AE IDIQ SOW.docx

Indefinite Delivery Indefinite Quantity Architect-Engineer Design Services

Statement of Work

National Institutes of Health Office of Research Facilities Engineering Management Section

March 12, 2010

March 12, 2010 A/E Design Services IDIQ Contract

Table of Contents

V. Introduction

A. Client Agency

The United States Department of Health and Human Services (DHHS), Public Health Service (PHS), National Institutes of Health (NIH), National Institute of Environmental Health Sciences (NIEHS, henceforth the “Government”) is the client agency for this contract. The Architect-Engineer’s (A-E, henceforth the “Contractor”) contractual direction will be provided by the Contracting Officer, Acquisitions Management Branch (AMB), NIH and technical direction will be provided by the Project Officer, Engineering Management Section (EMS), Facilities Engineering Branch (FEB), NIH.

B. Contract Purpose

This contract obligates the A-E to provide architectural and/or engineering professional services in one or more disciplines as required by the Government for specific projects during the duration of the contract. The services to be required will be conducted in support of a biomedical research and support facilities environment.

C. NIEHS Contract Administration

The Contracting Officer is the Government’s overall authority in all contractual matters. The Project Officer is the Government’s designated project management representative and principal technical authority for the project.

D. Overview of Statement of Work

This statement of work for Architect-Engineer services provides the requirements for accomplishment of proposed projects. In addition to this Introduction, the statement of work is composed of three (3) parts:

General Requirements for Architect-Engineer Services

This part identifies the types of professional services required under this contract, the method for obtaining those services including proposals and negotiations, and the project management requirements.

Architect-Engineer Services

This part provides detailed requirements for the products of the professional services provided under this contract.

Design Policy and Guidelines for NIH Architect-Engineer Services

This part identifies the minimum design policies and guidelines required for Architect-Engineer services provided under this contract.

VI. General Requirements for Architect-Engineer Services

A. Services

1. Professional Services

The contract obligates the Contractor to provide mechanical, electrical, structural, and civil engineering, and architectural, landscape architectural and interior design professional services as required by the Government for specific Architect-Engineer projects as they arise.

a. Architect-Engineer In-house Disciplines

The predominate portion of the professional services anticipated under this contract will be in the mechanical and electrical engineering disciplines. At a minimum, the Contractor’s in-house staff shall include the staff necessary to provide the mechanical and electrical engineering services required for specific individual projects under this contract.

b. Subcontractors and Outside Associates and Consultants

Any subcontractors, outside associates or consultants required by the Contractor in connection with the services covered by the contract will be limited to individuals or firms that were specifically identified and agreed to during negotiations. The Contractor shall obtain the Contracting Officer’s written consent before making substitution for these subcontractors, associates, or consultants.

c. Requirements for Registration of Designers

The design of architectural, structural, mechanical, electrical, civil, or other engineering features of the work shall be accomplished or reviewed and approved by architects or engineers registered to practice in the particular professional field involved in the State of North Carolina.

2. Architect-Engineer Service Products

The contract requires the Contractor to provide architectural, landscape architectural, civil, mechanical, electrical, and structural engineering, and interior design services for the performance of project surveys, studies, designs including working drawings and specifications, cost estimates, and post-design services. These services will be provided as necessary for the accomplishment of proposed projects in accordance with the requirements as set forth in this statement of work and detailed within specific individual Task Orders.

a. Site Investigation

The Contractor shall conduct a site investigation as a prerequisite for preparing a design. The site investigation consists of obtaining or preparing site and general construction information including, but not limited to, reviewing drawings and meeting and interviewing Government personnel.

b. Investigative Reports and Studies

If required by the specific Task Order, the Contractor shall evaluate a particular requirement for its viability, and present several alternatives with estimated design and construction costs.

c. Preliminary Project Survey Reports

If required by the specific Task Order, the Contractor shall conduct a survey of an individual work request. The survey will include the interview of the Government’s project technical staff and program staff to determine the project scope and evaluation of the project site. The contractor will submit a preliminary project survey report to the Project Officer identifying the scope of the work required, an estimated construction cost, and a design fee and schedule proposal.

d. Designs

If required by the specific Task Order, the Contractor shall produce a design including, but not limited to, calculations, working drawings, project technical specifications and special contract provisions which will accurately reflect all work requirements.

e. Construction Cost Estimates

If required by the specific Task Order, the Contractor shall produce itemized cost estimates for all work identified in a design. Generally, the estimates shall accompany each design submission from conceptual design through final construction bid documents.

f. Post Design

If required by the specific Task Order, the Contractor shall perform post design services including, but not limited to: response to construction contractor’s requests for information; review for construction contract requirements and recommendation of approval or disapproval of the construction contractor’s shop drawings, product data, and samples; the provision of on-call services, such as evaluation and recommendations regarding the construction contractor’s applications for payment; preparation of construction contract change scopes and associated cost estimates resulting from conditions beyond the designer’s reasonable control such as unforeseen site conditions, availability for pre-bid and post-award conferences, construction inspection services, or the resolution of construction-related issues; and, preparation of as-built drawings.

B. Government Needs

The Government’s intent is to utilize the Contractor based upon the determination of a specific need for the Contractor’s services, but the Government is under no obligation to issue Task Orders under this contract. Subject to agreement upon the terms of individual Task Orders between the Government and the Contractor and the dollar limitation of this Contract, the Government guarantees to partially obtain from the Contractor the types of services covered by this contract during the contractual period and in the professional areas specified, and in consideration thereof, the Contractor agrees to furnish all such required services. Exceptions to this guarantee include the obtaining of professional services for interior design or those services incidental to interior design services, and the use of Governmental in-house services, as determined by the Project Officer.

1. Task Orders

a. Task Order Package

As the need for the professional services of the types covered under this contract arise, the Project Officer will prepare and submit a Task Order Request for Proposal (RFP) package to the Contracting Officer. The Task Order RFP package will consist of: a Request for Quotation (SF-18); a detailed description of the project work to be performed (Scope of Work); and, an independent cost estimate developed using the disciplines and rates and other pricing arrangements provided in Section B of this contract. If an ensuing Task Order is expected to exceed $25,000, the cost estimate will be developed to the same level of detail as required of the Contractor. The Contracting Officer will forward the Task Order RFP package (less the Government cost estimate) to the Contractor.

b. Contractor Proposal

The Contractor shall submit a proposal including a detailed cost breakdown and a project submittal schedule to the Project Officer within fifteen (15) working days of receipt of the Task Order RFP package.

(1) Detailed Fee Proposal

The cost and pricing breakdown of the Contractor’s fee proposal shall be the salary rates for each specific discipline as contained within Section B of this contract and shall be submitted on the NIH “Architect-Engineer Fee Estimate/Proposal” form.

The rates provided in Section B of this contract in connection with performance hereunder shall not exceed the rates charged by the Contractor to non-Governmental clients for the same services performed by the same disciplines. The actual salary rates paid to each employee performing work on this contract shall be as prescribed in Section B of this contract for that discipline, and no less than the rates prescribed by any applicable wage determinations.

(2) Project Submittal Schedule

The Contractor shall provide a project submittal schedule on the NIH “Architect-Engineer Schedule of Submissions” form proposing the performance time for each required submission and the ensuing review stage.

c. Order for Supplies or Services (OF-347)

Following an evaluation of the Contractor’s proposal by the Contracting Officer and the Project Officer, negotiations shall commence with the Contractor on its proposal, including, but not limited to: the services to be performed by the Contractor; the specific disciplines and hours for each (at the salary rates authorized by Section B of this contract), including subcontractors, outside associates and consultants; key personnel; reimbursable costs, if any; the project submission schedule, including commencement and completion dates; and, the total firm fixed price for the task. Subject to satisfactory negotiations leading to a final agreement, the Project Officer will submit a memorandum of negotiation to the Contracting Officer. The Contracting Officer will execute an Order for Supplies or Services (OF-347) against this contract reflecting all terms of the agreement for the Task Order Request.

2. Failure to Agree

If agreement cannot be reached with respect to the services covered by a particular proposed Task Order RFP, neither party shall be under any obligation to the other. However, if in the opinion of the Contracting Officer the Contractor has unreasonably and/or repeatedly failed to reach an agreement during the negotiations of proposed Task Order RFP’s, the Government may terminate this contract, subject to satisfactory completion of all previously executed Task Order RFP’s; may perform the services or similar services itself; or, may employ others to perform the services or similar services. Persistent unsupported or unreasonable disagreement on the part of the Contractor may be treated pursuant to the “Default” provisions of this contract, at the option of the Government.

C. Project Management

1. Contractor Project Management

a. Task Order Project Manager

For each Task Order, the Contractor shall appoint a Project Manager, who shall be the Government’s single point of contact, and who shall provide all necessary project representation for the successful accomplishment of the work for that project. The Contractor’s Task Order Project Manager shall be identified in the Contractor’s proposal for the project. The Contractor’s Project Manager shall be thoroughly familiar with all requirements of the work and shall be cognizant of the required schedule of the work and the cost limitations of the project. Only one Project Manager shall be assigned for the duration of the project work, and shall not be reassigned or removed without the written consent of the Project Officer.

b. Task Order Project Manager Substitutions

The Project Manager shall not be removed, or substitution proposed, through the duration of the Task Order unless necessitated by illness, death, termination of employment with the Contractor, or at the request of the Government. The Contractor shall notify the Project Officer within eight (8) working days of the aforementioned events requiring substitution and provide the following information: a detailed explanation of the circumstances necessitating the proposed substitution; a detailed resume of the proposed substitute; and, any other additional information requested by the Project Officer. The proposed substitute shall have substantially equal abilities and qualifications to those of the person being replaced, as determined by the Project Officer. The Project Officer shall notify the Contractor within fifteen (15) calendar days after receipt of all required information regarding the decision on the proposed substitution. No increase in salary rates will be allowed for substitution of the Contractor’s Task Order Project Manager (or any other Contractor personnel, including subcontractors, outside associates and consultants).

2. Government Project Management

a. Work Oversight in Architect-Engineer Contracts

The extent and character of the work to be done by the Contractor shall be subject to the general oversight, supervision, direction, control, and approval of the Contracting Officer.

b. Contracting Officer

The Contracting Officer has overall authority in all contractual matters, and as such possesses the only Government authority to direct the Contractor to undertake Task Orders. Such direction shall be in writing, in the form of a Task Order or a modification of an existing Task Order which sets forth the work to be performed, the period of performance and firm fixed price of the professional services to be required under the Task Order. In the event that the urgency of the requirement will not permit the delay associated with issuing and mailing a Task Order or a Task Order modification, the Contracting Officer is authorized to orally direct the Contractor to commence work. Such oral direction will be confirmed by an appropriate Task Order or modification to a Task Order. Exceptions to the requirement regarding issuance of a Task Order or modification of a Task Order exist if this contract or the Task Order specifically compels the Contractor by its terminology and terms to provide the service upon the Government’s acceptance of a specific segment of the work, or if the Task Order clearly requires services which are inseparable, such as the inspection and acceptance of activities arising from the construction resulting from the design completed under a Task Order.

c. Project Officer

The Government shall be represented by the assigned engineering Project Officer. The Project Officer shall be directly responsible for the technical monitoring and administering of the progress of the work under this contract, and shall serve as the liaison for the Contractor with the Government. The Project Officer shall receive all required submittals and a copy of all correspondence required under performance of this contract and subsequent Task Orders.

d. Technical Monitoring

Performance of the Contractor under this contract shall be subject to the technical monitoring of the Project Officer. Technical monitoring must be within the general scope of work stated in the contract and the authorized Task Order to be acceptable. All technical directions shall be issued in writing by the Project Officer to the Contractor, or shall be confirmed in writing within five (5) days after verbal issuance.

The Contractor shall proceed promptly with the performance of technical directions within the limitations described herein, as duly issued by the Project Officer in the manner prescribed by this article and within the limitations and authorities of the provisions of this contract. The provision of technical direction shall not be construed as limiting the liability of the Contractor for performance acceptability, as provided in this statement of work and elsewhere within the contract.

A failure of the Contractor and the Contracting Officer to agree upon the nature of the instruction or direction or upon the contract action to be taken with respect thereto shall be subject to the provisions of the contract clause entitled “Disputes.”

(1) Definitions

The term “technical monitoring” is defined to include the following:

(a) Directions to the Contractor that internally redirect the Task Order efforts, shift work emphasis between work areas or tasks, require pursuit of specific lines of inquiry or development of details, or otherwise serve to accomplish the Task Order statement of work. It should be noted that none of the directions provided under technical monitoring shall constitute a change in the Task Order, including the scope of work, negotiated fee, or performance period.

(b) Provision of information to the Contractor, as determined necessary by the Project Officer, which assists in the interpretation of drawings, specifications, or technical aspects of the statement of work.

(c) Review and, where required by the Task Order, approval of reports, studies, drawings, specifications, or technical information to be submitted by the Contractor to the Government as required by the Task Order.

(2) Limitations

The Project Officer specifically does not have the authority to issue any technical direction which:

(a) constitutes an assignment of additional work outside the general scope of the contract or specific Task Order;

(b) constitutes a change as defined in the “Changes” clause of the contract;

(c) in any manner causes an increase or decrease in the total estimated contract or Task Order price, or the authorized performance period for the contract or Task Order; or,

(d) changes any of the expressed terms, conditions, or specifications of the contract unless [in consideration of subparagraphs a through c above] a formal modification to the contract or Task Order is approved and issued by the Contracting Officer.

3. Responsibility of the Architect-Engineer Contractor

a. The Contractor shall be responsible for the professional quality, technical accuracy, and the coordination of all designs, drawings, specifications, and other services furnished by the Contractor under this contract. The Contractor shall, without additional compensation, correct or revise any errors or deficiencies in its designs, drawings, specifications, and other services.

b. Neither the Government’s review, approval or acceptance of, nor payment for, the services required under this contract shall be construed to operate as a waiver of any rights under this contract or of any cause of action arising out of the performance of this contract, and the Contractor shall be and remain liable to the Government in accordance with applicable law for all damages to the Government caused by the Contractor’s negligent performance of any services furnished under this contract.

c. The rights and remedies of the Government provided for under this contract are in addition to any other rights and remedies provided by law.

d. If the Contractor is comprised of more than one legal entity, each such entity shall be jointly and severably liable hereunder.

VII. Architect-Engineer Services

A. General

The requirements identified herein are intended to establish the minimum acceptable practices and standards in the performance of Architect-Engineer related services.

1. Contractor Requirements

a. The Contractor’s work shall be performed in accordance with the Scope of Work and/or Program of Requirements included within the specific Task Order. No term or condition of the Task Order shall supersede the terms and conditions of the contract document. Task Orders Requests may place additional terms, conditions, and requirements on the Contractor which shall be in effect for that particular Task Order. In the case of conflict between the contract and an ensuing Task Order, the contract shall take precedence.

b. The Contractor shall consult with and work closely with the Government Contracting Officer, Project Officer, technical, and program personnel during performance of all work under this contract and ensuing Task Orders. The Contractor shall coordinate its work with related work of Government personnel, or other Government contractors, at no additional cost.

c. During the course of the Contractor’s performance, the Contractor shall recognize, consider and recommend any appropriate architectural and/or engineering solutions, including those more appropriate than outlined within the contract or ensuing Task Orders, that would serve to benefit the interest of the Government. The Government solicits, is entitled to, and expects such professional services at no additional cost.

d. The Contractor shall perform all necessary travel, field investigation, and architectural, engineering, and interior design professional services required to complete the contract and ensuing Task Order requirements. The Contractor shall hold discussions and confer with Government contracting, technical, program, and/or Government contractor personnel, and take such other actions as may be necessary or as determined by the Project Officer, to obtain data necessary for the development, coordination, and completion of the work and required services under the contract and ensuing Task Orders. The Contractor shall visit the project site as necessary to perform a thorough study of existing conditions so as to become fully aware of all difficulties or restrictions related to the execution of the Contractor’s work, including those of the work of any subsequent construction contractor during work resulting from the Contractor’s performance, under this contract or ensuing Task Orders. Restrictions shall include, but not be limited to, all applicable codes, regulations, standards, and local covenants.

e. The Contractor shall document and submit a copy to the Project Officer of all significant records of understanding and the results of all surveys so as to keep the Project Officer completely informed of the project’s development and progress. If deemed necessary and upon request by the Project Officer, the Contractor shall furnish progress reports of the work related to a specific Task Order at no additional cost to the Government.

f. The Contractor shall promptly report to the Contracting Officer, with copy to the Project Officer, any ambiguities or discrepancies found in the project requirements, criteria or documents involving the Contractor’s work or related work by the Government which has become known to the Contractor in the course of performance under this contract or any ensuing Task Order, as well as any instructions which could lead to changed or new work. In the case of any changed or new work, advance written approval by the Contracting Officer must be obtained prior to proceeding with the change.

g. Where the contract or ensuing Task Orders provide for the development by the Contractor of any particular submission which is subject to review and/or approval by the Government, the review, approval and/or acceptance by the Government shall not relieve the Contractor of the responsibility and liability for ensuring that the submission is accurate, complete, correct, and fully responds to the requirements of the contract or individual Task Order. Should the Government reject submissions for any reasonable cause, the Contractor shall be responsible for immediately correcting or improving the subject submission to completely address the Government’s concerns and resolve all discrepancies. Government acceptance of submittals at any stage shall not relieve the Contractor of responsibility for any problems, concerns, and/or delays, including their associated costs, attributable to deficiencies or negligent performance by the Contractor.

h. The Contractor shall confer and coordinate, or at the option of the Project Officer shall assist the Government in conferring and coordinating, with State and local governmental agencies as required to ensure conformance of contract deliverables with all Federal, State, and local requirements. This shall include, but not be limited to, the conducting of presentations to State and local governmental or community agencies, officials or planning commissions as may be required to complete work related to or resulting from the Contractor’s performance under this contract or ensuing Task Orders, including but not limited to obtaining permits for the construction of projects resulting from the Contractor’s performance.

i. The Contractor shall provide the Government with any incidental assistance (e.g., amendments to construction bid documents, interpretation of drawings and specifications to clarify the design intent required during the construction of a project, preparation of any additional explanatory documents required, etc.) related to work performed by the Contractor.

j. The Contractor shall provide all necessary documentation (including but not limited to drawings, sketches, narrative descriptions, justifications, and detailed cost estimates) for proposed change orders related to design deficiencies, omissions, or errors. Additionally, the Contractor shall provide all necessary review, comment and other assistance as may be determined by the Contracting Officer or Project Officer in determining the reasonableness of construction contractors’ cost proposals relating to such change orders.

k. The Contractor shall prepay all shipping charges on all reports, drawings, or submittal documentation required by the Government at no additional cost to the Government.

l. Except as otherwise specifically provided herein, all property, equipment, supplies, facilities, personnel, transportation, utilities and services required to prepare proposals and perform work under this contract or ensuing Task Orders shall be furnished by the Contractor at no additional cost to the Government.

2. Government Furnished Materials

The Government will furnish:

a. A Task Order Request for Proposal package (less the Government cost estimate) including scope of work to be performed by the Contractor, and any resultant Order for Supplies or Services (OF-347);

b. a sample NIH Architect-Engineer Fee Estimate/Proposal form;

c. a sample NIH Architect-Engineer Schedule of Submissions form;

d. a sample NIH Construction Cost Estimate/Proposal form;

e. a sample NIH standard electronic file drawing with title block and border;

f. access to existing NIH drawings, equipment data, or other documentation as may exist.

3. Task Order Schedule

a. The Contractor shall submit a schedule to the Project Officer in bar-chart format utilizing the performance periods included within the Schedule of Submissions for the Task Order establishing a precise schedule (including actual dates) for submittals required under the Task Order within ten (10) working days after the issuance of a Task Order.

b. The Contractor is advised to progress with the work included within the Task Order in a manner which ensures compliance with the performance period essential to the successful timely completion of the project. The Contractor shall allocate and utilize technical manpower and other necessary resources so as to steadily progress toward milestone dates and monitor the work of its subcontractors, outside associates and consultants to ensure concurrent steady progress. Delivery of all contract or ensuing Task Order deliverables shall be made within the performance period provided.

c. The Contractor shall request information, determinations, and similar Government input in sufficient time to permit the Government’s development and delivery of the required information as soon as the need becomes apparent. Insofar as possible, the Contractor shall work around requiring clarification so as to progress with its work and eliminate or minimize any delay to the Task Order schedule. Should delay occur, the Contractor shall cooperate with the Project Officer to develop and implement methods to eliminate or minimize delays.

d. The Project Officer will coordinate all required Government reviews and reviews of other Government-contracted services. The Contractor shall allow ten (10) working days for government review of each required submission.

e. Failure by the Contractor to diligently prosecute its work successfully to meet the required completion date will be sufficient grounds for the Contracting Officer to terminate the Task Order, the contract as a whole, and/or portions thereof, as determined by the Contracting Officer.

f. Should the completion of the work under the Task Order be delayed as a result of causes beyond the control and without fault or negligence of the Contractor, as determined by the Contracting Officer, the completion date may be extended by the Contracting Officer. Such extension shall be effective only upon formal written modification of the Task Order by the Contracting Officer.

4. Asbestos

Several asbestos containing areas at the NIEHS have been identified and warning signs are posted at these sites. The contractor, in addition, shall advise the Project Officer of any areas of suspected asbestos as soon as any additional sites have been discovered. The Project Officer shall be responsible for notifying and arranging an inspection by the NIEHS Safety Officer. The Contractor may be required to accompany the Safety Officer to identify the suspected asbestos.

B. Pre-design Phase Architect-Engineer Services

Pre-design phase Architect-Engineer services are defined as those tasks occurring prior to the commencement of design on a specific project and shall include, but not be limited to: site investigation; investigative reports or studies; preliminary project survey reports; and development of Programs of Requirements.

1. Site Investigation

a. Except where such information is specified within the Task Order as being furnished by the Government, obtain or prepare site and general construction information including, but not limited to, drawings, explanatory data, and characteristics of existing structures, facilities, systems, and other information as may be required to resolve and satisfy all requirements of the project leading to development of the contract deliverables in conformity with the Task Order requirements. Conduct meetings with Government contract and project officers, technical, program or other personnel, and other Government contractors, to identify details related to the project, including difficulties and restrictions related to and ensuring timely progression in the execution of the work. Meetings and consultations with Government and Government contractor personnel shall be coordinated in advance with the Project Officer.

b. Site investigations shall be conducted by the Contractor and its outside associates’ personnel in the specific professional disciplines necessary to complete the requirements of the Task Order.

c. Warranty of Government Furnished Information

The Government may provide the Contractor access to drawings, specifications, equipment data and other information within its possession. Access to this data will be provided to the Contractor for informational purposes only, and no warranty as to its accuracy is either expressed or implied. This data is generally limited to individual past projects, such as construction contract (not “as-built”) documents and construction contractor submittals. The Government does maintain “as-built” documentation, but the documentation shall be verified by the Contractor and when questions as to existing conditions arise the only acceptable method of verification shall be by the Contractor’s field investigation of the specific project site.

2. Investigative Reports and Studies

If specifically required by the Task Order Request, the Contractor shall prepare and submit an investigative report or study. The report shall fully and accurately describe: (1) the objective of the study; (2) the procedures, including any equipment and techniques, employed in the investigation; (3) any analyses and test data, with complete descriptions of the tests performed; (4) names and qualifications of the personnel performing the investigation; (5) a complete evaluation and analysis of existing conditions; and, (6) an accurate, reliable and detailed proposal describing recommendations for accomplishing such repair, alteration, and/or replacement of existing work as may be required to accomplish the objectives of the project.

a. Investigative Report Format

The investigative report shall consist of a detailed narrative report, typed and bound on 8½ 11 paper. All pages shall be numbered sequentially and tabbed for major divisions, appendices and attachments. Whenever photographs are utilized, color prints or color reproductions shall be used. Drawings which supplement the report shall be prepared in the same format as outlined herein under the requirements for design phase services. When such supplementary drawings can be adequately illustrated on 8½ 11 size paper, they shall be bound as part of the report. Additionally, electronic files of all reports, including, but not limited to, the narrative (in Microsoft Word® format of the release currently utilized by the NIH), drawings (in AutoCAD® 2008 or the most current release utilized by the Government) and photographs shall be provided.

b. Investigative Report Contents

The investigative report shall be organized in the following order and contain the listed principal topics and sections:

(1) Cover Sheet - identify the study, authors, data, etc.

(2) Table of Contents - include page numbers

(3) Foreword - cite sources and approaches utilized in gathering and evaluating information presented in the report; all assumptions, escalation of power rates, inflation building power growth rates, etc., shall be stated

(4) Summary of Recommendations

(5) Analysis of Existing Conditions - a general summary of the existing facilities’ construction, features, systems, equipment, operation, and maintenance; sketches and diagrams, etc., shall be included as required

(6) Findings and Evaluations

(7) Recommendations - provide specific recommendations coordinating all disciplines

(8) Calculations - complete back-up calculations leading to determinations and recommendations, cross referenced to the “Findings and Evaluations” and “Recommendations” sections; include all cost estimates

(9) Bibliography

(10) Appendices - Any material needed for in-depth understanding of the presented material addressed in the “Findings and Evaluations” and “Recommendations” sections

c. Submittals

(1) The Contractor shall submit five (5) copies of the preliminary investigative report or study to the Project Officer for review and comment. The Contractor must recognize that the Government’s review is general in nature, and that detailed checking for technical accuracy, sufficiency and coordination is the sole responsibility of the Contractor and its associates and consultants.

(2) The Contractor shall allow ten (10) working days for Government review and comment on the preliminary investigative report or study. Following the Government review, the Project Officer will return written review comments on the submitted work to the Contractor. However, review comments of minor importance may be relayed by telephone, such comments being effective as if written, and shall be documented by the Contractor.

(3) At the option of the Government, the Project Officer may request an on-board review of the preliminary investigative report with the Contractor and its representative staff. An on-board review may be elected by the Contractor, but will be accommodated at the discretion of the Project Officer.

(4) The Contractor shall submit five (5) copies of the final investigative report or study to the Project Officer.

3. Preliminary Project Survey Report

If specifically required by the Task Order Request, prepare and submit a preliminary project survey report addressing an individual work request. The preliminary project survey report shall consist of: (1) a narrative description of the scope of the work, including all alternative solutions; (2) a budget construction cost estimate; (3) a budget estimate for Architect-Engineer design fees; and, (4) a budget estimate for Architect-Engineer post-design service fees.

a. Methodology

(1) Following issuance of the Order for Supplies or Services (OF-347) for the preliminary project survey report, the Contractor shall coordinate with the Project Officer to conduct a meeting with the Project Officer, the requesting organization, and other users of the facility (e.g., operations and maintenance personnel, other Government contractors, as required) for the purpose of identifying and developing a thorough understanding of the project needs.

(2) The Contractor shall inspect the project site as required to thoroughly familiarize its working staff with the site existing conditions. Further, the Contractor shall obtain any Government information which may exist and will assist in its understanding of the proposed project requirements, including drawings, specifications, and equipment data. The Contractor shall be responsible for verifying the accuracy of any Government furnished information.

b. Narrative Description

(1) The narrative description shall fully and accurately identify the functional and technical requirements of the proposed project necessary to meet the needs of the requesting organization. The narrative description shall include all alternative solutions (schemes) for accomplishing the repair, alteration, and/or replacement of the existing work, with recommendations for the best solution, given all factors. The narrative shall identify any relevant additional considerations, such as estimated design performance period, estimated construction performance period, expected utility shutdowns, etc.

(2) Submit all supporting documentation (i.e., sketches of existing conditions as well as alternative solutions, records of meetings with requesters and project technical personnel, etc.) necessary to fully explain the proposed project scope, any alternatives, and any related concerns.

c. Budget Construction Cost Estimates

(1) The Contractor shall prepare and submit construction cost estimates for each of the alternative schemes suggested by the preliminary project survey report.

(2) The construction cost estimate shall be submitted on the NIH “Construction Cost Estimate/Proposal” form, and shall include itemized labor and material costs on a square foot basis in the Construction Specifications Institute (CSI) Masterformat®.

d. Budget Architect-Engineer Design Fee Estimates

(1) The Contractor shall prepare and submit an Architect-Engineer fee estimate for the design phase of each of the alternative schemes suggested in the preliminary project survey report.

(2) The design fee estimate shall be submitted on the NIH “Architect-Engineer Fee Estimate/Proposal” form and shall reflect manhours and related hourly rates (as contained within Section B of this Contract) that will be required for each discipline for the preparation and development of construction documents (including, but not limited to, plans, specifications, and construction cost estimates). The Contractor is advised that the design fee estimate may be utilized in negotiation and award of a design Task Order.

e. Budget Architect-Engineer Post-design Fee Estimates

(1) The Contractor shall prepare and submit an Architect-Engineer fee estimate for post-design services for the review of construction contractor submittals and on-call services.

(2) The design fee estimate shall be submitted on the NIH “Architect-Engineer Fee Estimate/Proposal” form and shall reflect manhours and related hourly rates (as contained within Section B of this Contract) that will be required for each discipline in performance of post-design phase services. The Contractor is advised that the design fee estimate may be utilized in negotiation and award of a design Task Order.

f. Survey Report Submittals

(1) The Contractor shall submit five (5) copies of each document comprising the preliminary project survey report to the Project Officer for review and comment. The Contractor must recognize that the Government’s review is general in nature, and that detailed checking for technical accuracy, sufficiency and coordination is the sole responsibility of the Contractor and its associates and consultants.

(2) The Contractor shall allow ten (10) working days for Government review and comment on the preliminary project survey report. Following the Government review, the Project Officer will return written review comments on the submitted work to the Contractor. However, review comments of minor importance may be relayed by telephone, such comments being effective as if written, and shall be documented by the Contractor.

(3) At the option of the Government, the Project Officer may request an on-board review of the preliminary project survey report with the Contractor and its representative staff. An on-board review may be elected by the Contractor, but will be accommodated at the discretion of the Project Officer.

(4) The Contractor shall submit three (3) copies of the completed preliminary project survey report to the Project Officer.

4. Program of Requirements

A Program of Requirements (POR) is a detailed document of the characteristics that a proposed facility must possess to meet the general needs of the occupying organization. It is generally comprised of two parts: the Functional Statement providing a basis for review and justification of the program by the agency, department, and Congress; and, the Design Criteria which includes the facility space planning data and budget estimates used as a basis for the design contract.

a. Functional Statement

The Functional Statement portion of the POR may include, but not necessarily be limited to, any of the following information:

(1) Introduction - a general description of program goals, problems to be solved, economic impact, and operational objective.

(2) History - an explanation of the historic origins of the program including conditions which may have created its need and describe other alternatives that were considered. If an existing program, describe present facilities and/or method of accomplishment.

(3) Program - a detailed description of the research programs planned for the facility and activities of each organizational element and sub-element indicating any factors which will affect building design such as scientific equipment to be used, animals to be used, critical environmental requirements, inherent hazards, etc.

(4) Special Support Space - identification of need for such support space such as conference rooms, libraries, lunch rooms, controlled environmental rooms, general storage, hazardous materials storage, etc.

b. Design Criteria

The Design Criteria portion of the POR may include, but not necessarily be limited to, any of the following information:

(1) Site - the specific location of the site selected, a general description, including topographic features and the size of the site (dimensions or the number of acres), climatological and seismological conditions, and a site and/or plot plan. Requirements for soil borings shall be included as required.

(2) Architectural - a general philosophy for the design of the facility, partition requirements, sanitation requirements, finishes, security, environmental regulations, safety codes and requirements, requirements for the accommodation of the handicapped, and types of equipment included in the facility.

(3) Structural - substructural elements, superstructure framing consistent with building code requirements and environmental constraints such as unusual wind and snow loading and seismic loading.

(4) Mechanical - heating, ventilation and air conditioning requirements; general and special fume hood and exhaust requirements; general waste disposal and treatment; fire protection and suppression systems; constant temperature rooms; and internal utility requirements (air, gas, vacuum, laboratory water, distilled water, etc.).

(5) Electrical - characteristics of the primary service available and requirements for primary voltage transformation, secondary distribution, illumination, shielding, emergency systems, telephone and data communication systems, central control and monitoring systems, fire and security systems, and cathodic protection systems.

(6) Parking/Roads - requirements for parking, site access, roadways, and deliveries.

(7) Elevators - requirements for vertical transportation for people, materials, equipment, and animals.

(8) Energy Conservation - study of all state-of-the-art energy conservation methods available that could be related to the project in accordance with life cycle cost analysis requirements.

(9) Landscaping - special landscaping requirements related to program activities or site maintenance (visual screening, erosion control, sound attenuation, snow removal, moving, fencing, etc.).

(10) Special Systems - requirements for containment, special waste treatment and disposal, incineration, sterilization, lightning protection, hazardous materials storage, computer networking systems, etc.

(11) Space Plan - listing of each space required by organizational element including type of space or title, size (in modules or actual size based upon assumed module dimensions), and special features required.

(12) Cost Estimate - using figures developed in the Space Plan, a total project cost estimate shall be developed including the following information:

(a) Net Assignable Area (from the Space Plan)

(b) Estimated Net/Gross Ratio Range

(c) Estimated Gross Area

(d) Base Construction Cost

(e) Other Construction Costs (contingencies, supervision, Government costs)

(f) Planning Costs (Government and Architect-Engineer)

(g) Total Project Cost

(h) Dates of Proposed Construction Award and Duration (used in developing the estimates)

c.…