R408--654-21-2-6059-0036 Construction Management/Project Management Services (VA-21-00050539)

18 DEPARTMENT of VETERANS AFFAIRS VISN 21 FACILITY WIDE PROJECT MANAGEMENT/CONSTRUCTION MANAGEMENT SUPPLEMENTAL SUPPORT CONTRACT SOW 1.0 GENERAL INFORMATION 1.1 General: This is a non- personal services contract to award a firm fixed price (FFP) contract to a qualified firm (Contractor) for the purposes of providing Construction and Project Management (CM/PM) services to the Department of Veterans Affairs (DVA) Sierra Nevada Health Care System Facilities Engineering Project Managers and Contracting Staff at all for selected DVA projects. The Contractor shall manage, monitor, and oversee project progress and completion. The Government shall not exercise any supervision or control over the contract service providers performing the services herein. Such contract service providers shall be accountable solely to the Contractor who, in turn, is responsible to the Government. 1.2 Background: SNCHS has experienced several key construction project delays and cancellations due to disparate and ineffective construction project management oversight and satisfactory progress over the past several years. The proposed CM/PM acquisition will provide comprehensive, professional, and competent project management for reviewing, logging, monitoring, and archiving construction submittals, Requests for Information (RFI s), and other communications with all parties in the pre-solicitation, design, and construction process. 1.3 Place of Performance: For adequate Construction and Project management services, the Contractor shall ensure that the following VISN 21 facilities staff shall receive adequate CM/PM services for identified and selected projects to be identified in the associated RFQ and Contract. All assigned Contractor staff shall be granted program access and all proper security clearances upon successful background checks to conduct construction and project management and tracking for SNHCS Sierra Nevada Healthcare System (Reno, NV) Engineering Service Iohannis A. Lougaris Veterans' Administration Medical Center 975 Kirman Avenue Reno, NV 89502 +1 (555) 000-0000 2.0 SPECIFIC CONTRACT TASKS 2.1 The Contractor shall provide all the required services cited herein (if requested by the facilities), but not limited to, project schedule management, cost management, estimates of probable construction cost, value engineering, constructability reviews, pre-bid/proposal and bidding phase document development, environmental analyses and document preparation, safety and health management analyses and document preparation, and final installation of all DVA facilities construction principles and policies to the various DVA facility project sites. The Contractor shall demonstrate proven project management expertise with quality control, schedule and budget management for projects of various size and complexity. In addition, the Contractor shall provide efficient and comprehensive project management through all phases of the projects, with particular emphasis placed on the capability to work in partnership with DVA, consultants, and contractors during pre-solicitation, contract award, project design, and construction phases. 2.2 This Statement of Work (SOW) is intended to be generally developed into two phases. Phase 1 - shall include the services of a CM/PM personnel during the pre-solicitation package and design documentation preparation phase up to the start of construction phase post award. Phase 2 - shall include the construction management services of the Contractor from the start of construction of all construction and related services and the construction of all selected projects subject to this contract. For the purposes of this document, start of construction shall be construed as onsite mobilization to commence Phase 2. 2.3 The Contractor during Phase 1 shall provide a variety of project management services as described in this document including, but not limited to: design and constructability reviews (including value engineering), pre-solicitation document and procurement support, construction management, development of a Project Management Plan, assistance for building commissioning, and post-construction support in cooperation with DVA personnel, building occupants, and project architect-engineers. It is the intent of this SOW that the Contractor will not provide or perform any design efforts, but will be required to perform design reviews, as all design effort will be managed by DVA through an established contract with a selected and awarded Contractor consulting firm. 2.4 During Phase 2 the Contractor shall be responsible for ensuring that all labor, material, tools, equipment, excavation, shoring and reshoring, testing, inspection, commissioning, and all necessary work set forth in the General Construction Conditions required by or may be reasonably inferred from the contract documents to provide the project management services and construction management services for the selected facility projects in an acceptable manner. DVA intends to use the Construction Management Standards of Practice issued by the Construction Management Association of America (CMAA) as a guide in developing this SOW and its general expectations through the performance of this contract at all VISN 21 facilities. This document establishes industry standards of service to define the full range of construction and project management services without limiting the methods and procedures by which those services will be provided for an assigned project or program. The Contractor shall provide staff certified as construction and project managers by a reputable Construction Manager Certification organization. Equivalent certification through experience may be considered at the sole discretion of the DVA. 2.5 The construction management services shall consist of managing construction and Architect-Engineering projects, equipment procurement, construction subcontracts, and all construction activities at the VISN 21 facilities including: a) Review of AE designs for constructability and assisting project AE firms to generate efficient construction packages. b) Construction planning including generating resource loaded construction schedules, arranging construction packages, and determining construction activities sequences. c) Managing all construction activities at the site for those selected projects under this contract (e.g. material and equipment receipt, warehousing, security, fire protection, construction safety program, installation, disposal of all non-hazardous construction waste, etc.). Site access will not require a security clearance. However, site access shall be restricted to authorized personnel. d) Development and assembly of the associated construction bid/RFP packages using drawings, technical specifications, and quality requirements prepared by the contracted project AE team. The bid/RFP packages shall delineate the specific requirements expected, the quality of products furnished, and the quality assurance (QA) requirements necessary to obtain a satisfactory and operable product. These requirements include development and/or review of: 1) Special and general conditions. 2) Construction drawings and specifications 3) Equipment lists and installation requirements. 4) Project cost and schedule reporting requirements. 5) Quality assurance and quality control requirements. 6) Methods for payment. 7) Special processes or procedures to be prepared by the contractor. 8) Material certifications, receiving, inspection, storage, and handling documentation requirements f) Provide support to DVA operations program officials performing integrated system testing, start-up, and operations activities. g) Construction testing. h) Monitoring construction subcontractors' progress versus schedule, including Purchase and Hire (P&H) staffing performance, confirm progress claimed on invoice payments, provide advice and interpretation of the AE drawings and specification requirements, and A/E Requests for Information (RFI s). i) Providing a construction completion and acceptance turnover system. j) Ensure warehousing, materials control, and preventive maintenance in accordance with manufacturer s or collaboration laboratory instructions for equipment in storage or installed in facilities as part of the construction projects. k) Security and access control at the construction site during construction. 2.6 Contractor shall provide project management and construction management services to the selected DVA VISN 21 Facilities projects, which shall include construction project management at the existing DVA sites. Also included shall be the construction management of utilities and construction at the CM/PM Contractor offices or DVA Facilities sites, review connections and modifications to existing roads and other infrastructure adjacent to the DVA project site boundaries, site renovations, building demolition, and site development for the main features of the DVA projects. 3.0 CM/PM GENERAL PROJECT PROVISIONS 3.1 Staffing: This is a non-personal services contract, and as such, the DVA will not supervise the Contractor s staff or direct the manner of their work. Therefore, at all times during the execution of the contract unless otherwise directed by the DVA, the Contractor shall provide a full-time Project Manager for each specific project with the authority to commit resources of the Contractor s firm to monitor, manage and administer all phases of the project activities and to help achieve the completion of all pre-solicitation, pre-construction services, and construction activities on all assigned projects subject to this contract. The Contractor shall provide all necessary qualified personnel to perform CM/PM services under this contract. If the CM/PM Contractor personnel fail to perform to DVA s satisfaction, DVA may, upon 10 days written notice, require the Contractor to remove such person(s) from the project and replace them with personnel acceptable to DVA. The Project Manager may provide dual or multiple roles dependent on his or her skill set and experience upon approval of the DVA. The intent of this contract is to require the assigned Project Manager or Construction Manager to primarily perform his/her duties at the Contractor s facilities, but also necessarily visit the project sites, DVA facilities, and DVA/Construction Contractor meetings and required duties when required at the DVA facilities or project sites. 3.2 The cost of any requirement in Division 1 Specification Sections (Exhibits A-D) contained herein that is not identified as an item to be included in the CM/PM s effort for Phase 1 and or Phase 2 shall be included elsewhere in the Bid/RFP Packages. Identification of the method proposed to satisfy requirements included in the Division 1 Specification Sections, does not relieve the CM/PM Contractor from its obligation to ensure compliance with said requirements or its contractual responsibility to DVA for such work 3.3 The CM/PM shall prepare, if required by DVA, and provide and implement project specific Program Management Plans (PMP) on required assigned projects that shall include as a minimum the following documents: Construction Management Plan (CMP) Construction Safety Plan Procurement Plan Quality Management Plan All documents within the PMP will serve as a roadmap for executing this project. The CM/PM will review the PMP with the Facilities Projects Managers for approval prior to executing the plan. A minimum of 10 working days shall be given to DVA for review of the PMP. 3.3.1 Construction Management Plan - The CMP s shall be a written project-specific plan which outlines the project s scope, organization, and specific approach that the CM/PM will undertake to accomplish the various management tasks for the project. The Quality Management Plan should be integrated into the CMP to maintain a focus on project quality. The CM/PM shall maintain the CMP throughout the entire course of the project. The CM/PM shall provide an approved means for revisions to the project documents as changes become necessary. In addition to the CMP, the CM/PM shall include scheduling data that includes Actual Cost of Work Performed (ACWP); actual schedule progress, milestones reached and earned value; variance analysis and corrective actions needed; display of the present critical path for conventional facilities; and a narrative describing the status of technical work, significant project accomplishments, and potential problems. 3.3.2 Construction Safety Plan - The CM/PM shall provide a written project-specific plan which addresses all aspects of the work and clearly identifies the individuals responsible for the overall project safety. The CM/PM shall make the Construction Safety Plan a part of every subcontractor s contract and applicable to every level. The CM/PM shall review and approve all contractor s safety plans to insure compliance with CM/PM developed and DVA Projects Chiefs approved Construction Safety Plan, monitor safety performance against the Construction Safety Plan requirements, provide additional and independent safety inspections, stop unsafe activities, assist to investigate all accidents and injuries, and require corrective action of unsafe conditions throughout the course of the projects. 3.3.3 Procurement Plan When necessary, Contractor to assist in maintaining Activations procurement status and schedule data for CM/PM procured items. A monthly Procurement Schedule Status Report (PSSR) shall be provided to show the status of subcontracts, purchase orders, and material/equipment deliveries. Identification of procurement activities that are overdue or that have scheduled dates within the next 90 days shall be easily identified. Capability to equipment input forecast dates shall also be provided. 3.3.4 Quality Management Plan (QMP)1 The CM/PM shall be responsible for developing and maintaining a project specific QMP which reflects the general approach of the CM/PM to accomplish the required quality for Phases 1 and 2 of the Project. The QMP shall fully support the CMP and shall include, but not be limited to the following: Overall project organization Project QA/QC organization Management decision flow charts (if required) Formats for various elements of the CM services (i.e., formats for job meetings, minutes, progress payment applications, field observation reports, shop drawing logs, notice of proposal change orders, etc.) Detailed check lists or audit plans to provide for quality in the practice of CM functions (i.e., check lists for approving contractor s schedules, approving revisions to schedules, reviewing change order costs, obtaining approval within owner organization for changes, approval to start foundation construction, approval to start concrete pour, start steel erection, preliminary and final acceptance, etc.) Project Quality Audit forms 4.0 PHASE 1 PRE-CONSTRUCTION SERVICES PHASE 4.1 Upon written Notice to Proceed from DVA, the CM/PM, in coordination with the DVA Facilities Projects Managers, shall immediately commence the services listed herein. 4.2 CM/PM PRE-CONSTRUCTION SERVICE 4.2.1 CM/PM shall provide other services that are reasonable and necessary to assist DVA in the maintenance of the Project budget and schedule. 4.2.2 A/E CM/PM Contractor, its officers, agents, employees, subcontractors, consultants, and any persons or entities for whom the A/E CM/PM Contractor is responsible, shall provide all services pursuant to the Contract Documents and Scope of work in a manner consistent with the standard of care under California, Nevada, and Hawaii law applicable to those who specialize in providing such services for projects of the type, scope, and complexity of this project. 4.2.3 The CM/PM shall generate a construction plan during Project A/E design phase. This planning shall include inputting construction schedule data into the DVA VISN 21 facilities schedules. The construction plan shall consider DVA operations and shall include: a) Definition of the roles and responsibilities of major General Contractors, DVA Staff, Project Design A/E staff, DVA User personnel, and CM/PM participants. b) Definition of construction packages. c) Identification of warehousing, lay-down areas, construction offices, parking, and similar needs and definition of where these will be located and how they will be constructed for both the General Contractors and their subcontractors. d) Identify long lead procurements and implementation plans for procurement. e) Identification of construction power, water, borrow and spoil areas, waste disposal, erection of cranes, road improvements, and other major activities needed to support construction and a description of how they will be handled. f) Definition of how construction materials, procured equipment, and technical system components will be received, tracked, maintained, warehoused, and transported to the point of installation. g) Definition of how construction or Remodeling of buildings and other major structures will be staged (what parts of the site will be under construction and when) and an analysis of the crafts needed at various locations on the site during the construction phase. h) Working with DVA s Environmental Safety & Health Program Officials (ES&H) and jurisdictional environmental compliance organizations to provide a Storm Water Control Plan for site construction work in accordance with Federal and State Environmental and Safety Regulations. It shall be understood that the project AE firm will prepare construction documents for Erosion and Sediment Control Plan, and a Storm Water Management Plan or SWPPP. 4.3 PROJECT CONTROL/ESTIMATING 4.3.1 Within two (2) weeks of the completion of the 50% design (if schedule permits), and within two weeks of the completion of 100% design documents (DD1 s), the CM/PM shall submit to DVA, an independent technical and cost analysis written Project Construction Cost Estimate. The CM/PM shall meet with the AE firm and the Facilities Project Managers to reconcile discrepancies between its estimate and the AE firm estimate. The estimate shall be based on detailed quantity takeoffs of the design Drawings and Specifications. The CM/PM shall obtain Facilities Projects Manager s written approval of estimate format and structure prior to proceeding with project estimate reviews. 4.3.2 Preliminary Contract Schedule: CM/PM Contractor staff shall develop and submit, within 10 business days of project assignments, a Construction Contract Schedule (if required by DVA COR) showing all project related construction activities; including sequencing and durations for work tasks of the contractors and subcontractors throughout the life of the Project. CM/PM shall provide support for integrating appropriate portions of this schedule into the integrated project schedule maintained by the DVA projects managers office. The Preliminary Contract Schedule shall have the ability to be filtered for each contractor to illustrate their planned basic construction sequence and interface with other subcontractors. The Preliminary Contract Schedule shall identify the proposed Bid /RFP Packages the CM/PM recommends as appropriate to complete the Work per the construction contract documents and contract schedules. In the preparation of the Preliminary Contract Schedule, the CM/PM shall investigate the procurement lead-time required for delivery of time-critical items and incorporate these into the Preliminary Contract Schedule. For the 100% Preliminary Contract schedules, the CM/PM shall cost load the schedule with the reconciled cost estimate and produce a monthly budgeted cost of the Construction Work. 4.3.2 Schedule information shall be sufficiently detailed to manage DVA facilities activities for the ability to inform the Facilities Projects Managers of all major and critical construction activities. A major milestone for Beneficial Occupancy (BO) of DVA project areas should be continually updated and reviewed for actual need date by the various Program Managers responsible for their areas of responsibility. The scheduling software shall be Primavera Project Planner (P3), Submittal Exchange, or DVA approved equal. 4.3.3 CM/PM Contractor shall prepare a detailed work plan identifying all CM/PM tasks and tasks required for the completion of the Construction/Project Management Work as provided in this contract or provided after award of Contract. Contractor shall maintain schedule milestone status and schedule data for General Contractors team and subcontractors activities. A monthly Milestone Schedule Status Report (MSSR) shall be provided to show the status of milestones. Identification of milestones that have not been met or that have scheduled dates within a span of 90 calendar days shall be easily identified. Capability to input forecast dates shall also be provided. 4.4 CM/PM DESIGN COORDINATION SERVICES 4.4.1 Prior to construction bidding/RFP s and based on projected bid market conditions, the CM/PM shall recommend in writing to the Facilities Projects Managers the percentage of bid contingency to carry for each Bid Package in the Project budget as well as possible Alternative deducts to get project within the DVA project budgets. (NOTE: This requirement may not be necessary at all VISN 21 Facilities). 4.4.2 CM/PM shall schedule and conduct a constructability review within 3 weeks after Notice to Proceed on the assigned project design documents. This review is critical to DVA as it ensures the project is designed and constructed with efficiency and reasonableness to the construction process. The review of the design, bid/RFP and contract documents for constructability should include as a minimum the following: Availability of materials Alternate construction methods Site access Limited work space Suitability for use Construction materials Design intent Clarity and completeness of documents Effect on contractor s ability to implement their means and methods Trade labor availability Subsurface concerns The CM/PM shall coordinate the constructability review with the Project AE firm and shall provide the DVA Facilities Projects Managers with a formal report that describes the process and findings within 2 weeks from the constructability review. 4.4.3 At the same time the CM/PM performs the various cost estimates as called for by this Scope of Work, it shall conduct reviews to determine and identify items that the CM/PM determines, in his/her professional opinion, could lead to a higher cost of bids/proposals for the Bid Packages; and/or change orders resulting from design ambiguities, coordination of work to be performed by various trades, errors, and/or omissions in the drawings and specifications prepared during the design work by the project AE firm. The CM/PM contractor shall present its results in a written report to the Facilities Projects Managers and meet with both the Facilities Projects Managers and the Project AE firm staff to present and explain its findings. 4.5 VALUE ENGINEERING A value engineering (VE) study will be conducted on the 50% of the project A/E (DD1 s) design documents. The CM/PM will be responsible for overseeing the completion of the study and will coordinate the participation of the Project AE firm, A/E CM/PM Contractor, and various DVA personnel. The CM/PM shall request that the DVA COR, Facilities Projects Managers, and DVA Chief Engineers (if required) participate in the VE session and will respond to follow-up questions from the VE consultations as the VE report is completed and reported. As a minimum, the CM/PM shall ensure that the VE session covers: Life Cycle Cost Analysis an evaluation of the various project systems, materials and equipment with respect to first cost, long term cost, anticipated life of the component ,and all other time related factors of the item; Maintenance, Operation and Compliance Standards; Maintenance an evaluation of the anticipated cost for DVA to maintain the operational efficiency of the items, as compared to alternate considerations; Operation an evaluation of the anticipated energy and other cost for the operation of the items; Compliance Standards - an evaluation of regulatory and code requirements of each item. 4.6 SITE INVESTIGATION Within 60 calendar days after Notice to Proceed of Phase I, the CM/PM shall perform an investigation of the project site to confirm existing conditions. The CM/PM shall assess critical areas of the assigned DVA projects to confirm conditions, (a DVA Excavation Clearance form must be approved prior to any subsurface investigations). It shall be the responsibility of the CM/PM to obtain all required DVA approvals on the DVA Excavation Clearance form. Existing utilities visible from the surface or from manholes or visible within adjacent buildings are to be verified where they are critical to define the scope of work for the project. The CM/PM shall review the existing utility drawings to verify accuracy. The CM/PM shall review the project geotechnical reports as per paragraph 2.6.1. 4.6.1 CM/PM shall review existing as-built drawings and documentation as provided by the AE firm and DVA Projects Managers to establish a basis of existing site conditions. It shall be the responsibility of the CM/PM to provide and submit a report to the DVA Facilities Projects Managers that describes the anticipated conditions to include but not be limited to subsurface obstructions and or interferences, utilities, structures, etc. The AE firm will utilize this report in the final design of the project. 4.7 SAFETY & HEALTH PROGRAM 4.7.1 CM/PM shall prepare the Environmental Safety and Health Program and the Construction Safety Plan and submit to DVA for review and approval. It must be of paramount understanding to the CM/PM that the safety of all personnel during construction is of prime importance to the project. The CM/PM shall ensure that the project General Contractor9s) and all its subcontractors shall comply with OSHA regulations 29 CFR 1926 and applicable sections of 29 CFR 1910 during construction activities. The CM/PM shall establish health and safety goals for the project, the least of which shall be no lost time accidents during construction and incentives to promote and maintain a strong ES&H involvement at all work levels. The CM/PM Contractor and DVA team shall have a written construction safety program (Safety and Health Program in conjunction with the Project Construction Safety Plan) that describes in detail, the activities planned to meet these goals with emphasis on the methodology for analyzing and controlling project hazards and task specific hazards, as well as the procedures for evaluating subcontractor safety and health performance and ensuring subcontractor compliance with project safety and health requirements. The cornerstone of the program shall be the execution and implementation of the documented Pre-Task Planning for all activities. Frequent construction safety oversight and audits will be performed by DVA project ES&H safety personnel. 4.8 CM/PM BID/RFP PHASE SERVICES 4.8.1 The CM/PM shall be responsible for sequencing, assembly, scope definition and preparation of Bid/RFP Packages, and all cover information for individual packages to assure that all items as indicated in the contract documents, including coordination of details and contractor required General Conditions Work are included with bid/proposal documents. The CM/PM shall not create or permit duplication of work between Bid Packages and/or General Conditions through scope descriptions, or by any other means. The CM/PM shall assist DVA staff in analyzing the Bid/RFP Packages, identifying elements of uncertainty or risk prior to the solicitation process, endeavoring to eliminate conflicts, duplications and omissions and mitigate DVA s exposure to bidding/proposal errors through instructions to Bidders/Offerors. 4.8.2 The CM/PM shall assemble Bid/Proposal Packages in a complete, coordinated, and most cost-effective manner for DVA. CM/PM shall obtain all necessary design documents from the Project AE firm and with the assistance of the Facilities Projects Managers to arrange for the development of all electronic project solicitation documents (IGCE, SOW, General Technical Conditions, eCMS Planning Template, and assorted other required documents) for delivery to the DVA assigned Contracting Officer for development of the DVA Solicitation Packages. 4.8.3 The CM/PM shall review, recommend, develop and estimate allowances, alternates, unit prices, and other requirements for inclusion in the Bid/RFP packages. If the Contracting Officer and Facilities Chiefs Projects elect to require contractor performance or payment bonds, it may include such item as an alternate that shall not be used as the basis of award. The cost of contractor payment or performance bond, or insurance purchased in lieu thereof, if any, will be included by DVA in contract solicitation documents. 4.8.4 CM/PM shall perform the Bid/RFP solicitation Package reviews as required by the this contract, before submitting final documents to the Facilities Projects Managers and Contracting Officers for their reviews and approvals for the solicitation process of each project. Such reviews shall confirm that CM/PM has complied with the provisions of this section. CM/PM shall make any changes to Bid/RFP packages as directed by DVA Facilities Projects Managers or DVA COR s. 4.8.5 The CM/PM shall, as directed by the Facilities Projects Managers, respond to Bid/RFP Requests for Information (RFI s) during the solicitation phases of each project.as well as attending and leading pre-bid/pre-proposal conferences, pre-construction conferences, and pre-solicitation/post-award walk-throughs. 4.8.6 The CM/PM Contractor shall evaluate the Bids/Proposals received in detail for technical deficiencies. The CM/PM shall analyze the Bid/Proposal results for potential errors and review the apparent low bids/proposals for responsiveness and compliance with this contract, and shall provide technical recommendations to DVA. 5.0 PHASE 2 CONSTRUCTION PHASE 5.1 GENERAL The CM/PM shall insure that all materials, labor, and services required by the contract documents are adequate to construct the projects commensurate with the awarded construction contract amount and within the contract time during Phase 2 (also described as the Construction Phase). 5.2 The CM/PM Contractor shall perform Commissioning Process and Fire & Safety services in accordance with VA Whole Building Commissioning Process Manual requirements set forth at: https://www.cfm.va.gov/til/spclRqmts.asp#Cx Detailed commissioning services and personnel qualifications are further presented in Division 1 Section 01 91 00, General Commissioning Requirements with specific requirements outlined in Division 22, Plumbing; Division 23, Heating, Ventilating, and Air Conditioning; Division 25, Integrated Automation; Division 26, Electrical; Division 27, Communications; and Division 28, Electronic Safety and Security. Fire & Safety services will require a Fire Protection Engineer registered in the state where the construction phase is performed. 5.3 Hours of Operation & Period of Performance for Contractor Employee Performance for the Project Management Projects: Normal working hours for the Contractor at a specific project site will be between the hours of 8:00 am to 4:30 pm although other working hours and occasional shift work may be assigned to the Contractor to accommodate the best interest of the DVA. Normally, work days for Contractor at a specific project site are from Monday through Friday, except Federal holidays or when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government directed facility closings. Occasional weekend work may be assigned to the Contract to accommodate the best interest of the DVA. 5.4 Invoicing: All invoices from the A/E ...