledge of the construction contractors Quality Management Plan and validate the three phases of project quality control (preparation phase, initial phase, and follow up phase) are applied for each definable feature of work. All non-conformance work observed by the TI is to be reported to the DeCA Project Manager (PM/COR) within twenty-four (24) hours. The initial report may be verbal and then followed up in writing to the DeCA PM/COR and DeCA Construction Contract Officer (DeCA CO) within forty-eight (48) hours. The written report shall provide all details associated with the non-compliance. All non-compliance items will be included in the weekly progress/coordination meetings as part of the agenda.

Meeting discussion and official meeting minutes will include the status (complete/not complete) and a detailed description of how it will be or was resolved.

2. Rejection of Work for Non-Conformance: The PMAC shall recommend to the DeCA PM/COR and DeCA CO when the construction contractor should be required to stop work on any portion of the construction and recommend special inspection, testing or removal of any work not in accordance with the provisions of the construction contract documents whether or not such work has been fabricated, installed or completed. The PMAC shall recommend rejection of work that does not conform to the requirements of the construction contract.

In the case of work that is being conducted in direct violation of health, safety or environmental laws, rules and regulations, the PMAC TI or other PMAC on-site personnel supporting construction execution shall immediately notify the DeCA CO and DeCA PM/COR to request DeCA to issue a stop work notice. DeCA CO or DeCA PM/COR will immediately issue a verbal notice to the Construction Contractor, submitting the written notification within 24 hours.

3. Verification and Monitoring of the Construction Contractor's Phasing Plan to ensure work is being performed in accordance with the contractor’s approved phasing plan and “look-ahead schedules” with minimal negative impact on commissary patron services for interior phasing plans and the surrounding community for site phasing plans. Use earned value management tools to compare actual progress to the contractor’s approved Critical Path Schedule (CPM).

4. Technical Advisory Assistance: The TI shall provide day-to-day communication with the Construction Contractor regarding the intent of the construction drawings and specifications and serve as the liaison for the DeCA PM/COR and Construction Contractor. PMAC will contact the DeCA PM/ COR on all issues relating to interpretation and clarification of Construction Contract and Construction Documents (construction drawings and specifications) since these items potentially affect terms of Construction Contract, cost of construction and construction Period of Performance (POP), and construction cost. The PMAC is to provide professional support to DeCA PM/COR to assist with timely resolution of complex and/or contentious issues. The PMAC shall provide professional responses to RFI’s from the construction contractor to clarify intent of the construction drawings and specifications. The PMAC must be qualified to respond to the majority of RFI without additional professional assistance from the A-E designer of record except for significant design deficiencies. If the response will result in a necessary change to the construction contract, advise the DeCA CO and DeCA PM/COR and immediately initiate a SOW for a proposed modification. Where the RFI shows a clear significant design deficiency, notify the DECA PM/COR and coordinate with the A-E of record when addition design assistance is required.

5. Conduct conferences other than those listed below as needed to coordinate and execute the project including a “red zone” conference approximately 90 days prior to substantial completion. The TI and/or PMAC Area manager (AM) shall prepare and distribute detailed/ accurate meeting minutes for all meetings to the DeCA PM/COR.

The following meetings shall be attended by the construction contractor, technical inspector, and other PMAC representatives, and other appropriate parties according meetings:

a. Pre-Construction Conference including the preceding Government Team

Meeting.

b. Weekly Progress/Coordination Meetings with installation, commissary, and contractor personnel. Take detailed/ accurate minutes of meeting and distribute transcripts to all personnel identified in list of participants and the DeCA PM/COR and installation engineer within three (3) working days.

c. Pre-Final and Final Inspection meetings. Design deficiencies, construction deficiencies, and joint occupancies shall be agenda items. The IT and/or AM shall prepare and distribute meeting minutes, punch list, and warranty list within three (3) working days.

6. Development, technical review, and processing of proposed Construction Contract

Modifications: The TI and/or AM shall assist the DECA PM/COR with preparing all material including drawings and specification revisions and the cost estimates required to negotiate a proposed modification. The DeCA PM/COR will assist the DeCA CO in negotiations and determining project time extensions, if any. Particular attention shall be given to Congressional and DeCA Board of Directors funding thresholds. The TI and AM shall maintain and update the electronic log in FACTS showing costs, dates, and status of all changes.

7. Observation of Tests: The TI shall observe all tests conducted by the construction contractor at the project site and maintain records of results. If tests fail or are not in compliance with the construction contract documents, the TI shall notify DeCA PM/COR and DeCA CO by email within one (1) day of such results.

8. Records Maintenance: The PMAC shall maintain records and files of correspondence, site conference reports, shop drawings, Request for Information (RFI), addenda, change orders, and supplementary drawings issued subsequent to award of the construction contract. All records and files will be also be electronically stored in FACTS. The PMAC will maintain all electronic files according to DeCA’s developing “live” standards (document format, content, and electronic folder and naming conventions).

9. Daily Log: The TI shall maintain a daily log in FACTS. At a minimum, the daily log must document the contractor’s daily activity, staffing level, equipment mobilized to the job site, significant emerging issues and weather conditions. Each day's entry shall be signed by the Technical Inspector and uploaded into the construction management system for permanent record keeping.

10. Records management: The TI and AM shall maintain in FACTS the family of project logs defined in bullets below:

• Request for Information log

• Shop Drawing Submittals Listing

• Contract Modifications

• Claims for Delays

• Construction contractor generated CPM baseline and updates in PDF format.

Source documents for the CPM scheduling that may be done through an external system such as Primavera. The charts shall be maintained in the PMAC office on-site and be available to DeCA/LEE through electronic project management systems.

• Earned value management charts comparing actual performance of construction activities performed and progress payments to the baseline approved CPM.

11. Photographs: Provide a minimum of twenty new electronic images of significant on-going construction progress and issues of interest each month. Upload new photos into FACTS each month. All electronic files shall be archived. File titles shall describe what the photograph is of and contain the date of the photo. When applicable, include views of contract modifications and significant issues with construction execution.

12. Submittals: Review submittals, shop drawings and material samples for conformance with design intent and make recommendations for approval or disapproval to DeCA PM/COR The TI is responsible to receive, review and distribute submittals for review. Submittals will be reviewed by the TI or by professionals (licensed A-E) or the Designer of Record); reviews will be performed by the responsible party as identified in Appendix B. The TI submittal reviews are responsibilities included in the TI Task Order therefore no additional cost to the Government. Submittals reviewed by consultants will be by Work Authorization Form (WAF). Items proposed by the contractor as substitutions or "equal" will be reviewed for compliance with specified salient features and patent design intent. Items determined not in compliance with the contract will be noted and brought to the PM’s attention for a recommendation on action. Value engineering proposals from the construction contractor to deliver the same or better level of quality at a lower price are encouraged.

13. Construction Contractor's Quality Control: Review the Contractor’s Quality Control

Plan under the submittal process. Coordinate with the construction contractor's quality control manager for completeness of the Quality Control (QC) Plan, paying special attention to the requirement for the QC Manager having a direct line of authority from senior contractor management to suspend non-compliant or non-conforming work. Verify the contractor maintains an active QC program during construction performance in accordance with project specifications.

14. Warranty Management: Assist the DeCA PM/COR to manage and turn over to the maintenance engineer any warranties resulting from the construction contract with the Government Construction Contract for the project. This includes management of construction and equipment deficiencies corrections covered by warranties. The TI will ensure the deliverable (listing (Warranty Book) of all materials and equipment covered by warranties complete with duration of warranty and the Points of Contacts with phone numbers) are complete, accurate and that the contractor has delivered hard copies to the identified commissary facility personnel and ensure Construction Contractor has electronically filed the documents FACTS., Complete all actions required to ensure validation of all warranties that will go into effect during this contract.

15. Project Schedules: Monitor the project schedule; including the maintenance of

Critical Path Method (CPM) progress charts to be compared to CPM baseline charts using earned value management tools. The TI and/or AM shall notify the DeCA PM/COR by email, as part of the weekly project meetings, and in the log files located in FACTS if any delay in the schedule of 5% or more occurs. Pay special attention to situations that may cause time extensions, such as differing site conditions that may result in future extended overhead claims by the construction contractor. Anticipation of these situations is the preferred method of avoidance. Where necessary construction contract modifications will impact critical path of the construction the PMAC shall expedite preparation and review of the Statement of Work (SOW) for the modification and review of the contractor’s proposal.

16. Cost Control: Provide in-progress cost control, utilizing Management Information

Control Systems (MCIS) to publish cost status reports, work-in-place reports, change order reports, and claim detail reports. The TI and/or AM shall develop cash flow reports and forecasts to identify variances between actual and budgeted costs. All reports are to be included in FACTS. The TI will advise the DeCA PM/COR by verbal or email communication and as part of the TI daily report whenever projected costs exceed budgeted costs. The weekly meetings will include cost control (all associated items listed above) as part of the agenda and final meeting minutes.

17. Design Discrepancies: In the event that design discrepancies become apparent during construction, the TI shall be responsible for bringing them to the attention of the DeCA PM/COR within twenty-four (24) hours, and will be included in “FACTS” as part of the PMAC required logs. When appropriate, recommend to the DeCA PM that the design A-E of record be required to furnish the DeCA PM the necessary drawings, specifications, cost estimates, etc.

18. As-Built Drawings: Monitor the construction contractor's progress in marking up a set of drawings to reflect actual observation of construction work executed. Monthly the TI will note in daily log that they have checked contractor’s mark-ups on as-built drawings. Provide written report of significant deficiencies to the DeCA PM/COR.

Provide comprehensive reviews of draft, contractor annotation to as-built drawings and specifications, and provide written comments to contractor and DeCA PM/COR.

19. Base Permits: Assist the construction contractor in obtaining all necessary installation permits and other documents such as as-built drawings of existing work, utility drawings, etc. Assist the construction contractor in coordination with any privatized utility with a stake in the project.

20. Coordinate with the DeCA field engineer, DeCA store staff, maintenance contractor, and construction contractor personnel regarding operations and maintenance training and start-up of new installed mechanical and electrical systems, including the refrigeration systems.

21. Final Construction Closeout: Monitor and insure that DD Form 1354 (if the project requires a DD Form 1354) Transfer and Acceptance of Military Real Property, is properly prepared (or being prepared) and ready for submission as described in the project contract specifications. Coordinate with the host installation real property office to review and sign the completed DD 1354. Review the DD Form 1354 for accuracy and completeness before recommending acceptance by the Government.

1.03.2 CONSULTANT ENGINEERING SUPPORT SERVICES:

Provide professional support services to assist DeCA in execution of the mission as requested.

This includes (is not limited to) Value Engineering of designs, review and update of design criteria, facility condition assessments, special studies on topics, and other services (architectural, structural. mechanical, electrical, plumbing, heating ventilation air conditioning (HVAC), and refrigeration). When professional consulting engineering support services are required, a task order or WAF will be issued describing the project requirements, services required, and delivery schedule, Refer to Appendix C.

A. Commissioning Services Ensure completed building systems perform as intended by the designer. PMAC will provide certified commissioning services for DeCA. The commissioning agent is required to review commissioning designs, review the construction contractor’s commissioning plan, visit the sites to conduct a pre-commissioning meeting, conduct site visits during commissioning performance to verify commissioning is being properly performed, review commissioning reports, verify through random inspection the systems are operating as intended with functional testing, and participate in the pre-final and final inspections of completed projects.

B. Value Engineering (VE) services

Provide VE design review services as requested by DeCA. These services will generally be requested upon receipt of 50% or 60% design documents of larger scope projects with a value over $10M. Depending on project scope and complexity, the requested review may be accomplished with in-house personnel from the PMAC Core support team or as reimbursable services by a specialized consultant using a WAF. In all cases, the VE review intent is not to simply cut construction cost. The VE review is to find alternative ways to deliver the same or greater value at a lower life cycle cost. Results of the VE review will in the form of Value Engineering Proposals (VEP) with a statement of the VEP item and a ballpark estimate of potential life cycle cost savings. The VEP will then be vetted by the AE of record and the DeCA project manager to determine which VEP have merit for further development by the AE of record.

C. Design Criteria and Guide Specification updates

Provide professional services to maintain and update DeCA’s on-line Design Criteria.

This criteria and guide specifications are to be maintained as the on-line tool (DeCA Web-based application, Design Criteria) for designers of commissary projects in understanding DeCA’s requirements and pertinent industry standards. The criteria is comprised of three sections - Criteria Guidance, Guide Specifications, and Design Standard Plates. See Appendix D for a complete description of the services required.

D. Submittal reviews by professionals (licensed A-E) or the Designer of Record

The responsible party as identified in Appendix B will perform reviews. The TI submittal reviews are responsibilities included in the TI Task Order therefore no additional cost to the Government. Submittals reviewed by consultants will be by Work Authorization Form (WAF). Items proposed by the contractor, as substitutions or "equal" will be reviewed for compliance with specified salient features and patent design intent. Items determined not in compliance with the contract will be noted and brought to the PM’s attention for a recommendation on action. Value engineering proposals from the construction contractor to deliver the same or better level of quality at a lower price are encouraged.

E. Facility Condition Assessments

Provide assessments of DeCA facilities to identify existing conditions, assessing the needs and requirements, and provide required capital investment strategies. The results of individual facility assessment will be established and maintained in a relational database that is accessible by location, type of work, and/or fund source. Information will be accessible through both alphanumeric title and graphic drawing format.

Information will be organized and stored so it can be accessed for individual location or in report summary format that collects and summarizes data on a number of locations, by location, type of work and/or fund source. The database shall be arranged and organized to provide optimum and suboptimum capital investment strategies considering impacts of projected funding availability, projected failure of systems or equipment, code deficiencies, impact of external forces (such as planned installation improvement) and impact on store operations to minimize disruption. The following tasks provide specific requirements for the database:

1. Condition Assessment/Inventory of Components: Identify existing facility condition and provide data necessary to properly program the repairs and modernization of the property with the use of an Engineered Management System (EMS) application (i.e., U.S Army-CERL’s BUILDER EMS). Data shall be captured electronically in accordance with standard BUILDER inventory and direct rating system requirements as specified in the BUILDER condition Assessment Manual or comparable data collection system. The assessment includes inventory collection that follows the ASTM Uniformat II system and component formatting. A custom DeCA inventory catalog has been developed in collaboration between ERDC-CERL and DeCA/LEE. This custom DeCA inventory catalog will be provided upon exercise of this FCA (Facility Condition Assessment) requirement.

2. Building Inspection: Perform baseline visual inspections of building components inventoried using BUILDER EMS methodology. During the inspection, note which components-sections are in need of repair or replacement and include in BUILDER condition assessment module to identify those conditions. Parking Lot Inspection is required to be completed. Government will provide checklist requirements.

3. Fire Suppression and Life Safety System Inspection: Determine if a fire suppression or life safety system exists and the percentage of the building coverage. Enter this data into BUILDER.

4. Deliverables: Information gathered shall be uploaded into the most recent version of BUILDER EMS. Provide results of the detailed facility assessments for each site to the DeCA/LEE planning team.

F. Roofing Support Services:

Provide specialized roofing consultant to perform roof investigations and/or roof inspections according to RFP/ SOW.

On-site roof investigations to assess roof conditions, investigate sites for potential roofing repair/replacement. Sites will be fully investigated and consultant will perform an in depth site analysis of the existing roof condition to determine the recommended course of action.

The specialized roofing consultant will conduct roof inspections for projects under construction, initial and final inspection as required

1.03.3 DESIGN SERVICES:

Provide professional design services to assist DeCA in execution of the mission as requested.

This includes (is not limited) independent review of project design submittals from Architectural and Engineering design firms, investigation of sites, charrettes to determine project scope, and full design services for projects. The PMAC contractor will provide original designs to supplement or clarify the DeCA project design or to update an existing structural or MEP (Mechanical/Electrical/Plumbing) system in order to comply with current codes or installation requirements, such as Fire Alarm systems or Utility systems. The designs will support any DeCA facility or associated agency partner retail facility Worldwide, referred to as CONUS (Contiguous United States) and OCONUS (Outside the Contiguous United States). The contractor shall comply with the requirements of the local building codes, mechanical and electrical codes, and the following handbooks (current editions) which are incorporated into this contract by reference, to the extent that their requirements are not inconsistent with specific provisions of this contract.

INDUSTRY STANDARDS, GUIDELINES, AND UNIFORM BUILDING CODES

The PMAC contractor shall comply with the requirements of the current edition of the following codes:

Architectural Barriers Act(ABA) of 1968; Public Law 89-665, Historic Preservation Act of 1966; Building Preservation Plan Manual, September 1991, Construction Industry Standards (OSHA 2207), OSHA safety and Health Standards (29CFR1926/1910) 1985; Compendium of Federal Buildings Fund – Real Property related Services Handbook FPMR 101-21 and 41 CFR Part 101-17 (FPMR Temp. Reg. D-76) Assignment and Utilization of Space; the International Building Code issued by the International Conference of Building Officials (ICBO) or the locally adopted building code. The national Fire Protection Association Standard 101, Life Safety Code.

Defense Commissary Agency Acquisition regulation supplement; DeCA Design Criteria and DeCA Guide Specifications.

In the event of conflict between the requirements of any of the codes referenced and a DOD requirement, the DOD requirement shall take precedence.

When design services are required, a WAF will be issued describing the project requirements, services required, and delivery schedule, Refer to Appendix C.

G. Design Review Services

The PMAC shall provide design reviews for DeCA project contract designs. Design reviews will be performed at all levels of review beyond the 10% project definition submittal. A 100% design review for back check of all incorporated comments will be performed for designs when requested by DeCA. These services shall be performed by a licensed professional (Architect or Engineer) and be provided by in-house staff and/or Contractor sub-consultants. The review shall include detail analysis of information contained on design drawings, in specifications, and in design analyses. The reviews shall include analysis of phasing plans, schedules, costs, design calculations, material selections, and any other pertinent information provided with the design. Written comments shall be provided in sufficient detail and proper format to insure that the intent is clear and concise. The in-house staff and/or Contractor sub-consultants may on occasion be required to attend a design review conference.

H. Professional Architectural and Engineering Services, Analysis, Investigation & Special

Studies The PMAC A-E contractor will provide reimbursable professional architecture and engineering services when requested by the DeCA LEE Engineering Directorate for special purposes in support of DeCA’s mission. Examples include but are not limited to Charrettes to determine projects scopes, Engineering Studies, Fire Protection Analysis, Environmental Studies, Geotechnical Topographical Site Surveys, Hazardous Materials (HAZMAT) Abatement Analysis and Reports, Special Laboratory Testing Analysis, and Structural Deficiencies Studies.

I. Roofing Designs

DeCA will request design services for roofing repair/replacement projects under another

WAF.

J. Disaster Recovery & Contingency Engineering Using WAF procedures provide rapid response to investigate manmade and natural “force majeure” actions requiring an engineering response to restore and repair DeCA facilities. Typical incidents will include hurricanes, tornados, earthquakes, sabotage, or other incidents that affect DeCA facilities. The initial WAF for a contingency engineering incident will be limited to assessment of need and design of immediate actions to restore safe operating conditions and protect the life and safety of building occupants.

1.03.4 PROGRAM SUPPORT SERVICES:

A. Management Information Control Systems (MICS):

Provide, maintain, administer, and update Management Information Control Systems (MICS) to automate facility program management. These web-based applications consist of baseline programs for tracking all ongoing projects and enables managers and senior decision makers to view status of all projects and the total program budget. DeCA/LEE retains all proprietary and data rights to these applications. The current MICS web-based applications are as follows:

1. FACTS (Facilities Automated Construction Tracking System). FACTS integrates all essential elements of DeCA’s design and construction program management for large-scale projects.

2. SMART (Sustainment Maintenance and Repair Tracking System). SMART integrates all essential elements of DeCA’s facility sustainment, maintenance, and repair programs.

3. Funds Request System (FRS) is used to process requests for project approvals and funding.

4. Engineering Budget Management System used to assist in managing the Directorate’s fiscal year budget.

PMAC is required to interface with, utilize these existing systems, and share the common database. DeCA, the Core Management Team, and on-site Technical Inspectors shall have access to FACTS and SMART data, as applicable, via an internet high-speed connection. The Core Management Team shall provide and maintain high-speed data connection at the on-site construction trailer for the TI. The monthly line fee/cost and service charges shall be a reimbursable expense under Reimbursable Site Equipment. All data line costs must be reviewed and approved in advance by the DeCA PMAC COR and the PMAC CO. The WAF form will be used for this process of review and approval.

The Core Management Team shall provide all software to DeCA located at Lackland AFB, TX for use in obtaining FACTS and SMART data. The MICS systems shall be provided by the Core Management Team and be located on-site at DeCA Lackland AFB, TX. Hardware and software for MICS systems shall be reimbursable equipment. DeCA, including any other office managing the commissary construction program, shall have unlimited rights to technical data contained in the Master Database File (MDBF). This includes rights for the Government to use other software to query and extract the technical data from the MDBF. The software shall provide a warranty agreement to maintain the software on these systems’ computer server at DeCA for one year after termination or expiration of this contract or delivery order. The warranty agreement shall provide telephone assistance to correct problems with software. The Core Management Team shall provide written instructions on MICS usage and will maintain a back-up copy software for reloading as necessary. The Core Management Team shall make weekly data backups of the system and store the back-up files in a secure off-site location.

Software shall use a data base application that is a nonproprietary “off the shelf” type that will allow Government personnel the ability to alter all tables, queries, forms, reports, data access pages, web pages, macros, templates, and modules without need for proprietary codes. Complete documentation and software both in hard copy and electronic media shall be furnished to the Government and continuously updated that will enable the Government to perform the alterations as previously specified above. Provide routine information technology support to the DeCA at Lackland AFB, TX staff for computer equipment and software to maintain systems in operating condition and provide recommendations concerning systems needs and new hardware and software requirements. Recommendations for servicing and updates will be provided.

B. Reimbursable Equipment:

Equip technical inspectors, area managers, commissioning agents and core team staff with equipment necessary to perform work on a reimbursable basis. Reimbursable TI project site, Core Team, and Area Manager equipment, includes but is not limited to, computers, printers, copiers and required equipment maintenance agreements and warranties. Reimbursable supplies include only those new items necessary to startup a new TI project site to include new technical reference manuals and new non-expendable items such as personal protective equipment for the TI and guests, staplers, hole punchers, tape dispensers, staple remover, etc. Provide and maintain equipment necessary for MICS services on a reimbursable basis. Reimbursable MICS equipment and software includes the cost of required software, firmware, servers, toll free telephone number service for the MICS site, MICS one-year warranty (on software after contract completion), software training, internet LAN and Wireless Wi-Fi LAN charges, cellular phone service for technical inspectors, postage/shipment for relocation or repair, equipment repair costs, and other related equipment warranties.

PMAC must provide a proposal for pre-approval to the PMAC COR prior to submitting a WAF for approval, Refer to Appendix C.

C. Drawing Archive Provide and maintain a virtual drawing archive of available record drawings of existing DeCA facilities. Provide password-protected access to the drawing archive on the decafacilities.com web site. Capture and upload as-built documents upon project completion in both PDF and source CAD file formats. As much as possible label existing drawings using the AE naming convention to enable easy identification of the file;

example: “Sheet E2.1 – Lighting Plan Area A”. In addition to the overall design, provide dedicated files with the equipment floorplans and site layout plans for each store location for ready access.

1.04 GENERAL REQUIREMENTS:

1.04.1 Core Team Support:

In support of the program, a Core Management Team shall be provided via task order.

The core team is responsible for overall management control of PMAC activities, provide technical support to the team members in the field, and provide technical support and assistance to DeCA/LEE personnel.

At the request of the PMAC COR, the Core Management Team may be requested to provide additional services or special studies by consultants or other outside Contractor support staff. These services will be reimbursed by either a WAF (Work Authorization Form) or a Task Order.

The Core Management Team shall furnish its own clerical support. This includes all word processing, filing, reproduction, and administration work necessary to ensure that reports, travel orders, correspondence, office supplies, shipment orders, etc., are properly prepared and available as needed to conduct oversight, inspections, tests, etc.

The Core Management Team shall provide its own copiers, LAN and IT servers, cell phones, library materials, daily supplies, etc., unless specified otherwise in this PWS.

The Core Management Team support task order will include:

1. Gather, assemble, and organize information and provide project and program level reports for routine projects, problem projects, and special situations. Prepare monthly reports and furnish data to DeCA PMAC CO and PMAC COR to keep DeCA informed of project status and ongoing activities; providing project performance schedule (Critical Path Method) reviews and recommend approvals, coordination, and oversight, to ensure that construction contractors meet contract schedule requirements.

2. Identify and report trends in design and construction processes, which enhance or detract from the success of the program.

3. Perform quality assurance of field inspection services.

4. Analyze specific programmatic issues for project problems and recommend actions for resolution to project situations.

5. Evaluate and make recommendations for improvement of the procedures and processes in use by DeCA/LEE and PMAC in the design of new projects, addition/alteration projects, and architectural/refrigeration projects; the tendering and award of contracts for those projects, and the Program Management Assistance Contractor follow-on inspection services for those projects.

6. Collect, analyze, and distribute Lessons Learned to all participants in the design process and make sure they are maintained on the FACTS or SMART website.

7. Assist in bringing significant construction issues to closure by facilitating full coordination between the TI’s, DeCA PM’s, Government construction contracting officers, AM’s, Commissioning Agents, Roof Inspectors, installation engineering & fire protection personnel, and others to timely resolve significant project issues in the best interest of the Government.

8. Organize, develop, and implement a system-wide program to manage and track project Lessons Learned from design and construction experiences in a format acceptable to the Government. Identify and propose recommended changes to design criteria and field notes to be disseminated to DeCA PM’s and PMAC personnel in managing the individual construction contracts and overall program(s) of projects.

9. Direct the DeCA approved maintenance and upgrades as necessary of MICS for use by DeCA and PMAC personnel.

10. Support the field teams, AM’s, and core team personnel with IT assistance and training. Provide PMAC and DeCA with computer hardware and software support and repair. Maintain equipment inventories. Provide PMAC computer hardware and software. Repair, maintain, and back up the office server, websites, and data lines.

11. The core team shall maintain and update training materials for training PMAC technical inspectors. The core team will ensure that newly hired PMAC Technical Inspectors are fully trained in the processes for the PMAC program before they are sent to the field to perform duties. PMAC technical inspectors must be proficient in the use of the project management system (FACTS), capable to write clear statement of work for modifications, conduct weekly meetings, write daily reports, and maintain professional communications with project stakeholders. The core team in conjunction with area managers must evaluate effectiveness of technical inspectors in the field and inspect their work for quality of performance at all times. During the first three months, the core team and area managers must determine if the Technical Inspector requires additional training necessary to execute the program. If deemed necessary, the additional training must be completed by the end of the fourth month.

12. The core team must prepare for and participate in a monthly project status meeting with the DeCA PMAC COR and DeCA management to review status of projects using AM prepared reports. Recommend solutions to systemic problems and propose strategic solutions. Identify problem areas with individual projects and propose action plans for resolutions. The Core Team is responsible for writing and distributing meeting minute.

13. The core team duties shall include any additional duties specified within this PWS.

1.04.2 Area Managers:

Area Managers (AM) shall be provided by task order to oversee and coordinate the work of Technical Inspectors, serve as a consultant to the Government and provide liaison and support to the Core Management Team. Each AM will support the performance of four to seven Technical Inspectors.

1. The AM shall provide construction technical support to their respective Technical

Inspectors and will maintain overall responsibility for the quality and performance of their assigned TI’s efforts. The AM will intervene as necessary to provide required additional technical support in support of PMAC functions.

2. In conjunction with the core team, AM’s must evaluate effectiveness of TI’s in the field and provide added training as necessary to execute the program.

3. The AM shall make periodic visits to their respective job sites not less than once each quarter to insure the quality and completeness of PMAC services provided as well as the quality and completeness of construction, adherence to schedule, and all other construction related requirements and activities.

4. The AM must participate via teleconference in weekly progress meetings for each job site.

5. The AM is responsible to assist the core team in assembling and distributing “Lessons Learned” files system-wide based on the knowledge and experience of actual on site project management.

6. The AM must provide a monthly report for the DeCA leadership team on status of each project. The report must address the critical project metrics of cost growth, quality, and schedule performance. The report must also review status of contract actions such as pending modifications, RFI response and project unique issues that may need management support.

The AM is required to meet periodically with DeCA and the Core Management Team at Lackland AFB, TX. The AM shall provide his/her own library materials and daily supplies. The AM duties shall include additional duties specified in other places within this PWS.

A. Reach-back support Provide reach-back support beyond the capability and capacity of the core team, AM, commissioning agent and TI from the PMAC contractor’s home office or consultants.

Reimbursable on-site visits for reach-back support by an A-E engineer or specialty consultant from the home office shall be provided for each project at the following times:

foundation placement, MEP acceptance inspection, pre-final Inspection, refrigeration inspections, roofing inspection, polished concrete pre-performance, building acceptance inspection and any other occasion deemed necessary to the success of the project by the DeCA PM.

B. Professional Photographer Final Project Photos When requested by the government, the PMA contractor will employ a professional photographer with sufficient experience in architectural photography and technical photographic equipment to take final project photographs of new construction projects on or just prior to grand opening day. The photographer’s services will be reimbursed under Other Reimbursable Services Work Authorization Form (WAF). The PMAC photographer will send a minimum of forty digital photographs professionally touched up to the PMAC Core Team within ten days of the photo shoot. Provide a minimum of two exterior daytime photos and one exterior nighttime photo. Photographer shall use a professional quality high-resolution digital camera. Photographer shall provide three CDs of digital photographs in .jpg format and include the labels and identification requirements. Digital files and final photographs will become the property of DeCA.

Photographer is to issue a written release with the finish photographs and digital files to DeCA that becomes the property of the Government. All rights are to be released to DeCA.

C. Performance Location Performance location for on-site technical inspectors will be at the job site and will be specified in each task order. The AM’s performance location shall be located such that it is advantageous when considering home office technical support, geographic continuity, and travel costs. The PMAC contractor shall notify the Government of the AM’s proposed location; the Government must approve this location. At such time that the government determines, based on project geography and dispersal of projects, that it is more advantageous to have an AM reside in the DeCA office, the AM will be required to locate at the DeCA office at Lackland AFB, TX. If an AM is required to perform at the DeCA office, the Government will provide office space and furniture. The Core Management Team will be co-located full-time in the DeCA office building (BLDG 8400) at Joint Base San Antonio, Lackland AFB, Texas. The Government will provide office space and furniture to the Core Management Team at the DeCA Office at Lackland

AFB, TX.

D. Performance Period The performance period for task orders to provide on-site technical inspectors will be aligned with the performance period of the construction contract plus a reasonable period (typically 60 days) to execute construction contract close out. Performance periods for technical inspectors may exceed one year. All other task orders will have a performance period of 365 days or less. Task orders for core team support, area managers, commissioning agent, and other support items will be 365-day duration with a task order issued for the base year and each option year of the contract, that is executed.

1.05 PERFORMANCE OBJECTIVES AND THRESHOLDS: The desired result is quality commissary facilities that economically and effectively enable DeCA’s strategic goal of providing a great shopping experience to authorized patrons. To achieve this PMAC will strive to foster a cooperative partnership between construction contractors, designers, and the Government through open communication, proactive responses, and a spirit of partnership.

Professional and civil behavior at all times is a requirement. The list below represents the most important objectives that, when met, will ensure performance is satisfactory. Although not all PWS requirements are listed below, the PMAC contractor is fully expected to comply with all requirements in this PWS.

Design reviews must be accomplished in 14 days or less. Review comments must be clearly written, actionable, and reference design criteria, applicable codes, and industry standards where relevant.

Submittal reviews must be accomplished in 10 days or less. Where clarifications or corrections are required by the construction contractor, the PMAC contractor’s comments must be clear, objective and refer to the contract requirements in question.

RFI responses must be provided within 10 days. Coordinate with the AE of record only when obvious design deficiencies requiring redesign or additional information by the AE are required.

PMAC is required to draft complete professional…