NAVFAC Design-Build Model Request for Proposal - Test

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 paragraph is included only when the Concept Design Workshop (CDW) is required and specified. Detailed requirements for the workshop are specified below and at the end of this section in Appendix 01 31 19.05 20-1

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

NOTE:  Choose either Design Presentation or Concept Design Workshop (CDW) paragraphs below.  Delete Appendix-01 if not using CDW.

[Design Presentation Concept Site and Floor Plans; G]

[CDW Facilitator Experience Resume; G]

[CDW Preliminary Concept Design; G]

[CDW Basis of Design with Cost Estimate; G]

[CDW Concept Design 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 meeting or multiple meetings.

1.3.1 PAK Meeting Schedule and Location

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

Within 21 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:

a.  Integrate the Contractor and all client representatives into the project team.

b.  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.

c.  Establish and explain policies and procedures for completion of a successful project.

d.  Establish clear lines of communication and points of contact for Government and Contractor team members.

e.  Obtain an acceptable conceptual design including floor and site plans, signed by the client, Contractor and other key team members.

f.  Establish project design schedule, design submittal packaging, and preliminary construction schedule in accordance with UFGS Section 01 32 17.05 20, Network Analysis Schedule (NAS) for Design-Build. Discuss design milestones and events that will should be included in the Quality Control Communication Plan.

g.  Establish clear expectations for facility turnover.

h.  Establish procedure for design packages reviews, Contractor’s resolution to comments, and Government's role in review of packages.

NOTE:  Choose Concept Design Workshop, if used on the project.

[i.  Establish clear expectations for the Concept Design Workshop.

] 1.3.3 PAK Meeting Contractor Attendees

NOTE:  For projects not within the scope of the LEED Rating System, a Commissioning Authority is not required.  If a Commissioning Authority is used, delete the first bracketed option.  If a Commissioning Authority is not used, delete the second bracketed option.

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] DQC Manager[ and the Commissioning Authority (CA)].  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 Design Presentation/Development

NOTE:  Choose either Design Presentation or Concept Design Workshop (CDW) paragraph.  Delete Appendix if not using CDW.

The Contractor shall lead discussions to develop an understanding of the accepted technical proposal and conduct working sessions to further develop the approved conceptual site, floor plans, and building elevation. The Contractor shall anticipate that Users represented at the Design Presentation will provide additional functional information. At the end of the Design Presentation the Contractor shall provide either assurance that the updated design can be built with-in the budget or identify potential cost modification items and establish a follow-on Design Presentation Meeting to finalize a design that will include trade-offs to bring the project within the budget.

1.3.5.1  Design Presentation/Development Contractor Meetings Attendees

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

][1.3.5   Concept Design Workshop (CDW)

NOTE:  Define specific project requirements in Appendix-01 at end of this section.  Edit to suite Project.

Provide as specified in Appendix 01 31 19.05 20-1, CONCEPT DESIGN WORKSHOP.

1.3.5.1  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:  Refer to NAVFAC Instruction 11013.40A for information on the NAVFAC Partnering Policy.

NOTE:  Provide some level of partnering on Design-Build contracts.  Coordinate with the PM/DM and CM to determine whether Level A, B, or C Partnering should be used.  Generally; Level "A" should be used for projects with one or more of these characteristics - high risk, high visibility, compressed performance period, technically complex, over $5M; Level "B" should be used for projects with average risk and visibility, non-compressed schedule, and a value between $3M and $5M; Level "C" should be used for projects with a value less than $3M, such as small delivery orders, task orders, job orders, BPAs, and other small contracts.

NOTE:  Partnering is required for all Air Force projects.

[LEVEL A PARTNERING:  The Contractor shall conduct partnering sessions with key personnel of the project team, including Contractor's personnel and government personnel. The partnership will draw on the strength of each organization in an effort to achieve a quality project done right the first time, within budget, on schedule, and without any safety mishaps.

To most effectively accomplish this contract, the Government requires the formation of a cohesive partnership with the Contractor and its subcontractors.  Key personnel, including the client who will occupy the facility, principal individuals from NAVFAC (Echelon III and/or IV), PWD FEAD, PM&E Branch, Construction Manager (CM)/ Resident Officer in Charge of Construction (ROICC), the project sponsor, and representative(s) of the facility owner will be invited to participate in the partnering process.  Key members of the prime and subcontractors teams, including senior management, must participate.

The Contractor shall pay all costs associated with the partnering effort including facilitator, meeting room and other incidental items.  Before the partnering session, the contractor shall coordinate with the facilitator requirements for incidental items (audio-visual equipment, two 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.

1. The Initial Partnering Session shall be a duration of [one][____] day minimum Located at a place off base as agreed to by the partners.  May take place concurrently with the PAK Meeting with Contractor's Participants to include those listed in paragraph "PAK Meeting Attendees". The Contractor shall provide a Facilitator who is experienced in conducting Partnering Workshops.  The Facilitator is responsible for leading the team in a timely manner and making sure that issues are identified and resolved.  The Facilitator shall be acceptable to the CM/ROICC.
2. The Follow on Partnering Session(s) generally lasts a half day or less and is 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. Schedule quarterly meetings and may be held concurrently with other scheduled meetings, such as QC meetings. Participants may be only those required to resolve current issues. No facilitator required unless desired by the partners.

][LEVEL B PARTNERING:  The Contractor shall conduct partnering sessions with key personnel of the project team, including Contractor's personnel and government personnel. The partnership will draw on the strength of each organization in an effort to achieve a quality project done right the first time, within budget, on schedule, and without any safety mishaps.

To most effectively accomplish this contract, the Government requires the formation of a cohesive partnership with the Contractor and its subcontractors.  Key personnel, including the client who will occupy the facility, principal individuals from NAVFAC (Echelon III and/or IV), PWD FEAD, PM&E Branch, Construction Manager (CM)/ Resident Officer in Charge of Construction (ROICC), the project sponsor, and representative(s) of the facility owner will be invited to participate in the partnering process.  Key members of the prime and subcontractors teams, including senior management, must participate.

The Contractor shall pay all costs associated with the partnering effort including facilitator, meeting room and other incidental items.  Before the partnering session, the contractor shall coordinate with the facilitator requirements for incidental items (audio-visual equipment, two 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.

1. The Initial Partnering Session shall be a duration of [one][____] day minimum Located at a place off base as agreed to by the partners.  May take place concurrently with the PAK Meeting and must include Contractor's Participants listed in paragraph "PAK Meeting Attendees". A Government In-house facilitator (a trained facilitator from NAVFAC Atlantic, NAVFAC Pacific, a Facilities Engineering Command (FEC), another ROICC office or another Government agency) will facilitate the partnering sessions.  The Contractor is the lead for resolving issues that cannot be finalized during the meeting.
2. The Follow on Partnering Session(s) generally lasts a half day or less and is 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. Schedule quarterly meetings and may be held concurrently with other scheduled meetings, such as QC meetings. Participants may be only those required to resolve current issues. No facilitator required unless desired by the partners.

][LEVEL C PARTNERING:  To most effectively accomplish this contract, the Government requires the formation of a cohesive partnership with the Contractor and its subcontractors.  The partnership will draw on the strength of each organization in an effort to achieve a quality project done right the first time, within budget, on schedule, and without any safety mishaps.

This level of partnering discusses partnering concepts and benefits and should become a part of the preconstruction conference.  The senior ROICC and senior Contractor persons present will jointly host the partnering sessions.  The partners will determine the frequency of the follow-on sessions.  Partnering sessions should be held at or near the location of the ROICC office.

] 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 finalized 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 SCHEDULES (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 in accordance with UFGS Section 01 45 00.05 20, Design and Construction Quality Control.

1.6.2

Safety Meetings in accordance with UFGS Section 01 35 29.05 20, Safety and Occupational Health Requirements for Design-Build.

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 - 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. 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.

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, and the Client.

PART 2 PRODUCTS

Not Used.

PART 3 EXECUTION

Not Used.

Appendix 01 31 06-1 CONCEPT DESIGN WORKSHOP(CDW)

Provide the following information:

1. CDW Facilitator Experience Resume
2. CDW Preliminary Concept Design
3. CDW Basis of Design with Cost Estimate
4. CDW Concept Design Report

1. General

1.1 Methodology.  A Concept Design Workshop will be conducted 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.

1.2 Facilitator.  The Contractor will provide a Facilitator who is experienced in conducting Concept Design Workshops. 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.

1.3 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.

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

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

2.  Procedure

2.1 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
   Concept Design Workshop, 15 copies of a 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 Concept Design Workshop to review preparations, relationships, and the status of work to be accomplished.

2.2  On-Site Workshop.  The Design Team shall accomplish the following items during the on-site phase of the Concept Design Workshop. (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 Concept Design Workshop 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:
   
   (1)  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.
   
   (2)  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.
   
   (3)  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.
   
   (4)  Mechanical Plans: Provide plans as necessary to show the essential work and intent of the design.  Suggestions include equipment layouts, zones, etc.
   
   (5)  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.
   
   (6)  Cost Estimate: Provide a statement that the concept presented can be constructed within the award amount.
   
   (7)  Basis of Design: Describe, in layman's terms, the intent of the design by discipline.  Address material quality, energy efficiency and life cycle costs.
   
   (8)  Sustainable Design: Demonstrate ability to achieve LEED self-certification.
   
   (9)  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:
   
   (1)  Endorsements: Include a copy of the signature/endorsement sheet.
   
   (2)  Comments: Include comments and resolutions concerning the final concept design.
   
   (3)  Executive Summary: Summarize the workshop, including how the various concepts differed and were improved during the workshop.
   
   (4)  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.
   
   (5)  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.
   
   (6)  Environmental Summary:  Provide a summary of environmental issues, listing completed actions and items requiring further coordination, waivers or permits.
   
   (7)  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.

2.3   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.

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