PWS_AEQA_04122023.docx

C. STATEMENT OF WORK

LOC Retail Shop Architect, Engineering and Quality Assurance Services

C.1. OVERVIEW / BACKGROUND.

Dr. Carla Hayden, the fourteenth Librarian of Congress, has a vision to increase access to the Library of Congress (Library) onsite and online, enhance the Library’s Thomas Jefferson Building as a cultural destination, and help future researchers and scholars actively use the Library’s collections and services. To achieve this, the Library has launched a series of construction and renovation projects known as the Visitor Experience Master Plan (VEMP) to expand and upgrade the public-facing spaces in the historic Thomas Jefferson Building (TJB). This includes an orientation area that introduces visitors to the origins and major functions of the Library, an exhibition hall focused on treasures from the Library’s collections, and a new youth learning lab.

To make room for the new Youth Center, the current Retail Shop will be relocated from the Ground Floor of the TJB, to the West Main Pavilion North and South Corridors on the First Floor.

The Thomas Jefferson Building (1,961,872 SF) Congress authorized funding for the first separate Library of Congress Building, the Jefferson Building, in 1886. The design is exemplary of the Beaux Arts Style and was based on the Paris Opera House. The building is architecturally significant as one of the most beautiful, educational, and decorative buildings in US history. The grandeur of the building in its size, scale, use of materials and fire-proof construction, level of craftsmanship and detail, series of murals, and sculpture is considered one of America’s greatest achievements.

The period of significance dates from the building’s completion date of 1897 through the completion of the last major modification to the building, the addition of the Whittall Pavilion, in 1939.

Four preservation zone classifications have been overlaid on the interior spaces of the TJB to identify, document, and clarify preservation priorities of the historically and architecturally significant extant features and spaces of the building. The four preservation zone classifications are: 1) Restoration Zone; 2) Rehabilitation Zone 1; 3) Rehabilitation Zone 2; and 4) Renovation Zone.

West Main Pavilion –North & South Corridors (2,032 SF & 2,407 SF) The historic significance and classification of these spaces are captured on pgs. 217-222 of the Architect of the Capitol’s 2015 Thomas Jefferson Building Building Preservation Guide and associated preservation references (Attachment J5-J7), and includes the following description:

“Three separate corridors surround the Great Hall. The East Corridor is the transition that separates the Great Hall and the Reading Room, North and South Corridors, located on either side of the Great Hall, mirror each other. Each corridor consists of vaulted mosaic ceilings, painted lunettes, marble walls, pilasters, arches, and patterned marble flooring.”

The West Main Pavilion corridors are classified as Restoration Zones. Currently, the North and South corridors contain Library exhibits and a visitor information desk that will be demolished to make way for the new Retail Shop.

The Library buildings, including the TJB, are all operational. The Contractor shall assume that all work under this contract will take place in occupied buildings and in spaces serving the public.

Key Stakeholders:

The Library Shop The Library Shop operates as a revolving fund under authority of statute USC 182b, which permits “operations of a gift shop or other sales of items associated with collections, exhibitions, performances, and special events of the Library of Congress.”

The Shop was established in 1977 utilizing a $500 donation from Constance McLaughlin Green. The original donation was utilized for the development of print materials. Over time, the “Green Fund” was split into two independent service units: The Publishing Office and the Retail Marketing Office.

The Retail Marketing Office, now operates as the Retail Section within the Office of Business Enterprises. The Retail Section operates an onsite store in the TJB and an online store through the Shopify application. The onsite store primarily serves visitors who tour the TJB and the online store serves as the digital merchandise presence for branding support of the Library. Both channels carry a curated assortment of gifts and souvenirs reflecting the Library’s collections and exhibitions.

Since its inception, the Shop has expanded its physical footprint and operations under its authority. The online store launched in the 1990s and staff have managed various licensing agreements. However, most of the licensing agreements shifted to the authority of the Publishing Office during the early 2000s.

Center for Learning, Literacy and Engagement – (CLLE) The Center for Learning, Literacy and Engagement (CLLE) was established by the Librarian of Congress in 2018 to activate and animate the Library’s collections through educational and cultural programming, visitor engagement, and partnerships—transforming visitors into engaged users of Library services and contributors to the Library’s mission. The Center includes six offices focused on engaging both general public and specialized audiences - these offices include Signature Programs, Library Events, Professional Learning and Outreach Initiatives, Informal Learning, Literary Initiatives and Visitor Engagement. The Center acts as a catalyst to strengthen the user experience through ongoing audience research and evaluation in an effort to create data-driven, impactful programming and to develop lifelong users of the Library. The Library Events Office is responsible for all public events at the Library of Congress, including all aspects of event planning, logistics, guest relations, protocol, vendor oversight, production, and accounting.

Space Utilization, Planning and Design Office - (SUPD)

Space Utilization, Planning and Design (SUPD) office provides space planning, interior design procurement and construction management services (in conjunction with the Architect of the Capitol (AOC) for all Library facilities. SUPD also monitors, plans, designs space requirements, and maintains an efficient and cohesive facility aesthetic for all Library buildings.

Architect of the Capitol – (AOC) The Architect of the Capitol (AOC) and the Librarian of Congress by statute share responsibility for the historic treasures represented by the buildings and grounds of the Library of Congress. The AOC has charge of all work at the Library affecting the structural integrity of the buildings, building systems; architectural features of the buildings; compliance with building and fire codes; care and maintenance of the grounds, and purchase of equipment necessary to fulfill these responsibilities. The Librarian has charge of all other work pertaining to the Library’s buildings and grounds.

The Library requires contract Architectural, Engineering and Quality Assurance services to provide expertise for submittal and performance review of the Retail Shop Preparation, Fabrication and Installation project (PFI). The PFI project involves custom retail fixture fabrication, site preparation and installation services to execute the approved design for the LOC Retail Shop relocation.

C.2. SCOPE

The Contractor shall provide professional architectural and engineering services to perform the following construction administration services:

a. Issuance of Architect’s Supplemental Instructions (ASI);

b. Site visits to perform quality assurance tasks;

c. Review submittals, shop drawings, and inspection reports;

d. Reviewing and incorporating processed change orders into CDs;

e. Respond to request for information;

f. Participate in weekly construction meetings and the punch list walk through;

g. Facilitate quality assurance meetings and produce minutes;

h. Review and record changes to the contract/construction documents;

i. Complete a set of “as-built” drawings.

The Contractor will have the overall responsibility for and shall provide and furnish all materials, equipment, tools and labor as necessary or reasonably inferable to complete the Work, or any phase of the Work, in accordance with the scope of work and the terms of the Contract Documents. All work must abide by the AOC design and preservation guidelines and standards identified in Attachments J2 – J4.

C.3. REQUIREMENTS

Before proceeding with the requirements, the Contractor shall hold a kickoff meeting within five (5) days after the period of performance start date. The Contractor shall coordinate with the COR to ensure all relevant Library stakeholders are involved and that expectations for the meeting content and process are clear.

C.3.1. Issuance of Architect’s Supplemental Instructions (ASIs) The Contractor shall issue ASIs, when colors or finishes for materials are not available and an alternative has to be selected, when any other minor changes to the CDs are required, and as a response to a RFI from the PFI vendor. ASIs will be issued to the Contracting Officer Representative (COR). The ASIs shall specify additional instructions and interpretations relating the Construction Documents (CDs) (Attachments J1a – J1d) or any minor changes to materials, finishes, or products. The ASIs must not change the contract sum or the contract time. The contractor shall use AIA form G710 when issuing all ASIs. ASIs are due within two (2) business days after the receipt of a request from the COR.

C.3.2. Quality Assurance Tasks The Contractor shall make, at a minimum, twenty-five (25) site visits to perform quality assurance tasks (QA) to include, but not limited to, addressing problems as they arise, verifying correctness of delivered materials and finishes per construction documents and specifications, and reviewing processed change orders to ensure that the finished project meets the expectations set forth at the beginning of the project. Site visits shall be coordinated with the COR at least two (2) Days prior to their occurrence.

3.2.1. Change Orders

The Contractor shall review Library-approved changes to the construction documents in the form of a descriptive narrative, a modified drawing, or a modified section of the specifications. Review and redlining/response to the changes must be submitted to the COR within three (3) business days. Any document that is changed and reissued must conform to the District of Columbia statutes governing use of the Contractor’s professional seal.

C.3.3. Managing and Reviewing Submittals The Contractor shall review submittals from the PFI vendor to include shop drawings, material data sheets and test reports, samples, inspection reports, and product data sheets. Other submittals may include operating instructions and maintenance manuals, warranties from product suppliers and manufacturers, and designs or design calculations prepared in response to a performance specification. The Contractor shall be required to review such submittals electronically and in-person onsite, depending on the deliverable. The Contractor must provide written acknowledgement of receipt of the submittal to the COR within one (1) business days. Any redlining or response to the submittal required of the Contractor shall be returned to the COR withing three (3) business days of receipt.

C.3.4. Request for Information - (RFI) In the event the PFI vendor submits a Request for Information (RFI) to the Library, it will be reviewed and accepted by the COR and then submitted to the Contractor for response. Responses to RFIs shall be returned to the COR within three (3) business days after receipt of the request. If additional time is needed to provide requested information, the Contractor shall notify the COR. The COR shall be copied on/receive a copy of all responses.

3.4.1 Transmittal Letters

The Contractor shall develop and send transmittal letters to exchange project information and to act as a checklist to tell the recipient what exactly is being sent, how the material is being sent, and why. The transmittal letter will be designed to serve as a written record of the exchange of project information.

The transmittal letter should contain the following information:

a. Project name

b. Project number (if applicable)

c. Date

d. Sender’s name and company

e. Receiver’s name and company (can be multiple)

f. Complete description of transmitted material

g. Method of delivery (electronically, courier, U.S. mail, etc.)

h. Reason for sending

i. Copies to others

3.5. Weekly Preparation, Fabrication and Installation Meetings The Contractor shall participate in the weekly meetings, held by the PFI vendor and COR, via video conferencing and/or in-person onsite, depending on the project schedule and needs. The Contractor shall make note of action items and address the action items at the weekly quality assurance meeting.

C.3.6. Quality Assurance Meetings The Contractor shall facilitate weekly QA meetings with the COR, other Library stakeholders identified by the COR. The Contractor must produce meeting minutes, reports and other communications required to coordinate and execute the work and any action items identified during the meeting. These materials must be provided to the COR within two (2) business days after meeting.

3.6.1. Meeting Minutes

The Contractor shall record significant discussions and agreements achieved. Minutes must include, at minimum:

· Names and titles/project roles of attendees

· Date, time, duration and format (in-person or virtual) of the meeting

· Significant discussions

· Agreements achieved

· Action items

Minutes must be distributed by the Contractor to all meeting attendees within two (2) business days of the meeting.

C.3.7. Final Site Walk At the completion of delivery and installation of all items described in the order, the Contractor, the COR, Library staff, and the fabrication contractor, will conduct a site walk of the space and generate an official punch list of items that need to be amended, adjusted, corrected, repaired, or replaced prior to an occupancy inspection.

The Contractor shall participate in a final site walk and independently document any construction deficiencies. The Contractor shall generate an independent punch list document and submit to COR to be incorporated into a consolidated official punch list document within three (3) business days after site walk of the space.

3.8. As-Built Drawings

The Contractor shall record all changes to the contract/construction documents and provide a complete updated AutoCAD as-built drawing set to the COR at completion of the project. The AutoCAD drawing set should be in a format no earlier than AutoCAD 2020.

C.4. CONTRACT PERFORMANCE

C.4.1. Schedule of Events/Deliverables The Contractor shall refer to Attachment J8 – PFI PWS for the PFI requirement details and deliverable. The final PFI PWS and project schedule will be provided to the Contractor once the PFI contract is awarded. The PFI contract will run concurrently with this requirement.

C.4.2. Quality Control Program The Contractor shall develop and maintain an effective Quality Control Plan (QCP) to ensure services are performed in accordance with this contract. The Contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The contractor’s QCP is the means by which it assures itself that its work complies with the requirement of the contract. The Contractor shall develop their (QCP) and deliver it to the Library for approval 15 business days after the kick-off meeting. After acceptance of the QCP the contractor shall receive the contracting officer’s acceptance in writing of any proposed change to its QC system.

The QCP may consist of at least the following information and any other information deemed pertinent to the QCP by the contractor:

a. Review and redlines to shop drawings

b. Sample review

c. Manufacturing process observance

d. Unscheduled site visits

e. Manufacturing equipment inspection

f. Material purchase order inspections

g. Manufacturing timeline process review

C.5. GOVERNMENT FURNISHED PROPERTY

The Library will provide the Contractor with an electronic copy of the 100% CD set and the other referenced reports upon award of the contract.

The Library will provide the Contractor with 1 touch-down workstation and task chair in the James Madison Memorial Building LM-G30 for use during the period of performance and while conducting on-site administration activities. The Contractor’s Project Manager and Project Architect will be required to obtain and maintain an LOC-issued badge for the entire Period of Performance. Complete badging application forms shall be submitted to the COR three (3) business days after the kick-off meeting, and the responses to requests for information from the LOC Personal Security Division shall be completed in two (2) business days.

The Contractor shall receive all electronic production files provided by the LOC and prepare them as necessary for production. The Contractor shall contact LOC staff immediately if there are any discrepancies or problems with electronic files.

C.6. CONTRACTOR PERSONNEL

General Requirements: The Contractor shall identify employees and/or teaming partners with qualifications in relevant disciplines. The expertise, level of participation and performance of all key personnel on projects similar to this requirement should be clearly demonstrated.

The Contractor will provide resumes, professional credentials and certification of all key personnel assigned to the contract. The resumes must include the education and experience of each individual along with evidence of certifications and licenses. After contract award, no substitution of personnel shall be allowed without the advance notice and approval of the CO. Notification must be made ten (10) business days prior to proposed substitution. The proposed substitute must possess equal or better qualifications and experience than the originally submitted professional or the substitute may be rejected. All substitutions or replacements shall be at no additional cost to the Library.

The CO will have the right to effect removal of any Contractor employee at any time throughout the duration of the contract if that employee is deemed to perform below the level of competence or ability required under the contract, or if said employee is for any other reason found to be unsuitable for the work. In such cases, the Contractor shall promptly submit the name and qualifications of the replacement within . Failure or excessive delay by the Contractor to provide qualified personnel that meets the contract requirements, and/or failure to provide personnel qualified to perform the required services, will be deemed sufficient reason by the CO to terminate the contract.

The contractor shall provide a project manager who shall be responsible for the performance of the work under this contract. The name of this person and an alternate who shall act for the contractor when the manager is absent shall be designated in writing to the contracting officer. The contract manager or alternate shall have full authority to act for the contractor on all contract matters relating to daily operation of this contract. The contract manager or alternate shall be available for communication between 8:00 a.m. to 6:00p.m. Monday through Friday except Federal holidays or when the government facility is closed for administrative reasons.

The Contractor shall provide a Structural Engineer who shall be responsible for reviewing structural drawings and custom casework and glass assemblies for technical accuracy, constructability, and proper execution and installation. The structural engineer must have a Bachelor degree in structural engineering or related field, and must be licensed in the District of Columbia and be able to stamp drawings.

C.6.1. Key Personnel Qualifications for all key personnel are listed below:

a. Project Manager (PM)

· Three (3) years of experience as a project manager

· Bachelor’s degree from a National Architecture Accrediting Board (NAAB)

· Ten (10) years of industry experience

b. Project Architect (PA)

· Bachelor’s degree from a NAAB

· Ten (10) years industry experience

· Currently AIA licensed architect, licensed in Washington, D.C.

· The PA must have working knowledge of ANSI/BOMA standards

· LEED construction certification preferred

c. Structural Engineer (SE)

· Minimum five (5) years industry experience

· Currently licensed in Washington, D.C. and able to stamp drawings

· Experience in preparing written reports, correspondence, and schedule coordination

· Ability to perform specialized field inspections for designated discipline

· Knowledge of applicable structural and building codes

· Knowledge of safety regulations

C.7. CONTRACTOR TRAVEL.

Contractor will be required to travel to the Library of Congress Capitol Hill Campus during the performance of the contract to make site visits and attend meetings. Travel expenses, if authorized, will be consistent with the substantive provisions of the Federal Travel Regulation (FTR) and the limitation of funds specified in the contract. Travel expenses must be included in the negotiated price of the contract.