01 31 19.05 20 Post Award Meetings-Revised 20JUL2020.pdf

SECTION 01 31 19.05 20

POST AWARD MEETINGS

JULY/2020

PART 1 GENERAL

1.1 SUMMARY

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

1.2 SUBMITTALS

All submittals (Hard copies or in electronic format) must be approved by the DOR, DQC, and QC before they are submitted to the Government CM).

Government approval is required for submittals with a "G" designation; the Governmnet will not accept submittals without the aforementioned approvals. 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, Lead Designer-of-Record (DOR), Design Staff responsible for each architectural/engineering discipline, Superintendent, QC Manager, DQC Manager. Optional attendees include: Principal, Assistant Project Manager, 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)

A- 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.

a- The CDW must be based on the presentation of actual Options developed by the Designers.

b- 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.

c- Thorough understanding of the existing load bearing walls that will need to be demolished and replaced with new structural items.

d- The presentation of information must follow the following format and order of presentation. The Government would consider at the PAK meeting variations to the presentation format proposed by the Design Build-GC team.

e- The fully developed Code, and Life Safety Analysis must be the first subject presented in the CDW.

For each trade:

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

b- Provide coordinated presentation exhibits showing the description of the proposed utilities for each building and the interconnections.

B- ARCHITECTURAL:

a-Phasing Plans: Provide graphic representation of each phase. The phasing plans must only show what will occur in that particular phase (For instance: building under renovation/demolition, buildings used by the Government, temporary relocations of offices, construction barriers, construction staging, entry points, storage of existing furniture to be re-used, access points for builings used by the Government, etc. Phasing plans showing all phases at once with demarcation lines and phasing numbers will not be accepted.

b- Provide fully developed Code, and Life Safety Analysis per FC1-300-09N/7-5 Code Compliance Summary Sheets. Provide plumbing fixture count for each BOQ as applicable. This information must be presented in drawing format which will be part of subsequent design submittals and the construction documents. The presenter must use the information to present the major findings and issues that may impact the RFP only. The presenter must not go over each code matter in detail beyond what is required to demonstrate to the CDW audience the outcome that may or may not impact the user utilization of their building.

c- Extended Suites: For Suites with similar dimensions, provide three (3) lay-out options at a minimum scale of 3/8"/foot. These options must include the floor plan, elevations and 3D model renderings showing the casework, furniture, material selections and any other additional pertinent information. Provide additional options (3) as necessary for suites that have substantialy diferent dimensions.

d- Protocol Suites: Same requirements as shown in item c above.

e- Fully developed floor plans of Levels 1 and 2 for each BOQ (Except BOQs having the same floor plan layout): Provide three (3) lay-out options.

The floor plans for each level must be shown in one sheet without match lines. The floor plans must be color coded in such a way to aid the user in the evaluation of the options with regards to space usage, adjacencies, circulations, etc. Provide 3 additional options as necessary if the Suite Layouts (Items c and d above)changes the overal floor plan layout.

f- BOQs Spread Sheet: For each option, provide spread sheet showing: the BOQ Building number, number of suite types at each level, number of ADA suites, subtotal total number of suites for each buildings, total number requested in the RFP, total number of suites for each option, and the difference if applicable.

g- Exterior features (Entry Canopy, Wing Stairs, Pitch SSMR roof, new Mechanical Room Doors, Ramps/Railing, Sidewalks, Parking Spaces): Provide three (3) options. Each option must include a site plan, floor plan(s), elevations and 3D renderings. Presentations must include the material selections and any other additional pertinent information.

h- Balance of Architectural requirements

C- INTERIORS:

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

b- Room finish schedule

D- LANDSCAPE ARCHITECT:

a- Provide an aestheticcally pleasing design layout depicting the proposed future exterior conditions. The landscape vegetation must be kept to a minimum, mainly to replace existing bushes affected by the renovation. The MCBCL does not maintain landscape features other than lawn areas and bushes that do not require maintenance.

E- SRUCTURAL:

a- Provide a narrative that demonstrates a thorough understanding of the scope of work b- Discuss the impacts of the scope of work on the existing structure c-c-Discuss where reinforcement and/or replacement may be required.

F- CIVIL:

a- Provide narrative and site plan that demonstrates a thorough understanding of the scope of work. Narrative will discuss permitting actions with state and federal agencies.

b- The site plan will included the following:

b.1 Connections to existing utilities (domestic water, waste water and storm water).

b.2 New utilities (domestic water, waste water and storm water) b.3 Conveyance of storm water from the site (permanently and during construction). Site plan will ensure positive drainage of the site.

Narrative will discuss erosion control during construction.

b.4 Roadway improvements.

b.5 Parking lot improvements (includes layout, entrances, exits and circulation).

b.5 Improvements to and new sidewalks. Connections with existing road, sidewalk and trail network.

G- PLUMBING:

a-Provide Design Analysis as follows:

a.1- Building occupnacy estimated male to female ratio.

a.2 Plumbing fixture determination, listing quantity and types of fixtures.

a.3 Number of fixture units requiring drainage, venting, cold and hot water piping.

b- Provide Calculations for:

b.1 Domestic water volume coming into the building (looking for a preliminary calculation on the water volume. Needed to determine if the existing water main has the size/capacity for demand).

b.2 Available water pressure (If the water pressure is suspect, a water pressure calculation is needed to determine if domestic water pump is required).

b.3 Water Heater Size/Storage (preliminary calculation on the water heater/storage tank size).

b.4 Sanitary sewer size coming into the building (preliminary calculation on the sanitary sewer size to determine if the existing main has the size/capacity for demand).

b.5 Building Utilities (Gas, preliminary calculation on the utility capacity demand vs. supply).

c- Plans:

c.1 Show plumbing fixtures, floor drains and equipment locations.

c.2 Site Plan. Show connections, such as to gas, water and sanitary distribution.

H- MECHANICAL:

a- Document ventilation, temperature and humidity requirements, occupancies, functions, usage schedules, equipment loads, and exhaust requirements by space).

b- Identify the governing codes and criteria utilized for the design.

Include the titles and the date of the applicable edition or publication.

c- Determine energy sources available at the project site. Describe the source of thermal energy that will be used (e.g. natural gas).

d- Provide a narrative description of all systems. Describe in detail all systems and components at a preliminary design stage to include the modeled energy use.

e- Calculations e.1 Show calculations and assumptions supporting equipment selections in a clear and organized manner. When charts or tables are referenced in the design analysis, cite the source and date of the publication.

e.2 Provide calculations used to size equipment, piping, ductwork and all accessories. Provide the model number and manufacturer of each major piece of equipment used in the basis for the design.

f Plans f.1 Show mechanical equipment locations.

f.2 Site Plan. Show connections, such as to gas distribution.

I- ELECTRICAL:

a-Provide in accordance with UFC 3-501-01.

b- The drawings need not provide extensive details but must be complete tnough to thoroughly express the Designer's intentions c- Existing Site and Demolition Plan.

d- Site Plan.

e- Single Line Diagram.

f- Preliminary floor plans with dedicated space clearly identified for electrical and telecommunications rooms

J- FIRE PROTECTION:

a- Building code summary b- life safety Plan c- Available water supply d- Water requirements e- Fire service location f- FDC location g- Sprinkler riser location h- Smoke detection i- Fire alarm j- Exit illumination k- Exit lights l- Fire extinguisher cabinets

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 Lead Designer-of-Record (DOR), Design Staff responsible for each architectural/engineering disciplineDesign, 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. The Facilitator will; be responsible for guiding the meeting in such a manner that all elements of the agenda are covered within the target time frame, carefully listen to issues and encourage discussion that results in an agreable solution, document key takeaways from the meeting, organize the design concept documents for on-site approval and provide the CDW Concept Design Report upon conclusion of the meeting.

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 all 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

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

b- The CDW Concept Design Report must not be formatted as meeting notes and/or re-stating the RFP. This document must no be construed to take precedence over the contractual RFP except on those items that may deviate from the RFP c- The CDW Concept Design Report must clearly identify:

c.1 Items needing clarification/confirmation/approval from the Government.

c.2 Action items identifing the responsible party.

c.3 Drawings, reports, items requiered in the CDW but omitted in the presentation.

c.4 Additional drawings, reports, etc. to further illustrate the Design team's understanding of the RFP SOW.

c- The CDW Concept Design Report must be itemized and submitted in RFI-spread sheets similar to the PPI's used during the solicitation. This will allow The Government to provide clear direction as well as provide a mechanism to trackthe status of each item.

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. Schedule an appropriate conference room convenient to the project site and/or Users for use by the Design Team and Government participants for 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(s) and respond to questions.

c. Participate in a comment/creative session to generate ideas to improve the project in the terms 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 and answered at subsequent presentations.

This iterative workshop will invariably lead to revisions to the design build teams initial response to the RFP. Input that is within the scope and intent of the RFP must be incorporsated into the project.

d. Create a revised concept design(s). 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 several concepts are required. The final concept must be within the contract award amount and follow the intent of the RFP.

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. This report must not be construed as meeting notes or a compendium of items discussed. The report must not repeat what can be found in the RFP. The report must be reflect the findings and changes to the RFP.

The report must include all the action items and associated responsible person.

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 Manager and 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.

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