Pavement Brief Notes TLH 20 Apr.ppt

NIH & NIHAC

Pavement Maintenance Contract

Good morning, I am Ken Hunter, the Project Officer for the Pavement Maintenance Contract. My assistant is Fred Greene. I will manage the contract for the Contracting Officer. Fred and I will interact with the Contractor and the Contractor’s supervisors frequently---almost on a daily basis. We will also perform quality assurance inspections and observations of task order work and score and report Contractor performance. Prior to award, direct written questions you may have to the Contracting Officer as described within the solicitation. Do not call me with questions prior to award .

The Contract is for 5 years---a base year and 4 option years. The work will be here at NIH in Bethesda and at our Animal Center, NIHAC, in Poolesville. We will select 4 companies for contract award based upon the factors explained in the solicitation. So, please carefully read the directions in the solicitation and submit comprehensive, clear and concise proposals.

The Statement of Work defines what we will want done. The CLINs are also very important. Your responses should be organized around functional work requirements and the CLINs. All aspects of contract performance will revolve around the CLINs---task order requirements, monthly reporting, invoices, and performance assessment.

NIH Bethesda Campus

I have placed maps on the wall for reference so that you can see the facilities at our Bethesda Campus and at our Poolesville campus.

Buildings, roads, gates, parking areas, and other facilities are labeled. In fact, if you look closely, you can even count the trees. The Bethesda Campus map is color coded because Bethesda is far more complex than our Poolesville Campus. The great preponderance of the work will be here at Bethesda This should help give you a feel for the size and complexity of our 2 campuses. We have also provided you with a CD that contains both maps should you want to display them on a large monitor or print them.

Our Bethesda Campus has the characteristics of a small city. On any given day we have over 20,000 people here doing work or as patients in our Research Clinic. The facilities and road net are extensive.

In addition to research and medical buildings, we also have family facilities. We have a housing area where senior staff members live. We also have a Family Lodge and a Children’s inn to lodge families while a member is here for treatment. Although all facilities are important, the Clinical Research Center, the Lodge, and the Inn are very special.

NIHAC Poolesville Campus

Poolesville is our animal center and contains our “Monkey Farm.” It is very special and we require special health certificates to verify that every person entering the Monkey Farm area has been tested negative for Tuberculosis within the preceding 6 months. This is a critical requirement for doing work.

It is approximately 30 miles (about 45 minutes) from here at the Poolesville exit off Route 270 North. As you can see from the map, it has a lot of open areas. It has relatively few buildings and roads compared to Bethesda. It contains a large wooded and pasture areas.

Pavement Maintenance Contract Work in general

Work in general: Approximately $300K over the course of the year mostly between May and October, depending on magnitude of required repairs and available budget. Note: Budget drives large projects, like major parking lot work.

Asphalt & Concrete Work Specifications: Para C.12.1.1-C.12.1.3.6 We expect the proposals to meet the specifications for materials and work as described in the solicitation/Statement of Work. We will be checking the actual work to see that it meets these requirements.

Traffic Markings Specifications: Para C.12.1.4-C.12.1.4.3 The size of the markings are important. Size is specified in the solicitation/SOW.

Annual Inspection: Para C.12.1.7, F.7.2.2 We want an annual inspection in April after the winter with a report to us NLT April 20 to identify areas in need of repair. We will provide informal guidance prior to the inspection based upon our own walk-through. The solicitation/SOW contains the format for the report. The report will be important---it will be the basis for the projects we identify for TOs.

Task Order Work: Para C.12.1 Except for annual inspection, all work will be issued on TOs. In each TO we will provide a general sketch and description with location of the work. We expect the Contractor to respond back by completing a work order release form with details of how the work will be performed.

Describe general kinds of work they should expect to perform. Give examples---use recent past years. Explain what emergency work (Para C.2.1) might be, how they would be notified, and how you will interact with them in the process.

Work related requirements

Equipment: Para C.6.2, G.11.1, H.11.2 Depending upon the magnitude of work, you may be permitted to store equipment in Bldg 22. I will tell you for each TO.

Deliveries: Para H.11.6, H.11.11 We will verify deliveries of materials used for the work. Contractor will provide delivery tickets with attached invoices for each delivery. There are specific quality requirements for condition of asphalt and concrete upon delivery.

Disposal of Rubble & Trash: Para C.12.1.2.7, C.12.1.3.3 You are expected to remove rubble and sweep the area when work is complete, but not later than the same day.

Environmental Considerations: Para H.11.8, H.11.9 DER standards are always a concern. Use materials that meet environmental standards. You will be expected to adhere to environmental standards with all work you perform.

Property Protection & Damage: Para C.12.1, C.12.1 You will be expected to take care not to damage the landscape, particularly trees and shrubs, manholes, walks, curbs, etc. You will be expected to repair and replace damages you cause at your expense. Plan to provide for drainage at work sites.

Traffic & Pedestrian Controls: Para H.11.4 We want you to take all steps to protect pedestrian and automotive traffic---flagmen, barriers, cones, tape, etc. This includes an advanced safety request to close walks and roadways where work will be performed.

Work Hours & Disruptions: Para C.5 Work hours guidance and constraints are in the specifications to limit campus disruptions and to protect and buffer nearby neighborhoods from loud work noise. You will be expected to curtail work for weather that may jeopardize the quality of the finished work.

Management / Performance Controls

Management Performance Controls: It is important that you plan, control, manage, record, and report on task order work. We want you to keep us informed of the work schedule, progress, and issues.

Monthly Work Plan: Para C.2.2, F.7.2.1 We want a monthly plan not later that 3 days prior to the start of the month. In turn, we will return it approved or discuss it with you before you start work on the first of each month. As the month progresses on TO work, we will use the schedule to follow and inspect work. We will also evaluate how well you followed your own schedule.

Task Order Schedule: Para F.7.2.3 This is the schedule for task order work. It is different from the monthly work schedule. Each TO will have it’s unique schedule and will be integrated into the overall monthly work schedule. Work data should be captured and maintained by TO also.

Weekly & Monthly Work Reports: Para G.14.1-G.14.3 Reports can be either hard copy or electronic and should report work performed. Your monthly report on performance should be part of your QC program.

QC and QA. Para C.3, H.11.1 & Attach B.3 QA process You are to have a functioning QC program to insure you do quality work. We will do QA on your work to inspect, evaluate, and report on the effectiveness of your QC program and quality of your work. We will conduct a joint monthly review each month.

CMMS Entries: Para C.2.1, H.11.4 We will provide the facility and assist you as needed so that you become capable of reporting monthly work data in our Command Maintenance Management System to link work performed and invoices to the Contract CLINs.