QBS Selection for Site Civil services 4-26-2024.pdf

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Request for Qualifications – Site Civil /

Structural Engineering Services

Professional Engineering Services to Develop Site

Rehabilitation, Repair, and Improvement Projects of Primarily

Civil / Structural Works for the Infrastructure Services Division

(ISD)

Final 4-26-2024

Acronyms and Abbreviations

A/E Architect/Engineering

CD Critical Decision

CDR Conceptual Design Report

CHW Chilled Water

CMTF Cryomodule Test Facility

CUB Central Utility Building

DOE U.S. Department of Energy

DWS Domestic Water System

ES&H Environmental, Safety, and Health

Fermilab Fermi National Accelerator Laboratory

FAR Federal Acquisition Regulation

FESHM Fermilab Environment, Safety and Health Manual

FESS Facilities Engineering Services Section

FFP Firm Fixed Price

FRA Fermi Research Alliance, LLC

GIS Geographic Information System

HHW Heating Hot Water

HVAC Heating Ventilation and Air Conditioning

ICW Industrial Cooling Water

IDIQ Indefinite Delivery, Indefinite Quantity

IPR Independent Project Review

LCW Low Conductivity Water

Linac Linear Accelerator

NFPA National Fire Protection Association

PVC Polyvinylchloride

QA/QC Quality Assurance/Quality Control

RFP Request for Proposal

SC Office of Science

SWPPP Stormwater Pollution Prevention Plan

1. INTRODUCTION/PURPOSE

The U.S. Department of Energy’s (DOE) Office of Science (SC) advances new experiments, international partnerships, and research programs to transform the understanding of nature and to advance U.S.

energy, economic, and national security interests. This mission requires the modernization of aging, obsolete, and severely deteriorated structures and infrastructure at Fermi National Accelerator

Laboratory (Fermilab) located in Batavia, IL.

This is a Qualifications Based Selection (QBS) for an IDIQ for a pool of consultants to become pre-qualified to provide engineering services under broad categories of project types. Prequalified firms will be asked to respond to specific projects proposals and under those task orders the architect/engineering

(A/E) subcontractors shall furnish the personnel, facilities, equipment, materials, and supplies necessary to perform the requested scope which may include analysis, preliminary design, and final design related

A/E professional services required for the procurement and construction of identified projects.

2. QUALIFICATION BASED SELECTION OF A/E SUBCONSULTANTS,

Qualifications are requested to provide services that will include all normal and customary professional services required of a qualified, professionally licensed A/E firm and its sub-tier subconsultants to support the design, procurement, and construction (e.g. Construction Documents, Bidding, Construction

Administration and Post Construction) on projects consisting of primarily Structural / Civil works that will include but are not limited to repairs, rehabilitations, and site improvements.

The types of projects have been grouped into categories, and in responding to this QBS the offeror will choose which categories of work they believe themselves to be qualified for and wish to be evaluated.

The selected subconsultant and its sub-tier subconsultants, will complete various tasks in accordance with FRA’s requirements as well as applicable portions of the DOE and State of Illinois codes, ordinances, and regulations as incorporated into contract No. DE-AC02-07CH11359 between the DOE and FRA.

2.1. Period of Performance

The period of performance for this QBS will be a two (2) year base subcontract with two (2) one-year option periods.

2.2. Categories of Projects

For purposes of allowing offerors to focus on their firms’ strengths and to allow the requesting department to request follow-up on proposals from firms more specifically qualified for the projects, the broad category of structural/civil works has been sub-grouped into the following categories:

2.2.1. Roadways and Underground Utilities. Projects in this category will prepare concepts and designs for roadway rehabilitation, resurfacing, or new paving. This category also includes preparation of plans and specifications for bidding, cost estimating, and field data collection to support designs and may include plans and specifications for repair or replacement of underground utilities such as domestic water, sanitary sewers, and industrial cooling water piping. Fermilab requires all plans to be prepared in Autodesk

AutoCAD Civil 3D.

2.2.2. Mechanical-Electrical. Projects in this category include outdoor lighting, and sanitary/stormwater lift stations and pump stations housed in in-ground vaults, with attendant electrical infrastructure.

2.2.3. Structural Engineering. Projects in this category will require work to be performed under the direct supervision of a registered structural engineer (State of Illinois) and may include retaining walls, vaults, underground structures, and other miscellaneous minor structures such as mezzanines or pipe supports. They may also include support by evaluating load baring capacity of existing structures and condition assessments. Offerors, please note the structural software packages you use routinely in your project approach.

2.2.4. Specialty Environmental Resources Support. Projects in this category consist of on-site wetland delineation, field delineation of wetland boundaries, consultation with the requesting department on permits and permit requirements and preparation of application packages for permits. This work will be performed under the direct supervision of a person or team within the firm who has the requisite USACE training and certifications to perform such work, in the areas of botany, hydrology, and soil science. Also, under this category is support for preparation of complex SWPPPs and NOIs for IEPA NPDES stormwater discharge permits for construction sites.

2.2.5. Water Resources Design and Permitting. Projects in this category will involve the design and modeling of piping and open channel flow systems. They may also include obtaining permits from outside agencies such as Illinois Department of Natural Resources for floodplain/floodway construction. The current site maintains pipe network models of its domestic water system and industrial cooling water system in WATERGEMS and has floodplain/floodway onsite in the FEQ models adopted by DuPage County and IDNR as regulatory. Familiarity with these models and programs will be considered minimum requirements for qualification. Offerors in this category please note any experience in tracing the transport of pollutants through water models in the project approach.

The Qualified Subcontractor when asked to do so by FRA, shall furnish the personnel, facilities, equipment, materials, travel, and supplies necessary to perform various services including preliminary and final design, cost estimates, schedules, reports, studies, and subcontractor services during construction, when requested by FRA Procurement Department. The Subcontractor shall perform all tasks in-house or use a team of sub-tier subconsultants approved by FRA.

The awarded subconsultant will provide professional A/E services by task orders which will include additional details in the scope of work, schedule, and budget requirements of each task.

A/E services shall include all normal and customary professional A/E services per the Illinois

Architecture, Professional Engineering, and Structural Engineering Practice Act required of a qualified, professionally licensed A/E and its sub-tier subconsultants. The awarded subconsultant shall complete the various services outlined in section 2.1 in accordance with FRA’s requirements as outlined herein and in any Task Orders.

As projects for services are identified, the firms in the corresponding category will be asked to submit pricing for a specific scope of services on a rotating basis within the category. FRA will then negotiate manhours and fee with the firm based on their proposal. If concurrence cannot be achieved for applicable scope and fee, the next firm in the rotation under the category will be asked to submit a fee proposal. FRA reserves the right to issue a subcontract for similar services through use of other procurement vehicles.

FRA will determine the appropriate category for a project. Elements of projects may fit more than one category and FRA will determine under which category(s) of qualified firms a task order request will be made. The qualified offeror in each category shall be able to accomplish various tasks including but not limited to, the following general requirements:

o Common to all categories (when specifically requested):

• Condition Assessments

• Project Definition and Requirements Reports

• Conceptual Designs, Schematic Designs, and Design Developments (aka

Conceptual Design Reports and Project Execution Plans)

• Project Design and Drawing Documents (Microsoft Word and Autodesk

AutoCAD Civil3D) for all phases of the project and for various procurement vehicles (T&M, FFP, Design/Build, and CMGC)

• Construction Documents (for task orders culminating in Final designs)

• Procurement and RFP Support

• Delivery of Drawings in AutoCAD Civil3Dformat

• Cost Estimating as appropriate for all phases of the project.

• Project Scheduling

• Alternatives Analysis

• Analysis and calculations related to design elements, including the use of appropriate and industry recognized design software.

• Computer modeling of systems related to the specific category.

o Under the category of Roadways and Underground utilities:

• Pavement design calculations

• Assistance with traffic loading estimates

• Knowledge of Manual of Uniform Traffic Control Devices

• Project phasing for maintenance of traffic

• Knowledge of the Standard Specifications for Water and Sewer Main

Construction in Illinois

• Quantity takeoffs

• Cost estimating

• Decommissioning and demolition design

• Parking Lot Lighting Design and Calculations

• Simple Storm Water Pollution Prevention Plans (SWPPP) and development of

NOINOIs

• Simple hydrologic and hydraulic calculations for both sanitary and storm flow

• Permit Application Development except those covered under Specialty

Environmental resources support or Water Resources Design and permitting.

• Soil Erosion and Sediment Control Plans o Under the category of Mechanical/Electrical (includes both new and rehabilitation):

• Design of sanitary and stormwater pumpstations

• Design of electrical infrastructure for in-ground sanitary and stormwater pump stations

• Cooling Pond design (water circulation and heat transfer)

• Complex Parking Lot Lighting Design and Calculations o Under the category of Structural Engineering

• Perform calculations to evaluate existing load capacity of structural elements.

• Perform on-site investigations related to determining structural capacity and condition.

• Evaluate and/or design modifications to existing structures or structural components.

• Designing and generating construction documents and calculations for miscellaneous structures such as mezzanines and pipe supports.

o Under the category of Specialty Environmental resources Support

• Perform wetland delineation in accordance with the latest USACE guidance for the Chicago District, including field flagging and taking flag coordinates in the field.

• Prepare permit applications for both Nationwide and Individual Permits

• Consult on project implementation with regard to wetland jurisdiction and permitting.

• Support complex Storm Water Pollution Prevention Plans (SWPPP) and development of NOIs.

• Threatened and endangered species consultation o Under the category of Water Resource Design and Permitting

• Perform complex hydrologic and hydraulic studies in support of culvert replacements and evaluation of cooling pond capacity.

• Size new and replacement culverts

• Develop permitting documents for IDNR floodway/floodplain construction permits.

• Perform hydrologic and hydraulic studies and develop conceptual infrastructure for flood mitigation and complex drainage improvements.

• Having a working knowledge of DuPage County floodplain mapping, including the hydraulic modeling used

• Design and permitting of waterway related improvements.

3. TASK ORDERS

Task orders for A/E professional services will be awarded on a firm fixed price (FFP) basis. The number of tasks to be negotiated will depend upon the availability of funding. This subcontract does not provide for a minimum or maximum number of task orders. The A/E professional services associated with this subcontract will be primarily for operations located at the Fermilab site in Batavia, Illinois.

The Subconsultant will submit a proposal in response to a request by FRA, for each task that proposes the

FFP, the hours by labor category, materials, the scope of the task, a list of proposed deliverables, date of review submittals, and the completion date for the task.

The Subconsultant shall prepare and provide to the FRA, at the times specified in the task order or at such other times as the FRA shall designate, certain deliverables that include, but are not limited to, calculations, plans in Autodesk AutoCAD Civil3D, technical specifications in MS Word format and other deliverables that will be specifically enumerated in the RFP for a task order (hereinafter, collectively

"Deliverables").

3.1. Quality Scope Requirements

The Subcontractor shall submit with each task order proposal, a Corporate Quality Control Plan that details the means and methods the subcontractor will use to ensure the work meets an acceptable quality level specified in the task order proposals.

All tasks shall include the appropriate levels of “Value Engineering” and “Quality Control” to assure that the final product complies with the applicable codes and standards and conforms to the technical requirements of the project. The Subcontractor is responsible for the coordination of the design across all disciplines and all quality assurance of work produced by the subcontractor and their sub-tier subcontractors.

Deliverables such as samples, reports, spreadsheets, sketches, photographs, and drawings shall be provided in accordance with the schedule and delivery dates set by the task order.

4. FRA RESPONSIBILITIES

FRA will be responsible for the development of the general terms and conditions of the construction documents;

4.1. FRA will provide the technical requirements for this project including the capacities and characteristics of existing utilities and services. The subcontractor will be required to coordinate closely with FRA in all phases of design to ensure compatibility with the technical requirements;

4.2. FRA shall have the final decision to allow connections to existing electrical, mechanical, and process water services;

4.3. FRA will submit all required permit applications required by local, state, or federal agencies.

(Note: The subcontractor shall provide information or supporting documentation required for the completion of these permit applications);

4.4. FRA will provide available subsurface investigation reports and existing drawings, calculations, and specifications;

4.5. FRA will provide reviews during the development of the project. These reviews are to assess compatibility with existing site systems and conformance with the technical requirements of the project. These reviews will not replace the subcontractor’s responsibility to perform their own review and verification of the work performed by the subcontractor in accordance with their quality assurance/quality control (QA/QC) program. The FRA reviews assume no professional liability for the performance of the engineered work; and

4.6. FRA will provide all Fermilab-specific training at no cost to the subcontractor.

5. RISK MANAGEMENT

Risk mitigation strategies approved by FRA shall be incorporated into the A/E design.

The completed designs shall be clear, definite, comprehensive, and developed to appropriate scales of detail to be conducive to the SOW for each task order. The A/E firm is responsible for performing the work in accordance with professional standard practices and FRA requirements identified herein.

The Subcontractor shall ensure that architects or engineers registered to practice in the professional field involved in a state, the District of Columbia, or an outlying area of the United States, shall prepare or review and approve the design of architectural, structural, mechanical, electrical, civil, or other engineering features of the work.

6. QUALITY REQUIREMENTS

The Subcontractor is responsible for the professional quality, technical accuracy, and the coordination of all designs, drawings, specifications, and other services furnished under this subcontract.

The Subcontractor shall perform its services in accordance with the standards of care and diligence normally practiced by recognized firms in performing services of a similar nature.

The Subcontractor shall, without additional compensation, correct or revise any errors or deficiencies in its designs, drawings, specifications, and other services.

The Subcontractor shall submit this proposal with the Subcontractor’s corporate QA/QC manual that details the means and methods the Subcontractor shall use to ensure that the work meets an acceptable quality level specified in the task order proposals.

All tasks shall include the appropriate levels of value engineering and quality control to assure that the final product complies with the applicable codes and standards and conforms to the technical requirements of the project. The Subcontractor shall coordinate the design across all disciplines and all quality assurance of work produced by the Subcontractor and their sub-tier Subcontractors.

The deliverables shall have been reviewed, verified, and approved by the Subcontractor in accordance with their QA/QC program prior to transmitting deliverables to FRA.

7. Health and Safety

At Fermilab, environmental protection and safety are of the highest importance. FRA’s policy is to protect the environment and the safety and health of all persons, including FRA employees, Subcontractor employees, scientific visitors, and visiting members of the public, from accident or injury while they are present on the Fermilab site or other location managed by FRA. Nothing shall have a higher priority.

Subcontractor employees performing fieldwork (e.g., inspections) on the Fermilab site shall perform such work in compliance with DOE 10 CFR 851 Worker Safety and Health Program (WSHP) under an FRA approved contractor WSHP or adoption of the FRA DOE approved WSHP. The Subcontractor shall prepare a Job Safety Analysis (JSA) using the hazard analysis form in Fermilab Environment, Safety and

Health Manual (FESHM) 7010 and submit for FRA review and approval covering its fieldwork. Any

Subcontractor employees who will perform the fieldwork shall complete the FRA Subcontractor Safety

Orientation training. Questions related to the JSA process can be addressed during the Subcontractor

Safety Orientation.

Those Subcontractor employees performing fieldwork may also be required by FRA to attend other safety training for specific hazards encountered during the work.

Subcontractor designs shall support compliance with DOE 10 CFR 851: Worker Safety and Health

Program, the FESHM, and the Fermilab Radiological Control Manual (FRCM). FESHM and FRCM contains FRA’s policies and procedures designed to manage ES&H hazards in accordance with the requirements of the Work Smart set of ES&H standards attached to the DOE contract.

8. INTEGRATED COST AND SCHEDULE

Submit within 10 business days of receipt of the task order an integrated cost and schedule for the design work to be performed. The schedule will include milestones at the completion of major activities, including project reviews. Monthly submittals

i. Schedule update and progress information, including the following: Narrative description of project progress; and

ii. Identification of work outside the authorized scope, if any.

9. QUALIFICATION SUBMITTAL REQUIREMENTS

Offerors must provide satisfactory evidence of its ability to manage and coordinate the types of activities described in this Solicitation and to produce the specified services on time. As a part of the Solicitation

Response above, Offerors shall demonstrate their qualifications and experience with the submittal of the following resumes of key individuals, relevant projects completed, and the number of professional services and support staff at each office. Succinct responses free from excess marketing materials are preferred and will score higher.

9.1. A statement of interest cover letter (two page maximum) that identifies the categories for which the Respondent wants to be considered, the firms’ primary point of contact and the location of the offeror’s office(s) that will provide the services. Local Offices to the Chicagoland area will score higher than out-of-state offices. If an offeror submits Solicitation Responses for services in multiple categories, then each Response must be a separate submittal responding to the requirements listed.

9.2. Narrative and Company Information

A discussion in narrative form (3-page per category max.) of a successful project approach for each of the categories requested. Provide in the narrative at least one relatively recent example of how the approach was applied to a significant site development or facilities project. The

Narrative should emphasize the firms’ strengths in the category and the Project approach shall briefly explain the general approach of the firm to developing alternatives, evaluating alternatives, and selecting the most feasible alternate Concept design, with an emphasis on how the firm develops cost estimates for budgeting that is based on a less-than complete design. Any tools employed for analysis or cost estimates should be identified in the narrative. The narrative shall also describe the firms Quality Control and Quality Assurance process, with a brief example of where its effectiveness was evident.

9.3. Key Personnel: Offeror shall demonstrate relevant qualifications and experience, including resumes of key individuals, relevant projects completed, and the number of professional services and support staff at each office. The following positions are considered Key Positions and the offeror shall designate the people to fill these roles. The Project Manager and Project Engineer

(s) offered shall have relevant training and experience to support the firms request and submit resumes (2-page max.) and a two-page (maximum) explanatory narrative on the person highlighting any important or unique experience or training that the person brings to the role, and any additional information asked in the requirements listed below.

9.4. Project Manager

Minimum 10 years professional experience, Registration as a professional Engineer in the State of Illinois. Experience with Federal Projects (2-minimum) in a significant role will rank higher.

Knowledge of Engineering and typical permitting practices in the Northeastern Illinois area, demonstrated by experience with industrial site development or other significant site development is a minimum requirement, and shall be noted on the resume, with at least three noted on the explanatory narrative. Designate only one Project Manager for the firm, as they will also be the primary point of contact for contracting and all correspondence with the firm. The

Project manager may also serve as the Project Engineer in one category.

9.5. Project Engineer(s)

A Project Engineer shall be designated for each category of qualification that he firm seeks consideration for. The persons designated shall have as minimum qualifications (except as noted below) an Engineering degree and professional registration in the State of Illinois, with 5-years’ experience in projects relevant to the category, reflected in the resume. The explanatory narrative should emphasis three concrete and specific examples of relatively recent projects that the Project engineer played a significant role that included development of initial design alternatives, concept designs and final plans and specifications, with estimates of construction cost and coordination of permitting.

Designate one per category, and the firm may utilize the same person for more than one category if their range of education, training and experience supports more than one category. When a single person is designated for more than one category, an explanatory narrative for each category is still required.

The structural category requires the designated Project Engineer with a Professional Structural

Engineering license in the State of Illinois. In addition, a firm seeking qualification in this category must have at least one other Licensed Structural Engineer (SE) on-staff for quality control purposes and shall list the name of the second Illinois SE on the explanatory Narrative.

The category of Specialty Environmental Resources Support does not require the person designated to be an Engineer for the wetlands work but must be a Professional Wetland Scientist (PWS) with a minimum of the last 5-years practicing in the area of the USACE Chicago District. The Specialty Environmental

Resources Support category shall also designate an Engineer for work related to NPDES permitting if the

PWS designated is not also an Engineer.

10. QUALIFICATION EVALUATION

10.1. EVALUATION CRITERIA

The evaluation team will make the selection of one or more offerors (if any) to subcontract with FRA on the basis of demonstrated competence and qualifications, and subject to the negotiation of a fair and reasonable pricing arrangement.

Solicitation Responses must not include any information regarding the offerors fees, pricing or other compensation.

Firms submittals will be evaluated by category based on the following, in order of priority:

• Responsiveness of the resume of the Project Manager to the outlined requirements.

• Responsiveness of the explanatory narrative for the Project manager to the outlined requirements.

• Responsiveness of the Resume of the Project Engineer (s) to the outlined requirements.

• Responsiveness of the explanatory narrative for the Project Engineer to the outlined requirements.

• Responsiveness of the Firms Project Approach and QC/QA plan to the outlined requirements.

• Responsiveness of the firms cover letter to the outlined requirements.

• Prior history of work at Fermilab, if any, as reflected in the required narratives and resumes to the outlined requirements.

• Prior History of work at other DOE National Labs, as reflected in the required narratives and resumes.

• Location of the primary office out of which the majority of the work will be performed, with offices in the Chicagoland area and proximal to Fermilab scoring higher.

11. INCORPORATED DOCUMENTATION

• FRA’s A/E Consultant Handbook

• FRA’s Design Guides

• FRA’s CAD Standards

• FRA’s Building Information Modeling (BIM) Guide

• FRA’s Graphic Standards at Fermilab

• Fermilab Environment, Safety and Health Manual

• Fermilab Radiological Control Manual (FRCM)

• DOE Order 413.3B, Program and Project Management for the Acquisition of Capital Assets,

• Guiding Principles for Sustainable Federal Buildings and Associated Instructions by the Council on

Environmental Quality

• Fermilab Environment, Safety and Health Manual

To access these guides, please follow the links below:

Engineering guides and standards | Infrastructure Services (fnal.gov)

Fermilab Environment, Safety and Health Manual (FESHM) | Environment, Safety and Health (fnal.gov)

Fermilab Radiological Control Manual (FRCM) | Environment, Safety and Health (fnal.gov) https://fess.fnal.gov/engineering-guides-standards/ https://eshq.fnal.gov/manuals/feshm/ https://eshq.fnal.gov/manuals/frcm/