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NAVFAC Design-Build Model Request for Proposal - Hangar

UFGS 01 31 19.05 20


USACE / NAVFAC / AFCEC / NASA          UFGS-01 31 19.05 20 (June 2013)
                                       -------------------------------
Preparing Activity:  NAVFAC            Superseding
                                       UFGS-01 31 19.05 20 (November 2011)   

UNIFIED FACILITIES GUIDE SPECIFICATIONS

SECTION 01 31 19.05 20

POST AWARD MEETINGS
06/13


NOTE:  This guide specification covers the requirements for Navy Design-Build, post-award meeting requirements.

Adhere to UFC 1-300-02 Unified Facilities Guide Specifications (UFGS) Format Standard when editing this guide specification or preparing new project specifications sections. Edit this guide specification for project specific requirements by adding, deleting, or revising text. For bracketed items, choose applicable item(s) or insert appropriate information.

Edit this guide specification for project specific requirements by adding, deleting, or revising test. Brackets are used in the text to indicate designer choices or locations where text must be supplied by the designer. For bracketed items, choose applicable item(s) or insert appropriate information. Remove information and requirements not required for project, whether or not brackets are present.

Use of electronic communication is encouraged.

PART 1 GENERAL

1.1 SUMMARY

This document includes post-award requirements for project kickoff and subsequent design and preconstruction meetings.

1.2 SUBMITTALS


NOTE:  This Model RFP assumes the Concept Design Workshop will be utilized.


NOTE:  Review submittal description (SD) definitions in Section 01 33 00.05 20 CONSTRUCTION SUBMITTAL PROCEDURES and edit the following list to reflect only the submittals required for the project.  Submittals should be kept to the minimum required for adequate quality control.

A "G" following a Part 2 Specification Section submittal item indicates that the submittal requires Government approval.  Some submittals are already marked with a "G."  Only delete an existing G if the submittal item is not complex and can be reviewed through the Contractors Quality Control system.  Only add a "G" if the submittal is sufficiently important or complex in context of the project.

The use of a "G" following a submittal indicates that a Government approval action is required. Submit the following in accordance with Section 01 33 10.05 20 DESIGN SUBMITTAL PROCEDURES.

    SD-01 Preconstruction Submittals

        Design Submittal Packaging Proposal; G

        Project Schedule; G

        Performance Assessment Plan (PAP); G

        CDW Facilitator Experience Resume; G

        CDW Preliminary Concept Design; G

        CDW Cost Estimate; G

        Concept Design Workshop Report; G

1.3 POST AWARD KICKOFF MEETING

The Post Award Kickoff (PAK) meeting is made up of Contract Administration, Concept Design Presentation/Design Development or Concept Design Workshop (CDW), Partnering, and Scheduling.  If mutually beneficial to the Contractor and the Government, these four elements may be addressed in a single multi day meeting but most often multiple scheuled meetings are required.  Schedule a separate meeting or a seperate day of the multiday PAK, to accomplish the Design Presentation/Design Development Meeting or Concept Design Workshop(CDW).

1.3.1 PAK Meeting Schedule and Location


NOTE: Determine with the Project Manager which meeting location would be best for the project.

Within 35 calendar days after contract award, and prior to commencing work, meet with the Contracting Officer for the PAK meeting(s). The meeting shall be located at a specific time and place to be determined by the Contracting Officer.

1.3.2 PAK Meeting Outcomes

The meeting(s) outcomes are:

  • Integrate the Contractor and all client representatives into the project team.
  • Achieve consensus from the project team on any issues and concerns with the Contractor's technical proposal and the User's functional requirements. Confirm the design is within the project budget.
  • Establish and explain policies and procedures for completion of a successful proect.
  • Establish clear lines of communication and points of contact for Government and Contractor team members.
  • Obtain an acceptable conceptual design including floor and site plans, signed by the client, Contractor and other key team members.
  • Establish project design schedule, design submittal packaging, and preliminary construction schedule in accordance with Secton 01 32 17.05 20 NETWORK ANALYSIS SCHEDULE (NAS) FOR DESIGN-BUILD. Discuss design milestones and events that will be included in the Quality Control Communication Plan.
  • Establish clear expectations and schedules for facility turnover, providing DD Form 1354 asset management records, eOMSI submittals, and training of Government maintenance personnel.
  • Establish procedure for design packages reviews, Contractor's resolution to comments, and Government's role in review of packages.
  • Establish clear expectations for the Concept Design Workshop.

1.3.3 PAK Meeting Contractor Attendees

The following Contractor key personnel shall attend the PAK: Project Manager, Project Scheduler, Lead Designer-of-Record (DOR), Design Staff responsible for each architectural/engineering discipline when facility design is discussed, Superintendent, QC Manager, and the Commissioning Authority.  Optional attendees include: Principal, Assistant Project Manager, major subcontractors and specialized supplemental QC personnel.

1.3.4 Contract Administration

Contract administration roles and responsibilities will be addressed.

1.3.5 Concept Design Workshop (CDW)


NOTE:  Define specific project requirements in the CDW below.  

Provide a CONCEPT DESIGN WORKSHOP that meets the following requirements;

1.3.5.1 CDW General Requirements

a. Methodology.  Concept a CDW for this project. This effort will examine project functions and requirements, quality and life safety costs, analyze alternate design concepts, expose and resolve project issues, and develop the final conceptual design.

b. Facilitator.  Provide a Facilitator who is experienced in conducting Concept Design Workshops. Submit a CDW Facilitator Experience Resume to the Contracting Officer describing his experience. He or she will be responsible for leading the team in a timely manner, making sure that issues are pursued and resolved to the maximum extent possible, documenting meetings, organizing the design concept documents for on-site approval, and providing the Concept Design Workshop Report.

c. Contractor's Design Team.  The primary functions of the Design Team will be to investigate, develop and present alternate design solutions. The entire Design Team will participate in all phases of the Concept Design Workshop effort and provide assistance to the Facilitator in development of the Concept Design Workshop Report, including most of the required documentation.

d. Concept Design Workshop Report.  Produced almost entirely on-site, the Concept Design Workshop Report will summarize the final conceptual design.

e. Award Amount.  At each contract stage, the Contractor shall verify that the concept is within the contract award amount.

1.3.5.2 CDW Procedures

  1. Preliminary Work.
    The Contractor's Design Team shall complete the following prior to the on-site workshop:

    (1)   Review the contract documents and references explaining the project scope and history.

    (2)   At the Post Award Kickoff meeting, the User(s) makes a presentation of their functional requirements.

    (3)   Prepare and submit, at least 14 days in advance of the CDW, 15 copies of a CDW Preliminary Concept
    Design (Concept #1), a Basis of Design, and a statement that the concept provided is within the award amount.

    (4)   Make arrangements for and provide an appropriate conference room convenient to the project site and/or Users for use by the Design Team and government participants during the workshop.

    (5).  Incorporate government comments in a revised Concept #1 and produce at least 20 copies of the revised Concept #1 documents for distribution at the workshop.

    (6).  Facilitator conducts meeting with NAVFAC representatives before the CDW to review preparations, relationships, and the status of work to be accomplished.
  2. On-Site Workshop.
    The Design Team shall accomplish the following items during the on-site phase of the CDW. (Typically conducted in four to six working days, minimizing breaks so as to maintain momentum. The Design Team should expect longer than normal workdays.)

    (1)   On the first day of the workshop, meet with the using activity, Station and other Government representatives. The Facilitator will describe the CDW process and review the workshop agenda.  The user(s) will provide a functional presentation. This is to reiterate to all participants the User(s) needs and desires.  The intent is to make the design solution and issue resolution function-oriented.

    (2)   Present the  revised Concept #1 and respond to questions.

    (3)   Participate in a comment/creative session to generate ideas to improve this project in the areas of function, quality and total life cycle cost, issue resolution and sustainable design within the award amount.  It is often helpful to request User comments in writing so they may be considered, responded to, and presented at subsequent presentations.

    (4)   Create a new concept design. Design concepts shall include drawings, sketches, and other graphics as necessary to fully describe the concept. Prepare at least 20 copies for distribution at all presentations.

    (5)   Repeat applicable steps as necessary.  Usually, three concepts are required. The final concept must be within the contract award amount.

    (6)   The final concept shall include the following:

       (a)  Site Plan:  Show the layout of the proposed facility in relation to major landmarks.  Show all buildings, access roads, parking, pedestrian walkways, roads, sidewalks, landscaping, and major utilities.  Indicate major dimensions and orientation.  Provide a building code analysis, relating the proposed building site, size, and construction type to maximum allowable limits of the International Building Code.

       (b)  Building Floor Plans: Provide floor plans depicting functional utilization of spaces and furniture and equipment layout.  Show room sizes or dimensions.  Provide a Life Safety Code® analysis with the floor plan to identify required life safety and egress features.

       (c)  Perspective Sketches:  Provide at least one sketch to show a perspective of major buildings.  The sketch should not be elaborate but must show the proposed form and massing, colors to be used, and an indication of materials used.

       (d)  Mechanical Plans: Provide plans as necessary to show the essential work and intent of the design.  Suggestions include equipment layouts, zones, etc.

       (e)  Electrical Plans: Provide plans as necessary to show the essential work and intent of the design.  Suggestions include special light fixture types, locations, switching, power outlets and panelboard location.  Provide electrical distribution single line diagram.

       (f)  Cost Estimate: Provide a CDW Cost Estimate and statement that the concept presented can be constructed within the award amount.

       (g)  Basis of Design: Describe the intent of the design by discipline.  Address material quality, energy efficiency and life cycle costs.

       (h)  Sustainable Design: Demonstrate ability to achieve identified LEED certification goals.

       (i)  System Safety Engineering

    (7)   Prepare 20 copies of the final concept (drawings, basis of design and statement that the concept is within the award amount) for distribution at the final presentation.

    (8)   Dependent upon the project, the Concept Design Workshop Report is provided by the Facilitator, includes all items included in the final concept design and the following:

       (a)  Endorsements: Include a copy of the signature/endorsement sheet.

       (b)  Comments: Include comments and resolutions concerning the final concept design.

       (c)  Executive Summary: Summarize the workshop, including how the various concepts differed and were improved during the workshop.

       (d)  Special Design Features: Identify and describe unique project needs and features, e.g., pile foundations, physical security, intrusion detection systems, access control, construction in humid climates, pollution abatement, tempest, HEMP, etc.

       (e)  Architectural Compatibility Statement:  Identify architectural style, materials, and color scheme; and indicate their compatibility with installation planning and design concepts established in the Base Exterior Architectural Plan.

       (f)  Environmental Summary:  Provide a summary of environmental issues, listing completed actions and items requiring further coordination, waivers or permits.

       (g)  Supporting Project Documentation:  Include data to support the development of the concept design, layout, and special features. Items should include: project scope discussion, minutes of meetings, function analysis work sheets, and economic and technical analyses if alternatives evaluated.

    (9)   Except for final comments, responses and endorsements, the final report should be completed (electronically) on site, before the final presentation.  If requested by the NAVFAC Project Manager, be prepared to present up to 10 hard copies of the report at the conclusion of the workshop.

    (10)  Conduct a "front-to-back" comprehensive presentation of the final concept.  Obtain user signatures on a conceptual design endorsement sheet, signifying approval of the concept design, subject to the final comments and their resolutions agreed to at the final presentation meeting.

1.3.5.3 Concept Design Workshop Report

Within 14 calendar days of completion of the on-site Concept Design Workshop, the Design Team shall submit to the NAVFAC Project Manager an electronic copy of the Concept Design Workshop Report as one file in .PDF format.

1.3.5.4 CDW Meeting Attendees

The following Contractor key personnel shall attend the CDW: Project Manager, Project Scheduler, Cost Estimator, Lead Designer of Record, Design Staff representing each architectural/engineering discipline and Major Subcontractors when facility design is discussed, Superintendent, QC Manager, and DQC.

1.3.6 Partnering


NOTE: Provide one of two possible choices for the Level of Partnering on Design-Build contracts.  Coordinate with the Project Manager/Design Manager and Construction Manager to determine whether Formal or Informal Partnering should be used.

NOTE: Refer to Naval Facilities Engineering Command (NAVFAC) Business Management System (BMS) B-1.6.3, Construction Partnering.   


NOTE: The two Partnering Levels are:

1.  Formal: Recommended for use on high risk, high visibility, compressed duration, technical complexity, or stand alone contracts over approximately $15M. Facilitated by a consultant paid for by Contractor. Contractor includes costs for facilitator, room rental and incidental items in bid. Participants pay own costs for meals, lodging and transportation. Partnering "re-groups" held as agreed in charter.

Exceptions: when DB Contractor, Government and Supported Commands are already familiar with each other from recent contracts, consider using Informal Partnering.

2.  Informal: Recommended for use on contracts less than $15M, without; high risk, high visibility, compressed performance period, or technically complex characteristics. Informal Partnering is led by FEAD/ROICC personnel at DB Post Award Kickoff (PAK).

Exceptions: when new Supported Commands, new Contractor, first time use of new contract vehicle or other unique contract requirements consider upgrade to Formal Partnering to lessen risk.


NOTE:  Partnering is required for all Air Force projects.

To most effectively accomplish this contract, the Government requires the formation of a cohesive partnership within the Project Team whose members are from the Government, Contractor and its Subcontractors.  Key Personnel from the Supported Command, End User (who will occupy the facility), NAVFAC (Echelon III and/or IV), Navy Region/Installation, Contractor and Subcontractors and the Designer of Record will be invited to participate in the Partnering process.  The Partnership will draw on the strength of each organization in an effort to achieve a project without any safety mishaps, conforming to the Contract, within budget and on schedule.

Information on the Partnering Process and a list of Key and Optional personnel who should attend the Partnering meeting are available from the Contracting Officer. 

[FORMAL PARTNERING:  The Contractor shall host the Partnering sessions with Key personnel of the Project Team, including Contractor's personnel and Government personnel. The Contractor shall pay all costs associated with the Partnering effort including the Facilitator, meeting room and other incidental items.

Before a Partnering session, the contractor shall coordinate with the Facilitator all requirements for incidental items (audio-visual equipment, easels, flipchart paper, colored markers, note paper, pens/pencils, colored flash cards, etc.) and have these items available at the Partnering session. The contractor will copy documents for distribution to all attendees. The participants shall bear their own costs for meals, lodging and transportation associated with Partnering.

The Facilitator shall be experienced in conducting Partnering Workshops and acceptable to both the Government and Contractor.  The Facilitator is responsible for leading the team in a timely manner and making sure that issues are identified and resolved.  A list of Partnering Facilitators is available from the Contracting Officer.

  1. The Initial Partnering Session shall be a duration of [one][____] day minimum.  It shall be located at a place off the construction site as agreed to by the Contracting Officer and the Contractor.  It may take place concurrently with the Pre Construction Meeting.
  2. The Follow-on Partnering Session(s) generally lasts a half day or less.  They will be scheduled at 3 to six month intervals or when needed.  Participants are encouraged to utilize electronic means to expedite meetings. Meetings may be held at a location off Base, at the project site, or in a Government Facility on Base. Follow-on meetings may be held concurrently with other scheduled meetings. Attendees need only be those required to resolve current issues. The same Facilitator used in the Initial Partnering session is recommended to achieve best results and for continuity.

][INFORMAL PARTNERING:  The Contracting Officer shall organize the Partnering Sessions with key personnel of the project team, including Contractor's personnel and Government personnel

The Initial Informal Partnering session should be a part of the DB Post Award Kickoff (PAK) . Partnering sessions should be held at a location agreed to by the Contracting Officer and the Contractor (typically a conference room provided by the PWD FEAD/ROICC office or the Contractor).

The Initial Informal Partnering Session will be conducted and facilitated using electronic media (a video and accompanying forms) provided by Contracting Officer. 

The Partners will determine the frequency of the follow-on sessions.]

1.3.6.1 Performance Assessment Plan (PAP)

The Performance Assessment Plan (PAP) shall be used to document design innovation and budget management, provide performance feedback to the Contractor, and as a basis for interim and final evaluations in the Construction Contractor Appraisal System (CCASS) on-line database.

It is the intent of the Government to establish the PAP based on tangible, measurable indicators of outstanding contractor performance, and on commitments made in the Contractor's proposal.  The initial PAP may be found on the NAVFAC Design-Build Request for Proposal Website in RFP PART 6 Attachments. Review and finalize the initial PAP during the Partnering Session.  During the initial Partnering Session, the Government, the Contractor, the Designer-of-Record, and the Client will establish the PAP.  Following the establishment of the PAP, the Contractor will present it, with his input, for update and discussion at projects meetings which discuss project performance. Submit an updated PAP on a monthly basis with the invoice for that period as a minimum.

1.3.7 Project Schedule

Provide in accordance with Section 01 32 17.05 20 NETWORK ANALYSIS SCHEDULRES (NAS) FOR DESIGN-BUILD.

1.4 DESIGN QUALITY ASSURANCE MEETINGS

After Government Quality Assurance (QA) of each Design Submittal has been completed, meet with the Government for a one-day conference to discuss review comments for the specific design submittal.

Provide consolidated copies of all Government comments with annotations of Contractor's action beside them.  Notify the Contracting Officer in writing within five (5) days after receipt of Government's comments if the Contractor disagrees with comments technically or interprets comments to exceed the requirements of the contract.

1.4.1 Design QA Meeting Attendees

The following Contractor key personnel shall attend the design QA meetings:  Project Manager, QC Manager, Commissioning Authority, and Contractor's Design Staff (architect and engineering disciplines related to topics to be discussed).

1.4.2 Design QA Meeting Location

Meetings shall be located at the office of the Contracting Officer's QA Team or may be conducted at other locations or by other electronic means if mutually acceptable to all parties.

1.4.3 Minimum Design QA Meeting Agenda

Address all Government comments that are unresolved and present clarification or supporting information requested by the Contracting Officer's QA team during the previous meeting.

1.5 PRECONSTRUCTION MEETING

Meet with the Contracting Officer to discuss construction items of concern to the Government and the Contractor such as outages, storage, trailer location, disposal of construction debris, and safety, at a location to be determined by the Contracting Officer.  The Preconstruction meeting may take place with the PAK meeting or at any time prior to mobilization and before any construction work begins.

1.6 RECURRING MEETINGS

1.6.1 Quality Control and Production Meetings

Quality Control and Production Meetings in accordance with Section 01 45 00.05 20 DESIGN AND CONSTRUCTION QUALITY CONTROL.

1.6.2 Safety Meetings

Safety Meetings in accordance with Section 01 35 26.05 20 GOVERNMENT SAFTETY REQUIREMENTS FOR DESIGN-BUILD.

1.6.3 eOMSI Meetings

Refer to Section 01 78 24.00 20 FACILITY ELECTRONIC OPERATIONS AND MAINTENANCE INFORMATION for requirements.

1.7 FACILITY TURNOVER PLANNING MEETINGS

Key personnel will meet to identify strategies to ensure the project is carried to expeditious closure and turnover to the Client. Start the turnover process at the PAK Meeting and convene the Facility Turnover Meetings once the project has reached approximately 75% completion or three to six months prior to Beneficial Occupancy Date (BOD), whichever comes first. The Contracting Officer's Representative will lead the meetings and guide the discussions based on an agenda provided by the Government. The Facility Turnover effort shall include the following:

  1. PAK Meeting -

    1.  Contracting Officer's Technical Representative (COTR) will provide the NRZ Checklist and the Contractor, Client, and NAVFAC Representatives will compare Contractor's schedule to NRZ Checklist to ensure all Contractor Checklist Items are included in the schedule and to discuss the scheduling impact of Client and NAVFAC Checklist Items.

    2.  Discuss the requirements of creating the Draft and finalizing the Interim DD Form 1354 to provide asset management records to the Government.  Refer to Section 01 33 10.05 20 DESIGN SUBMITTAL REQUIREMENTS for requirements.
  2. Facility Turnover Meetings -

    1.  Fill in the NRZ Checklist including Contractor, Client,and NAVFAC Checklist Items and assigned a person responsible for each item and a due date. The Contracting Officer's Representative will facilitate the assignment of  responsibilities and fill out the NRZ Checklist.

    2.  Review the Contractor's updated schedule. The Contractor shall develop a POAM for the completion of all Contractor, Client, and NAVFAC Checklist items.

    3.  Confirm that all NRZ Checklist items will be completed on time for the scheduled Facility Turnover.

  4. The Contractor shall lead a discussion of the Final eOMSI submittal.  Assign responsibility and schedule for the  provision of all information necessary to complete the eOMSI Spreadsheet Workbook for facility turnover. 

  5. Schedule and coordinate the facility training of Government maintenance personnel.

1.7.1 Facility Turnover Meeting Attendees

The following key personnel shall attend the Facility Turnover Meetings:  Contractor QC Manager, Design Quality Control Manager, Superintendent, Major Subcontractors, Designer-of-Record, Contracting Officer's Representative, Project Sponsor, Representative(s) of NAVFAC, the Facility Owner/ Real Property Accounting Officer, Public Works Facility Maintenance Specialist, and the Client.

PART 2 PRODUCTS

Not Used.

PART 3 EXECUTION

Not Used.

-- End of Section --

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