Synopsis_Solicitation_1401623R0010_Attch_1_SOW_2.docx

STATEMENT OF WORK

A-E SITE ASSESSMENT – OFFICE OF JUDICIAL SERVICES FACILITIES

1. General

1.1. The Division of Facilities Management and Construction (DFMC) requires the services of an Architecture-Engineering (A-E) firm to provide Facility Assessment Services described herein. The services shall compile required information and deliver Assessment Documents for each location designated by subsequent Task Orders (TOs). The Assessment Documents shall provide the basis for evaluation of the facility and its capability to meet the service requirements according to the Office of Judicial Services (OJS).

1.2. The evaluation of the facility by DFMC will lead to a determination to employ Design-Build or Design-Bid-Build processes to renovate, add to, demolish and/or replace portions of the facilities or the entire site. The Contractor shall provide administrative, management, and specialized services to deliver an objective assessment of the existing infrastructure, buildings, and site resources for this determination.

1.3. This Statement of Work (SOW) establishes the work requirements, applicable standards, performance requirements, schedule expectations, and specific services to be provided for the assessment of the OJS locations identified in subsequent TOs.

2. Project Locations

2.1. TOs shall provide background information about each site, existing buildings, additional information regarding assets at the site, and particular requirements for the site assessment.

3. Scope of Work

3.1. The A-E shall provide:

3.1.1. Technical inspection of facilities, supervision, coordination, and administration effort required to compile the information requested while minimizing impact on the operation of the facilities (refer to Appendix A, Classification Levels and Descriptions).

3.1.2. All services, materials, supplies, equipment, investigations, studies, communications, and travel required in connection with this work.

3.1.3. A principal point of contact, with responsibility to coordinate between DFMC and each Facility/Tribe. This individual shall have the authority and responsibility to supervise and administer the performance of the project and subcontractors required for the Work.

3.2. Technical assessments are to be prepared for every building – law enforcement, detention, judicial, residential (Government Furnished Quarters (GFQ)), and support buildings – and all infrastructure on each campus designated in TOs as a Location Identification.

3.2.1. If a building, structure, or facility identified as a site component cannot be located or accessed for inspection, the A-E shall document the discrepancy with as much detail as possible to include building identification data, type of facility, square footage, estimated value, and statement about the disposition of the facility (i.e., “Demolished”, “Scheduled to be demolished”, “Unable to locate building”, etc.)

3.2.2. Duplicate entries or erroneous data are to be identified with available detail and related information.

3.3. The A-E may be required to complete the following tasks. All required tasks will be identified in the scope of work specific to each TO:

3.3.1. Task 1: Surface Assessment

3.3.1.1. A-E shall:

3.3.1.1.1. Conduct a site survey and compile an accurate map of each assessment site. Identify specified buildings, site features, and utility infrastructure.

3.3.1.1.2. Verify site location related to FEMA flood maps. If site is identified as being within a flood zone, indicate which zone (100-year, 500-year, etc.) Provide recommendations for mitigation of identified flooding hazards.

3.3.1.1.3. Provide recommendation for critical and general improvements to address any identified issues.

3.3.1.2. Execute a topographic survey to locate both natural and man-made topographic features on the site. This survey may be implemented through a combination of aerial photography and ground field methods. This type of survey is not limited by property boundaries.

3.3.1.3. Site utility features shall be identified.

3.3.2. Task 2: Subsurface Assessment

3.3.2.1. A-E shall:

3.3.2.1.1. Assess site conditions and identify issues related to site geology and classification of soils.

3.3.2.1.2. Obtain sufficient photographic coverage of all areas of geotechnical assessments to document existing conditions and highlight any identified deficiencies or areas for improvement.

3.3.2.1.3. Provide recommendation for critical and general improvements to address any identified issues.

3.3.2.2. Lithology. Conduct soil sampling by boring into subsurface soils from the surface to typical depth of 30 feet or until refusal. Collect and evaluate soil and rock samples to determine site lithology. Base cost estimates on 8 sample bores per site.

3.3.2.2.1. Utilize private utility locator service to identify existing utility infrastructure prior to drilling.

3.3.2.2.2. In the event refusal is reached before specified depth is reached, boring shall be relocated approximately 10 feet away and a second sample bore shall be conducted.

3.3.2.3. Classify site soil types.

3.3.2.4. Provide interpretation and analysis of the subsurface data.

3.3.2.5. Recommend mitigation strategies for geotechnical findings and conditions that may impact facilities and construction.

3.3.2.6. Provide specific engineering recommendations for foundation design, paving, and/or stabilization prepared by a Geotechnical Engineer licensed in the state where the assessment is conducted.

3.3.2.7. Provide Geotechnical Report prepared by a qualified geotechnical firm licensed in the state where the site is located. The report shall provide the results of the subsurface soils testing and the recommendation for the proper design of foundations, paved parking, streets, and other structural requirements as required in the specific Task Order. Original, signed geotechnical report and electronic copies are required for submission with the Final Report.

3.3.3. Task 3: Structural and Critical Building Systems Assessment

3.3.3.1. A-E shall:

3.3.3.1.1. Assess critical building systems which impact service life of facilities for each site.

3.3.3.1.2. Obtain photographic evidence of all critical building systems during assessment to document the current condition and highlight any identified deficiencies or areas for improving system life and efficiency.

3.3.3.1.3. Specify upgrades required to address deficiencies identified in existing systems.

3.3.3.2. Structural Support Systems include concrete foundations, special foundations, basement walls, structural steel, sheer walls, and timber.

3.3.3.3. Major Building Systems include building drainage, roofing, exterior walls and insulation, doors, windows, sealants, interior walls, interior finishes, ceilings, floors, elevators/lifts, stairs, and ramps.

3.3.3.4. Mechanical Systems include air handling systems, ventilation and ductwork, chillers, boilers, plumbing and fixtures, fire suppression systems, elevators, water towers, water storage tanks, water mains and branches, wells, and pumping stations.

3.3.3.5. Plumbing Systems include stormwater holding ponds, stormwater drainage, sanitary sewer drain lines, sewage holding ponds, leach fields, cesspools, pumping stations, septic tanks, etc.

3.3.3.6. Electrical and Communications Systems include load capacity, single or 3 phase main supply, backup generators, power distribution, wiring, lighting, environment controls, displays and sensors, fire alarms, and information technology.

3.3.3.7. Building/Campus Security including access control, lockdown capacity, notification systems, and remote surveillance.

3.3.3.8. Accessibility features and compliance with applicable codes and regulations for accessibility for individuals with disabilities, including but not limited to ramps, walkways, restrooms, doors, parking, elevators, signage, fixtures, and controls.

3.3.3.9. Fixed Furnishings with specific emphasis on kitchen equipment, fixed classroom equipment, and fixed athletic equipment.

3.3.4. Task 4: Energy Efficiency and Sustainability Assessment

3.3.4.1. A-E shall:

3.3.4.1.1. Collect and confirm baseline data regarding compliance of selected buildings with the Guiding Principles and Sustainability requirements to include current energy and water consumption levels. Refer to “Guiding Principles for Sustainable Federal Buildings and Associated Instructions” published by The Council on Environmental Quality, February 2016 for information.

3.3.4.1.2. Obtain sufficient photographic coverage of all areas of energy efficiency and sustainability assessments to document conditions and highlight any identified deficiencies or opportunities for improvement.

3.3.4.1.3. Outline opportunities to bring the facility into compliance with the Guiding Principles and maximize sustainability at the site.

3.3.4.2. Energy efficiency and sustainability assessment areas shall include, but are not limited to, the following:

3.3.4.2.1. Identify current building conditions, including deficiencies and compliance gaps related to Guiding Principles – Energy Efficiency and Sustainability goals (i.e., envelope/fenestration, lighting, and mechanical systems).

3.3.4.2.2. Assess energy and water systems performance and identify energy and water conservation strategies and efficiency modifications that support Guiding Principal compliance.

3.3.4.2.3. Recommend and prioritize projects and practices necessary to achieve compliance with the Guiding Principles.

3.3.4.2.4. Estimate the capital and human resource investment, life-cycle cost, building system renewals, and environmental benefits of recommendations necessary to achieve the Guiding Principles.

3.3.4.2.5. Present results and a recommended action plan in a detailed sustainable building assessment report for each building.

3.3.4.2.6. Assess viability of alternative energy sources (i.e., geothermal, photovoltaic, or wind) and include estimated costs to implement.

3.3.5. Task 5: Site Infrastructure Assessment

3.3.5.1. A-E shall perform site infrastructure assessment of systems to identify condition, service capacity, expected service life, issues impacting service life, and provide recommendation to correct deficiencies or extend service life. A-E shall obtain sufficient photographic coverage of site infrastructure during assessment to document condition and highlight any identified deficiencies or areas for improving system life. Site infrastructure assessment areas shall include, but are not limited to the following:

3.3.5.1.1. Perimeter and area fencing, gates.

3.3.5.1.2. Conduct a pavement surface condition survey and report findings. Include roadways, parking and vacant lots, exterior walkways, ramps).

3.3.5.1.3. Stormwater drainage from buildings, landscaping, walkways, parking lots, etc., into stormwater mains, retention features, and detention ponds.

3.3.5.1.4. Sanitary systems including main drain lines, septic systems & tanks, cesspools, pumping stations, leach fields, etc.

3.3.5.1.5. Water Distribution including identification of municipal or Tribal suppliers, nearest connection point and cost estimates to extend service to the system, system and component loads, and capacities.

3.3.5.1.6. Other Water Related Considerations – The A-E shall identify the source, quality, and quantity of water, both potable and non-potable, to the site. Specifics to be addressed are pressure (at fire riser and hydrants), existing treatment systems (what water is being treated for condition of system and approximate annual cost of operation), gallons per minute, ownership of source and condition of distribution system, capacity and condition of water towers, storage tanks and associated equipment. AE shall identify requirements for fire suppression for existing and proposed structures.

3.3.5.1.7. Electrical distribution systems – include identification of the supplier, nearest 3 phase power connection point (if none on site), cost estimates to extend 3 phase power to the site system, component loads and capacities, and presence of electrical backup generation.

3.3.5.1.8. Information Technology (IT) systems: identification of current IT capacity, presence, and condition of WIFI; available connectivity within campus.

3.3.6. Task 6: Environmental Contaminants Identification

3.3.6.1. A-E shall provide the following services:

3.3.6.1.1. Utilize most recent AHERA Identify all locations of suspected environmental contaminants (lead-based paint, asbestos, mold, etc.)

3.3.6.1.2. Codes and Standards: All assessments shall comply with current laws, codes, and guidelines (Attachment A). These requirements are contained in the latest edition of the BIA Justice/Detention Facilities Design Handbook. The A-E shall determine the disciplines required and the codes, standards, regulations, and requirements that apply.

3.3.7. Task 7: Cost Estimates

3.3.7.1. A-E shall provide a professional estimate of the probable costs for identified improvements and repairs. Cost estimates shall include the basis of the estimate and a percentage range (above and below) of confidence for the estimate, to include any anticipated cost increases. Costs shall be presented in Uniformat for each individual building/asset and clearly identify if the estimate is for a corrective action or an improvement.

3.3.7.2. For service-life, sustainability or other impact to the building or site, a statement of cost-benefit shall be included with each recommended improvement.

3.3.7.3. Cost estimates shall be compiled as a separate volume of reporting.

4. Deliverables/Submittals

4.1. Within ten (10) days after receipt of a Task Order, the A-E shall submit a proposed performance schedule indicating the following:

4.1.1. Proposed date(s) for initial contact with the facility(s) listed in the Task Order. Initial communication shall:

4.1.1.1. Introduce the Point of Contact for the third-party Contractor.

4.1.1.2. Outline the expected site visit schedule.

4.1.1.3. Describe the process to be executed.

4.1.1.4. Specify requirements for equipment, building access, etc.

4.1.1.5. Request additional information from the site, such as utility location information, special site conditions, access restrictions, etc.

4.1.2. Proposed date(s) for travel to facility(s) to complete collection of data for assessments.

4.1.3. Proposed date(s) for submittal of draft and final reports.

4.1.4. List of contractor’s representative(s) and their duties/responsibilities during their scheduled visit.

4.2. Within ten (10) days after receipt of a TO, the A-E shall schedule weekly Project Meetings to plan activities and to review progress.

4.2.1. Meetings may be conducted virtually.

4.2.2. Meetings may include personnel with the A-E, subcontractors, and BIA personnel as required.

4.2.3. Meeting Agenda shall be distributed no later than the day prior to the meeting and Meeting Minutes shall be distributed within two (2) days after the meeting.

4.3. For each assessed location, the A-E shall submit one (1) draft hard copy and one (1) electronic copy (PDF) of the draft of the Assessment Report to the COR for review. The COR shall review and provide comments to the A-E for incorporation into the final report.

4.4. After incorporation of the COR comments, the A-E shall submit four (4) bound copies of the final report to the COR and one (1) final electronic copy (PDF) to the COR, Contract Specialist (CS), and the Contracting Officer (CO) designated for each Task Order.

4.5. The final hard copy reports shall be prepared on 8 ½ x 11-inch stock and shall be bound to lie flat when opened.

4.6. All cost estimates are to be bound separately from the main body of the report, with cross-references between assessment report data and related estimate.

4.7. The A-E shall present findings using Uniformat categories.

4.8. Any drawings and maps included in the final report shall be of sufficient size to allow the Government to review the contents without magnification. The A-E shall determine the appropriate paper size for the drawings and maps.

4.9. Electronic copy of report, including photographs and drawings, shall be formatted to allow transmittal of the report in whole or in sections as an attachment to an e-mail message. File size to be no larger than 25 MB.

4.10. All photos shall be delivered to the Government whether used in the final report or not. Photo names shall include the date taken (YYMMDD) and abbreviations for the facility, building/infrastructure component, and system.

5. Performance Periods

5.1. DFMC expects that each site shall require approximately 2 – 3 calendar days on-site work by the primary assessment team.

5.1.1. Site survey/mapping and geotechnical investigations may require additional time on site; and these activities may occur on days other than the primary assessment site visit.

5.2. Contractor’s Draft Report for each site – complete with additional information (cost estimates, etc.) – shall be provided to the COR within 30 calendar days of the primary assessment site visit.

5.3. DFMC review to be completed and comments returned to the Contractor within 14 calendar days.

5.4. Contractor shall make revisions and issue Final Report within 14 calendar days.

6. Government Furnished Materials

6.1. BIA/DFMC shall furnish the following, if available, for each Task Order:

6.1.1. Justice/Detention Facilities Design Handbook, June 30, 2011. The current version is attached to the IDIQ. Subsequent versions may be provided after IDIQ award. Each TO shall utilize the most updated version.

6.1.2. Justice/Detention Facilities Space Criteria, June 30, 2011. The current version is attached to the IDIQ. Subsequent versions may be provided after IDIQ award. Each TO shall utilize the most updated version.

6.1.3. Applicable Federal Health and Safety Codes and Standards, Indian Affairs, Division of Facilities Management & Construction.

6.1.4. Existing deferred maintenance reports.

6.1.5. Latest Facility Condition Assessment (FCA) report.

6.1.6. Latest facility AHERA report.

6.1.7. Site utilization survey results, structural summary reports.

6.1.8. Overall site plan and individual building floor plans will be provided if available.

7. Travel

7.1. The A-E shall coordinate all site visits with the facility POC, DFMC, and COR. A-E shall minimize the number of visits to each site to minimize the impact on facility operations. A-E will be allowed one trip to DFMC (Albuquerque, NM) prior to commencement of Task Order work.

Appendix A: Classification Levels and Descriptions.

APPENDIX A – Classification Levels and Descriptions

Table A-1 identifies the four classification levels for the assessments.

Table A-1: Classification Levels and Descriptions

- Detention

- Kitchen & Dining Facilities These are the primary areas of concern and shall have the highest and most detailed levels of assessment. DFMC anticipates that these assets will have the greatest number of recommended improvements and deficiencies. Special emphasis shall be placed on estimating remaining useful life and cost estimates to restore systems to a like new condition.

Infrastructure These assets shall be treated like Classification Level 1 items; however, they are in most cases spread throughout the site. The A-E shall perform sufficient nondestructive field inspections to identify each system’s general condition and propose costs for improvement or replacement with systems that have comparable capacities as the existing systems. Special attention is required for systems whose existing capacity is below estimated demand levels and in those cases the differences shall be identified with associated cost impacts.

Furnished Quarters

- Stand-alone Administrative Buildings These assets are important to assess but it is acceptable to focus only on major deficient items for detailed review. It is allowable for the A-E to apply generalized costs of repairs for other portions of the asset so long as the methodology is an accepted industry practice, and the A-E clearly annotates throughout the report where this practice occurs. Specifically, for quarters units, it may be possible to perform ‘benchmark’ assessments and then to generally estimate requirements for remaining assets from that established mark.

- Maintenance

- Garages

- Roads, lots, and walkways These assets are of lesser importance and a general assessment and cost estimate based on overall facility condition is acceptable using accepted industry practices. Major deficiencies and repairs shall be identified with their associated estimates. Exhaustive analysis is not required.

End of Statement of Work