Special_Provisions_-_7-27-2026.docx

II-10

SPECIAL PROVISIONS

1.0 General

1.1 PROJECT DESCRIPTION

The Commissioners of Charles County are soliciting proposals from qualified consultants to provide architectural, engineering, and site development design services for the new Department of Public Works (DPW) Utilities Waldorf Regional Facility. The primary purpose of this solicitation is to prepare contract drawings and specifications and to obtain all applicable permits for the partial removal of existing structure, site development, and construction of a new DPW facility. The land area for this project is 10 acres. The site currently contains an existing building which will need to be partially demolished and removed and a new building constructed along with several on-site improvements.

The site is located at 2660 & 2690 Old Washington Rd; Waldorf, MD 20646. (See Site Map in Appendices)

1.2 PROJECT BACKGROUND

This project will partially remove an existing warehouse building (approximately 63,000 square feet) to be replaced. The project will include new construction of a pre-fabricated metal building section to replace the removed section of the existing building and be integrated into the existing building to remain. This facility should be designed to be a modern, multi‑use operational and office complex that consolidates and enhances service delivery for the Department of Public Works (DPW). This project will improve community responsiveness and strengthen service capacity by positioning the majority of the DPW workforce within the primary population district to reduce travel time, increase field coverage, and enhance emergency responsiveness.

Approximately 75-80% of the facility will house staff of DPW Utilities while also providing space for other County departments and divisions. The building will also have space available for storage and other uses yet to be determined. Within the campus there are plans to include site features such as parking, a fueling station, salt barn, gravel storage, and others as listed in Section 3.2.2.

1.3 DESIGN INTENT

The intent of the design services described herein is for the Consultant to perform all work necessary to render a complete, approved, and permitted design inclusive of plans and specifications for the demolition of the existing building, construction of a new DPW facility, all on-site improvements, and vehicular ingress and egress.

1. At the duration of the design, the Consultant will provide all documents (plans, specifications, easements, and permits) necessary to commence site work and construction for the project.

2. The Consultant shall design the most cost-effective DPW Facility and site improvements while meeting the design objective. The design effort will include all building systems (architectural, structural, mechanical, electrical, etc.) as required to construct a complete and operable facility in compliance with all applicable Codes.

3. The Consultant’s design shall call for structural reinforcement of the building section designated existing to remain. Comment by Robert Pilkerton: This wording for points three and 4 need to be massaged.

Final determination to be made upon receipt of Mosaic’s feasibility study.

4. The Consultant’s design shall include new pre-fabricated metal building section to be integrated with existing building to remain.

1.4 TIME FOR COMPLETION

1.4.1 Time is of the essence

The Consultant shall obtain all permits and submit the completed and approved contract construction documents to the County as stipulated in the Contract included herein.

1.4.2 Contract duration

The Consultant shall perform all design and bidding services withing five hundred and eighty-eight consecutive calendar days (588) upon receipt of the County issued Notice to Proceed.

1.5 SCHEDULES

See bid attachments for draft schedule and is provided as a general guide for planning purposes only. The Consultant shall be responsible for developing, maintaining, and executing a detailed Critical Path Method (CPM) design schedule that demonstrates compliance with the overall contract duration.

Within ten (10) calendar days of Notice to Proceed, or at the project kick-off meeting (whichever occurs first), the Consultant shall submit a baseline CPM design schedule for County review and acceptance. At a minimum, the schedule shall:

· Include all major design activities, milestones, deliverables, and permit submissions.

· Incorporate anticipated review durations for the County and all external regulatory and permitting agencies.

· Identify milestone completion dates for each design phase, permit application, review cycle, and final approval.

· Clearly identify the critical path and demonstrate compliance with the contractual completion date.

· Show logical relationships and dependencies between activities.

The Consultant shall update the design schedule at each progress meeting, or more frequently if requested by the County, to accurately reflect current project status, completed activities, remaining work, and any changes to the critical path.

If the Consultant determines that the project is behind schedule or that any milestone or the contractual completion date is at risk, the Consultant shall provide a written narrative explaining the cause(s) of the delay, the anticipated schedule impacts, and a recovery plan identifying the specific actions and resources that will be implemented to regain compliance with the approved contract schedule. Submission of a recovery plan shall not relieve the Consultant of its obligation to complete the work within the contract time.

The Consultant shall prepare, submit, revise as necessary, and obtain all required approvals for permits from all applicable regulatory agencies. The Consultant shall remain responsible for permit coordination and resubmittals until all required permits and approvals have been obtained.

To the greatest extent practicable, the Phase II Environmental Site Assessment, civil engineering design, and architectural/building design services shall be performed concurrently to minimize the overall project duration. The Consultant shall coordinate these activities to avoid unnecessary sequential work and shall identify opportunities to expedite project delivery while maintaining the required quality of the design. Comment by Robert Pilkerton: Should we specifically call out the Geotech work here or is that covered under the Civil Engineering Design work?

1.6 QUALIFIED SIGNATURES

The Consultant shall assure that the members of his/her firm who initiate and sign correspondence and attend meetings with County officials and/or its’ representatives are technically qualified to carry out these duties. It is expected that all work submitted by the Consultant will be reviewed by a licensed and responsible Architect and a licensed and responsible Professional Engineer licensed in the State of Maryland, employed by the Consultant, and who is able to speak or act on behalf of, and make decisions for, the Consultant.

1.7 TRAVEL

All required traveling in the performance of the design services including all meetings, field investigations, surveys, etc. shall be included in the fee and be at no additional cost to the County, unless authorized in writing, and in advance by the County.

1.8 DOCUMENTS TO BE PROVIDED BY THE COUNTY

Upon request of the selected consultant, the County will make available the following information for the express purpose of completing the services required in these Special Provisions:

1. Planimetric data in an ArcGIS compatible shape file.

2. Aerial Photography.

2.0 SCOPE OF SERVICES

The Scope of Services for this project includes all incidental work necessary to perform the services identified in the Scope of Work contained herein. The Consultant shall not commence work under the Scope of Services prior to receiving written notice from the County in the form of an official Notice-to-Proceed letter from the County.

There shall be no separate payment by the County for performing tasks within the Scope of Services. The cost associated with these items shall be considered incidental expenses and included in the prices provided on the Cost Proposal Form.

2.1 APPLICATIONS, PERMITS, AND APPROVALS

1. The Consultant is responsible for preparing and submitting all applicable Charles County Permit and Plan applications in PDF format through the Citizen’s Self Service (CSS) Portal at: https://land.charlescountymd.gov/EnerGov_Prod/SelfService#/home. The Consultant shall be responsible for contacting PGM to verify that all submitted documents are successfully uploaded and are placed in the review queue. Consultant shall add County’s project management team as contacts for the project in the permit application system.

2. All submitted design documents including, but not limited to drawings, specifications, and reports shall have the signature, seal, and Professional Certification of the submitting design professional as duly authorized in the State of Maryland.

3. The Consultant shall apply for and obtain all permits and approvals, as required, by coordinating with all permitting and/or approval agencies, authorities, etc. that are necessary to permit and/or approve the project for construction. Permitting and/or approval agencies/authorities which may include (but may not be limited to) the Charles County Department of Planning and Growth Management (PGM), Charles Soil Conservation District (SCD), Maryland Department of the Environment (MDE), U.S. Army Corps of Engineers (ACOE), Maryland Department of Transportation State Highway Administration (MDOT SHA), Southern Maryland Electric Cooperative (SMECO), Verizon, and Washington Gas.

2.2 CHARLES COUNTY 3-STEP PLAN/PERMIT REVIEW PROCESS

2.2.1 General

1. All initial 3-Step permit applications and plan sets, regardless of Step, will be placed into review upon verification of meeting the minimum submission requirements.

2. Upon initial submission, an invoice for payment of the application fees will be generated via the CSS Portal. The initial application fees must be paid before the submission is placed in the review queue. Comment by Robert Pilkerton: Olin: Who pays the permit fees? Comment by Robert Pilkerton: Section 2.2.3 Items 4 and 5 indicates the consultant is to forward the invoice to CPM for payment and CPM will pay the permit fees.

2.2.2 Review Period

All initial Charles County permit applications will undergo a twenty-eight (28) calendar day review period, while all subsequent submissions will undergo a twenty-one (21) calendar day review period. Comment by Robert Pilkerton: Olin: Need to verify these are accurate dates from PGM.

1. At the end of the review period, a review comment letter will be issued. The letter will state if the review is complete, complete with conditions to be addressed prior to submission of the next step or requires a resubmission. The submission/review process will continue until a review complete with conditions letter, or a review complete letter is issued.

2. The Charles Soil Conservation District will review and approve the applicable Step 1 Concept Stormwater Management (CSWM), and Step 2 Site Stormwater Management (SSWM) Erosion and Sediment Control (ESC) Plan designs as part of the County’s Step 1 and Step 2 plan review process. The final ESC plan (included in the Step 3 DSP plan set) must be submitted directly to the Charles Soil Conservation District for review and approval.

2.2.3 Charles County 3-Step Plan Review Process

1. Prior to submitting a Step 1, 2, or 3 plan application for PGM review, the submittal package shall be transmitted to the Capital Project Management (CPM) project manager for review and comment. The CPM review period is seven (7) calendar days. Within the review period, the CPM project manager will set up a virtual meeting with the consultant to provide review comments if applicable. The Consultant shall take notes during the meeting and distribute them to CPM within seven (7) calendar days for record purposes.

2. The Consultant shall apply for Step 1 Concept Stormwater Management (CSWM) Plan, the Step 2 Site Stormwater Management (SSWM) Plan, and the Step 3 Development Services Permit (DSP) via Charles County’s Customer Self Service Portal (CSS).

3. If there are outstanding items to be addressed at the completion of a review, PGM will upload a review comment letter to the CSS Portal for the applicant and other permit contacts to access. The applicant/consultant shall address all outstanding items and resubmit the revised documents to PGM. This iterative process shall continue until a review complete letter is issued by PGM.

4. An invoice for all applicable plan review fees, inspection fees, technology fees, or any other associated fees will be provided upon issuance of a Review Complete letter. The Consultant shall notify CPM upon receipt of the invoice for processing and payment. The Consultant is advised that the next step plan cannot be submitted until successful payment of the approved plans invoice.

5. Capital Project Management shall be responsible for all County review/permitting fees incurred up to and including the third (3rd) review in any Step. The Consultant shall be responsible for all additional review fees incurred after the third review in any Step.

2.3 MEETINGS, HEARINGS, AND COORDINATION

To keep the project progressing at an efficient rate, and to facilitate the County providing prompt direction to the consultant, the Consultant shall be prepared to meet with the County on a bi-weekly basis and with other agencies as required during the design/approval process. Meetings shall be required until final design approval has been obtained. At a minimum, the Consultant shall attend the meetings as contained in this section and as described below.

2.3.1 Kick-Off Meeting

Following contract execution, CPM will issue a Notice to Proceed and schedule a kick-off meeting. CPM will prepare the agenda for the meeting. The Consultant shall be responsible to record the attendance, take meeting notes, and distribute the notes to all attendees within seven (7) days following the meeting.

2.3.2 Design Progress Meetings

The Consultant shall coordinate and chair bi-weekly progress meetings. The progress meetings will alternate between virtual conference call via Teams and meetings at the Charles County Public Facilities Building or as otherwise scheduled. Twenty-four (24) hours prior to progress meetings the consultant shall provide the County with a draft agenda and, if necessary, an updated schedule for review. The Consultant shall be responsible for recording the attendance, taking meeting notes, and distributing the notes to all attendees within seven (7) days following the meeting.

2.3.3 Design Presentation Meetings

The Consultant shall coordinate and chair all design presentation meetings. The design presentation meetings occur at each phase of the site and building design as outlined in Section 2.4 and 2.5. Forty-eight (48) hours prior to the design presentation meetings the Consultant shall provide County with the presentation materials for review. The presentation should be in MS PowerPoint format for display on a projector screen. The Consultant shall be responsible for recording the attendance, taking meeting notes, and distributing the notes to all attendees within seven (7) days following the meeting.

2.3.4 Design Review Hearings/Meetings

The Consultant shall attend any hearings and/or meetings required by an agency; including, but not limited to: Charles County, ACOE, DNR, MDE, Charles SCD, and the utility companies. The Consultant shall take notes and provide a written account of the meeting to the County within seven (7) consecutive calendar days following the meeting and/or hearing.

2.4 DESIGN SUBMISSIONS

The Consultant shall prepare two (2) sets of documents (plans and specifications) for review and approval. One (1) set will be for the civil site development and storm water management track, and the other set will be for the building construction track which shall include all structures to be erected on the facility site. Comment by Robert Pilkerton: Added clarity that all structures are to be included in CD’s.

Unless otherwise noted, all design submissions shall include one (1) hard copy for internal County review.

Unless otherwise directed, all plan submissions to Codes, Permits, and Inspection Services (CPIS) for review, comment, and approval shall be made through the CSS. In addition, the Consultant shall prepare and submit the requisite plans and submission materials as necessary to all other relevant permitting/approval agencies until approval is obtained from those agencies. Each submission shall be accompanied with a cover letter and construction cost estimate. The cover letter shall address any previous comments on a point-by-point basis.

2.4.1 Civil Site Development Submissions

2.4.1.1 Conceptual Site Layout

The Consultant shall meet with representatives of the County to thoroughly understand the programming and the design requirements for new Charles County DPW facility. The Consultant shall make a thorough evaluation of the site to understand the best uses of the property and to determine all constraints on the development of the site. The Consultant will prepare a conceptual site layout, inclusive of proposed SWM measures, indicating the footprint and elevation of all site improvements. The Consultant will make every effort to balance the site in order to minimize cost. The Consultant shall provide the County with a list of all permits which must be obtained for this project. This submission shall be made within thirty (30) consecutive calendar days of the Notice-to-Proceed.

2.4.1.2 Concept Stormwater Management Plan (Step 1)

A Concept Stormwater Management (SWM) Plan shall be submitted in accordance with the current Charles County Plan Preparation Package and the Charles County SWM Ordinance. The submission package shall include a preliminary construction cost estimate for internal review by the County.

2.4.1.3 Site Stormwater Management Plan (Step 2)

A Site Stormwater Management Plan shall be submitted in accordance with the current Charles County Plan Preparation Package (PPP) and the Charles County SWM Ordinance. The submission package shall include a revised preliminary construction cost estimate for internal review by the County.

2.4.1.4 Development Services Permit Submission/Final Stormwater Management Plan (Step 3)

A Development Services Permit (DS Permit) submission package inclusive of the Final Stormwater Management Plan shall be submitted in accordance with the current Charles County PPP and the Charles County SWM Ordinance. The submission package shall include a construction cost estimate for internal review by the County.

Final Plans: Within seven (7) calendar days of receiving final approval, the Consultant shall submit six (6) hard copy sets of drawings to the CPM.

2.5 BUILDING DESIGN SUBMISSIONS

2.5.1 Programming

The County will issue a Notice to Proceed (NTP) and schedule a Kick-Off Meeting upon contract execution. At the Kick-Off Meeting, the Consultant and County project team shall establish dates and times for programming meetings and recurring biweekly design progress meetings for the duration of the design phase. Comment by Robert Pilkerton: Need to confirm this schedule. Is two weeks sufficient time to develop three different renderings?

The Consultant shall facilitate programming sessions with County staff and other identified stakeholders to identify, document, and confirm the project's functional, operational, and technical requirements. The information gathered during the programming phase shall serve as the basis for the development of the design.

2.5.2 Schematic Design

The Consultant shall develop three (3) schematic plans and renderings that include all program requirements for review and approval by the County. For each concept, the consultant shall include preliminary discussions of construction materials, mechanical, electrical, and other building systems as they relate to spaces requirements and costs. Upon mutual agreement, the best schematic design shall be further developed. Upon completion of this phase, the consultant will prepare a building plan identifying all the agreed upon spaces and furnishings.

2.5.2 30%, 70%, and 95% Submissions

1. The Consultant shall prepare drawings, specifications, renderings, and other documents as necessary to describe the architectural, civil, structural, mechanical, electrical, and all other system components of the project. Design development documents shall be presented to the County for review at 30%, 70%, and 95% completion. Each submission shall be accompanied by an updated construction estimate. Drawings and specifications shall be coordinated throughout the stages.

2. Code Analysis – The Consultant shall design the structures and systems to conform with all applicable codes and perform code analysis throughout the design.

3. Life Cycle Evaluations – The Consultant will evaluate and propose alternatives for all major systems based on initial and life cycle costs as well as maintainability. This shall include as a minimum HVAC systems including humidity control, plumbing systems, doors, windows and hardware, roofing systems, exterior finishes, and security system.

4. Equipment Selection - The Consultant shall submit a list of the major equipment suppliers and manufacturers to be specified. This list shall include the manufacturers specified and two (2) alternates (where applicable). If a particular piece of equipment is to be sole sourced, it should be noted accordingly. Consultant to select and specify equipment for all building systems.

5. Interior Design Services and Furniture Layout – The Consultant shall provide professional interior design services for the selection of all furniture and shelving, fabrics, wall coverings/paint, signage, and floor covering. The Consultant shall prepare a plan depicting all programmed furniture as well as a tabular listing to aid the County in procurement.

6. The design shall include various special systems: security cameras, cable television, telephones, computers, access control including key card entry, point of sale (POS).

2.5.3 100% Submission

The 100% submission should address all comments from the 95% submission and the site plan and specifications. They shall be submitted to the County for a 7-day back-check. After the 100% back-check the drawings should be ready to be submitted for building permit.

2.5.4 Building Permit Submission

1. The submission package shall be prepared in accordance with the current New Commercial and Industrial Buildings and Customer Assistance Guide.

2. The permit submission shall include contract drawing and specifications and address any back-check comments.

3. Submission of plans shall continue until the plans are approved.

2.5.5 Conformed Documents

The conformed documents shall include any changes to the construction bid documents that arose during the bidding process. The project will be constructed based on the conformed drawings. The Consultant shall transmit six (6) hard copy sets of the drawings and specifications to County when requested.

2.6 FINAL DELIVERABLES TO BE PROVIDED TO THE COUNTY

For permitting agency plan reviews and approvals, the Consultant shall make and provide as many copies, revisions, and submissions as necessary to obtain all permits. Upon permit approval, the Consultant shall provide the following documents per approval:

1. All applicable permits and approved plans, Hard Copies

2. Base survey data/map, DWG and PDF format

3. Final 100% Construction Drawings, DWG and PDF format

4. Final approved specifications, PDF format

5. Geotechnical report, PDF format

6. Phase II Environmental Survey report, PDF format

7. Special Provisions for Construction Services Invitation to Bid (ITB), MS Word and PDF format All drawings and reports shall have the “Seal” and signature of a registered Professional Engineer and/or Licensed Architect, duly authorized in the State of Maryland.

2.7 ADDITIONAL DELIVERABLES

2.7.1 Submittal Register

The Consultant shall prepare a submittal register based on the drawings and specifications. The County will utilize the submittal register to track the contractor's submittal and procurement management.

2.7.2 Cost Estimate per Subcontractor

The County's procurement regulations require the establishment of mandatory Small Local Business Enterprise (SLBE) and Minority/Women Business Enterprise (MWBE) subcontractor participation goals. To facilitate the County's goal-setting process, the Consultant shall identify all anticipated subcontractors, along with an estimated construction value for each subcontract to assist the County in evaluating subcontracting opportunities.

3.0 SCOPE OF WORK

3.1 GENERAL

The design tasks described herein shall be performed by a consultant firm, either multi-disciplined or with sub-consultants, that is qualified to perform architectural design, topographic surveys, environmental phase 2 site assessment, geotechnical analysis, and engineering design, as well as, the preparation of right of way plats, easement documents, construction documents, and all other details necessary to obtain the permits to construct a DPW Facility including all required site improvements.

The design shall be in accordance with current Charles County Plan Preparation Package (PPP), Charles County Standard Detail Manual, and Charles County Standard Specifications for Construction, and all other applicable Local, State, and Federal codes, laws, ordinances, regulations, standards, etc. Please direct your attention to the Department of Planning and Growth Management (PGM) section of the Charles County Government web site www.CharlesCountyMD.gov, select “Departments” pull down menu to download manuals, codes, forms, checklists, Green Notices (policy and procedures updates), etc.

All work under the Scope of Services shall be performed by, or under the direct supervision of, a Licensed Architect and Engineer with current/active registration in the State of Maryland.

3.2 BASE BID ITEMS

3.2.1 Bid Item A-1: Civil Site Design Services

The services to be performed by the consultant shall include, but are not limited to, relevant research, field reconnaissance, surveying, site design, grading, water and sewer design, pavement design, storm drain and stormwater management design, sediment and erosion control design, utilities and trench design, entrance design, traffic control plan design, SWM easement plat preparation, establishment of limits of work, and any miscellaneous design that may be required to complete the construction documents.

In the event the County elects not to include Add/Alternate items AE‑2 through AE‑5 in the contract, the site design shall designate these items as future work, but all grading, stormwater management, and related site engineering required to accommodate these future improvements shall be fully designed and included in the current contract.

1. Site Design Typical civil site design shall include, but is not limited to:

a. Existing Conditions Plan

b. Site Plan

c. Grading Plan

d. Sediment and Erosion Control Plan

e. Storm Drain and Stormwater Management Plan

f. Water and Sewer Plan

g. Entrance Plan

h. Landscape Plan

i. Environmental Features Plan

j. Traffic Control Plan

2. Surveying The Consultant shall perform all necessary office and field work necessary to provide a base map/existing conditions plan (topography, utilities, environmental features, all applicable easements, boundary, etc.) of the project area for use in the design and permitting of construction documents for the DPW Facility and site improvements. The scope also includes establishing horizontal and vertical control to facilitate construction stakeout at time of construction.

The Consultant shall make this information available, in any format that is required of this contract, to the County and County’s Engineer at no cost to the County or Engineer. The surveyor shall translate all horizontal control into North America Datum (NAD) 1983/91 and all vertical control into North American Vertical Datum (NAVD) 1988. The minimum standards of accuracy shall be USGS third order, class one.

In addition to obtaining existing information to be shown on the plans as outlined in the guidelines of the current Charles County Plan Preparation Package, the Engineer shall:

Establish and set at least two (2) permanent concrete monuments along Old Washington Road with one being near the project site. The location of the monuments shall be coordinated with the County. The monuments shall have the following requirements:

a. Monuments shall be set flush with the ground.

b. Monuments shall be set at least ten (10 feet from the edge of the existing pavement.

c. Horizontal and vertical control referenced to NAD83/91 and NAVD88, respectively.

d. The minimum dimensions of the monument shall be 6”x6”x36”.

e. The monument shall have a 3-1/4 to 3-1/2 inch domed bronze concrete marker on top.

f. Marker shall be stamped with the final adjusted elevation (to the closest one hundredth of a foot long) along with the marker number provided by the County. The dies used for stamping the survey marker shall be 1/8 to 3/16 inch in size.

g. A description card for each marker shall be included which shows a sketch of the monument; its location relative to ROW lines, reference marks, buildings, roads, towers, etc.; a typed description telling how to locate the monument from a well-recognized and known point; a monument number; and the final adjusted coordinates and elevations to the closest 0.01 foot. The format for the card will be provided to the consultant by the County.

h. A witness post shall be set within 3 feet of the monument.

3. Geotechnical Services The Consultant shall provide geotechnical engineering services to evaluate subsurface conditions associated with the proposed building improvements and/or construction, site features, and potential stormwater management facilities.

The Consultant shall propose boring and test pit locations, recommended boring depths, proposed infiltration testing where applicable, and proposed boring abandonment and restoration methods.

The Consultant shall be responsible for all associated utility clearance and coordination, mobilization, soil and rock coring (where required; see Contingency Item C-4 for Coring Pricing), groundwater observations, laboratory testing, and engineering analysis.

Consultant shall prepare a detailed Geotechnical report including a description of the methods used, results obtained, impacts on proposed schematic design and any proposed recommendations to address these impacts where necessary.

In addition, the following requirements apply:

a. All geotechnical work must be performed under the supervision of a professional Geotechnical Engineer, registered in the State of Maryland, who shall seal the reports.

b. The Engineer shall be responsible for determining the suitability of the subgrade and provide recommendations on the need for undercut, borrow, and/or supplemental trench base.

c. The Engineer shall consider the soils to be excavated and their suitability for re-use as backfill.

d. All geotechnical boring work will be done under the supervision of a Professional Geologist or Professional Engineer licensed by the State of Maryland.

4. Campus Landscaping Design Services

a. Streetscaping Design Services

i. To include decorative water feature.

ii. To be designed in accordance with the Charles County Waldorf Urban Redevelopment Corridor (WURC) Plan.

5. Parking Design Services

a. Parking to include both Secure area for County Vehicles and Unsecure Areas

Payment: Payment for Civil Site Design Services will be based on the lump sum cost for Item A-1 as provided on the Cost Proposal Form. Progress payments will be made for services provided on a percentage basis as provided on a cost breakdown schedule of services, submitted by the Design Consultant, and approved by the County.

3.2.2 Bid Item A-2: Phase II Environmental Site Assessment (ESA) Services Upon written request by the County, the Consultant shall provide Phase II Environmental Site Assessment (ESA) services as described below. Services shall encompass all required work necessary to evaluate the presence and extent of potential environmental contamination identified during a Phase I Environmental Site Assessment, but at a minimum shall include, but not necessarily be limited to, the following items:

1. Preparation of a site-specific sampling plan, if required, based on the findings of the Phase I Environmental Site Assessment and applicable regulatory requirements.

2. Performance of all necessary field investigations, including utility clearance, drilling, soil borings, temporary monitoring wells (if required), soil, groundwater, surface water, sediment, and/or soil vapor sampling, as appropriate for the site conditions.

3. Collection, handling, transportation, and laboratory analysis of environmental samples by a laboratory accredited for the required analytical methods.

4. Management and proper disposal of all investigation-derived waste generated during field activities in accordance with applicable federal, state, and local regulations.

5. Preparation of a comprehensive Phase II Environmental Site Assessment report summarizing field activities, laboratory analytical results, site conditions, conclusions, and recommendations, including exhibits, boring logs, laboratory reports, and figures as necessary.

6. Coordination with applicable regulatory agencies, if required, and preparation of supporting documentation necessary to satisfy applicable environmental requirements.

Payment: Payment for the lump sum rate listed on the Cost Proposal Form shall include all expenses incurred, including project management, mobilization, utility clearance, drilling, sampling, laboratory analyses, reporting, investigation-derived waste disposal, overhead, and all other related costs necessary to complete the Phase II Environmental Site Assessment.

3.2.3 Bid Item A-3: Building Design Services

The Consultant shall design the most cost-effective full service Public Works facility with respect to construction. The Consultant shall identify structural, architectural, or other elements designated for removal, and develop demolition plans, details, and specifications required for code-compliant partial tear-down of the facility. Comment by Robert Pilkerton: Do we need to task the consultant to provide the impact study? Comment by Robert Pilkerton: This bid item needs to stay as there is a certain amount of demolition that needs to take place no matter what recommendations are given from Mosaic’s report.

Consultant’s design for the completed facility shall include the following components (this list shall not be deemed as all-inclusive or exclusive as additional or changed requirements may arise during the design workshops):

1. Executive/Administration Areas

a. Building Reception

i. Office with Service Counter

ii. Waiting Area

b. Executive Area

i. Six Offices

ii. Conference Room

c. Supply/Copy Space Admin Area

i. Four Offices

ii. Supply/Copy Space

d. Management Support

i. One Office

ii. Four Kiosk Workstations

iii. Supply/Copy Space

2. Technical Support Areas

a. Regulatory Compliance

i. 5 Offices

ii. Supply/Copy Space

b. Inventory Control

i. 1 Office

ii. Supply/Copy Space

c. Cross Connection/Pre-Treatment

i. 3 Offices

ii. Supply/Copy Space

d. SCADA

i. 4 Offices

ii. 4 Kiosk Workstations

iii. Workshop Room

iv. Classroom

v. Supply/Copy Space

e. Meters

i. 3 Offices

ii. 7 Workstation Kiosks

f. Engineering/Locators

i. 4 Offices

ii. 7 Workstation Kiosks

3. Maintenance Support Areas

a. Line Maintenance Support

i. 8 Offices

ii. 10 Workstation Kiosks

b. Equipment Maintenance

i. 3 Offices

ii. 5 Workstation Kiosks

c. Dedicated Kitchen/Break Room

d. Locker Room with Showers

e. Laundry

f. Sleeping Areas

g. Warm Vehicle Storage

4. Operations

a. Environmental Operations

i. 7 Offices

ii. 8 Workstation Kiosks

iii. Water Testing Lab with Storage

5. DPW Facilities

a. Buildings & Trades

i. Storage Area with Bay Door and Office Workstation

6. Storage Areas

a. Standard Size:

i. Charles County Government

ii. Regulatory Compliance

iii. Cross Connection/Pre-Treatment

iv. Meters

v. Equipment Maintenance

vi. Operations

vii. Buildings & Trades

b. Medium Size:

i. Inventory Control (Includes Integrated Office Space)

ii. SCADA

c. Large Size:

i. Line Maintenance Support

7. Common Building Spaces

a. Conference Room

b. Classroom

c. Lunch/Breakroom

d. Restroom accessible from Building Exterior

e. MEP and special systems support spaces

8. Structural Reinforcement of Existing Building to Remain Comment by Robert Pilkerton: See note at the beginning of section 1. Will need to be removed if scope includes full demo.

Payment: Payment for Building Design Services will be based on the lump sum cost for Item A-4 as provided on the Cost Proposal Form. Progress payments will be made for services provided in accordance with the General Provisions and a cost breakdown schedule of services submitted by the Design Consultant and approved by the County.

3.2.4 Bid Item A-4: Construction Bidding Phase Services

Upon written request by the County, the Consultant shall perform construction bidding phase services as described below.

1. Attend the construction pre-bid meeting to provide an overview of the project and answer questions that arise during the meeting.

2. Answer questions received from prospective bidders.

Payment: Payment for construction bidding phase services will be made only for hours actually worked at the hourly rate listed for Base Bid Item A-4 on the Cost Proposal Form. It is estimated that 80 hours will be needed to perform this task. The hourly rate shall include all expenses incurred, including project management, overhead, and all other related costs. Comment by Robert Pilkerton: Confirm this matches with what is on bid form

And is 80 hours enough time?

3.3 CONTINGENCY ITEMS

Contingent items shall only be performed upon written authorization from the County, whether initiated by the County or formally requested in writing by the Engineer.

3.3.1 Contingency Item C-1: Construction Engineering Services Upon written request by the County, the consultant shall perform construction engineering duties as described below:

1. The Consultant shall attend the Pre-Construction meeting and the periodic progress meetings.

2. The Consultant shall review shop drawings for compliance with County Ordinances, County Standards and Specifications for Construction, and project drawings and specifications and provide recommendations for approval, rejection, approved with conditions, etc. of submitted products, materials, material substitutions, schedules, procedures, etc.

3. The Consultant shall review requests for information (RFIs) and field conflicts and provide additional information and/or make recommendations to clarify the inquiry or resolve the conflict. If necessary, the Engineer shall include revised drawings, designs, calculations, sketches, and/or written direction to the County for issuance to the Engineer.

4. The Consultant shall participate in substantial completion inspection(s) and prepare typewritten punch list report(s). Inspection reports shall be provided to the County within seven (7) consecutive days following the inspection unless otherwise specified by the County.

5. The Consultant shall participate in the final inspection and, if necessary, prepare a typewritten report of punch list items. Inspection reports shall be provided to the County within seven (7) consecutive calendar days following the inspection unless otherwise specified by the County.

Payment: Payment for construction engineering services will be made only for hours actually worked at the hourly rate listed for Contingency Item C-1 on the Cost Proposal Form. It is estimated that 990 hours combined will be needed to perform this task. The hourly rate shall include all expenses incurred, including project management, overhead, and all other related costs. Comment by Robert Pilkerton: Confirm the hours. To be a blended rate.

3.3.2 Bid Item C-2: Baseline Wetland Delineation Services

Upon written request by the County, the Consultant shall provide wetland delineation services as described below. Services shall encompass all required work necessary to obtain Wetland approval, but at a minimum shall include but not necessarily limited to, the following items:

1. Wetland identification and flagging by a qualified professional.

2. Use of survey personnel to locate the areas delineated by qualified wetland personnel.

3. Preparation of exhibits in CAD format as required for permit application.

4. Preparation and submittal of required permits/approval documents.

5. Baseline services shall cove wetland permitting for an impacted area from 1 to 2,000 square feet. If necessary, additional impacted wetland area will be paid for under the bid item for additional wetland delineation services.

Payment: Payment for the lump sum rate for Contingency Item C-2 listed on the Cost Proposal Form shall include all expenses incurred, including project management, overhead, surveying, and all other related costs.

3.3.3 Bid Item C-3: Additional Wetland Delineation Services

If in preparation for providing services for the baseline wetland delineation it is determined that additional wetlands will need to be delineated, the Consultant shall provide additional wetland delineation services as necessary to prepare a complete delineation of the impacted wetlands.

Payment: For additional wetland delineated above the baseline wetland area, the County will compensate the Engineer in fifty (50) square foot increments, rounded up to the nearest whole number, at the unit rate listed for Contingency Item C-3 on the Cost Proposal Form. The unit rate shall include all expenses incurred, including project management, overhead, surveying, and all other related costs.

3.3.4 Contingency Item C-4: Soil Borings

The Engineer shall conduct geotechnical borings at specific locations and depths and means submitted to and approved by the County.

In addition, the following requirements apply:

1. All geotechnical work must be performed under the supervision of a professional Geotechnical Engineer, registered in the State of Maryland, who shall seal the reports.

2. All geotechnical boring work will be done under the supervision of a Professional Geologist or Professional Engineer licensed by the State of Maryland.

Payment: Payment will be made for each vertical foot authorized by the County and performed by the Engineer per the unit rate listed for Contingency Item C-4 on the Cost Proposal Form. For bidding purposes, assume fifteen (15) borings at ten (10) feet deep each. The unit rate shall NOT include project management, mobilization, demobilization, testing, reporting, and any other related costs as these costs are included in Base Bid Item A-1.

3.3.5 Contingency Item C-5: Phased Construction Drawings

The County’s budget may not allow the construction of the entire facility at once. During the development of the contract documents and cost estimates, the County may ask to include phasing in the design and permit drawings. This contingency item establishes a unit cost to include design and drafting services for phased construction and permit documents.

Payment: Payment for additional phasing will be made for the preparation of phased permit and construction drawings for each phase requested by the County. It is estimated that no more than 3 phases will be needed. The unit rate shall include all expenses incurred, including project management, overhead, and all other related costs. Comment by Robert Pilkerton: Confirm the hours. To be a blended rate.

3.4 REQUEST FOR ADD/ALTERNATE:

3.4.1 Add/Alternate Item AE-1: Construction Inspection Services Upon written request by the County, the consultant shall perform construction inspection duties as described below:

1. Construction Inspection Services – Inspection services are required at the county’s discretion for the construction of the project.

a. Project Manager: Maryland licensed professional engineer responsible for coordination of inspections, review of reports and response to County requirements.

b. Project Inspector: Must have minimum of five (5) years experience in similar construction.

c. Inspection Activities include:

i. Attend pre-construction and progress meetings, prepare agendas and keep meeting notes and submit a copy to the County within 10 business days, unless specified otherwise by the County.

ii. Maintain daily log of activities and conditions at the construction site covering daily progress of work, personnel, equipment, materials, workmanship and weather.

iii. Inspect all work and materials for conformance with the contract documents.

iv. Prepare a filing system for maintenance and preservation of data to be processed or originated by the inspector.

v. Report, record, and file any information which may have a bearing on conditions of the work relative to costs, progress, quality of work, safety or other contract factors.

vi. Maintain a set of blue-line drawings with notations of AS-BUILT changes for preparations of record drawings at completion of project.

vii. Maintain a record of progress, materials, and workmanship incorporated into the project.

viii. Measure work completed and materials stored for review of progress payment requisitions.

ix. Assist inspectors from the County, State and/or Federal agencies having jurisdiction.

x. Compile a “punch-list” of items to be completed or corrected in preparation for final inspection and acceptance. Punch list items include guarantees and other documents required to be furnished by the ENGINEER as well as actual construction work.

xi. Make available to the County upon request all records, logs, diaries, and other contract data. At the completion of the project, deliver to the County’s Project Manager the above-mentioned documents.

xii. Provide to the County a minimum of six (6) acceptable digital progress photos per week (at a minimum 5 mega-pixels) chronicling the activities, conditions, workmanship, and progress of the project. The photos shall be labeled with the project name, date, location and view. Photo quantities shall be cumulative as directed. Digital site video to be taken prior to construction and a copy submitted to the County on DVD. Video taken during construction to be delivered to the County as requested.

xiii. The Inspector shall be provided by the consultant with an acceptable means of communication with the County i.e., mobile phone, to ensure that communication may occur at any reasonable time.

2. Construction Schedule - Full-time inspection will be required should this option be accepted. The contract time for all construction and improvements is 550 calendar days. Inspection will be required for eight hours per day and five days a week.

Payment: Payment for construction inspection services will be made only for hours actually worked at the hourly rate listed for Add/Alternate Item AE-1 on the Cost Proposal Form. It is estimated that 3200 hours will be needed to perform this task. All weekly time expended beyond 40 hours, or on County Holidays, will be paid at the rate of one and one-half (1½) times the hourly rate. Services resulting in premium pay shall not be performed without prior written authorization from the County. The hourly rate shall include all expenses incurred, including project management, overhead, and all other related costs.

2.4.2 Add/Alternate Item AE-2: Pole Barn Design Services

Full design services for a stand-alone pole barn storage building to provide separate storage areas for Line Maintenance and Buildings & Trades. Building to be used to provide protected outdoor storage for loose gravel, and other miscellaneous equipment.

Payment: Payment for Pole Barn Design Services will be based on the lump sum cost for Add/Alternate Item AE-2 as provided on the Cost Proposal Form. Progress payments will be made for services provided in accordance with the General Provisions and a cost breakdown schedule of services submitted by the Design Consultant and approved by the County.

2.4.3 Add/Alternate Item AE-3: Vehicle Wash Area Design Services Full design services for a stand alone self service vehicle wash facility to include canopy, vehicle wash equipment and controls, freeze protection, drainage and runoff, and water treatment and any other appurtenances for a fully functioning facility.

Payment: Payment for Vehicle Wash Area Design Services will be based on the lump sum cost for Add/Alternate Item AE-6 as provided on the Cost Proposal Form. Progress payments will be made for services provided in accordance with the General Provisions and a cost breakdown schedule of services submitted by the Design Consultant and approved by the County.

2.4.4 Add/Alternate Item AE-4: Salt Barn Design Services

Full design services for a standalone Salt Barn. Salt Barn to be sized to hold approximately 7,000 tons of salt for road treatments with an adjacent paved area of approximately 1,000sqft.

Payment: Payment for Salt Barn Design Services will be based on the lump sum cost for Add/Alternate Item AE-4 as provided on the Cost Proposal Form. Progress payments will be made for services provided in accordance with the General Provisions and a cost breakdown schedule of services submitted by the Design Consultant and approved by the County.

2.4.5 Add/Alternate Item AE-5: Fuel Station Design Services

Full design services for a vehicle fueling site to include footers, canopy over fuel site, equipment aisles, drive aisles, and above ground fuel tanks for both unleaded and diesel fuel sized approximately 12,000-15,000 gallons each on reinforced concrete pad with bollards. Comment by Robert Pilkerton: Vehicle maintenance recommended at least 10,000 gallons each but ideally 12,000.

Payment: Payment for Fuel Station Design Services will be based on the lump sum cost for Add/Alternate Item AE-5 as provided on the Cost Proposal Form.