02-18-10CMcPreproposalConferenceMinutes .pdf

Porter Neuroscience Research Center II

CMc Pre-Proposal Conference

Solicitation Number NIHOF2010205 February 18, 2010

Meeting held in Bldg 49, Room 1A51/1A59 National Institutes of Health

Bethesda Campus, MD 20892

M E E T I N G M I N U T E S

Attendance Sheet: Attached

I. WELCOME & OPENING REMARKS – Aaron Crawford, Contracting Officer

A. Aaron Crawford, Contracting Officer (CO) for the National Institutes of Health (NIH) introduced himself, Beverly Johnson, and Frank Kutlak, all of whom are with Office of Research Facilities (ORF). Other NIH staff members and leaders introduced themselves.

B. Krishnan Ramesh of AEI, Suketu Patel of P+W, Natasha Zizic of P+W, Katie McGimpsey of AEI and Jeff Welter of P+W introduced themselves as the projects architects and engineers of record.

C. All in attendance were asked to identify themselves and to note if they were a small business or large business – the list of attendants is attached.

D. Large businesses and small businesses as well as women, minority and employee owned firms were represented.

E. Mr. Crawford provided an overview of the ORF’s role at NIH F. He explained that ORF provides centralized support services to the scientific research mission of the NIH.

G. Major functions of ORF include facilities planning, management of design, new construction, renovation, campus sustainability and procurement/contracting services.

H. ORF falls under the Office of the Director and derives its fees in part through rentals charged the Institutes and Centers

I. ORF performs the master planning, renovation, operations and sustainability efforts on behalf of NIH

J. The Phase 1 building is and will remain operational during the construction period.

K. A separate RFP has been issued for CQM services.

L. Mr. Crawford explained that the CQM services include but are not limited to – design service support, preconstruction services, construction services, activation services, closeout services.

MEETING MINUTES

Porter Neuroscience Center II National Institutes of Health CQM Pre-proposal Conference Bethesda, Maryland

M. The Government will coordinate the Activation Services to move the occupants into the building. Primary responsibility for this phase of services (Activation) will be that of the CQM. The CMc, however, is expected to provide full cooperation in execution of these services.

N. This project entails the construction of a 307,000 square feet addition to the existing Porter Neuroscience Center, also known as PNRC I

O. As a biomedical facility, it will expand the present vivarium, provide additional behavioral, tissue culture and electrophysiology laboratories; laboratory support rooms; an imaging suite; offices; break areas, seminar and conference rooms; and an expansion to the existing cafeteria dining space

II. STATUS OF THE PNRC II REQUIREMENTS – Beverly Johnson, Senior

Contract Specialist

A. The project has a very strict schedule and despite possible weather conditions and the like, we will be awarding by March 31, 2010.

B. Please do not call in questions, rather send e-mails which will in turn be posted as amendments on the website.

C. It is incumbent upon the vendors to check the FedBizOpps web-site for daily updates and or amendments.

D. Ms. Johnson explained that the NIH has developed three procurement vehicles to complete the construction of the PNRC II:

1. The A/E contract;

2. The CQM contract; and

3. The CMc contract.

III. SUMMARY OVERVIEW OF THE PNRCII – Frank Kutlak, R.A. - Capital Project

Officer/ORF

A. Brief Explanation of Project

1. Phase I refers to the existing PNRC facility, completed about 5 years ago.

1. This project is complete and in full operation.

2. This contractor will be responsible for assuring full and uninterrupted operations of the existing Phase I facility.

3. Thus, scheduling will be very important and will need to be well communicated and adhered to.

2. Phase II was delayed, due to funding issues. Last spring, with the announcement of ARRA funds for the NIH, the PNRC Phase II project was re-energized allowing us to now complete the project.

3. Perkins and Will (P+W) Architects was selected to complete the design for Phase II. P+W has thus completed an 100% set of construction documents.

4. P+W’s 100% documents of January 29, 2010 is the set to use for the Target GMP bids.

5. ARRA requirements have a great emphasis upon sustainable design features, even greater than those with which the Phase II design was completed.

6. Thus more sustainable design feature enhancements will be incorporated into a final set of documents to be issued in the next 60 to 90 days and will be used to arrive at a final GMP with the selected CMc.

7. The Building is designed to meet the LEED Gold level of certification.

8. LEED requires recycling of most of the construction waste materials. NIH will provide the recycling services and containers with cooperation from the selected CMc, as more fully described in Article C.3 of the Solicitation

9. The project requires the CMc to provide a Building Information Model or BIM. It will be up to the CMc to build this model and maintain it, as specified in the Solicitation Section C.9.1.6.

10. Security requirements are significant, including those for all personnel involved with the construction activities. NIH will do background checks on all construction personnel and issue them NIH Contractor ID cards.

11. The CMc must provide a Security Manager as described in the Solicitation.

12. Neighborhood residents concerns include the ongoing construction off site (USNMC) as well as enforcement of noise ordinances and campus wide access and security.

13. There is extremely limited opportunity for on-site parking. The successful CMc will need to bus laborers into the site. The intent is to minimally impact the NIH ongoing campus operations. Part of the CMc management plan needs to demonstrate to NIH how you plan to get the workforce on and off site.

14. Full time construction site office personnel will be located in an existing NIH construction trailer; TR40B on South Drive and be issued NIH Contractor ID’s with NIH parking privileges

15. Using a large format aerial photo, Mr. Kutlak oriented viewers to the site perimeter, parking garages and surrounding buildings.

1. He pointed out the orientation and boundaries and entrances off of Old Georgetown Road.

2. NIH Security has allowed the project to use the northernmost lane of South Drive for construction vehicle marshalling, access and limited, temporary parking as well as a commercial truck inspection facility. The CMc is responsible for planning and providing the vehicle inspection facility (electrical service, paving, etc.) NIH will provide an existing personnel structure. The inspection services will be provided by NIH security staff.

B. Overall assumed project schedule

1. While NIH has estimated the construction schedule the, primary responsibility for the development of a construction schedule will be with the CMc.

2. The Government through the CQM will provide an activation / occupancy services phase which will plan, inventory existing equipment, procure and install new equipment, relocate existing equipment and move the NIH scientists from their existing locations on and off the Bethesda campus.

3. The CQM will have primary responsibility for coordinating the move-in activities. The CMc will be expected to coordinate and have spaces ready for the planned moves.

4. Presently, NIH does not expect to execute a partial, phased occupancy and will not occur prior to substantial completion.

IV. QUESTION AND ANSWER PERIOD

Questions were taken from those present. The question, the individual posing the question and the NIH responses provide (as well as any additional comments and or clarification appear below.

A. Is this a CAS Compliant Job? asked Kwaku Gyabaah of Clark Construction.

NIH Answer: Yes, it is a CAS compliant project. Vendors are directed to Federal Acquisition Regulation 52.230-2 to familiarize themselves with these requirements which will be adhered to

B. There seemed initially – perhaps due to the snow storms - to be some delays from American Reprographics – the amount of time for receiving drawings after the order has been placed – is there anything the vendors can do to help?

NIH Answer: Yes, as prime contractors, you can order individual sheets of drawings or sections of the specifications. You do not need to order the entire set.

C. The same issue with some slowness in response time in receipt of the documents was noted by Randy Kurty of Mona Electric. He stated also, that and as an electrician, he does need to obtain most of the drawing set.

D. How will the security checkpoints work for the laborers inspected on a daily basis? Stated Randy Kurty of Mona Documents

NIH Answer: Lou Klepitch of NIH Security said that government Security staff will check IDs of all laborers as they arrive at NIH. If bussed, ID’s will be checked on the bus which will then drop them off at the site and be permitted to park on campus in locations to be designated.

E. What level of detail needs to be provided in our cost proposal asked Bill McIntosh of Balfour Beatty?

NIH Answer: The required level of detail for the Business Proposal was addressed earlier. NIH is currently reviewing this issue as stated in Amendment #000001 to the Solicitation.

There are pricing schedule, and you will need to provide a narrative to explain your pricing. The plan is to issue an amendment later today..

Vendors were reminded that all questions must be submitted by Monday, February 22, 2010 at 2 pm, with the Government providing responses by Friday, February 26, 2010.

V. SITE VISIT

In lieu of a site visit, Mr. Kutlak addressed several staging and site development issues by use of the photograph.

He noted that use of a staging area on the west side of the current porter Building will require the development of an access road off of the Bldg 35 loading dock driveway.

This will necessarily be a complex project because of campus setting

There being no further questions, the meeting was adjourned at 9:45 AM.