01 31 19.5 20 POST AWARD MEETINGS 10-2019.pdf

SECTION 01 31 19.05 20

POST AWARD MEETINGS

10/2019

PART 1 GENERAL

1.1 SUMMARY

This document includes post-award requirements for project kickoff and subsequent design and preconstruction meetings.

1.2 SUBMITTALS

Government approval is required for submittals with a "G" designation;

submittals not having a "G" designation are for Contractor Quality Control approval. Submit the following in accordance with Section 01 33 00.05 20 CONSTRUCTION SUBMITTAL PROCEDURES and 01 33 10.05 20 DESIGN SUBMITTAL

PROCEDURES:.

SD-01 Preconstruction Submittals

Design Submittal Packaging Proposal; G

Performance Assessment Plan (PAP); G

CDW Facilitator Experience Resume; G

CDW Preliminary Concept Design; G

CDW Basis of Design with Cost Estimate; G

CDW Concept Design Report; G

1.3 POST AWARD KICKOFF MEETING

The Post Award Kickoff (PAK) meeting is made up of Contract Administration, and Scheduling. If mutually beneficial to the Contractor and the Government, these elements may be addressed in a single meeting or multiple meetings.

1.3.1 PAK Meeting Schedule and Location

Within 45 calendar days after contract award, and prior to commencing work, meet with the Contracting Officer for the PAK meeting(s). The meeting must be located at a specific time and place to be determined by the Contracting Officer. The meeting will be combined with the Concept Design Workshop, CDW.

1.3.2 PAK Meeting Outcomes

The meeting(s) outcomes are:

a. Integrate the Contractor and all client representatives into the project team.

b. Achieve consensus from the project team on any issues and concerns with the Contractor's technical proposal. If necessary, the User(s) may make a presentation of their functional requirements. Achieve consensus that User's functional requirements are understood and will be implemented into the project design.

c. Establish and explain policies and procedures for completion of a successful project.

d. Establish clear lines of communication and points of contact for Government and Contractor team members.

e. Establish clear expectations for the Concept Design Workshop.

f. Establish project design schedule, design submittal packaging, and preliminary construction schedule in accordance with Section 01 32 17.00

20 COST-LOADED NETWORK ANALYSIS SCHEDULE (NAS) FOR DESIGN-BUILD.

Discuss design milestones and events that will be included in the Quality Control Communication Plan.

g. Establish procedure for design packages reviews, Contractor's resolution to comments, and Government's role in review of packages.

h. Establish clear expectations and schedules for facility turnover, providing DD Form 1354 asset management records, eOMSI submittals, and training of Government maintenance personnel.

1.3.3 PAK Meeting Contractor Attendees

The following Contractor key personnel must attend the PAK meeting: Project Manager, Project Scheduler, Designer-of-Record (DOR), Representative(s), Superintendent, QC Manager, and DQC Manager. Optional attendees include:

Principal, Assistant Project Manager, and Design Staff representing each architectural/engineering discipline, major subcontractors and specialized supplemental QC personnel.

1.3.4 Contract Administration

Contract administration roles and responsibilities will be addressed.

1.4 CONCEPT DESIGN WORKSHOP (CDW)

Provide a Concept Design Workshop (CDW) for this project. This effort will examine project functions and requirements, quality and life safety costs, analyze alternate design concepts, expose and resolve project issues, and develop the final conceptual design. The outcome of the CDW must be an acceptable conceptual design including floor and site plans, signed by the client, Contractor and other key team members.The CDW must be based on the presentation of actual Options developed by the Designers. The Options must be done with accurate site information, for example, completed site survey, completed field verification of existing conditions with regards to dimensions, lay-out, materials, etc, thorough understanding of the existing load bearing walls that will need to be demolished and replaced with new structural items.

a- Provide narrative that demonstrates thorough understanding of the scope of work.

b- Provide drawings as described in item 1.4.3.2.f below.

c- The designers must coordinate with all other trades to provide descriptions of the proposed utilities for the building.

1.4.1 Meeting Attendees (CDW, SD, and DD Over the Shoulder)

The following Contractor key personnel must attend the meetings: Project Manager, Project Scheduler, Cost Estimator, and Design Staff representing each architectural/engineering discipline, Superintendent, QC Manager, and DQC Manager. Optional attendees include: Principal, Assistant Project Manager, major subcontractors and specialized supplemental QC personnel.

1.4.2 General

1.4.2.1 Facilitator

The Contractor will provide a Facilitator who is experienced in conducting Concept Design Workshops. Provide CDW Facilitator Experience Resume for approval prior to the CDW. The CDW Facilitator must be acceptable to the Contracting Officer. He or she will be responsible for leading the team in a timely manner, making sure that issues are pursued and resolved to the maximum extent possible, documenting meetings, organizing the design concept documents for on-site approval, and providing the CDW Concept Design Report.

1.4.2.2 Contractor's Design Team

The primary functions of the Design Team will be to investigate, develop and present alternate design solutions. The entire Design Team will participate in all phases of the Concept Design Workshop effort and provide assistance to the Facilitator in development of the Concept Design Workshop Report, including most of the required documentation.

1.4.2.3 Award Amount

With each alternate design solution the Contractor must verify that the concept is within the contract award amount.

1.4.2.4 CDW Concept Design Report

The CDW Concept Design Report will summarize the final conceptual design and will be produced almost entirely on-site during the workshop.

1.4.3 Procedure

1.4.3.1 Preliminary Work

The Contractor's Design Team must complete the following prior to the on-site workshop:

a. Review the contract documents and references explaining the project scope and history.

b. Make arrangements for and provide an appropriate conference room convenient to the project site and/or Users for use by the Design Team and Government participants during the workshop.

c. CDW and PAK to be combined 30 days post award, prepare 20 copies of a CDW Preliminary Concept Design (Concept #1), a Basis of Design, and a statement that the concept provided is within the award amount for distribution at the Concept Design Workshop.

d. Facilitator must conduct meeting with NAVFAC MIDLANT representatives before the Concept Design Workshop to review preparations, relationships, and the status of work to be accomplished. Meeting may be conducted via telephone or other electronic means if mutually agreeable to all concerned.

e. Resolve any outstanding issues regarding the CDW with the Contracting Officer.

1.4.3.2 On-Site Workshop

The on-site workshop must last a minimum of three working days, minimizing breaks so as to maintain momentum. The Design Team should expect longer than normal workdays and must accomplish the following items during the on-site phase of the Concept Design Workshop.

a. The Facilitator will describe the Concept Design Workshop process and review the workshop agenda. The user(s) may provide a functional presentation to reiterate to all participants the User(s) needs and desires. The intent is to make the design solution and issue resolution function-oriented.

b. Present CDW Preliminary Concept Design Concept #1 and respond to questions.

c. Participate in a comment/creative session to generate ideas to improve this project in the areas of function, quality and total life cycle cost, issue resolution and sustainable design within the award amount.

It is often helpful to request User comments in writing so they may be considered, responded to, and presented at subsequent presentations.

This iterative workshop will invariably lead to revisions to the design build teams initial response to the RFP. This design input should be planned to be incorporated into the project, so long as it is within scope and RFP intent.

d. Create a revised concept design. Design concepts must include drawings, sketches, and other graphics as necessary to fully describe the concept. Prepare at least 20 copies for distribution at all presentations.

e. Repeat applicable steps as necessary. Usually two to three concepts are required. The final concept must be within the contract award amount.

f. The final concept must include the following:

1. Site Plan: Show the layout of the proposed facility in relation to major landmarks. Show all buildings, access roads, parking, pedestrian walkways, roads, sidewalks, landscaping, and major utilities. Indicate major dimensions and orientation. Provide an analysis relating the proposed building site, size, and construction type to applicable codes and criteria.

2. SiteBuilding Floor Plans: Provide floor plans depicting functional utilization of spaces and furniture and equipment layout. Show room dimensions. Provide a Life Safety Code® analysis with the floor plan to identify required life safety and egress features.

3. Perspective Sketches: Provide at least one sketch to show a perspective of major buildings. The sketch should not be elaborate but must show the proposed form and massing, colors to be used, and an indication of materials used.

4. Mechanical Plans: Provide plans as necessary to show the essential work and intent of the design. Suggestions include equipment layouts, zones, etc.

5. Electrical Plans: Provide plans as necessary to show the essential work and intent of the design. Suggestions include special light fixture types, locations, switching, power outlets and panelboard location. Provide electrical distribution single line diagram.

6. CDW Basis of Design with Cost Estimate: Describe, in layman's terms, the intent of the design by discipline. Address material quality, energy efficiency and life cycle costs. Provide a statement that the concept presented can be constructed within the award amount.

7. System Safety Engineering.

g. Prepare 20 copies of the final concept (drawings, basis of design and statement that the concept is within the award amount) for distribution at the final presentation.

h. Dependent upon the project, the Concept Design Workshop Report is provided by the Facilitator, includes all items included in the final concept design and the following:

1. Endorsements: Include a copy of the signature/endorsement sheet.

2. Comments: Include comments and resolutions concerning the final concept design.

3. Executive Summary: Summarize the workshop, including how the various concepts differed and were improved during the workshop.

4. Special Design Features: Identify and describe unique project needs and features, e.g., pile foundations, physical security, intrusion detection systems, access control, construction in humid climates, pollution abatement, etc.

5. Architectural Compatibility Statement: Identify architectural style, materials, and color scheme; and indicate their compatibility with installation planning and design concepts established in the Base Exterior Architectural Plan.

6. Environmental Summary: Provide a summary of environmental issues, listing completed actions and items requiring further coordination, waivers or permits.

7. Supporting Project Documentation: Include data to support the development of the concept design, layout, and special features.

Items should include: project scope discussion, minutes of meetings, function analysis work sheets, and economic and technical analyses of alternatives evaluated.

i. Except for final comments, responses and endorsements, the final report should be completed (electronically) on site, before the final presentation. If requested by the PWD Project Manager, be prepared to present up to 10 hard copies of the report at the conclusion of the workshop.

j. Conduct a "front-to-back" comprehensive presentation of the final concept. Obtain user signatures on a conceptual design endorsement sheet, signifying approval of the concept design, subject to the final comments and their resolutions agreed to at the final presentation meeting.

1.4.3.3 Concept Design Workshop Report

Within 7 calendar days after completion of the on-site Concept Design Workshop, the Design Team must submit to the PWD Project Manager an electronic copy of the Concept Design Workshop Report as one file in *.PDF format.

1.5 PERFORMANCE ASSESSMENT PLAN (PAP)

The Performance Assessment Plan (PAP) must be used to document design innovation and budget management, provide performance feedback to the Contractor, and as a basis for interim and final evaluations in the Construction Contractor Appraisal System (CCASS) on-line database.

It is the intent of the Government to establish the PAP based on tangible, measurable indicators of outstanding contractor performance, and on commitments made in the Contractor's proposal. The initial PAP may be found on the NAVFAC Design-Build Request for Proposal Website in RFP PART 6 Attachments. Review and finalize the initial PAP during the Partnering Session. During the initial Partnering Session, the Government, the Contractor, the Designer-of-Record, and the Client will establish the PAP.

Following the establishment of the PAP, the Contractor will present it, with his input, for update and discussion at project meetings which discuss project performance. Submit an updated PAP on a monthly basis with the invoice for that period as a minimum. A copy of the initial PAP is attached.

1.6 PROJECT SCHEDULE

Provide in accordance with Section 01 32 17.05 20 NETWORK ANALYSIS

SCHEDULES (NAS) FOR DESIGN-BUILD.

1.7 DESIGN QUALITY ASSURANCE MEETINGS

After Government Quality Assurance (QA) of each Design Submittal has been completed, meet with the Government to discuss review comments for the specific design submittal.

Provide consolidated copies of all Government comments with annotations of Contractor's action beside them. Notify the Contracting Officer in writing within five (5) days after receipt of Government's comments if the Contractor disagrees with comments technically or interprets comments to exceed the requirements of the contract.

1.7.1 Design QA Meeting Attendees

The following Contractor key personnel must attend the design QA meetings:

Project Manager, QC Manager, DQC Managerand Contractor's Design Staff (architect and engineering disciplines related to topics to be discussed).

1.7.2 Design QA Meeting Location

Meetings must be located at the office of the Contracting Officer's QA Team or may be conducted at other locations or by other electronic means if mutually acceptable to all parties.

1.7.3 Minimum Design QA Meeting Agenda

Address all Government comments that are unresolved and present clarification or supporting information requested by the Contracting Officer's QA team during the previous meeting.

1.8 PRECONSTRUCTION MEETING

Meet with the Contracting Officer to discuss construction items of concern to the Government and the Contractor such as outages, storage, trailer location, disposal of construction debris, and safety, at a location to be determined by the Contracting Officer. The Preconstruction meeting may take place with the PAK meeting or at any time prior to mobilization and before any construction work begins.

1.9 RECURRING MEETINGS

1.9.1 Quality Control and Production Meetings

Quality Control and Production Meetings in accordance with Section

01 45 00.05 20 DESIGN AND CONSTRUCTION QUALITY CONTROL.

1.9.2 Safety Meetings

Safety Meetings in accordance with Section 01 35 26.05 20 GOVERNMENT SAFETY

REQUIREMENTS FOR DESIGN-BUILD.

1.9.3 eOMSI Meetings

Refer to Section 01 78 24.00 20 FACILITY ELECTRONIC OPERATIONS AND MAINTENANCE INFORMATION (eOMSI) for requirements.

1.10 FACILITY TURNOVER PLANNING MEETINGS (NAVFAC RED ZONE - NRZ)

Meet with the Government to identify strategies to ensure the project is carried to expeditious closure and turnover to the Client. Start the turnover process at the PAK meeting with a discussion of the NAVFAC Red Zone (NRZ) process and convene at regularly scheduled NRZ Meetings.

Include the following in the facility Turnover effort:

1.10.1 NRZ Checklist

a. Contracting Officer's Technical Representative (COTR) will provide the Contractor a copy of the NRZ Checklist template prior to 75 percent completion.

b. Prior to 75 percent completion add/delete critical activities to the NRZ Checklist template as necessary to match the project scope, and schedule critical activities and insert planned completion dates in the NRZ checklist for each critical activity. Present the NRZ Checklist to COTR and review during a regularly scheduled QC Meeting.

1.10.2 Meetings

a. Upon Government acceptance of the NRZ Checklist, the Project Superintendent is required to lead regular NRZ Meetings beginning at approximately 75 percent project completion, or three to six months prior to Beneficial Occupancy Date (BOD), whichever comes first.

b. The Contracting Officer will determine the frequency of the meetings, which is expected to increase as the project completion draws nearer.

c. Using the NRZ Checklist as a Plan of Action and Milestones (POAM) and basis for discussion, review upcoming critical activities and strategies to ensure work is completed on time.

d. Coordinate with the COTR any upcoming activities that require Government involvement.

e. Maintain the NRZ Checklist by documenting the actual completion dates as work is completed and update the NRZ Checklist with revised planned completion dates as necessary to match progress. Distribute copies of the current NRZ Checklist to attendees at each NRZ Meeting.

f. Assign responsibility and schedule for the provision of all information necessary to complete the Final eOMSI Data and Documents Submittals for facility turnover.

g. Assign responsibility and schedule for the provision of all documentation necessary to achieve Guiding Principle Validation and also Third Party Certification, if applicable.

h. Schedule and coordinate the facility training of Government maintenance personnel in accordance with 01 78 23 OPERATION AND MAINTENANCE DATA.

i. Discuss the requirements of creating the Interim and Final DD Form 1354 to provide asset management records to the Government. Refer to Section 01 33 10.05 20 DESIGN SUBMITTAL PROCEDURES for requirements.

1.10.3 Facility Turnover Meeting Attendees

The following key personnel must attend the Facility Turnover Meetings:

Contractor QC Manager, Design Quality Control Manager, Superintendent, Major Subcontractors, Designer-of-Record, Contracting Officer's Representative, Representative(s) of NAVFAC MIDLANT, the Facility Owner / Real Property Accounting Officer, Public Works Facility Maintenance Specialist, and the Client.

PART 2 PRODUCTS

Not Used.

PART 3 EXECUTION

Not Used.

-- End of Section --