Performance Work Statement Architectural and Engineering Services.pdf

DEPARTMENT OF HOMELAND SECURITY (DHS)

FEDERAL EMERGENCY MANAGEMENT AGENCY (FEMA)

Attachment# 1

PERFORMANCE WORK STATEMENT (PWS)

FOR

FEMA-OCAO-I&I

Architectural-Engineering Professional Services

Table of Contents

PERFORMANCE WORK STATEMENT (PWS)

FOR

1.0 GENERAL

1.1 Background

1.2 Scope

1.3 Objectives

1.4 Performance Requirements Summary

2.0 SPECIFIC REQUIREMENTS/TASKS

2.1 General Management and Administration of FEMA Projects

2.2 Annual A/E Roundtable

2.3 Master-Planning

2.4 Regional or Urban Planning

2.7 Estimates

2.8 Studies

2.9 Reports

2.10 Construction Period Services

2.11 Commissioning

2.12 Commissioning for Critical Facilities

3.0 APPLICABLE DOCUMENTS

3.1 Best Practices and Standard Contract Language

3.2 AIA Family of Documents:

3.3 Conventional AIA Contract Documents (A, B and C, series):

3.4 Construction Contract Placement

3.5 Interior Design

3.6 BIM Modeling (AIA Digital Practice Documents):

3.7 Contract Administration & Project Management Forms:

3.8 Change Management

3.9 Liability for Errors and Omissions:

4.0 CONTRACTOR PERSONNEL

Qualified Personnel

The Contractor shall provide qualified personnel to perform all requirements specified in this PWS. . 12

4.1 Key Personnel

a) Project Manager

b) Poject Architect

c) Engineer

d) Quality Management Plan Manager (QMPM)

4.2 Employee Identification

4.3 Employee Conduct:

Removing Employees for Misconduct or Security Reasons:

5.0 OTHER APPLICABLE CONDITIONS

5.1 Security

5.2 Period of Performance

5.3 Place of Performance

5.4 Hours of Operation

5.5 Travel

5.6 Post Award Conference

5.7 Project Plan

5.8 Progress Reports

5.9 Progress Meetings

5.10 General Report Requirements

5.11 Intellectual Property

5.12 Protection of Information

5.13 Government Furnished Resources

5.14 Contractor Furnished Property/Equipment

6.0 GOVERNMENT ACCEPTANCE PERIOD

6.1 Deliverables

6.2 Review Period

7.0 DELIVERABLES

8.0 REFERENCES

9.0 PERFORMANCE REQUIREMENTS SUMMARY (PRS)

1.0 GENERAL

1.1 Background

The Department of Homeland Security (DHS), Federal Emergency Management Agency (FEMA), Office of the Chief Administrative Office (OCAO) Installations and Infrastructure (I&I) Division is a federal entity responsible to improve and maintain FEMA facilities and assets around the country. Both through ownership and leasing of real property to meet its mission of “Help people, before, during, and after disasters”. With this mission in mind, the I&I Division’s aim, is to Build, Renovate, or Install the most sustainable/suitable features or structures that will obtain and sustain high quality appearance, functionality, and performance in FEMA Assets, both buildings and equipment.

As OCAO I&I plans for future activities, approximately $24.85M worth of engineering and construction projects are anticipated to be funded under one or more of its ongoing activities and those activities to be procured within the coming five (5) years. The scale and scope of these projects is not determined yet. It is rather identified progressively and dependent on needs assessment conducted by FEMA.

1.2 Scope

FEMA, OCAO I&I seeks Contractor support to provide independent Quality Assurance oversight and management over all engineering and construction activities undertaken by the Office of the Chief Administrative Office (OCAO), Installations and Infrastructure (I&I) Division and by its project constituents, i.e., General Services Administration, under other separate awards, and to advise OCAO I&I on all engineering and construction management related matters. These services predominantly require performance or approval by registered and licenses Architectural and Engineering (A&E) professionals.

FEMA intends to award Firm Fixed Price (FFP) multiple award BPA for A&E professional support services.

Each A&E professional support services contract will cover all geographic zones (nation-wide), to facilitate requests anywhere within the United States and its territories.

Facilities to be supported consist of a wide range of property types including by not limited to office space, billeting space, storage/warehouse space etc. The facilities can be either FEMA owned, or FEMA leased property.

FEMA

Regions

States and Territories (Including federally recognized tribes within)

1 Connecticut, Maine, Massachusetts, New Hampshire, Rhode Island and Vermont 2 New Jersey, New York, the Commonwealth of Puerto Rico, the U.S. Virgin Islands 3 District of Columbia, Delaware, Maryland, Pennsylvania, Virginia, West Virginia

4 Alabama, Florida, Georgia, Kentucky, Mississippi, North Carolina, South Carolina and Tennessee

5 Illinois, Indiana, Michigan, Minnesota, Ohio and Wisconsin 6 Arkansas, Louisiana, New Mexico, Oklahoma and Texas 7 Iowa, Kansas, Missouri and Nebraska 8 Colorado, Montana, North Dakota, South Dakota, Utah and Wyoming 9 Arizona, California, Hawaii, Nevada 10 Alaska, Idaho, Oregon, Washington

1.3 Objectives

The Contractor shall perform all services and furnish all labor, management, facilities, supplies, equipment, and materials necessary to accomplish the following objectives:

a) Professional services of an A&E nature, as defined by U.S. State law, if applicable, which are required to be performed or approved by a person licensed, registered, or certified to provide those services.

b) Professional services of an A&E nature performed by contract that are associated with research, planning, development, design, construction, alteration, or repair of real property; and other professional services of an A&E nature, or of incidental services, that members of the A&E professional (and individuals in their employ) may logically, or justifiably perform, including studies, investigations, surveying and mapping,

c) Tests evaluations, consultations, comprehensive planning, program management, conceptual designs, plans and specifications, value engineering, construction phase services, soils engineering, design drawing reviews, peer reviews, preparation of operating and maintenance manuals, equipment/system commissioning, and other related services.

1.4 Performance Requirements Summary

This contract includes a Performance Requirements Summary ((PRS) section 9.0.) The PRS plays an integral role in the administration of the contract. In addition to any applicable inspection clauses or other related terms and conditions contained in the contract, the PRS shall serve as a primary tool for inspection and acceptance of services as facilitated by the Contracting Officer’s Representative (COR).

Evaluation of the Contractor’s overall performance shall be in accordance with the performance standards set forth in the PRS, and will be conducted by the COR. The PRS constitutes a material aspect of the contract and will not be changed or otherwise modified without prior written approval of the Contracting Officer.

2.0 SPECIFIC REQUIREMENTS/TASKS

2.1 General Management and Administration of FEMA Projects

The Contractor shall provide project management and administration services of FEMA A&E projects from conception through close-out. These project management and administration services will take place via oversight/direction from the COR and/or FEMA/OCAO/I&I/C&P Program Manager (PM).

The Contractor shall provide multi-discipline engineering and construction management services in support of FEMA’s infrastructure activities. These are professional services of an A&E nature associated with research, planning, development, design, studies, construction, alteration, repair, construction management, capacity and institutional building, environmental assessments and environmental impact services/studies as well as any other services to or supportive of infrastructure development

The Contractor shall perform all services and furnish all labor, management, facilities, supplies, equipment and materials necessary to accomplish the intent of each Order issued under this contract.

A full range of program management services may be required, from initial design of the infrastructure through completion of construction and commissioning of equipment & systems.

2.2 Annual A/E Roundtable

The Contractor shall be required without exception to participate in an annual Roundtable Discussion that will be planned and facilitated by the FEMA Acquisitions Office, FEMA OCAO and stakeholders, which shall be a forum of academic discussion to generate and implement mutually beneficial Lessons- Learned into subsequent FY programs. Lessons Learned generated during the Roundtable shall target improving the FEMA Large Capital, Working Capital, Non-Scheduled Maintenance, and Tenant Construction Programs.

The Contractor shall also be mutually beneficial creating efficiencies, promoting higher quality at a reduced cost for FEMA, A&E, and the Prime Construction Contractors. The objectives will include but not limited to increased efficiency, technical accuracy of procurement process, procurement documentation, and higher quality at less cost. In addition, the Roundtable discussion is an opportunity for the participants to get together in a semi-formal setting to examine customer relationship management (CRM) issues as they relate to the implementation of construction initiatives at FEMA. The duration of each FY Roundtable discussion is not to exceed one full business day. Participants shall attend the mandatory roundtable discussion that will be held at a FEMA office (or virtually dependent upon the Government’s needs) and to prepare documentation, comments, and talking points, explaining cause and effect, examples of problematic areas, and to recommend solutions to resolve those problem areas as well as to plan the implementation of Lessons Learned in subsequent FY programs.

2.3 Master-Planning

The Contractor shall assist FEMA in the planning for out-year development and construction, logical sequencing of planned development and new projects, cost estimating, capacity planning and evaluation, infrastructure analysis and planning, and overall land-use planning. The Contractor shall make recommendations to improve overall operational efficiency of the FEMA real property portfolio.

Master Planning may result in development of written documents, graphics, scaled drawings, presentations, and management briefs etc.

2.4 Regional or Urban Planning

The Contractor shall reference the American Institute of Architects (AIA) Contract Document –B212, which specifies the responsibilities where the architect provides the owner with regional or urban planning services including but not limited to: Growth management, Environmental impact assessment, optimizing the land-use plan and infrastructure. The Contractor shall formulate long-range plans including land-use zoning, traffic patterns, security, funding plans, implementation plans and addressing the development and management of the Large Capital, Working Capital, Non-Scheduled Maintenance, and Tenant Construction Programs as a whole, throughout regional portfolios. The Contractor shall analyze land use compatibility, and economic and environmental trends. The Contractor shall consider sustainability, energy usage, power-quality, traffic patterns, parking, and building codes impact. The Contractor shall apply scientific and technical processes, considerations and features that are involved in planning for land use, urban design, vehicular circulation, infrastructure, and mapping. The Contractor shall work with the related fields of Architecture, Landscape Architecture, Civil Engineering, as required by the Order or COR, and FEMA Program Administration to achieve strategic, policy and sustainability goals.

2.5 Determination of Scope

The Contractor shall meet with all FEMA stakeholders to identify needs and develop options to accomplish FEMA’s goals. The Contractor shall document the outcome of the discussions and present options with rough order of magnitude (ROM) costs associated with each option discussed in order to facilitate upper management decisions on how to proceed.

2.6 Development of Scope of Work

The Contractor shall be responsible for the development of the scope of work for FEMA projects, for review and approval by the FEMA COR and PMO, to include all identified areas of work needed to meet the requirements set forth during Determinations of Scope meetings and requirements documents developed by the customer. Detailed cost estimates for Design and ROM cost estimates for construction shall be provided at this stage of development.

2.7 Estimates

The Contractor shall provide project estimates based upon the individual Order to include, but not limited to Rough Order of Magnitude (ROM) assessments.

2.8 Studies

The Contractor shall conduct investigations, analyses, background discussions, findings, conclusions, recommendations, rough order of magnitude (ROM) estimates, drawings and sketches.

2.9 Reports

The Contractor shall deliver reports consisting of planning discussions, decisions, investigative reports, analysis, estimates, recommendations, and other professional documentation in a format suitable for executive level distribution and shall include all plans, design concepts, and options, and shall provide a persuasive conclusion supporting the desired end-result when a decision is pending. All reports shall be bound, tabulated, volumized as a stand-alone publication.

2.10 Construction Period Services

Construction Period Services shall generally include a set of limited-Title II services (Supervision & Inspection services) that will be specified in individual Orders and shall be supplemented with contract language from the corresponding AIA Standard Contract Document(s). For Design-Bid-Build projects the Contractor shall provide limited A&E support (Title-II and Title-III, Services during Construction) services throughout the Construction Phase Period of Performance. Limited Title II and or Title-III services shall be specified in individual Orders. For services rendered during the construction phase, a duration for the construction phase shall be estimated and that specified in the Order SOW as the basis for the Contractor to develop a fair and reasonable firm fixed price for services rendered during the construction phase.

Title I Design Services, Preliminary Design including Pre-Design, Schematic

Design and Design Development.

Title II Supervision and Inspection Services; Associated with projects under construction; construction documents including construction drawings, specifications, and cost estimate.

Title III Construction Management documentation including submittal review and inspection.

2.11 Commissioning

The Contractor shall have a thorough understanding of, and experience with and will develop the Commissioning Plan for FEMA’s review and approval. The draft plan shall be submitted at the 65% Design Submittal. The review comments for the Commissioning Plan shall be documented independently from the drawings and specifications comments. A/E firms should be familiar with all major equipment and during commissioning, ensure O&M manuals are provided & meet FEMA’s requirements. Furthermore, that warranties are delivered and adequate. Efforts are required for all 5 levels of commissioning.

Levels/Phases of Commissioning

1. Pre-Design

2. Design

3. Construction

4. Occupancy

5. Post-Occupancy / Operational

The final Commissioning Plan shall be submitted as part of the 95% Design Review Submittal. The format and content of the Commission Plan shall be compliant to Building Commissioning Association (BCA) and may in addition incorporate other industry standards and best practices. Any Commissioning work associated with individual projects shall be specified in individual Orders and may include services defined in tasks 1-4 below in part or in whole. The Contractor shall reference the AlA Contract Documents B211 Commissioning as the basis for A&E services associated with facilities commissioning. If Commissioning is performed by and independent commissioning agent, the Contractor shall participate in the commissioning process as a member of the Commissioning Team and at a minimum shall accomplish the following tasks:

Task 1: Assist in developing full commissioning scenarios in concert with the construction contractors, the quality control manager, the COR and FEMA Operations and Maintenance (O&M) personnel.

Task 2: Witness commissioning scenarios and provide professional opinions and comments on whether the system being evaluated are performing according to the intent of the design and engineered sequence of operations. The Contractor shall provide input for any deficiencies identified in the pre-functional testing or during the final commissioning and shall provide corrective recommendations to the Commissioning Team.

Task 3: Participate in factory witness tests for major pieces of equipment to include but not limited to, generators and switchgear.

Task 4: Upon successful evaluation of a commissioning task, sign off as a member of the Commissioning Team that the system functioned as intended at the time of evaluation.

2.12 Commissioning for Critical Facilities

The Contractor shall be responsible for commissioning for critical facilities that may include tasks such as, limited design phase participation, reviews during the design phase, submittal reviews, Milestone field inspections, Staged Commissioning for Datacenters, presence during the pre-functional testing and Sequence of Operations testing, training, and other commissioning services specified in the Order. Critical facilities are defined as those that contain significant data processing space and/or that require a specific level of fault-tolerance or other buildings that FEMA specifies as critical. Facilities commissioning for critical facilities are anticipated to require additional rigor and discipline.

Commissioning for Critical facilities shall employ a Datacenter Commissioning Subject-Matter Expert to provide the following levels of commissioning during the construction phase. Level 1- Factory Witness Testing (FWT), Level 2- Component Verification, Level 3- Systems Constructions Verification, Level 4- Site acceptance Testing (Functional Performance Testing), and Level 5- Integrated Systems testing (IST).

These services shall be provided during the construction phase. The Contractor shall engage with the Commissioning Agent/Firm, a third party contracted by the Government, with expertise for the review and guidance related to the commissioning of data centers. Early involvement by the Commissioning Agent offers the benefit of having the design evaluated by a professional without preconceived assumptions and can place focus on efficiency, reliability and cost benefits.

The Commissioning Agent/Firm for critical facilities shall be BCA certified, which ensures that they employ at least one Certified Commissioning Professional (CCP) and have experience as a firm of three

(3) similar projects.

For critical facilities and other highly technical and complex facilities the commissioning agent shall expand support to include each of the major engineering disciplines.

3.0 APPLICABLE DOCUMENTS

3.1 Best Practices and Standard Contract Language

The following list of AIA Contract Documents is a subset from the AIA Family of Contract Documents that will be common to most standard delivery Design-Bid-Build. Some of the documents are associated with the Design services and others are associated with the subsequent construction phase of a project. The use of the documents as reference or for the basis of contracts will ensure the inclusion of AIA best practices and standard industry contract language is used to define services and to provide the level of detail with the purpose of protecting FEMA interests.

3.2 AIA Family of Documents:

In addition to deliverables specified in individual A/E Orders, The Architect as part of the final A/E submittals shall provide the AIA Contract Documents (Attachment A) which correspond to the owner's intended method of delivery regarding design, construction, FF&E, Interior Design, Contract Administration, commissioning, BIM, and other services either rendered under the A/E services Order or services anticipated to be rendered under a construction contract. The AIA Contract Documents associated with the construction phase shall be used to assist the owner in developing the final SOW for Construction Services. This will ensure the inclusion of AIA best practices and standard industry contract language is used to define services and to provide the level of detail with the purpose of protecting FEMA interests. Though this reference includes the entire AIA Family of Contract Documents, the following samples of AIA Contract Documents are intended to represent a subset of typical services required for FEMA projects. The AIA forms corresponding to the scope of work specified in individual Orders shall be completed and submitted as part of the A/E fee proposal.

3.3 Conventional AIA Contract Documents (A, B and C, series):

This series covers general Design, Construction services that are common across most projects.

Examples include: A101-Standard Form of Agreement Between Owner and Contractor where the basis of payment is a Stipulated Sum, B103-Standard Form of Agreement Between Owner and Architect for a Large or Complex Project, C101-Joint Venture Agreement for Professional Services, When the owner's project is divided into separate contracts for design (with the architect) and construction (with one or more contractors), it may be appropriate to use the A201 family. Suitable for the conventional delivery approach of design-bid-build.

3.4 Construction Contract Placement

CO will determine contract placement for construction efforts, designed by A/E. FEMA uses DHS strategically sourced contracts, FEMA BPA, various set asides as well as the SBA 8a program.

3.5 Interior Design

AIA Contract Documents A151, A251, A751, B152 and B153. Documents in the Interiors family are for use on small to large tenant projects for FF&E procurement services (i.e., furniture, furnishings and equipment) and for FF&E procurement combined with architectural interior design and construction services. These documents anticipate procurement of FF&E under a contract separate from design services. The Interiors documents procure FF&E under a contract separate from design services, preserving the architect's independence from any monetary interest in the sale of those goods. AIA Document B152 may be used as the owner/architect agreement for the design of both FF&E and architectural interiors. AIA Document B153 is not suitable for construction work, such as major tenant improvements, and is used for design services related solely to FF&E. Examples (See AIA Family of Documents, Attachment A): A151–2007 (formerly A175ID–2003), Standard Form of Agreement Between Owner and Vendor for Furniture, Furnishings and Equipment where the basis of payment is a Stipulated Sum A251–2007 (formerly A275ID–2003), General Conditions of the Contract for Furniture, Furnishings and Equipment

3.6 BIM Modeling (AIA Digital Practice Documents):

AIA Contract Documents C106, E203, G201 and G202. These documents may be used for any projects involving digital data or Building Information Modeling. AIA Document E203 is an exhibit to an agreement that establishes the parties’ expectations for the use of digital data and building information modeling on the project and sets the process for developing detailed protocols governing the use of digital data and building information modeling. Information Modeling Protocol Form. Small to large projects facility design and engineering projects at the FEMA and satellite sites shall require a BIM deliverable that is compliant to both the corresponding AIA Contract Documents and The National Building Information Modeling Standards (NBIMS). FEMA projects requiring BIM shall also require an approved BIM Project Execution Plan to ensure that all parties are clearly aware of the responsibilities associated with the incorporation of BIM into the project workflow. A completed BIM Project Execution Plan shall define the uses along with a detailed design and documentation of the process for executing BIM throughout a project’s lifecycle. The project team shall follow and monitor their progress against this plan to gain the maximum benefits from BIM implementation. Facilities data for the BIM model shall be collected and entered in to the COBie standard for information exchange specification for the life-cycle capture and delivery of information needed by facility managers. The A/E of record shall coordinate the BIM requirements with all project constituents including the commissioning agent.

3.7 Contract Administration & Project Management Forms:

AIA Contract Documents A305, A310, A312, B305, D101, D200, G601, G602, G612, G701, G702, G703, G704, G705, G706, G706A, G707, G707A, G709, G710, G711, G712, G714, G715, G716, G801, G802, G803, G804, G806, G807, G808, G809 and G810. The AIA forms corresponding to the scope of work specified in individual Orders shall be completed and submitted as part of the A/E fee proposal.

Reference - AIA Contract Documents, by Series Reference - Building Information Modeling (BIM) Flow Charts Reference - Construction Operations Building Information Exchange (COBie) Reference - Project Action Log.

3.8 Change Management

The contractor shall be responsible for Change Order Management and will maintain records and logs regarding all submitted SCR’s/PCR’s, approved and disapproved. All change order requests must be submitted by contractor to the Government COR/PM for review. Government COR/PM will submit to Government Contracting Officer (CO) for review/approval/execution. Government CO is the approving authority for all change orders. Contractor will not agree to any execution of work without CO approval.

3.9 Liability for Errors and Omissions:

The A/E Contractor shall be responsible for the professional quality, technical accuracy, and coordination of all services required under their contracts. A firm may be liable for Government costs resulting from errors or deficiencies in designs furnished under its contract. Therefore, when a modification to a construction contract is required because of an error or deficiency in the services provided under an A/E contract, the CO (with the advice of technical personnel and legal counsel) shall consider to the extent to which the A/E Contractor may be reasonably liable. The CO shall enforce the liability and issue a demand for payment of the amount due, if the recoverable cost will exceed the administrative cost involved or is otherwise in the Government’s interest. The CO shall include in the contract file a written statement of the reasons for the decision to recover or not to recover the costs from the firm.

4.0 CONTRACTOR PERSONNEL

Qualified Personnel The Contractor shall provide qualified personnel to perform all requirements specified in this PWS.

4.1 Key Personnel

Before replacing any individual designated as Key by the Government, the Contractor shall notify the Contracting Officer no less than 15 business days in advance, submit written justification for replacement, and provide the name and qualifications of any proposed substitute(s). All proposed substitutes shall possess qualifications equal to or superior to those of the Key person being replaced, unless otherwise approved by the Contracting Officer. The Contractor shall not replace Key Contractor personnel without approval from the Contracting Officer. The following Contractor personnel are designated as Key for this requirement. Note: The Government may designate additional Contractor personnel as Key at the time of award.

a) Project Manager The Contractor shall provide a Project Manager who shall be responsible for all Contractor work performed under this PWS. The Project Manager must be a certified PM(s) with a minimum of 5 years relevant experience with managing A&E projects. This person or persons shall possess the ability to manage a multi-faceted project, complete with various disciplines, timelines, deliverables and stakeholders.

The Project Manager shall be a single point of contact for the Contracting Officer and the COR.

The name of the Project Manager, and the name(s) of any alternate(s) who shall act for the Contractor in the absence of the Project Manager, shall be provided to the Government as part of the Contractor's proposal. The Project Manager is further designated as Key by the Government.

During any absence of the Project Manager, only one alternate shall have full authority to act for the Contractor on all matters relating to work performed under this contract. The Project Manager and all designated alternates shall be able to read, write, speak and understand English.

Additionally, the Contractor shall not replace the Project Manager without prior approval from the Contracting Officer.

The Project Manager shall be available to the COR via telephone during normal business hours (typically 0800 and 1430 EST), Monday through Friday, and shall respond to a request for discussion or resolution of technical problems within 48-72 hours of notification.

b) Architect The Contractor shall provide a professional certified and licensed architect with a minimum of 10 years relevant experience, to coordinate design initiatives for the entire project including work performed by others and materials supplied and installed by the government. The architect shall possess the necessary architectural discipline and skill set to support the TO requirements. The architect may design, re-design, tweak/edit, review and/or advise on plans for a wide range of architectural activities. The Architect and all designated alternates if applicable, shall be able to read, write, speak and understand English.

c) Engineer The Contractor shall provide a certified engineer(s) with a minimum of 5 years relevant experience and who can meet the requirements of the individual TO, with the required expertise and within the required discipline such as electrical, structural, environmental, mechanical etc. The engineer will work with the government (COR/PM) as well as the task project manager to ensure all engineering requirements are met. This may include but is not limited to ensuring the accuracy of drawings, plans and completed work. The Engineer and all designated alternates if applicable, shall be able to read, write, speak and understand English.

d) Quality Management Plan Manager (QMPM) The Quality Management Plan defines the acceptable level of quality, which is typically defined by the customer, and describes how the project will ensure this level of quality in its deliverables and work processes. Quality management activities ensure that: Quality Management Plan applies to project deliverables and project work processes. Quality control activities monitor and verify that project deliverables meet defined quality standards. Quality assurance activities monitor and verify that the processes used to manage and create the deliverables are followed and are effective. The QMPM and all designated alternates if applicable, shall be able to read, write, speak and understand English.

4.2 Employee Identification

Contractor employees visiting Government facilities shall wear an identification badge that, at a minimum, displays the Contractor name, the employee’s photo, name, clearance-level and badge expiration date. Visiting Contractor employees shall comply with all Government escort rules and requirements. All Contractor employees shall identify themselves as Contractors when their status is not readily apparent and shall display all identification and/or visitor badges in plain view and above the waist at all times.

Contractor employees working on-site at Government facilities shall wear a Government issued identification badge. All Contractor employees shall identify themselves as Contractors when their status is not readily apparent (in meetings, when answering Government telephones, in e-mail messages, etc.) and display the Government-issued badge in plain view, above the waist and at all times.

4.3 Employee Conduct:

Contractor’s employees shall comply with all applicable Government regulations, policies and procedures (e.g., fire, safety, sanitation, environmental protection, security, “off limits” areas, wearing of parts of DHS uniforms, and possession of weapons) when visiting or working at Government facilities.

The Contractor shall ensure Contractor employees present a professional appearance at all times and that their conduct shall not reflect discredit on the United States or the Department of Homeland Security. The Project Manager shall ensure Contractor employees understand and abide by Department of Homeland Security established rules, regulations and policies concerning safety and security.

Removing Employees for Misconduct or Security Reasons:

The Government may, at its sole discretion (via the COR), direct the Contractor to remove any Contractor employee from DHS facilities for misconduct or security reasons. Removal does not relieve the Contractor of the responsibility to continue providing the services required under the contract. The Contracting Officer will provide the Contractor with a written explanation to support any request to remove an employee.

5.0 OTHER APPLICABLE CONDITIONS

5.1 Security

Contractor access to unclassified, but Security Sensitive Information - For Official Use Only (FOUO) may be required under this PWS. Contractor employees shall safeguard this information against unauthorized disclosure or dissemination.

Contractor access to classified information is not currently required under this PWS. However, the Government may, at a later date, require all Contractor personnel to obtain/possess Secret or top-secret clearances. Accordingly, all Contractor employees providing for these requirements must be eligible for a Secret Clearance as Contractor access to Sensitive, Secret, Top Secret or Sensitive Compartment Information Facility (SCIF) may possibly be required by the individual Order.

5.2 Period of Performance

The period of performance of this contract will be an ordering period of five (5) years beginning on the date of award.

5.3 Place of Performance

The principal place of performance will be at a contractor provided workspace, however, there may be a need for the Contractor to provide services at any FEMA location throughout any of the FEMA regions (see PWS section 1.2 for regional map). Each individual Order will specify the place of performance where work is to be conducted/performed.

5.4 Hours of Operation

Contractor employees shall generally perform all work during normal business hours, Monday through Friday. However, there may be occasions when Contractor employees shall be required to work other than normal business hours, including weekends and holidays, to fulfill requirements under this PWS.

5.5 Travel

Contractor travel may be required to support this requirement and will be determined at the Order level. All travel required by the Government outside the local commuting area(s) will be reimbursed to the Contractor in accordance with the Federal Travel Regulations. The Contractor shall be responsible for obtaining COR approval (electronic mail is acceptable) for all reimbursable travel in advance of each travel event.

5.6 Post Award Conference

The Contractor shall attend a Post Award Conference with the Contracting Officer and the COR no later than 10 business days after the date of award. The purpose of the Post Award Conference, which will be chaired by the Contracting Officer, is to discuss technical and contracting objectives of this contract and review the Contractor's draft project plan. The Post Award Conference will be held at the Government’s facility, located at 500 C. St. SW., Washington DC. 20472 or via teleconference, as stipulated by the COR or PM.

5.7 Project Plan

The Contractor shall provide a draft Project Plan upon each individual Order award for Government review and comment. The Contractor shall provide a final Project Plan to the COR not later than 10 business days after the Order is awarded.

5.8 Progress Reports

The Project Manager shall provide a bi-weekly progress report to the Contracting Officer and COR via electronic mail. This report shall include a summary of all Contractor work performed, including a breakdown of labor hours by labor category, all direct costs by line item, an assessment of technical progress, schedule status, any travel conducted and any Contractor concerns or recommendations for the previous reporting period.

5.9 Progress Meetings

The Project Manager shall be available to meet with the COR upon request to present deliverables, discuss progress, exchange information and resolve emergent technical problems and issues. These meetings shall take place remotely via the use of technology, or in person as at a government facility if required by the individual Order. The frequency of these meetings may be specified in the Order or may be impromptu in nature.

Furthermore, the Project Manager shall be responsible for keeping the COR informed about Contractor progress throughout the performance period of this contract and ensure Contractor activities are aligned with DHS objectives. At a minimum, the Project Manager shall review the status and results of Contractor performance and provide updates weekly via electronic mail.

5.10 General Report Requirements

The Contractor shall provide all written reports in electronic format with read/write capability using applications that are compatible with DHS workstations (Windows XP and Microsoft Office Applications).

5.11 Intellectual Property

Any/all work products that are produced as a result of contract related work/initiatives and under the direction of and/or in service of the requirements of the task individual order or the contract requirements are considered to be, Government property. All work products are to be made available to the government and upon completion of the Order, shall be remitted in its entirety to the government COR.

5.12 Protection of Information

Contractor access to information protected under the Privacy Act may be required under this contract.

Contractor employees shall safeguard this information against unauthorized disclosure or dissemination in accordance with the law and Government policy and regulation.

5.13 Government Furnished Resources

The Government will not furnish any resources to the Contractor in support of this contract. The Contractor is responsible for providing any and all equipment and supplies needed to perform the work.

The Government may provide the workspace necessary to perform the on-site portion of Contractor services required in this contract if space is available, unless specifically stated otherwise.

The Contractor shall use Government furnished facilities, and any other government owned resources provided only for the performance of work under this contract and shall be responsible for returning all Government furnished facilities, property (intellectual or personal), in good working condition, subject to normal wear and tear.

The Government will provide all necessary information, data and documents to the Contractor for work required under this contract.

The Contractor shall use Government furnished information, data and documents only for the performance of work under this contract and shall be responsible for returning all Government furnished information, data and documents to the Government at the end of the performance period.

The Contractor shall not release Government furnished information, data and documents to outside parties without the prior and explicit consent of the Contracting Officer.

5.14 Contractor Furnished Property/Equipment

The Contractor shall furnish all facilities, materials, equipment and services necessary to fulfill the requirements of this contract, except for the Government Furnished Resources specified in PWS 2.0 and

PWS 6.0.

6.0 GOVERNMENT ACCEPTANCE PERIOD

6.1 Deliverables

The COR will review deliverables prior to acceptance and provide the contractor with an e-mail that provides documented reasons for non-acceptance. If the deliverable is acceptable, the COR will send an e-mail to the Contractor notifying it that the deliverable has been accepted.

The COR will have the right to reject or require correction of any deficiencies found in the deliverables that are contrary to the information contained in the Contractor’s accepted proposal. In the event of a rejected deliverable, the Contractor will be notified in writing by the COR of the specific reasons for rejection. The Contractor may have an opportunity to correct the rejected deliverable and return it per delivery instructions.

6.2 Review Period

The COR will have 10 business days to review deliverables and make comments. The Contractor shall have 10 business days to make corrections and redeliver.

All other review times and schedules for deliverables shall be agreed upon by the parties based on the final approved Project Plan. The Contractor shall be responsible for timely delivery to Government personnel in the agreed upon review chain, at each stage of the review. The Contractor shall work with personnel reviewing the deliverables to assure that the established schedule is maintained.

7.0 DELIVERABLES

The Contractor shall consider items in BOLD as having mandatory due dates. Items in italics are deliverables or events that must be reviewed and/or approved by the COR prior to proceeding to next deliverable or event in this PWS. Individual TO’s may have additional deliverable requirements.

ITEM PWS REFERENCE DELIVERABLE / EVENT DUE BY

DISTRIBUTION

1 5.6 Post Award Conference 10 business days after award

CO, COR, PM, TS

2 5.6,5.7 Draft Contractor Project Plan Upon each individual Order award

COR, PM

ITEM PWS REFERENCE DELIVERABLE / EVENT DUE BY

DISTRIBUTION

3 5.6,5.7 Final Contractor Project Plan 10 business days after the Order award

4 5.8, 5.9, 5.10,

6.1 Progress Reports Bi-weekly

5 2.9 General Project Reports at Order level TBD

8.0 REFERENCES

American Institute of Architects (AIA) https://www.aia.org Federal Acquisition Regulations https://www.acquisition.gov

Building Information Modeling (BIM) https://www.united-bim.com

Construction Operations Building information exchange (COBie) https://www.united-bim.com

Updated 07/21/21

9.0 PERFORMANCE REQUIREMENTS SUMMARY (PRS).

The PRS establishes key elements of Contractor performance that represent “mission essential” service requirements, which are identified in the table below in the “Service Output” column. The “Performance Objective” column represents the standard against which Contractor performance will be measured in relation to accomplishment of the corresponding service output. The performance objective or “standard” describes the minimum acceptable level of service by the Contractor for satisfactory performance. The “Acceptable Quality Level (AQL)” column displays the maximum allowable deviation from the performance objective, which, if exceeded, evokes the negative incentive specified in the table below.

PERFORMANC/SERVICE

OBJECTIVE

ACCEPTABLE QUALITY LEVEL (AQL) PERFORMANCE

THRESHOLD

INCENTIVES /

DISINCENTIVES

METHOD OF SURVEILLANCE

1. A general Management and Administration of FEMA Project(s) (PWS 2.1)

• Full review of document packages for a given Task Order, ensuring 100% adherence to FEMA requirements as specified in the PWS, or as provided by the COR/PM.

• Provide all necessary and qualified engineering labor disciplines and/or services to properly review/manage each project as defined in each TO.

Performance threshold:

Contractors / Firms are expected to conform to/achieve 100% of the AQL as this is a minimum performance requirement.

Positive/Incentive:

(+) Acceptable Quality would result in possibility of exercising option years.

Negative/Disincenti ve (-): Non-achievement of AQL could result in the loss of future Task Orders or possibility of no option years.

Periodic Surveillance:

(The federal Government will schedule project reviews as necessary to review project status’ and required documentation.)

2. Annual A&E Roundtable

(PWS 2.2)

• Attendance/participation in all required TO roundtable discussions.

• Contractor shall support and/or assist all parties in best business approach to each TO, specifically regarding expected efficiencies, promoting quality services and reducing cost to FEMA where possible.

Real time Validation:

In-person validation based upon contractor performance, briefings and contributions;

assessed by the COR and/or

PM.

• Prepare and brief documentation that accurately identifies problems, short-falls and provides recommended solutions/resolutions that positively influences FEMA's best interest.

3. Master-Planning (PWS 2.3)

• Completed work products - Prepare or assist Government in preparation of documentation regarding out-year development activities, proposed follow-on projects, analysis and planning, based upon requirements provided by the COR/PM.

Performance threshold:

Contractors / Firms are expected to conform to/achieve 100% of the AQL as this is a minimum performance requirement.

Positive/Incentive:

(+) Acceptable Quality would result in possibility of exercising option years.

Negative/Disincenti ve (-): Non-achievement of AQL could result in the loss of future Task Orders or possibility of no option years.

Real time Validation:

In-person (via physical or virtual meetings) validation based upon contractor performance, briefings and contributions and deliverables; assessed by the COR and/or PM.

4. Regional or Urban Planning (PWS 2.4)

• Provide all necessary guidance and planning services based upon the AIA B212 document.

• Provide complete and thorough planning document package as required by the TO or project outline.

Periodic Surveillance:

(The federal Government will review guidance work products and planning documents in regards to completeness and contractor efficiency.)

5. Determination of Scope

(PWS 2.5)

• In-depth document package regarding goal-oriented options.

• ROM must be present in this package to support decision making.

100 Percent Inspection:

(The COR and/or PM will review all work products. Task Sponsor may review.)

6. Development of Scope of Work (PWS 2.6)

• Provides fully developed, robust Scope of Work that includes all determinations and findings identified in the Determination of Scope meetings and also

100 Percent Inspection:

(The Federal Government will inspect/evaluate each PWS developed by the contractor considers customer requirements documents.

before any commitments are entered.)

7. Estimates (PWS 2.7) • Provide a complete and thorough estimate factoring in all possible elements and assumptions based upon the TO requirements.

• Must not be limited to the ROM.

100 Percent Inspection:

(The COR and/or PM will review every estimate. Task Sponsor may review.)

8. Studies (PWS 2.8) • Must contribute to and/or provide for studies required by the Federal Government, as stipulated in the PWS and/or TO.

Contractors / Firms are expected to conform to/achieve 100% of the AQL as this is a minimum

Quality would result in possibility of exercising option years.

Negative/Disincenti ve (-): Non-achievement of AQL could result in the loss of future Task

Periodic Surveillance:

(The federal Government will review studies as desired and/or necessary.)

9. Reports (PWS 2.9) • Contractor shall provide complete and thorough reports and by the specified due date as detailed within the PWS requirements of each TO , or requirements provided by COR or PM during TO meetings.

Periodic Surveillance:

(The federal Government will review reports on an occasional basis in regards to completeness and contractor efficiency.)

10. Construction Period Services (PWS 2.10)

• Provide expertise and support for all Title I, Title II and Title III service requirements, outlined in the individual TO.

• Ensure required information (factoring in all possible elements and assumptions) is present to develop estimate, ensuring estimate is specified in the individual Task Order SOW.

The estimate must include a fair

100 Percent Inspection:

(The COR and/or PM will review all work products. Task Sponsor may review.)

and reasonable FFP funding structure.

11. Commissioning (PWS 2.11)

• Contractor shall develop commissioning plan.

• Must meet plan requirements once necessary 95% design review is submitted.

• Must use AIA B211 commissioning document as basis for AE services.

• Commissioning scenarios must be developed in concert with construction contractors, COR and FEMA O&M team.

• Must provide statement or affidavit regarding the system being evaluated, ensuring subsequent performance coincides with the intent of design and engineering sequence of operations.

• Provide report discussing any deficiencies identified during testing or final commissioning and within the specified timeframe as identified in each TO.

• Operational & Maintenance (O&M) manual review for all major equipment installations. Participate in approval process with FEMA PM.

• Review/approval of all Warranties for all major equipment.

100 Percent Inspection:

(The Federal Government will inspect/evaluate all commissioning requirements and activities as the various documents, gates and discussions are executed.)

12. Commissioning for Critical Facilities (PWS 2.12)

• Supplementary to PRS #11, contractor shall participate with all commissioning responsibilities and processes.

• Contractor shall provide for necessary expertise to satisfy Critical Facilities commissioning requirements required at all levels 1-5.

• Contractor will engage with commissioning agent firm to achieve these requirements and standards.

• Operational & Maintenance (O&M) manual review/approval for all major equipment installations.

• Review/approval of all Warranties for all major equipment.

Contractors / Firms are expected to conform to/achieve 100% of the AQL as this is a minimum

Quality would result in possibility of exercising option years.

Negative/Disincenti ve (-): Non-achievement of AQL could result in the loss of future Task

Real time Validation / 100 Percent Inspection:

In-person (via physical or virtual meetings) validation based upon contractor performance,…