PRESOL | H | "RECOVERY" -- Construction Quality Management (CQM) Services to Renovate Building 10, F Wing, NIH, Bethesda, MD

FBO DAILY ISSUE OF MARCH 13, 2010 FBO #3031
SOLICITATION NOTICE

H -- "RECOVERY" -- Construction Quality Management (CQM) Services to Renovate Building 10, F Wing, NIH, Bethesda, MD

Notice Date: 3/11/2010
Notice Type: Presolicitation
NAICS: 236220 — Commercial and Institutional Building Construction
Contracting Office: Department of Health and Human Services, National Institutes of Health, Office of Research Facilities/Office of Acquisitions, 13 South St., Room 2E43, MSC 5711, Bethesda, Maryland, 20892-5738
ZIP Code: 20892-5738
Solicitation Number: NIHOF2010227
Point of Contact: Aaron B Crawford, Phone: 301-496-3274
E-Mail Address: crawfoa@mail.nih.gov
(crawfoa@mail.nih.gov)
Small Business Set-Aside: Total Small Business
Description: The Office of Research Facilities, National Institutes of Health intends to post a solicitation within 15 days of this pre-solicitation notice for Construction Quality Management (CQM) Services to Renovate Building 10, F Wing, NIH Bethesda, Maryland. The solicitation will be set aside for competition among Small Businesses. Proposals will only be accepted from offerors in the Small Business Program. The NAICS Code is 236220, and the Small Business Size is $33.5 million. The magnitide of service is between $5 and $10 million. Interested offerors must await the solicitation posting under this solicitation number which will provide proposal submission instructions. The Statement of Work for this requirement is as indicated below: SECTION C - DESCRIPTION / SPECIFICATIONS / STATEMENT OF WORK The NIH seeks highly qualified credentialed contractors with the capability to perform this contract. The selected contractor must exhibit demonstrated experience, capability and resources enabling them to provide CQM services on projects of comparable size and complexity, with comparable medical research clients, and most significantly, with a demonstrated track record of performing such projects with a high degree of customer satisfaction. NIH intends to issue a separate RFP for a Construction Manager as Constructor (CMc) to provide services to construct the F Wing Renovation. NIH has contracted separately with an A/E firm to design and provide post design services, including commissioning. The design documents have been reviewed and accepted by the Government. The Government intends to utilize these final construction documents to obtain a Guaranteed Maximum Price (GMP) as a part of the best value CMc contract award. The successful CQM shall assist the NIH Project Officer in overseeing the performance of the A/E and the CMc. The contract vehicle for this CQM service shall be a five year firm fixed price base contract to perform Phase A services with a five year Option to perform Phase B services. Phase B Option will be exercised shortly after the Phase A base award. This procurement shall cover a duration of a total of sixty (60) months, including Option B and the total contract award value inclusive of all options shall be between $4M and $8M. All applicable services shall be performed as directed by authorized Government personnel. The Contractor shall be responsible for providing Construction Quality Management services described in Section C of this solicitation. 1.0 BACKGROUND As a part of the U.S. Public Health Service under the Department of Health and Human Services, the National Institutes of Health (NIH) is the Federal Government's primary biomedical research agency. Its mission is science in pursuit of fundamental knowledge to extend healthy life and reduce the burdens of illness and disability. Helping to lead the way towards medical discoveries that improve people's health and save lives, the NIH scientist investigate ways to prevent disease as well as the causes, treatments, and even cures for common and rare diseases. Composed of 27 Institutes and Centers, the NIH provides leadership and financial support to researchers in every state and throughout the world. The world's largest clinical research hospital is a complex of buildings on the NIH campus, known as Building 10 or the Clinical Center Complex (CCC). With the original Warren Grant Magnuson Clinical Center at the hub, over the years the complex expanded from its original 1951 structure to encompass important additions. The latest is the new Mark O. Hatfield Clinical Research Center, which includes 350 flexible patient bed modules that function as inpatient beds and day hospital stations; research laboratories; a Vivarium; animal surgery suite; offices; hospital support services; and radiation oncology. Portions of the original Building 10 facility are no longer capable of supporting modern research. The infrastructure is undersized, exceeded its useful life and must be replaced with modern state-of-the-art equipment to provide sufficient and reliable support for research. With the completion and occupancy of the new Mark O. Hatfield Clinical Research Center, portions of the original Building 10 are now vacated in sufficient quantities to begin a phased renovation. 1.1 Project Phasing The proposed project is an incremental renovation of the F Wing of Building 10 (Floors 2-14) on the NIH campus in Bethesda, Maryland. Due to partial occupancy of some areas within the F wing and funding sources, the project is designed to be accomplished in phases. Phase A and B are defined in detail on the Drawings and specifications. In general: Phase A consists of converting 64,000 gross square feet of former patient care units on F-Wing floors 2 through 5 to accommodate laboratories, lab support and administrative areas and to install new utilities infrastructure; the infrastructure work will support the renovation of the entire F-Wing and will include the installation of mechanical equipment on floors 4 and 14. Phase A also includes installation of mechanical equipment on the 14th floor and treatment tanks on Floor B-1 and related alterations/piping on Floors 1 and B-2. Phase B consists of the conversion of 151,600 gross square feet of former patient care units on F-Wing floors 6 through 13, to accommodate laboratories, lab support and administrative areas; work includes the installation of mechanical equipment on floors 9, 13, and 14. Phase B also includes fit-out of north corridor areas of floors 2 through 5 not constructed in Phase A. The balance of the spaces within Phase B will become available for renovation as follows: • Floors 6,7 North Corridor and spaces north of the North Corridor available Oct. 2012 (except as noted below) • Floor 9 with the exception of three modules on the East side of the 9th Floor North Corridor are available at the time of award. The three modules on Floor 9 will not be available until September 2013. We will work with the selected contractor to improve availability of this space. • Floors 8, 10-13 North Corridor and spaces north of the North Corridor available Apr. 2013 (portions of 8, 10, 13 are available Oct. 2012). (except as noted below) • The utilities in the shaft at the north wall of the West 6 modules must remain in place and operational until the 6 West Modules are vacated on all floors, 2-13. Upon the space becoming available the existing shaft and risers can be demolished and the new risers and shaft wall constructed. 1.2 Project goals: • To provide a reliable, efficient, flexible, and adaptable facility that best suits its unique user requirements. • To develop a functional and conducive clinical research environment to ensure a high quality of life for staff, and an environment that attracts and retains world-class researchers. • To execute the Project at the most reasonable cost to the Government • To complete the Project in the most efficient and expeditious manner. • To minimize the disruption caused by the Project to ongoing NIH functions 1.3 Project funding There are two major funding sources for the CQM Services to renovate the F Wing. Phase A CQM Services will be funded through normally appropriated funds and Phase B CQM Services will be funded using ARRA funding authorities. It is important that strict accounting protocols be maintained to ensure that the proper funding source is used for each Phase of CQM Services. The CQM contract will be awarded as a five-year contract to perform Phase A services with a five-year Option to perform Phase B services. It is anticipated that the Phase B Option will be exercised shortly after the contract award. 1.3.1 Phase A is the Base Contract and will be paid for by normally appropriated funds. The scope of the CQM in support of Phase A includes: Phase A Preconstruction Services; Phase A Renovation Services; Phase A Activation / Occupancy Services; and Phase A Closeout Services. 1.3.2 Phase B is an Option and will be financed by ARRA funding authorities. The scope of the CQM in support of Phase B includes: Phase B Preconstruction Services; Phase B renovation Services; Phase B Activation / Occupancy Services; and Phase B Project Closeout Services. 1.4 CQM Contract Elements 1.4.1 The Construction Quality Management Contract shall be separated into: CQM Services in Support of Phase A a. Pre-Construction Services b. Construction Services (including Commissioning Support) c. Project Closeout Phases d. Occupancy/Activation Services CQM Services in Support of Phase B a. Pre-Construction Services b. Construction Services (including Commissioning Support) c. Project Closeout Phases d. Occupancy/Activation Services 1.5 DEFINITIONS The following definitions shall apply: 1.5.1 The acronym "A/E" shall be defined as the Architectural/Engineering Design Consultants; also defined as "Louviere, Stratton and Yokel, L.L.C. (LSY Architects and Planners)" 1.5.2 The acronym ‘ARRA" shall be defined as The American Recovery and Reinvestment Act 1.5.3 The acronym ‘BIM" shall be defined as Building Information Modeling; the process of generating and managing building data during its life cycle 1.5.4 The term "Building 10" shall be defined as the facility complex composed of the CC and all additions including the CRC. Building 10 is also referred to as the Clinical Center Complex (CCC). 1.3.1 The acronym "CC" shall mean the Warren Grant Magnuson Clinical Center constructed in 1951 on the NIH campus in Bethesda, 1.5.5 The acronym "CRA" shall mean Construction Risk Assessment - see Section H, 1.5.6 The acronym "CRC" shall be defined as the new Mark O. Hatfield Clinical Research Center addition to the CC on the NIH campus in Bethesda, 1.5.7 The acronym "CQM" shall be defined as the Construction Quality Manager. 1.5.8 The acronyms "CMc", and "Contractor" shall be defined as Construction Manager as Constructor. 1.5.9 The acronym "CO" shall be defined as the NIH Contracting Officer 1.5.10 The acronym "CPB" shall be defined as NIH's Capital Projects Branch 1.5.11 The acronym "DPM" shall be defined as NIH's Division of Property Management 1.5.12 The acronym "DTR" shall be defined as NIH's Division of Technical Resources 1.5.13 The term "Enabling Projects" shall mean those construction projects that must be completed, activated and occupied in order to vacate space within the F Wing project area. 1.5.14 The acronym ‘EV" shall be defined as earned value 1.5.15 The acronym "GMP" shall be defined as the CMc's "Guaranteed Maximum Price" for the work defined in the RFP. 1.5.16 The acronym "ILSM" shall be defined as the Interim Life Safety Measures 1.5.17 The acronym ‘QCP" shall be defined as the CMc's Quality Control Plan 1.5.18 The acronym ‘LEED" shall be defined as Leadership in Energy and Environmental Design; a rating system devised by the United States Green Building Council 1.5.19 The acronym "NIH" shall be defined as the National Institutes of Health. 1.5.20 The acronym "ORS" shall be defined as NIH's Office of Research Services. 1.5.21 The acronym "ORF" shall be defined as NIH's Office of Research Facilities Development and Operations. 1.5.22 The term "Project" shall be defined as the Building 10 F Wing Renovation on the NIH campus in Bethesda, Maryland. 1.5.23 The acronym "PO" shall be defined as the NIH Project Officer also known as the Contracting Officer's Technical Representative (COTR). 1.5.24 The term "Project Team" shall be defined as the PO, CO, A/E, CQM, CMc. 1.5.25 The term ‘Substantial Completion" shall mean the project (or a specified portion) is complete to the extent it can be occupied or used for its intended purpose in accordance with contract and/or regulatory requirements. 1.5.26 The term ‘Warranty" shall mean Contractor warrants, that work performed under this contract conforms to the contract requirements and is free of any defect in equipment, material, or design furnished, or workmanship performed by the Contractor or any subcontractor or supplier at any tier. 2.0 SCOPE OF SERVICE: GENERAL CQM PHASE A and B SUPPORT SERVICES 2.1 The roles and responsibilities of the Project Officer (PO) cannot be delegated to CQM. The CQM may assist and advise the PO, prepare necessary reports, etc. for the review and acceptance of the PO, and make recommendations to the PO. Final decisions regarding programmatic matters and interactions with the NIH/ORF Contracting Officer is inherently government functions of the PO. 2.2 The CQM shall perform: Pre-Construction Phase Services, Construction Phase Services including Commissioning support, Close-Out Services, and Occupancy Phase Services as appropriate, adequate and necessary to ensure: • That the project, when completed, meets the technical, economic, and programmatic needs of the scientific community, as set forth in the contract documents. • That the project is designed to be within budget requirements. • That the construction work is performed in conformity with applicable requirements. • That the construction is completed as early as possible, but not later than the scheduled construction contract completion date. • The appropriate funds are used for the appropriate project elements. 2.3 Services which the COM is required to provide include, but are not limited to, those described or specified herein. The services described or specified shall not be deemed to constitute a comprehensive specification having the effect of excluding services not specifically mentioned; the COM is required to furnish all other services necessary to fulfill the undertakings set out above. 2.3.1 All services shall be performed with the prior approval of the Contracting Officer. 2.3.2 The CQM agrees to furnish professional skill and judgment and to perform the services in the most expeditious and economical manner consistent with interests of the Government. 2.3.3 The CQM shall maintain an on-site office for the duration of the CQM contract. Space is available within Building 10 for use as an office for the duration of the F Wing Renovation.. The office space will be shared as the Central Project Office by the Government, the AE, the CQM and the CMc Construction contractors. Thisspace shall be provided with utility services by the Government at no expense to the CQM and CMc. The CQM is responsible for configuring the utilities within the space for use as the Central Project Office. The CQM shall extend the telephone and high speed IT services provided by the CMc Constructor. The CQM shall configure the telephone and IT service connections for their needs. SPECI2.3.4 Services shall include, but are not limited to: a. Estimating, design reviews and, constructability, value engineering and coordination reviews b. Oversight of the construction of sustainable and energy efficient features of the building including LEED certification requirements c. Oversight of the CMc's utilization of Building Information Modeling (BIM) d. Monitoring performance schedules of the CMc and recommending appropriate action when the CMc fails to meet performance milestones; including specific use of Primavera scheduling software e. Project cost control and reporting through design and construction utilizing Earned Value Management reports f. Construction field inspection, problem solving and safety monitoring service g. Contracting and supervising required special technical consultants as approved by the CO h. Providing an electronic Project Management Information System and providing progress and status reports i. Monitoring, and coordinating the commissioning of the F Wing j. Providing activation / occupancy services; including planning, scoping, scheduling, coordinating, and specifying, procurement, receiving, installation and fit out of new scientific equipment and furniture as well as the relocation of existing equipment and planning and coordination of the actual moves of the building occupants. k. Providing oversight for the compliance with the American Recovery and Reinvestment Act (ARRA) of 2009 to ensure ARRA's requirements for Energy Efficient Buildings and Sustainable Design and Construction that Optimize Energy Performance, Employ integrated design principles and controls, Protect and conserve water, Enhance indoor environmental quality and Reduce environmental impact of material are planned for and implemented. l. Take appropriate measures to insure that all costs are associated with the appropriate funding sources. m. Resolution of problems - throughout the duration of the contract, advise the Contracting Officer/Project Officer immediately of any problems, disagreement or potential delays, which the CQM considers beyond its ability to resolve; include recommendations on how to proceed. 2.3.5 The CQM is to provide a full size color copier scanner I fax machine for their and the Government's use; capable of making all regular sizes of copies including 11" x 17" with reduction and enlargement capabilities; and a high speed fax machine and all computers, printers, plotter, telephones, and other equipment as required for its own staff. 2.3.6 The construction contract to which this CQM contract relates does not include any known asbestos or hazardous materials work. However, should asbestos or hazardous materials be encountered, the CQM shall inform the Contracting Officer immediately, and submit recommendations on how to proceed. 2.4 RESPONSIBILITIES OF CQM 2.4.1 The CQM shall perform all services required by the provision of this contract in a timely, skillful, and workmanlike manner. 2.4.2 With the exception of General Condition Items contracted for by the CQM, the CQM shall not be responsible for, and shall not have control or charge of, construction means, methods, techniques, sequences or procedures; safety programs or procedures; or for acts or omissions of the Contractor or subcontractors, agents or employees, or any other persons performing any of the work. 2.4.3 The CQM shall not be deemed to have failed to meet his contractual undertakings and shall not be held responsible for: a. Design deficiencies, provided the CQM has reviewed the design during its development, has taken all reasonable measures to identify defects of commission or omission in the design, has advised the Government with respect to defects identified, and has taken all reasonable precautions to ensure that the construction contract bid package is complete. b. Defective completion of construction, provided that the CQM exercised all due diligence, utilizing competent personnel within authorized limitations, to make reasonably certain that construction was performed in conformity with applicable construction contract plans and specifications, and made all reasonable efforts to keep the separate contractor on schedule. c. Time overrun, provided the CQM has taken all reasonable measure to anticipate problems and delays and to eliminate or minimize their adverse impact on completion of construction by the scheduled construction completion date. 2.4.4 In the event the CQM fails to perform any service, which they are obligated to perform, under the provision of this contract, the contract price shall be reduced on the basis of the ratio, which the unperformed work bears to the whole of the services required. Failure to complete any order to serve the purposes for which the requirement was imposed, shall be deemed to be a failure to perform within the meaning of the preceding sentence, and the contract price adjustment shall be made on the basis therein specified, without regard to costs incurred by the CQM in connection with such performance. Progress payments made in accordance with the terms of the contract prior to adjustment of the contract price under the provisions of this paragraph, shall not be deemed to constitute a waiver of the Government's rights to a price reduction hereunder. 2.4.5 If the CQM fails to timely perform any of the required services, or fails to perform such services in a skillful and workmanlike manner and, as a consequence of any such failure, the Government incurs costs it would not otherwise have incurred, the CQM shall be and remain liable to the Government for all such cost increases (in which the Government may be entitled under the provisions of paragraph 2.4.4 above). 2.4.6 In the event the CQM fails to perform or negligently performs the construction inspection services required in this contract, he shall be and remain liable to the Government in damages for all costs incurred by the Government which would not have been incurred but for such failure or negligence on the part of the CQM. 2.4.7 Neither the Government's acceptance of, nor payment for, services performed by the CQM pursuant to the provision of this contract shall be construed to operate as a waiver of any of the Government's rights under this clause or any other clause of this contract or of any other cause of action outside the contract provisions. 2.4.8 The rights and remedies of the Government, provided for in this clause and any other clause of this contract, are in addition to any other rights and remedies available by law. 3.0 SCOPE OF SERVICES: SPECIFIC CQM PHASE A and B SUPPORT SERVICES 3.1 PRE-CONSTRUCTION PHASE SERVICES (PHASE A &B) For purposes of this CQM Services Contract, the Pre-Construction Phase Services shall be identified as the period of performance from the date of Notice-to-Proceed to the date of Construction start. The CQM shall provide, without limitation, the following general Pre-Construction Phase Services: 3.1.1 Project Kick-Off Meeting a. Within ten (10) calendar days after the award of a CQM contract, the Contracting Officer, in conjunction with the Project Officer, shall conduct a Project Kick-off Meeting at the NIH Bethesda campus at a mutually agreed upon date and time. The purpose of this meeting is to develop a productive and successful working relationship between the CQM and NIH staff; identify NIH's goals, objectives and progress to date; introduce the NIH key players; identify roles and responsibilities; and, to communicate established lines of authorities among the CO, PO, and the CQM. The CQM contractor shall have an opportunity to introduce key members of the CQM staff, identify roles, responsibility, and lines of authority for the CQM project and CQM firm. b. Prior to this meeting, the CQM contractor will be requested to submit specific programmatic and administrative, budgetary, and contractual issues that the CQM would like addressed at the Project Kick-off Meeting. 3.1.2 Team Orientation Sessions a. The NIH is procuring the services under three requirements: A/E services, Construction Quality Management (CQM) services, and Construction Manager as constructor at risk ( CMc). An understanding of the status and progress of work to date, pending issues and concerns among the contractors, and the roles and responsibilities of each contractor, are paramount to the successful implementation and completion F Wing Renovation. It is anticipated that the CQM under the direction of the COTR will conduct two Team Orientation Sessions after its Project Kick-off Meeting -- one session with the A/E firm, CQM staff and members of NIH, and one session after the CMc contract has been awarded. At the second Team Orientation Session, the CQM under the direction of the COTR will conduct a one day Team Orientation Session with the A/E firm, CQM staff, CMc contractor, and members of NIH. These meetings shall be conducted on the NIH Bethesda campus. The Team Orientation Sessions shall be attended by the COTR and the CO. The Orientation Sessions shall be completed and the meeting minutes submitted to the PO within 20 days after contract award. b. The A/E, CQM, and CMc contractors shall not participate in Team Orientation Sessions until such time as each contractor has attended its Project Kick-off Meeting. 3.1.3 Establish the Project Management Information System a. The CQM shall implement a Management Information System (MIS) to facilitate communication between the NIH Contracting Officer, Project Officer, NIH supporting organizations, and design and construction contractors and other parties involved with the project. b. The CQM shall also create and maintain an accurate and complete electronic record-keeping system. The Government intends to utilize emails and other electronic communication means to the greatest extent possible where feasible, and practical on this project. c. The CQM shall demonstrate the proposed Management Information System (MIS)/record keeping system to the CO and PO within 30 days after award. The demonstration shall include a detailed structure, operational procedures and typical reports to be generated from the MIS. The MIS must be approved by the CO prior to dissemination to ensure that the appropriate practices, policies and procedures have been incorporated and correctly reflected. 3.1.4 Records The CQM shall maintain at the jobsite, on a current basis throughout the CQM contract period, records of all contracts including all correspondence received or issued by the CQM and the PO; all change orders and documents related thereto; all records relating to shop drawings, samples, purchases, subcontracts, material and equipment; applicable handbooks, and Federal, commercial and technical standards and specifications; daily diary; and all other documents related to this contract and the construction work. These records shall be delivered to the CO prior to final payment under this contract. 3.1.5 Project Budget a. Construction Market Survey - The CQM shall conduct a Construction Market Survey to determine current and forecast regional availability of construction services, labor material and equipment costs and overall economic and industry factors; including as much cost information as possible on recent similar research facilities nationwide; that will influence the cost of the project. b. Based on the Construction market, the CMc's proposal, A/Es and stakeholder information and feedback, the CQM shall prepare a Project Budget. The Budget shall be broken into specific requirements; unit hard construction costs and project soft costs for all activities, including Enabling Projects, required for the construction, activation and closeout of the F wing Renovation. All survey information and cost analysis information, etc. shall be submitted as a written report to the PO and CO for approval. The Project Budget shall be submitted for approval within 60 days after contract award. After approval by the CO or the COTR, the CQM shall maintain a current status for the duration of the contract. 3.1.6 Management Plan a. Prepare a comprehensive management plan for the Project for review and approval of the PO. Work closely with the NIH CO, PO, NIH supporting organizations, and information provided by the CMc to develop the NIH's project schedule, budget, and general requirements for the Project for review and approval of the PO and CO within 60 days after Contract award. b. Recommend various alternatives for the scheduling and management of the Project for approval of the PO and CO. Include descriptions of the various bid packages and methods of procurement for review and approval of the PO and CO. c. Develop a quality assurance plan to optimize compliance with the project management plan and applicable codes, and standards for the review of the PO and approval of CO. d. Develop project procedures and contract administration procedures and communication protocols for the review and approval of the CO. e. Make recommendations to the NIH regarding revisions to the project management plan and incorporate approved PO and CO revisions. f. The plan shall include, to the extent possible, the following sections: (1) Project Definition: Known characteristics of the project. (2) Project Objectives: NIH goals for the project, including schedule, programmatic, budget, physical, and technical objectives. (3) Organization Chart: A summary chart showing interrelationships between the CQM (including subcontractors/ consultants), NIH CO, PO, NIH supporting organizations, design and construction contractors and other parties involved with the project. (4) Work Statement: Narrative description of the program of work to be performed by the CQM. (5) Staffing Plan: A detailed statement identifying the CQM staff to be used during each stage of the project, including their respective duties. (6) CQM Implementation Strategy: A description of the implementation strategy to be exercised by the CQM for providing project monitoring and other services and how the CQM's resources and personnel will be effectively utilized. (7) Budget and Cost Control Monitoring: A draft project budget and cash flow report. The CQM shall review these recommendations with the PO and CO, and if approved by the CO, incorporate them into the Project Management Plan description of methods used to monitor the budget and cost for the project, including change management. The CQM shall utilize Earned Value reporting. (8) Master Project Schedule: Computer generated master project schedule for the procurement, design, construction, commissioning, outfitting, and occupancy of the project and a description of methods used to develop milestone schedules for each phase and monitor and update the schedules. Copies of the Master Project Schedule shall be submitted to the PO and CO for review and approval. g. The CQM shall follow the approved Management Plan in its execution of this contract. Any revisions to the plan must be submitted to the PO and CO for approval. The CO may request revisions to the Management Plan at any time during the contract based on outcomes, changes in project conditions, or corrective actions. 3.1.7 Project Quality Assurance Plan The CQMshall create a Quality Assurance and Quality Control Plan (QA/QC) that includes a description of the CQM's methods and procedures for ensuring that each aspect of the project is subject to appropriate checks and balances, including the CQM's personnel and subcontractors as appropriate.. The CQM shall coordinate its QA/QC Plan with the CMc's Quality Control Plan. The QA/QC plans shall be reviewed and approved by the PO. 3.1.8 Building Information Modeling a. The CMc construction contractor shall create a Construction BIM Model using electronic files, hard copy drawings, shop drawings and other required information for construction of the project, continue building this Model ahead of any actual construction progress; shall be responsible for the development and creation of Revit/BIM model for construction and shall keep it current through the construction project. The information and shop drawings by all trades, field changes, and any other as-built condition shall be incorporated into the BIM model by the CMc construction contractor. The CMc construction contractor shall provide presentation of this BIM model and report status of work at the regular construction progress meetings. b. The CQM contractor shall provide an experienced BIM engineer as required to review and monitor the BIM modeling by the CMc and provide a monthly report throughout the duration of construction to the CO discussing the procedures, progress, completeness, coordination; identify any concerns and make recommendations of any required appropriate corrective actions. The CQM agrees that only CO has authority for interpretation of terms and conditions and rendering decisions. 3.1.9 References Resource The CQM shall verify that the construction contractors have available at the jobsite a copy of each trade manual and standard governing quality and workmanship, which is incorporated by reference in their contracts. The CQM shall maintain a duplicate set of standards at the Project Office 3.1.10 Constructability Reviews a. The CQM shall review the final plans and specifications independently from the CMc to identify any coordination errors, omissions, and assure conformance with the program requirements, compliance with the NIH Design Guidelines and applicable codes and standards. The CQM shall provide all comments in writing using a form supplied by the PO to the CO. b. The CQM shall review the CMc Constructability Review comments and shall note comments that the CQM concurs or disagrees. The findings of the review shall be forwarded to the PO. c. Upon review and approval of the constructability review comments by the PO, the CQM shall consolidate the approved review comments with the approved comments by the CMc into one list. The Government, CQM, CMc and A/E will meet to discuss and resolve all comments. 3.1.11 CMc Schedule Optimization a. The CMc is required to submit a fully coordinated and optimized construction schedule. The CQM is responsible to work with the CMc, PO, A/E and other resources as required to assist the CMc in their schedule development. b. The CQM shall review the final CMc's Optimization Schedule and provide comments/recommendations to the PO on its constructability, logic and its overall efficiency in accomplishing the work effort. 3.1.12 CQM Master Schedule a. Within 30 days after the award of this contract, the CQM shall develop and submit to the PO and CO for review and approval a Master Schedule for the planning, design, construction, occupancy of the Project, including all Enabling Projects necessary to completely vacate the space within the areas of renovation. This Master Schedule shall specify the proposed starting and finishing milestone dates and conform to the schedule elements of the A/E contract, CMc contract and anticipated occupancy requirements of each area within the renovation. The Schedule shall also include all Enabling Projects schedules necessary to free space within the contract area, and other activities required to support the renovation. b. Working with parties involved, update the Master Schedule monthly for the duration of the Project and submit to the PO, with a copy to the CO, not later than the 5th of each month; if necessary, add additional or elaborate on original activities to ensure complete understanding by all involved parties of activities to be accomplished. 3.1.13 Reports a. Monthly CQM Report - The CQM shall develop, for all phases of this contract, and provide to the CO and PO a monthly report in the form of an action plan addressing the milestones of schedule and budget. It shall provide a clear comparison between original budget, master schedule and schedule milestones, and the activities in each construction contractor's approved revised schedules, and the actual date of accomplishment. A narrative shall address activities undertaken during the reporting period and information about planned activities for future reporting periods, and revisions and projected schedule slippage, with recommendations on actions to be taken to regain the original schedule and budget or to minimize projected slippage. A copy of the updated schedule and budget shall be submitted with the narrative. An Earned Value format report shall also be issued monthly. The report shall include 60-day look-ahead of major milestones with recommendations for meeting the milestones requirements. The written report will be provided to the CO and the PO within ten (10) calendar days after the end of each month. b. CMc's Monthly Report Review - The CQM shall review and comment on the CMc's Monthly report. The focus of the review shall be to determine the accuracy, and thoroughness of the CMc's report. The review comments are to be forwarded to the PO within 5 days after receipt by the CQM. The CMc Monthly Report Review will be required for the duration of the CMc contract. c. Technical Progress Reports - In addition to the required reports set forth elsewhere herein, the preparation and submission of regularly recurring Technical Progress Reports will be required in any CQM sub contracts resulting from this solicitation. These reports will require descriptive information about the activities undertaken during the reporting period and will require information about planned activities for future reporting periods. The frequency and specific content of these reports will be determined prior to contract award, but it shall not be more than weekly. 3.1.14 CMc Report Reviews a. Prior to the Notice to Proceed with Construction the CMc is required to submit a number of reports and report formats that will be used throughout the CMc contract. b. The CQM will review these reports/formats to assure compliance with the plans and specifications. All comments shall be in writing with suggestions on how the reports can be improved or made into full compliance with contract requirements. 3.1.15 Submittals a. Provide and maintain a system for scheduling and tracking the review and approval of all submittals required by the construction contract document including shop drawings and samples. b. Ensure that all submittals are submitted and approved by the PO and/or CO in sufficient time to preclude delaying project completion. c. Monitor the time of submission and the processing of shop drawings, samples and other separate contractor submittals. If submittals are not being received in a timely manner, the CQM shall ascertain the reason for the delay, make recommendation(s) to the PO. The CO shall communicate to the CMc contractor any actions deemed appropriate to eliminate lags and delays. The CQM shall notify the PO promptly of any delays of the A/E or others in processing submittals. The CMc shall advise the PO in writing of any action required on behalf of the Government. 3.1.16 Project Manual a. The CQM shall participate and contribute towards the development of the Project Procedures Manual. The CMc is primarily responsible for the development of the manual. The CMc is expected to contribute significantly in the manual's development. b. The CQM will work with the PO to help coordinate and document the requirements of the project stakeholders. Upon completion of the Project Manual, the CQM shall review the final draft for conformity to provided Government requirements and procedures. 3.1.17 Partnering and Value Engineering a. The Government intends to formally apply the principles of partnering on this Project. This will require that the CQM Project Manager and/or other key personnel attend an initial partnering workshop session to discuss the relationships, issues, potential problems of and develop a partnering charter for the Project. There may up to three (3) regular partnering review meetings over the length of the project. The CQM shall include in its costs, the cost for the facilitator and all costs for the CQM personnel to attend the sessions. 3.1.18 Control and Reporting a. Monitor the status of the budget for the entire Project including design, construction, CQM costs, and any other Project-associated costs be used up to the completion of program verification. Assure that the Project accounting is developed to segregate the different funding sources. b. Update all budget cost categories and funding sources as necessary to maintain an accurate cost picture for the Project. Utilize Earned Value reports for the entire Project and ARRA funded elements. c. Provide in the written monthly reports to the CO a comparison of budgeted costs with current cost estimates. d. Advise the CO immediately whenever a cost category estimate is tending to exceed funds budgeted. 3.1.19 Meetings a. Attend all pre-construction progress meetings with the CMc and other firms/individuals involved with the Project, as an advisor to the PO and CO. b. Take an active role in all discussions, with special emphasis on procedures, progress, problems, scheduling, and other necessary matters. c. Review minutes prepared by CMc, and forward those comments to the PO within 3 working days of receipt of the draft minutes. 3.1.20 Changes to A/E Contract a. Review all proposals for changes or amendments to the A/E contract; submit an analysis of the request and a recommended course of action to the PO and CO. b. Review all requests or recommendations for changes to the project scope and submit an analysis of the effect on the current project scope, schedule, and cost to the PO and CO, together with recommended action to be taken and the rationale therefore. c. Recommended changes to the project scope when required for constructability reasons. 3.1.21 Long Lead Procurement Items a. The CQM shall review the design for the purpose of identifying long lead procurement items (machinery, equipment, materials and supplies) which may need to be separately procured by the Government ahead of time required for installation in order to assure completion of the project within the time specified. As each item is identified, the CQM shall notify the PO and CO of the required procurement and schedule along with the advantages to be gained and the risks incurred by the Government should a separate procurement be made. b. If the Government determines that it is in its best interest to make a separate procurement, the CQM shall keep informed of the progress of the respective contractor(s) manufacturing or fabricating such items and shall advise the CO of any problems or prospective delay in delivery. This separate procurement shall be included in a revised CPM schedule, which clearly shows the milestones for the procurement and the relationship with the master schedule and individual construction schedules, as appropriate. 3.1.22 Approvals by Regulatory Agencies The CQM shall work with the Owner and the A/E Consultants to identify any required regulatory approvals and shall coordinate transmittal of documents to regulatory agencies, track and monitor progress and notify the Government of any potential problems or schedule delays 3.1.23 Construction Buy-Out Plan CQM activities to be performed are, but are not limited to: a. In coordination with the PO and the CMc; participate in the review all of the CMc's proposed subcontractors and provide advice and recommendations to the PO. b. Participate in the review all bids, scoping meetings, bidder qualifications and financial reports and provide recommendations to the PO regarding awards of the construction subcontracts. c. The PO retains the right of refusal on first and second tier subcontractors and the CQM will assist the PO in providing a timely written request to the CO. The CO shall respond to the CMc contractor regarding acceptance of or objections to subcontractors or suppliers. d. Assist the CO and PO in performing a responsibility check pre-award survey of the accepted subcontractors. 3.2 CONSTRUCTION PHASE SERVICES (PHASE A &B) For the purposes of this contract the Construction Phase shall cover the execution of all Construction Bid Packages. 3.2.1 Inspections a. Inspect work performed by the construction contractor(s) for conformity with requirements of the construction contract. Promptly report to the construction contractor, in writing, observed variances from the construction contract requirements; and notify the PO. Assist the PO with the preparation of information to be sent to the CO. The information sent to the CO shall be from and signed by the PO. b. In the event any differences arise between the CQM and any construction contractor, the CQM shall inform the PO promptly, in writing, giving details of pertinent facts on both sides, including applicable contract provisions, and the CQM's recommendation as to action to be taken. The PO shall review of the CQM's recommendation and make a written request to the CO for disposition. Any determinations and findings of the CO shall be communicated in writing by the CO directly to the CMc, contractor, with a copy to the PO and the CQM. c. Advise the PO if the construction contractor(s) fails to promptly remove, correct, or replace rejected construction work. d. In accordance with Reimbursable Services, provide all construction testing services required by the PO and approved in writing by the CO. Upon written recommendation from the PO, the CO shall promptly notify the construction contractor(s) of any material or process that does not meet requirements of the construction contract. e. Maintain a record of all non-compliance items and the status of their resolution. 3.2.2 Submittals a. Provide and maintain a system for scheduling and tracking the submittal, review and approval of all submittals required by the construction contract document, including shop drawings and samples. b. Ensure that all submittals are submitted and approved by the PO and/or CO in sufficient time to preclude delaying project completion. c. Monitor the time of submission and the processing of shop drawings, samples and other separate contractor submittals. If submittals are not being received in a timely manner, the CQM shall ascertain the reason for the delay, make recommendation(s) to the PO. The CO shall communicate to the CMc contractor any actions deemed appropriate to eliminate lags delays. The CQM shall notify the PO promptly of any delays of the A/E or others in processing submittals. As may be required, the PO shall submit a written request to the CO for any action(s) to be taken on behalf of the Government. 3.2.3 Safety Review the safety program developed by the construction contractor(s), and during construction, monitor compliance by the Contractor with contractual safety requirements; report deficiencies to CQM. After review of the deficiencies, the PO shall approach the CO regarding the required communication to the CMc contractor. The CO shall address safety concerns in writing to the CMc contractor. The CQM shall cooperate to the extent necessary with officials of other agencies (Federal and/or state) who are vested with authority to enforce requirements of the Occupational Safety and Health Act of 1970. 3.2.4 Changes to Construction Furnish assistance to the PO for changes to construction contracts including, but not limited to, the following services: a. Upon receipt by the PO of any change suggested by a construction contractor, the PO shall have the CQM review the merit thereof and make recommendations to the PO. The PO shall send a request to the CO for acceptance and/or rejection of the requested change. Only the CO shall request the change order proposal from the construction contractor. Whenever a change appears to be necessary, assist the PO in initiating a request to the CO for a change proposal to the construction contract. b. Preparation of cost estimates for all changed work for which proposals are requested before the proposal is received. c. Assist the PO in the review all proposals received from the separate contractor. The PO shall provide recommendations to the CO, with the CO negotiating a mutually agreeable settlement. d. Advise whether a change will extend or shorten the specified construction completion date; provide a CPM sub-network reflecting impact on construction schedules; include appropriate time extensions in all change orders. e. Assist the PO in preparing all change order documentation required for the CO's signature. f. Provide assistance to the PO and CO, as may be required, for settling all change orders issued on a price-to be-determined-later (PDL) basis prior to 50% completion of the work involved. g. If a mutually agreeable settlement cannot be negotiated on PDL's, submit all pertinent facts and a recommendation in writing to the PO recommending what action should be taken to the CO. h. For a change order on which agreement has not been reached on the amount of equitable adjustment prior to commencing work, the CQM shall observe construction Contractor performance, and make detailed records of equipment, material, and labor utilized, the impact on unchanged work, and any other data or information pertinent to a determination of the amount of equitable adjustment of contract price and time performance. The observations shall be in writing and sent to the PO and CO. i. Maintain a separate report showing cost and status of all change orders received from the contractor that are approved or disapproved by the CO, including date requested, date received, date negotiated, and date issued. 3.2.5 Meetings and Conferences In conjunction with the PO, conduct preconstruction meeting and biweekly job-site meetings with construction contractors. These meetings and conferences shall be attended by the PO and CO. Other interested parties, such as representatives from Institutes, may attend to discuss procedures, progress, problems, coordination, scheduling and other appropriate matters. The CQM shall take minutes of each meeting and distribute transcripts to all participants and the CO within 3 days oif the meeting The CQM shall take minutes of all meetings that they attend unless instructed otherwise by the PO. Copies of the draft minutes shall be distributed within three days 3.2.6 Records Maintain at the job site and keep records of all contracts (including all correspondence received or issued by the PO and the CO); all change orders and documents related thereto; all records relating to shop drawings, samples, purchase materials, equipment, daily diary, and all other records related to this contract and construction work. Deliver these records to the CO prior to final payment under this contract. 3.2.7 Daily Diary, Progress Records, Reports Keep accurate and detailed written records of project progress during all stages of construction. Maintain a detailed daily diary of all events that occur at the job site or elsewhere which affect, or may be expected to affect, project progress. The diary shall be available to the PO and CO at all times and shall be turned over to the CO on completion of this contract. 3.2.8 Contractor Payments Review all requests for payment submitted by the separate Contractor(s) for progress payments and final payment, and submit recommendations concerning approval thereof to the PO. The COTR shall submit approvals/ disapprovals to the CO. 3.2.9 Contractor CPM Schedule Receive and review the Contractor's initial CPM detailed schedule submittal and forward it to the PO with a recommendation of acceptance or rejection. The PO shall forward his acceptance or rejection to the CO. Receive and review Contractor monthly schedule updates which are required to be submitted with each request for payment and recommend appropriate action. The PO shall approve, disapprove, and determine the appropriate action. The CMc shall update the master schedule to coincide at all times with the current CPM for each construction contractor and update to Government directed activities. This will include updates to the enabling projects that are required to facilitate the start of renovation in Construction Phase B. 3.2.10 As-Built Drawings Maintain at the job site a current marked set of working drawing prints and specifications, indicating thereon all changes and deviations from original construction contract documents. Review the construction contractors' as built drawings to ensure that they are accurate and updated prior to approval of the monthly payment by the PO and CO. Upon completion of construction, deliver the marked set of documents and drawings to the PO within 14 days of final inspection. 3.2.11 Photographs The CM shall take digital and video photographs of construction progress and problem areas on an as-needed basis. Progress photos shall be taken on a weekly basis, at a minimum, and shall include all exterior elevations and any interior, mechanical, electrical and/or plumbing work. The CQM shall effectively label, log and file photographic records. All photographs and other documentation are the property of NIH and shall be surrendered when requested during contract performance and submitted to the CO at the end of the contract. Professional photographs are considered supplemental services and are subject to the written approval of the CO 3.2.12 Labor Standards a. Assist the CO to enforce Labor Standards Provision of the construction contract(s). Interview employees of the construction contractor(s) and subcontractor(s) for proper classification and rate of pay as required by regulations issued by the Department of Labor implementing construction labor standards (29 CFR Pat 5), Observe and report to the CO or PO in writing any disproportionate number of laborers, helpers, and apprentices to journeymen. Review all construction contractor payrolls after receipt from the construction contractor; prepare letter for the CO's signature informing contractor of violations and corrective action to be taken; maintain a suspense system on all violations until resolved. b. Requests for the reimbursement of identified costs under provisions of this contract shall be accomplished by documentation as the CO may require. 3.2.13 Commissioning and Support a. The Government will provide the services of a professional Commissioning Agent for MEP and specialty systems. The CQM shall cooperate with the Commissioning Agent and coordinate and ensure completion of all commissioning requirements by the Subcontractors, including start-up, testing, O&M manuals, training, spare parts, tools and record documents b. The CQM shall provide non-structural building enclosure commissioning services, including, but not limited to above and below-grade waterproofing; above grade construction, including waterproofing, brick masonry repairs, fenestration, and roofs; interface conditions (flashings, expansion/sealant joints) between materials, components and systems comprising above and below-grade building enclosure assemblies; air barrier, thermal barrier and diffusive vapor control systems from foundation to roof at floors being renovated, including any interior air barriers. Services shall include participation at pre-construction kick-off meeting; review of shop drawings and submittals for walls, waterproofing, and air barrier systems; field mockup reviews and air barrier performance testing; and periodic, on-site review of work in progress, including attendance at progress and/or QA meetings. 3.3 PROJECT CLOSE-OUT SERVICES (PHASE A & B) The CQM shall develop a detailed construction contract closeout plan, schedule and detailed checklist to provide all project close out services as required. Monitor and confirm compliance of all project turnover requirements including commissioning, record documents, all product and equipment demonstrations and training. Organize, review for completeness, and deliver to the PO / CO all closeout documents including as-built drawings, warranties, preventative maintenance plans, final lien releases, and obtain, summarize, and collate all manufactures' warranties in both original hard copy and electronic formats. Coordinate, check, and monitor the delivery and storage of raw materials, parts, and supplies as directed by the PO. 3.3.1 Records CQM shall compile all records of all contracts, including all correspondence received or issued by the CQM, CO and the PO; all change orders and documents related thereto; all records relating to shop drawings, samples, purchase materials, equipment, daily diary, and all other records related to this contract and construction work. Deliver these records in an electronic format to the CO prior to final payment under this contract. 3.3.2 As-Built Drawings The CQM shall maintain at the job site a current marked set of working drawing prints and specifications, indicating thereon all changes and deviations from original construction contract documents. Review the construction contractors' as built drawings to ensure that they are accurate. Upon completion of construction, deliver the marked set of documents and drawings to the PO. 3.3.3 Building Information Model At the completion of project, the construction contractor shall deliver the BIM model to the Government. The CQM in coordination with the A/E shall review the construction contractor's BIM model and ensure and document that it is workable, complete and accurate and shall provide a written recommendation for acceptance by the PO and CO. 3.3.4 Occupancy Permit The CQM shall assist the PO and NIH stakeholders as necessary to ensure and document that all requirements for an NIH Occupancy certificate have been satisfactorily provided by the CMc. Written evidence that all requirements have been satisfactorily met for obtaining an Occupancy Certificate shall be submitted to the PO and CO. 3.3.5 O&M Manuals The CMc will provide detailed Operation and Maintenance Manuals, identifying all procedures, tools, equipment and parts necessary to assure satisfactory operations and to provide maintenance per manufacturer's recommendations. The CQM in coordination with the A/E shall review the contractor's O&M submissions and ensure and document that they are complete and accurate and shall provide a written recommendation for acceptance to the PO and CO. 3.3.6 Construction Contract Close-Out The CQM shall review with the CO and PO any proposed final change orders, document the closeout of all contracts; and shall coordinate and recommend to the CO the release of any sureties, bonds, the refund of any deposits posted or the release and/or reduction of any letters of credit. 3.3.7 Contract Payments Status The CqM shall review all requests for payment submitted by the separate Contractor(s) for progress payments and final payments, and submit recommendations for payments to the PO and CO. Only the CO can approve payments. 3.3.8 Warranties and Guarantees The CMc is required to submit specific warranties and guarantees for all building components and systems, and provide final certifications and similar documents at the time of completion. Unless otherwise instructed by the CO, warranties are to start upon final acceptance by the Government. The CQM shall establish the process, coordinate the performance of warranty work and develop a master spreadsheet that captures all building components, their warranty period along with their contact information and transmit it to the PO / CO; and shall coordinate performance of warranty and defective work. 3.3.9 Training The CMc, is required to provide a Draft Instruction Program/ Training Plan, Draft Training Modules, and Instructor/ Facilitator qualifications plan for training for all products, components and systems. The CQM will assist the PO in reviewing and approving these training requirements prior to Closeout training and monitor and document the CMc's performance to ensure all required training is properly scheduled and satisfactorily performed. The CQM shall prepare a written report of findings and submit to the PO and CO approval and/or disapproval of all products, components, systems, etc. 3.3.10 Attic Stock Items / Spare Parts / Special Tools a. The CMc shall provide attic stock items, spare parts, operating supplies and maintenance items/materials as recommended by the manufacturer to fully meet the needs of the first year of operation and shall provide all specialized tools, testing apparatus and other devices as recommended by the manufacturers to operate, adjust and calibrate equipment provided under this contract b. The CQM shall assist the PO in coordinating and determining these requirements and shall document the CMc's inventory and submissions of these stock items, spare parts, operating supplies, maintenance items/materials and all specialized tools, testing apparatus and other devices. Documentation of the CMc's satisfactory or unsatisfactory inventory of stock items, spare parts, special tools, etc. shall be provided in writing and submitted to the COTR and CO. 3.4 COORDINATED ACTIVATION / OCCUPANCY SERVICES (Phase A & B) The Government shall conduct a Coordinated Occupancy / Activation Phase to equipthe building and move the occupants into the new facility. The CQM shall provide services as required to plan, organize, program, schedule, monitor and control the relocation of the new occupants from their existing facilities. This may involve conducting in-depth surveys, coordinating and supervising the relocation of existing equipment and furnishings, and researching, ordering, receiving and installation of new equipment to be procured; and coordinating them all within the user's new spaces in the facility. The actual physical moves will be performed by others, but the CQM shall provide all materials and services required to schedule, coordinate, monitor, support and control the overall moves of the occupants. All surveys, reports and other documentation regarding these services shall be provided in writing to the PO and CO. 3.4.1 General The Building 10 F Wing Renovation, Phases A and B, will contain open and closed research laboratory space, laboratory support space, administrative offices, and meeting rooms occupying all or part of twelve floors of the F Wing. The Institutes scheduled to occupy this new laboratory facility include: National Cancer Institute (NCI) National Institute of Mental Health (NIMH) National Institute of Neurological Disorders and Strokes (NINDS) National Institute on Deafness and Other Communicable Disorders (NIDCD) National Institute of Child Health and Human Development (NICHD) National Institute of Allergy and Infectious Diseases (NIAID) National Eye Institute (NEI) National Heart, Lung and Blood Institute (NHLBI) National Institute of Arthritis and Musculoskeletal and Skin Diseases (NIAMS) National Institute of Diabetes and Digestive and Kidney Diseases (NIDDK) Facilities for these institutes who will be occupying the Building 10 F Wing are existing and are presently located in buildings on the NIH campus in Bethesda, as well as in off campus leased facilities in nearby Montgomery County Maryland. The relocation of these existing facilities will be coordinated into a continuous phased operation known as the Activation Phase which shall develop and provide Equipment Procurement and Relocation Management services. The Activation Phase shall provide the total management of the planning, scheduling,, procurement of new equipment and furnishings, relocation of existing equipment and furniture; and coordinating and supervision of the relocation of these existing facilities into the completed Building 10 F Wing facility. The selection and specification of new scientific equipment will be by the NIH but the Activation Contractor will document, coordinate, schedule, purchase, receive, install and test (as required) the equipment. The actual cost of the equipment shall be paid for by the Government as a reimbursable and shall not be included in this proposal. The Activation Contractor will be responsible for documenting existing equipment to be relocated, providing trade labor services as required to remove, relocate and install (including disconnecting and connecting of utilities as required) the equipment. The actual furniture and goods moving services will be provided by the NIH under a separate contract; however the Activation Contractor shall plan, coordinate and supervise the moves. Scheduling of the Substantial Construction Completion of the F Wing Renovation is the responsibility of the CMc in partnership with the Government, but for estimating purposes, Activation Phase services for Phase A are anticipated to commence in the fourth quarter of calendar year 2012; Activation Phase services for Phase B are anticipated to commence in the first quarter of calendar year 2015. The Activation Contractor should assume that the physical work of the Activation will commence on or about six months prior to final substantial completion of construction and that the activation phase Relocation by the Institutes to Building 10 is anticipated to be completed on or about six months after substantial completion of construction. 3.4.2 Services The scope of services required for each phase of the Building 10 F Wing Activation Plan include the following elements of work: Development of a fully coordinated Relocation Plan document that will describe the process and implementation steps required to plan, manage and implement the Activation. Maintain total coordination with the CMc construction contractor to effectively schedule and avoid any interference with the base building construction work and or protection / damage to the finished construction. Development of a medical and scientific equipment, furniture and fixtures Procurement process under which required new items will be identified, purchased, received, installed and tested. Development of a Relocation process of existing equipment and detailed implementation plan under which the Institutes will incrementally occupy each Phase of the F Wing Renovation. Provision of on-site management of the Activation contractor during Procurement, New Equipment Installation/Acceptance and Relocation portions of the work. The Activation services will be composed of the following phases A. Conceptual Planning: B. Procurement of New Medical/Scientific Equipment and Furniture C. New Medical/Scientific Equipment and Furniture Installation D. Relocation Management and Implementation of Existing Equipment E. Activation Management F. Activation Closeout 3.4.3 Activation Services by Phase A. Conceptual Planning: Conduct interviews with Scientific Directors, Laboratory Directors, Principal Investigators and/or Laboratory Chiefs, as well as F Wing Renovation NIH Project Management or others to determine activation requirements and controlling parameters. Develop Existing Equipment Survey Review and coordinate with F Wing Renovation construction CPM Schedule Review and document information concerning NIH policies and procedures to be recognized by the activation Plan, e.g.: Procurement Policies, Approvals, Security, Site Access, and similar information. Utilize existing prepared material and interview information from NIH Project Management personnel wherever possible. Prepare and submit a bar chart or CPM Schedule, coordinated with current CPM Schedule for the F Wing Renovation construction, indicating required Activation Plan activities through Institute(s) occupancy and project acceptance. Prepare a written Activation Plan for the approval of the NIH. The Activation Plan shall be prepared and a "Draft Final" version submitted for review during the first sixty (60) days of the proposed Activation Services. NIH shall furnish approval and/or comments that will allow correction and re-submittal of the Activation Plan within thirty (30) days following submission. The activation contractor will up-date and finalize "Draft Final" Plan upon receipt of NIH comments. Approval shall be obtained prior to proceeding to the next phase of Activation Services. B. Procurement of New Medical/Scientific Equipment and Furniture Create and maintain a medical/scientific equipment procurement relational database. Enter and maintain New Equipment and Furniture Procurement, Installation, Testing and Acceptance requirements information in New Equipment/Furniture Database. The default preferred procurement method will be to utilize GSA Contract Schedules Database shall include reference to specifications for alternate purchases where equipment is not available on specific GSA Contract Schedules. Update New Equipment Database as new data is received. Updated database shall be distributed monthly as an integral part of the Activation Update. Existing Equipment Database shall be updated to reflect changes resulting from new equipment replacing existing, if any. Combine New Equipment location information with locations of Existing Equipment to provide a comprehensive set of Equipment Location Plans for installation, relocation and record purposes. Upon receipt of new equipment specifications from the Institutes obtain pricing and delivery information and recommend purchase options based on the lowest delivered and installed cost. No new equipment may be ordered without approval of NIH Contracting Officer. Activation shall allow for such approval process time in all procurement schedules. Order New Equipment on a "Just-in-Time" delivery schedule basis taking into account fabrication, delivery, trade installation/hook-up, testing/calibration, and Vendor involvement requirements. Execute New Equipment purchases including issue of purchase documentation, maintenance of submittals, requests for payment, expediting, delivery, and receipt, arrangements for testing /calibration, trade or vendor installation. Purchase price of Equipment shall be paid for by the NIH. The activation contractor shall not be allowed mark-up on any such purchases on behalf of NIH C. New Medical/Scientific Equipment Installation Plan and manage the process of New Equipment procurement, delivery, receiving, and handling and provide vendor or any required specialty contractor, trade contractor(s) or installer work. Coordinate with the delivery and installation of existing equipment and base building construction activities to avoid conflict. Furnish required Labor and equipment to handle, place, level, and connect required services for new equipment purchased under the New Scientific Equipment Procurement. Uncrating, and recycling of packing materials to NIH furnished dumpsters is to be included. Survey proposed locations for new equipment and identify any utility discrepancies in the F Wing Renovation scope of work based on actual equipment requirements. Notify COTR and obtain direction as to manner in which remedial work is to be executed. Necessary remedial work shall be a change order to the CQM base contract. Coordinate and manage the work of labor or installation contractor(s) from equipment, furniture, or fixtures vendors from receipt through installation, hook-up, testing and acceptance by NIH. D. Relocation Management and Implementation of Existing Equipment Schedule with the existing occupants, arrange for and perform breakdown of Existing Equipment requiring extensive disassembly or set-up in order to relocate. Plan and Coordinate third party specialty services for Existing Equipment involvement through the NIH Department of Safety as follows: "Radioactive", "Hazardous/Chemical", "Biological", "Refrigerated/Frozen", "Decontamination Required". (These services are provided by NIH either internally or through existing contract vendors. NIH / Institutes will pay these costs directly.) Develop detailed logistical plan for actual phased relocation. (Move Plan) Develop detailed plan for use of NIH during equipment installation/hook-up and relocation, including services specifically contracted and paid for by the Institutes or NIH, and coordinate all activities with the CMc base construction contractor to avoid project delays for the following: a. Loading dock usage b. Elevator(s) usage and scheduling c. Secured Storage d. Security e. Material Handling f. Hazardous or "Special" Material Handling g. Janitorial/Trash Removal h. Trade/Other labor operations i. Coordination with CMc Punch List Work Plan, schedule and Manage and coordinate NIH Contract Mover preparations for relocation operations. (Moving services are provided by NIH Department of Logistics and paid for directly by the Institutes.) Obtain Institute "sign-off" of each move groups' space prior to actual move date. Ensure that punch list work relating to equipment installation, testing and acceptance is complete. If incomplete work remains, ascertain whether or not move can proceed. Verify that building protection is properly installed in destination space. (and in existing space if required). Manage "Pre-Move" of any existing equipment requiring extensive set-up time. Coordinate and/or perform set-up with Trade Labor, if required. Maintain destination floor/area in "Move-In" condition including arrangements for final cleaning. Coordinate relocation activities with other NIH entities such as Telecommunications, Janitorial/Cleaning services, NIH Locksmith, Rubbish removal, Fire and Safety and Security. Manage relocation on a move-by-move basis. E. Activation Management The Activation Contractor shall Continuously throughout the Activation Phase: Prepare Procurement and Relocation Relational Databases and mobilize team. Maintain Activation Plan in updated status. Maintain continuous coordination with the base building CMc CPM schedule to avoid project delays. Provide protection to existing finishes to avoid damages to the work of the base building contractors and maintain records of activation activities throughout the facility for accountability of any damages. Maintain BIM / CAD Documentation of existing and new equipment in up-dated status. Maintain Equipment Database of existing and new equipment in up-dated status. Maintain payment records, warranty information, owners manual file and test/calibration results as appropriate for each new equipment item. Furnish monthly up-dates to Activation Plan during Procurement, Implementation and Relocation Phases documenting progress against plan, revisions to schedule, and other related information. Conduct monthly (or more frequent if necessary) Activation Progress Meetings for all interested parties. Conduct specific meetings to address Procurement and Relocation issues with Institute representatives as required during the activation phase. F. Activation Closeout The Activation Contractor Shall: 1. Conduct Post Move Survey and report results to NIH COTR. 2. Close out equipment trade(s) contract, equipment vendor services, testing/calibration contracts. Obtain final payments clearance and Release of Liens, if any. 3. Assemble and transmit to NIH as directed: a. Final Occupancy List b. Equipment Database (Old and New) c. Record Drawings d. Contract Trade(s) "As-Built Drawings" e. Equipment/Furniture/Fixtures "OEM" documentation f. Testing/Acceptance Information g. Electronic Files h. CAD Drawings, in hard copy and electronic format 3.4.4 Assumptions For the purpose of estimating the Procurement of New Medical/Scientific Equipment and Furniture Scope of Work: Typical equipment and furnishings purchased may include, but not be limited to, the following categories: Multi Purpose Room Chairs and Tables Meeting Room tables and chairs Office Desks Office Chairs Open Cubicle Furniture File Cabinets Lab Stools Rolling Lab Cabinets -20 freezers -80 freezers Under Counter Refrigerators Under Counter Freezers RO Water Purifiers Centrifuges Ultra centrifuges Incubators Bio Safety Cabinets Ice Makers Miscellaneous Bench Top Scientific Equipment This list is representative but not all inclusive. Additional types of equipment and specific models and numbers of each type will be determined in the future by consultations between the building occupants and the Activation Contractor. The Purchase price of this Equipment shall be paid for by the NIH. The activation contractor shall not be allowed mark-up on any such purchases on behalf of NIH. Costs associated with this procurement effort must be included in the Activation Contractor fee. 1. The Activation Contractor may be assume that the physical work of the Activation will commence on or about six months prior to final substantial completion of construction and the activation phase will be completed on or about six months after substantial completion of construction. 2. The date of Substantial completion of construction is to be established by the CMc and the Government. Should there be a delay in the date of Substantial Completion there will be a commensurate delay in the start (and completion) of equipment installation and relocation. 3. Revisions to Base Building Contract Documents required to accommodate requirements of New and Relocated Equipment, Furniture, or Fixtures will be documented by the base building A/E in the contract documents; however the Activation Contractor is responsible for transmitting these changes to the A/E. 4. Activation Contractor will be furnished office/desk space, cleaning services, telephone/fax/E-Mail access and will be co-located with the CQM. Cost of any computer hardware, software, maintenance and large-scale duplication are to be included in the CQM proposal. Any purchased computer hardware/software shall be the property of NIH and shall be turned over to NIH at the conclusion of usage. 5. The Institutes, Directors, Principal Investigators, and Relocation Liaisons will give reasonable priority to the activities and informational requirements of the Activation Contractor. Process and Procedure for new Equipment Procurement Activation Contractor shall perform the work of preparation of required documentation to permit the acquisition of medical/scientific equipment The Activation Contractor shall facilitate the purchase, delivery, receipt, handling and installation of such equipment in accordance with a process and procedure as outlined below Institutes will provide specification sfor medical/scientific equipment items to Activation Contractor. Wherever possible the Institutes shall specify new equipment for purchase that appears on the current GSA Pricing Schedule(s). In the event that equipment is not on GSA Pricing Schedule, the Activation Contractor shall obtain, where possible, three (3) (minimum 2) competitive proposals for the equipment in accordance with Federal Acquisition Requirements. Upon consultation with the Contracting officer and the Institute(s), the Activation Contractor shall recommend purchase of the equipment. Equipment shall then be purchased by the Activation Contractor Activation Contractor prepares technical information for Purchase Order (PO). Information shall include delivery instructions, options/accessories, and provision for Vendor involvement in installation, if applicable. Purchase Order is approved by the Institute AO and Contracting Officer Activation Contractor orders the equipment directly from the vendor. Equipment item is entered in Equipment Database and on CAD Equipment Documents/BIM, if appropriate, by Activation Contractor. Vendor delivers equipment under the terms of the PO and Activation Contractor verifies receipt in good condition. In the event that equipment is not delivered in good condition, or is otherwise deficient in manufacture and/or installation or operation, Activation Contractor shall resolve issues with Vendor and/or NIH as required. Activation Contractor invoices Government upon receipt of equipment. Activation Contractor receives Vendor invoice and makes payment to vendor. The Activation Contractor shall not be allowed mark-up on any type on purchases 3.4.5 Exceptions 1. The actual Cost of Equipment, Furniture, Fixtures, delivery costs, all vendor installation costs typically included in equipment purchase and testing, are not to be included in the Activation Contractor Fee Proposal. 2. Insurance for equipment located on the Building 10 premises is not to be provided or included in the Activation Contractor fee proposal. (the Government is self-insured) 3. Provision of part or full time security/guards/private patrols for the Building 10 F Wing Renovation or its contents is not to be included in Activation Contractor fee proposal. 4. Costs associated with specialized required Vendor involvement with Existing Equipment relocations are not to be included in Trade Labor Allowance. NIH Institutes will pay these costs directly. 3.4.6 Deliverables Comprehensive Activation Plan including coordinated schedule. Monthly up-dates to Activation Plan during Procurement, Installation and Relocation segments of Activation. Monthly up-dates to Equipment Database(s) indicating changes, additions, or deletions to New and Existing Equipment. Up-date CAD Equipment Layout Drawings/BIM as appropriate, but not less than monthly during Procurement phase. "As-Built" mark-up drawings prepared by Activation Contractor. (Markups of either Base Building or Equipment Layout drawings.) Monthly up-dates to "From - To" Database for Personnel. Final Equipment Installation Contract Documentation in BIM/CAD files and hardcopy formats as may be mutually agreed upon. (Including any information from Trade Labor installation as to as-built conditions.) Complete Equipment Purchase Database including all cost, installation, testing and acceptance information in MS Access/other format as mutually agreed. Final Activation Plan document in up-dated form including results of Post Occupancy Survey. 3.5 OPTIONAL REIMBURSABLE SERVICES 3.5.1 When a written directive is received from the CO, the CQM shall provide the following services by subcontract. When these services are required, the CQM shall provide the CO three bids for each service and a written recommendation for selection. a. Special consultant and special inspection services, subject to specific request and prior approval by the Contracting Officer. b. Factory Acceptance Testing; FAT's as determined to be required c. Testing and Balancing (T&B) services d. Any other Special services as may be required by the CO. 3.5.2 Requests for the reimbursement of identified costs under provisions of this contract shall be accomplished by documentation as the CO may require. 3.5.3 Offerors shall include an itemized list of anticipated reimbursable services and include a total cost as a bid item. 4.0 STAFFING 4.1 PERSONNEL UTILIZATION 4.1.1 The CQM shall utilize the personnel named and/or otherwise identified in its technical proposal as well as any additional personnel as may be necessary in order to meet the performance requirements of this contract. The CQM shall not be entitled to any increase in the lump sum contract price for furnishing such additional personnel. a. In the event that any of the personnel named in the priced proposal are unable to perform because of death, illness, resignation from the CQM's employ, the CO's request for removal due to non-performance as verified by the COTR, or similar reasons, the CQM shall, within 5 business days, submit to the CO, in writing, the name and qualifications of a proposed replacement. No substitution shall be made without the prior written approval of the CO. Any such approved substitutions shall be made at no increase in the lump sum contract price. b. If the CO directs removal from the contract of any personnel, identified other than by name in the CQM's technical proposal, performing service necessary for accomplishment of the performance requirements of this contract, the CQM shall promptly replace such personnel with a qualified staff member acceptable to the CO, at no change in the contract price. 4.2 ACCEPTANCE AND QUALIFICATIONS 4.2.1 Acceptance The CO shall accept or reject personnel proposed by the CQM. The CQM shall make a timely and prompt re-submittal to provide other personnel required to replace any that are rejected by the CO, both a initial submittal or any subsequent rejection or substitution of personnel. 4.2.2 The CO shall have the right to effect removal of any CQM employee at any time during the duration of this contract if that employee is deemed to not be of the level of competence or ability required under the contract, or if said employee is for any other reason found to be unsuitable for the work. In such case, the CQM shall promptly remove the personnel and submit the name and qualifications of a replacement. 4.2.3 FURTHER DOCUMENTATION: The CO shall have the right to ask any employee submitted for approval to provide further evidence or documentation of ability or suitability for their intended position by submission of additional work examples or evidence, oral interview or testing, or other appropriate means to determine qualifications based on the COTR's review of documents. 4.2.4 NONCOMPLIANCE: Refer to Paragraph 4.4, "FAILURE TO PROVIDE QUALIFIED PERSONNEL," below regarding consequences for CQM failure to provide properly qualified personnel in a timely manner. 4.3 SPECIAL PERSONNEL QUALIFICATIONS Special personnel required for supplementary services outside of the scope of regular services shall have qualifications as required by the COTR and approved by the CO. The personnel must possess the qualifications and experience appropriate for the scope of services being requested by the Government. 4.4 FAILURE TO PROVIDE QUALIFIED PERSONNEL Repeated failure or excessive delay by the CQM to provide qualified personnel that meet the stated requirements and are acceptable to the Government to perform services contracted for may be deemed sufficient reason by the CO to terminate work under this contract in whole or in part, which termination shall be as provided in the Termination Clause of the Contract. 4.5 KEY PERSONNEL 4.5.1 The personnel specified in this proposal and contract are considered to be essential to the work being performed hereunder. Prior to diverting any of the specified individuals to other programs, the Contractor shall notify the CO reasonably in advance and shall submit justification (including proposed substitutions) in sufficient detail to permit evaluation of the impact on the program. The personnel may not be removed from the project without the CO's specific approval. The contract may be amended from time to time during the course of the contract to either add or delete personnel, as appropriate. 4.5.2 The core CQM staff listed below is the minimum the Government considers necessary to undertake the work of this CQM contract: Personnel shall be phased in as required and mutually agreed to between the Government and the CQM in coordination with the construction progress of the issued bid packages a. Pre Construction Phase • 1 Project Executive • 1 Project Manager, • 1 Project Engineer • 1 General Inspector • 1 Scheduler (CPM) / Engineer • 1 Secretary/Clerk b. Construction phase • 1 Project Executive • 1 Project Manager • 1 Project Engineer • 1 General Inspector • 1 Mechanical Inspector • 1 Electrical Inspector • 1 Estimator • 1 Scheduler (CPM)/Engineer • 1 Secretary/Clerk c. The CQM shall make all reasonable efforts to staff the project locally. However, the Government recognizes that due to the technical complexity of the project and local labor market limitations, relocation of more qualified candidate may be in the Government's best interest. Relocation costs shall not be reimbursed. 5.0 SPECIAL PROVISIONS 5.1 SUBCONTRACTORS AND CONSULTANTS Any subcontractor or consultant required by the CQM in connection with services covered by this contract shall be approved in writing by the CO prior to commencing work. Any substitution of approved subcontractors and consultants shall likewise be subject to prior approval of the CO. 5.2 AMERICAN RECOVERY AND REINVESTMENT ACT This contract requires the Contractor to provide products and/or services that are funded by the American Recovery and Reinvestment Act of 2009 (Recovery Act). Section 1512(c) of the Recovery Act requires the contractor to report on its use of Recovery Act funds under this contract. The Contractor shall report the information required by FAR 52.204-11(d), which is incorporated into Article 1.4. of this contract, using the online reporting tool available at http://www.FederalReporting.gov. All work funded, in whole or in part, by the Recovery Act, and for which an invoice is submitted prior to September 30, 2009, shall be reported cumulatively and submitted on October 10, 2009. After September 30, 2009, reports are due no later than the 10th day after the end of each calendar quarter. These reports will be made available to the public.
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(https://www.fbo.gov/spg/HHS/NIH/ORS/NIHOF2010227/listing.html)
Place of Performance: Address: Office of Research Facilities, National Institutes of Health, Building 13, Room 2E48, Bethesda, Maryland, 20892, United States; Zip Code: 20892
Record: SN02090214-W 20100313/100311235521-cab5825358596e6abef68e9966c10b40 (fbodaily.com)
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H -- "RECOVERY" -- Construction Quality Management (CQM) Services to Renovate Building 10, F Wing, NIH, Bethesda, MD