Engineering Services During Construction of Upgrade Mechanical Systems, Component Refurbishment and Chemical Analysis (CRCA) Facility

Architect and Engineering (A&E) Services to include Commissioning Services during the construction phase of the project to Upgrade the Mechanical Systems at the Component Refurbishment and Chemical Analysis (CRCA) Facility, Clean Room K6-1696 NASA, Kennedy Space Center (KSC), Florida. 1. SCOPE 1.1. This Statement of Work (SOW) describes the services that are required of the Architect and Engineering (A&E) firm during the construction phase of the project to refurbish the mechanical systems at the CRCA K6-1696. This SOW is written in imperative form and this imperative language is directed to the A&E, unless specifically noted otherwise. Place of performance: NASA, Kennedy Space Center (KSC), Florida. 1.2. The A&E shall arrange the proposal in two different tasks as described below: 1.2.1. Task 1: Engineering Services During Construction. 1.2.1.1. Provide ESDC services as described in section 2. 1.2.2. Task 2: Commissioning Services. 1.2.2.1. Provide commissioning services as described in section 3. 2. SERVICES REQUIRED 2.1. Provide all the engineering services as described herein to support the construction activities associated with this project. 2.2. ENGINEERING EXPERTISE 2.2.1. Receive, review, and recommend dispositions for construction contract submittals, Requests for Information, and Deviation/Waivers. Provide the engineering expertise and design for corrective actions. Analyze test results and procedures. 2.2.1.1. INTERPRETATION OF CONTRACT DRAWINGS AND SPECIFICATIONS. Investigate and provide consultation to interpret the intent of the plans and specifications in all instances where a question or issue arises in this regard. When necessary to clearly define or clarify any drawing, detail, or specification requirement, provide the appropriate site visits, documentation, engineering, sketches, pictures, and calculations. 2.2.1.2. TECHNICAL REVIEW. Perform a technical review of all shop drawings and vendor data submitted by the construction contractor to evaluate whether the proposed methods and materials conform to the requirements of the construction drawings and specifications. Errors, misinterpretations, deficiencies, etc. identified by the technical review shall be indicated on the submitted data in a clear and concise manner that can be readily interpreted and corrected by the construction contractor. Based on the technical review, recommend approval, disapproval, or approval as noted subject to comments of the Contracting Officer or their designated representative, or require resubmitting as necessary. During technical review and prior to making recommendation closely coordinate with each respective NASA system engineering discipline. 2.3. DOCUMENTATION This project shall use a paperless/semi paperless process for contract administration using SharePoint. A&E shall provide one main point of contact and one alternative point of contact with NASA basic IT access clearance to access SharePoint. During construction the A&E shall use a paperless/semi paperless system for meeting minutes, documentation, submittals, RFIs, D/Ws, cost estimates, and other deliverables to the ESDC Contracting Officer's Representative (COR). Documentation shall be submitted and administered electronically unless noted otherwise or if otherwise coordinated with the COR. Other submittals may be hard copies where this aids readability or mark-up. The A&E shall be able to sign in digital form compatible with Adobe Acrobat and Microsoft Software. 2.3.1.1. Submittals, Records & Shop Drawings: Prepare and produce required documentation and administration in support of the review and dispositioning of construction submittals, records & shop drawings during the construction period. 2.3.1.2. SUBMITTALS REQUIRED IN SPECIFICATIONS. Review and recommend dispositions of submittals required in the specifications. 2.3.1.3. SHOP DRAWINGS. Provide, at the A&E's home office, sufficient qualified personnel in each technical discipline to provide a detailed review of all shop drawings and related documentation. This review shall evaluate for general compliance with the intent of the plans and specifications and shall result in a recommendation to the Government a disposition of each shop drawing submittal. Review of record only shop drawings shall be completed in sufficient detail to ensure compliance with the construction contract documents. The review, recommendation, and approval cycle shall be accomplished within a maximum period of 5 workdays from document upload in the construction SharePoint to the subsequent return of the dispositioned document from the A&E to the ESDC COR. Shop drawing reviews and coordination with NASA system engineers shall be handled in an expeditious manner. Incorporate the NASA System Engineering comments into the A&E comments. Certain critical submittals, as designated by the Contracting Officer, shall require expedited handling, and shall not take the maximum allowed time stated above. The A&E's performance evaluation will be based partially on its responsiveness since costly claims against the Government could result from the A&E's inability to respond in a timely manner. A. The A&E will be sent prints of all shop drawings with transmittal sheets or will be provided access to electronic sets, via the Government SharePoint site, of all shop drawings and transmittal sheets. All copies shall be marked up by the appropriate A&E engineer with their notes/comments and shall incorporate the NASA system engineer notes/comments. The final shop drawing comment document shall be a consolidated disposition from all A&E consultants, NASA COR/DM/PM, and NASA system engineers into a single form. When scheduled by the NASA DM/ESDC COR, participate in shop drawing review meetings for critical, high value, or complex submittals (e.g. power switchgear, HVAC, or other complex control systems, integrated systems, etc.) and incorporate comments from the meeting. These meetings will be by teleconference and/or in person as requested by the DM. Indicate dispositions in the submittal body and summarize on the shop drawing transmittal cover sheet. Sign all dispositioned submittals. A sample Shop Drawing Approval Cover Sheet is shown in Attachment 1. The ESDC COR will provide a template file in pdf format to the A&E upon request. The A&E may use its own stamp as long as the stamp explicitly indicates the submittal's disposition and the reviewer's signature is shown. The disposition will be independently reviewed by the COR and/or a NASA systems engineer and notes/comments will be made accordingly and incorporated into the A&Es comments by the A&E. Prior to transmittal back to the COR, a teleconference or face to face conference to discuss findings from the independent reviews of A&E engineer and the NASA systems engineer shall be conducted, if required. This interaction shall serve as a means to consolidate comments and to resolve open issues prior to transmittal back to the ESDC COR. Incorporate the comments from the discussions prior to the final transmittal of the submittals back to the ESDC COR. Daily delivery or overnight mail shall be made to the ESDC COR's office. B. Shop drawings shall not be used to incorporate changes to the construction contract. Any shop drawing recommendations that result in a change to the construction contract shall be flagged to the ESDC COR via a letter outlining that change and identifying the change as a new requirement, hidden condition, design error or omission. C. Resubmittal. Review and recommend disposition of shop drawings and vendor data resubmittals as required. A disapproval of the resubmittal will, depending upon the situation, necessitate a conference to provide direction and to expedite the final resolution of the resubmittal. A&E shall participate in the conference when requested. 2.3.1.4. REQUESTS FOR INFORMATION (RFIs). Support the timely resolution of RFIs that relate to the interpretation of design drawings and specifications. RFIs shall be dispositioned, or an approved extension granted by the ESDC COR within 5 workdays from receipt of the RFI by the A&E. RFI answers and clarifications shall be coordinated with the appropriate NASA system engineer and ESDC COR. Site visits shall be made when required to understand conditions. Pictures shall be taken with conditions electronically annotated on pictures. Electronic media and signature will be the typical vehicle for response with pictures and sketches embedded. Initial correspondence may be via phone and/or fax to the NASA technical contact, followed by copies for record. Some of the actions required by RFIs or letters will require additional time and/or sketches or EO's, or Fact Sheet/Change Orders. Do not use if/then statements in RFI responses. RFI responses are to read similar to Firm-Fixed-Price contract language in that they will be clear, concise, and actionable. 2.3.1.5. FACT SHEETS. Provide Fact Sheets initiating Change Orders that document the description, reason for change, cost, and schedule impact to the project as necessary in support of Engineering Orders (EOs), RFI's, and D/Ws. Fact Sheets shall be generated within 5 workdays after A&E provides response to the RFI or D/W. Any fact sheets required but not initiated by an RFI, shall be generated within 7 workdays from initial request by the ESDC COR. Fact Sheet responses shall read similar to Firm-Fixed-Priced contract language in that they will be clear, concise, and actionable. Schedule impacts and rationale for schedule impacts shall be included with Fact Sheets. 2.3.1.6. DEVIATION/WAIVERS (D/Ws). Provide the engineering expertise to evaluate and to recommend disposition of D/Ws that may be acceptable. Investigate alternative methods, techniques, or products that will meet the design requirements that could be considered. Provide a cost estimate to validated cost concessions offered by construction contractor. D/Ws shall be dispositioned within 5 workdays from receipt of the D/W by the A&E. 2.3.1.7. ENGINEERING ORDERS (EOs). Prepare EOs necessitated by unforeseen differing site conditions, errors & omissions and to enhance (correct to - make it work) or to clarify the design drawings. Each EO shall be accompanied by a detailed cost estimate itemizing unit cost for labor, material, and equipment. Vendor quotes shall be included when requested by the ESDC COR. The A&E shall obtain an assigned document number for the EO from the ESDC COR. Provide one original and one electronic copy of each EO and supporting data. Originals shall be prepared on KSC Form 21-34 and in accordance with KSC drafting standard GP-435, Volume II, latest edition. Keep one copy of each EO and its associated cost estimate on file. 2.3.1.8. COST ESTIMATES. Provide Cost Estimates in accordance with KSC-SPEC-G-0002, "Specification for Compiling Construction Cost Estimates" for EOs, RFIs, D/Ws, and Fact Sheets. The estimate shall be broken down in detail by work activity, quantity, labor, material, equipment, and any other costs to support the scope of the initiating Fact Sheet. Support the estimate with a basis of estimate (BOE) documenting all cost and design/engineering. The BOE can consist of vendor material quotes, internet pricing, published estimating data such as RS Means, and engineering documentation used to compile the estimate. Labor rates (manhours) should be from published data bases available to the public. Wage rates (dollar costs) shall be based on the Davis-Bacon Wage Determination for the project in question. Contactor and subcontractor markups in the estimate shall be based on the standards established by NASA's Contracting office. Cost estimates shall be completed in a timely manner and submitted with the delivery of the Fact Sheets, EO, or D/W response. 2.3.1.9. CALCULATIONS. Perform and submit engineering calculations to the ESDC COR and/or NASA system engineer in support of any design changes, corrections, and clarifications. 2.3.1.10. SUBMITTAL RECORDS. Develop and maintain a system for the receipt, disposition, and return of shop drawings and all documentation. Upon completion of this contract, all documentation - including hard copy if used and electronic media - shall be turned over to the COR. Maintain a log of shop drawings and vendor data that is both required by the contract drawings and specifications as well as already those submitted for review. This log shall contain, as a minimum, the following information: A. An up-to-date listing of all required shop drawings, indicating those shop drawings already submitted and those still required. B. Transmittal number. C. Date received by the A&E. D. Due dates, including the A&E's due date and the contract due date. E. Construction specification section number. F. Name of the NASA system engineer. G. A brief description of the material contained in the submittal. H. Action taken (to include the recommended disposition by the A&E and the final NASA disposition). I. Date released by the A&E 2.3.1.11. AS-BUILT DRAWINGS. Incorporate the redlines of the construction drawings provided by the contractor and revise the record drawings with the - as-built condition after the completion of the construction contract. Furthermore, the as-built record drawings shall capture contract changes, corrections, EOs, and field adaptations. A. On a monthly basis, review the construction contractors redlines electronically and/or in the field for proper incorporation of redlines from RFIs, DWs, change orders, or other revisions. Identify monthly to the ESDC COR redlines made by the construction contractor that were not the result of formal direction for revisions signed by the CO. Identify monthly to the ESDC COR where redlines were not made per documentation that provided formal direction for revisions signed by the CO. Verify that construction contractor redlines are the incorporation of the actual changes into the applicable drawing sheets and not a note referencing an RFI or other document number with a leader and no explanation. B. AS-BUILT DRAWING REVISION. Revise drawings in accordance with GP 435, Volume II, latest edition. Transfer signatures and dates on the original approved drawing sheets into the same boxes on the final drawing. Transferred signature shall be the first initial and the full last name. Delineate all changes to the original drawing with clouds, denoted with a revision triangle and number, and summarized in the title block revision box. Mark all design contract drawings as the next revision letter and denote in the revision box as - AS BUILT CONSTRUCTION DRAWINGS. Mark any drawings which do not have changes as the next revision letter and denote in the revision box as - AS BUILT CONSTRUCTION DRAWINGS, NO CHANGES. Indicate all revised sheets and new sheets on the cover sheet revision block and drawing index sheet. C. AS-BUILT DRAWING SUBMITTALS. Submit drawing files by Large File Transfer (LFT) system. File format shall be PDF and AutoCAD DWG. Provide all file symbol libraries and reference files necessary to load and use each file so that each file is an operable, stand-alone file. If the files are compressed, provide the decompression program along with a README.TXT file explaining how to decompress the files. Submit DRAFT Final drawings 30 workdays after receipt of the record construction drawings. After review and approval by the ESDC COR submit final drawings with a completed Document Release Authorization (DRA) KSC Form 21-68. Complete the DRA in accordance with KDP-KSC-P-1537, Document Release Authorization (DRA) Process. 2.4. SITE VISITS. 2.4.1. Provide construction site visits and participate in weekly construction status meeting via Microsoft - TEAMS. Provide and maintain construction status meeting minutes for the COR. Attend and participate in other meetings on site as necessary to clarify, explain, and/or to provide recommended direction in regard to submittal approvals, RFIs and design issues arising from errors, omissions, or ambiguity in the design drawings. Provide technical assistance and participate in system acceptance tests and final inspections as needed to satisfy Certificate of Completion requirements and provide assurance that construction meets design intent. 2.4.1.1. Document all site visits with a site visit report. The report shall include pictures, if applicable, associated with observations and issues found during the visit. Provide meeting minutes to the COR for all meetings whether or not the COR is in attendance and document items of significance. 2.4.2. INITIAL MEETING. Participate in a pre-work meeting to discuss construction submittals, RFIs, other engineering procedures, and transmittal methods to be used during this performance. 3. COMMISSIONING 3.1. The Commissioning Authority (CxA) shall coordinate the execution of a testing plan, which includes observing and documenting all systems performance to ensure that the systems are functioning in accordance with the Owner's Project Requirements and the contract documents. The CxA shall assist with problem-solving, resolving Requests for Information and providing input to change orders involving commissioning issues, if necessary. 3.2. During construction, the commissioning authority shall follow requirements in Specification 79K41074 section 01 91 00.00 98 and the requirements listed below. a. Review submittals applicable to systems being commissioned for compliance with commissioning needs, concurrent with the design team and Construction Manager reviews. b. Review requests for information and change orders for impact on commissioning and NASA objectives. c. Perform site visits, as necessary, to observe component and system installations. Attend selected planning and job-site meetings to obtain information on construction progress. Review construction meeting minutes for revisions/substitutions relating to the commissioning process. Assist in resolving any discrepancies. d. Maintain a master issues log and a separate record of functional testing. Report all issues through the Construction Manager as they occur. Provide through the Construction Manager written progress reports and test results with recommended actions. e. Review equipment warranties to identify and document any preventative maintenance required within the warranty period. f. Review and disposition the construction contractors training plan of NASA O&M personnel. g. Review and disposition the O&M manuals for commissioned equipment. 3.2.2. Post-construction, the commissioning authority shall: 3.2.3. Witness and document any deficiency corrections and provide the final testing documentation for the Final Commissioning Report and O&M manuals. 3.2.4. Return to the site at 10-months into the 12-month warranty period and review with facility staff the current Clean Rooms and mechanical systems operation. Also interview facility staff and identify problems or concerns they have with operating the system as originally intended. Make suggestions for improvements and for recording these changes in the O&M manuals. Identify areas that may come under warranty or under the original construction contract. Develop reports of findings and any required corrective actions. 4. PERIOD OF PERFORMANCE 4.1. The period of performance for these engineering services shall be concurrent with the construction performance period and an additional post work period indicated in Part 2 for the delivery of the As-Built drawings if required in this SOW and shall start from the construction contract award date. This period of performance may be extended pursuant to the "Changes" Clause to accommodate construction schedule changes. During this period, the A&E shall maintain home office personnel to satisfy the scope of this contract. During times other than construction, A&E activity may be at a minimum and should be so planned. Site visits and other aspects of the contract may be at a minimum, but shop drawings may continue to be submitted and reviews necessary. Any and all construction contract changes shall be initiated through the COR. 4.2. The estimated construction duration derived from the design effort is 998 days. 5. GOVERNMENT FURNISHED ITEMS 5.1. The Government will supply to the A&E the following items during the contract period: 5.1.1. EO forms and Continuation sheets. 5.1.2. Contract drawings and specifications. 5.1.3. Reference drawings required by the A&E shall be obtained from the Engineering Documentation Center (EDC). 5.1.4. Record construction drawings (redlines). 6. PERFORMANCE RATING 6.1. The performance of the A&E will be primarily evaluated upon the requirements within this document. Important rating criteria include, but is not limited to: 6.1.1. Completeness and timeliness in responding to documentation submitted for review and approval. 6.1.2. Coordination of responses from various sources into a unified response while minimizing additional clarification questions from the construction contractor. 6.1.3. Accuracy in identifying compliance of submittals to contract documents. 6.1.4. Responsiveness and objectiveness in resolving real-time field issues. 6.1.5. Ability to reach consensus amongst team members and to forge mutually beneficial solutions. 6.1.6. Other factors identified in the A&E Performance Evaluation form.