NAVFAC Introduction to Design-Build (DB) Training Module Script

Slide 1

Welcome to the Introduction to Design-Build Training Module. This is the first module within the NAVFAC Design-Build (DB) Training Series. The Design-Build training series consists of training modules that provide an understanding of the latest NAVFAC Design-Build policies and processes and an explanation of the tools and documents available to help our Design-Build Teams accomplish their jobs.

Slide 2

This course is approximately 50 minutes long.

There are Knowledge Checks throughout the course to test your comprehension.

Each page of this course contains a navigation bar across the bottom.

The course will not move to the next page automatically – Use these buttons to move within the course.

Click the play or pause button to play or pause the course.

Click the back button to review the previous page

Click the forward button to go to the next page

Click and drag the progress indicator to move the course forward or backward

Click the audio button to turn the audio on or off

Click the exit button to close the course window

Click the arrows at the top left corner to open or close the table of contents.

Slide 3

The 5 training modules included in this training series are as follows:

· Introduction to Design-Build

· Standard Request for Proposal (RFP) Template

· Design-Build Processes

· Small Project Template and

· D-B Master Management Training for Criteria Managers

In addition, the NAVFAC Construction Manager training series provides the information to effectively manage NAVFAC Construction Contracts. These modules are accessed through Total Workforce Management System (TWMS).

The Design-Build Modules in that series are:

· NAVFAC CI Design-Build Post Award Process and

· NAVFAC CI Post Award Kickoff Meeting or PAK

Slide 4

These are the topics and learning objectives for this training module.

· Understand the History of NAVFAC Design-Build

· Learn the Benefits of Design-Build and When to Use it

· Get familiar with the NAVFAC Business Management System, or BMS

· Know the different NAVFAC Design-Build Processes

· Understand NAVFAC Personnel Roles and Responsibilities

· Learn the Structure and Formatting of the NAVFAC Design-Build RFP documents

· Know the Post-Award Processes in Design-Build, and

· Understand how to Locate and Navigate the NAVFAC Design-Build Master RFP Website

Slide 5

NAVFAC has been successfully utilizing Design-Build since the late 1980s. During the late ‘80’s and through the ‘90’s the Design-Build approach was not being administered consistently throughout NAVFAC.

In 2001 NAVFAC developed a single Design-Build format which is affectionately known as the NAVFAC Design-Build Master RFP.

In 2003, NAVFAC started using the design-build website. This website became the primary source for obtaining NAVFAC design-build documents. At that time there was an RFP template for MILCON new construction projects, as well as a small project template.

The site allowed for publishing one way of accomplishing design-build for all of NAVFAC resulting in a standardized template and process.

In 2009, the original RFP documents were converted to what we now term the “Standard Template”, and nine facility-type Model RFP’s were created from the Standard Template. The Small Project Template was maintained as one of the three components of the NAVFAC Design-Build Master RFP collection of documents; to clarify, in 2009 the term “NAVFAC Design-Build Master RFP” began to be used as an overall term for the 3 components of the NAVFAC Design-Build documents, these being the Standard Template, the collection of Facility-type Model RFP’s, and the Small Project Template. At this same time NAVFAC began using a document maintenance website to maintain all of these Design-Build RFP documents.

Slide 6

When NAVFAC’s Design-Build Master RFP documents were initially released, each NAVFAC component started using the Master with their own unique processes. Although these processes each had their associated benefits, the fact that there were so many ways to execute Design-Build was creating a wide variety of expectations among the NAVFAC staff, the Supported Commands and the Architects, Engineers and Contractors who were trying to do a good job.

This lack of consistency was having an effect opposite to what NAVFAC was trying to achieve, and, frankly, the clients, architects, engineers and contractors were getting confused by the lack of consistency and mixed messages.

In 2004, the Design-Build Working Group was formed within NAVFAC to develop corporate policy and processes relative to the execution of Design-Build across the corporation. The team analyzed all approaches to DB and identified best practices. The team also developed corporate processes and detailed those processes in the BMS.

The Working Group remains actively involved in the improvement of the NAVFAC Design-Build Master RFP’s, the DB Training Program and Policy Implementation.

Slide 7

Some of the primary potential benefits that can be achieved through the Design-Build delivery method include:

· Having a more collaborative team, including the designer and constructor being part of the same team as well as the NAVFAC staff working collaboratively as part of the overall project team

· A Design-Build approach typically specifies the required performance of many features without being prescriptive. This encourages the Design-Build Contractors to be innovative, and they often bring innovative solutions to the table that are creative and utilize the latest industry approaches.

· The Design-Build Team is procured under a single contract which is a great benefit to NAVFAC, and also places a single source of responsibility on the Design-Build Contractor from design through construction closeout

· One inherent benefit to Design-Build is the time savings in overall project delivery; however, it is important to point out that NAVFAC has not always achieved a time savings from Design-Build. One area for time savings is in allocating funds; with Design-Build, the entire project funds for design and construction can be allocated at an earlier point in time, as opposed to Design-Bid-Build when a full design must be completed before the project is released for bids to allocate the construction funds.

· Design-Build generally reduces the administrative burden on the Government. The Designer of Record and the Contractor’s Design QC Manager serve many of the review and approval roles that NAVFAC performs on Design-Bid-Build projects. Also, Design-Build Contracts have been shown to generate less RFI’s for the Government when compared to Design-Bid-Build projects.

· Lastly, data shows that Design-Build projects have a lower rate of construction phase claims. This is largely due to the designer and contractor being part of the same team and are thus able to resolve many issues in working together.

Slide 8

Not all projects are appropriate for Design-Build project delivery. The selection between Design-Build and Design-Bid-Build is to be made based on what is the right acquisition strategy for the specific project. Each of NAVFAC’s Facilities Engineering Commands, or FEC’s, have a strategy for acquisition of projects; the decision on a project’s delivery method is made during planning and the DD1391 funding document development phase. This list includes the types of projects that are generally good candidates for Design-Build. These include:

· Projects with a well-developed scope of work or project program; in other words, a Design-Build RFP must be able to clearly define the required project features for the Design-Build project to be successful

· Standard facility types such as barracks and dining halls

· Many new construction projects

· As well as simple renovations where the existing conditions are known and have been assessed

· Lastly, sometimes Design-Build must be selected when it is necessary to obligate the funds

Slide 9

Projects that are more appropriate for a Design-Bid-Build project delivery approach include:

· Complex or unique projects

· Renovations where the existing conditions are not defined

· Historic preservation projects

· Highly technical facilities such as laboratories or hospitals

· And when the user wants a prescriptive design, these projects are more appropriate for design-bid-build

Slide 10

One of the BIGGEST advantages of Design-Build is the Design-Build team and its’ relationship. In Design-Build processes, all participants, including the Design-Build Contractor and his Designer of Record, sit with NAVFAC at the same table as fully functioning and participating members of the Design-Build Project Team. The relationship among all these parties is collaborative to enhance problem-solving, and partnering among all parties is continuous throughout the project delivery process.

The operational model should be shaped like the “round table” shown here, where all parties are able to participate in the project delivery process. In this graphic all parties within the Design-Build team are shown – the Contractor-related parties are outlined in green, the NAVFAC parties are indicated in blue, and the customer or end user parties are outlined in red.

Slide 11

Now let’s look at the make-up of the NAVFAC project team on a Design-Build project. The project team includes the Project Manager, Design Manager, Construction Manager, Contract Specialist, Project Technical Team, Engineering Technicians, and others as appropriate. The Project Technical Team is comprised of NAVFAC engineers and architects (from all disciplines) who provide technical support for the project. Good communication and cooperation within these NAVFAC project team members, as well as between these team members and the Design-Build Contractor, throughout the lifecycle of the project is critical to project success.

Slide 12 – Check last bullet in slide and that it’s covered in the script

You can find the steps to ensure successful project delivery and much more in NAVFAC’s Business Management System, or “BMS”. Most of you know that BMS is a system that outlines NAVFAC’s business processes and describes the work performed to deliver NAVFAC products and services. It includes associated resources and identifies roles and responsibilities for NAVFAC personnel.

· The BMS system is web-based and is accessible through the NAVFAC portal. These processes are not accessible to non-NAVFAC personnel.

· The BMS processes are designed to be continually updated so they should be reviewed regularly to determine if any processes have been updated.

Slide 13

The BMS is accessed through the NAVFAC Portal Intranet. Unlike the NAVFAC Design-Build Master RFP that is housed on the public Whole Building Design Guide website, BMS is internal and not accessible to the public. The Capital Improvement Section of BMS addresses several processes. B1 section of the BMS, titled “Design and Construction”, includes both Design-Bid-Build and Design-Build processes. Note that Capital Improvements has a specific page link.

The Acquisition Section of BMS that addresses the planning, award and administration of design and construction contracts is in BMS Section S-17.

Slide 14

This list shows the sections of the BMS that cover the Design-Build processes. These sections cover NAVFAC personnel’s roles and responsibilities for successful delivery of a Design-Build project, based on each procurement method.

Under B-1.4 you would see these processes:

· B-1.4.1 covers Standard Design-Build with In-House RFP Development

· B-1.4.2 covers Standard Design-Build with A/E RFP Development

· B-1.4.3 outlines Multiple Award Construction Contract, or MACC Design-Build (for task orders)

· B-1.4.4 covers processes for Single-Source Negotiated Scope, and

· B-1.4.5 outlines the Small Project Design-Build Decision Process

Slide 15

Here is an example of the detail in BMS:

· BMS outlines the role and responsibility of a NAVFAC team member,

· For each NAVFAC team member it describes the effort needed and how they should do the work,

· The BMS conveniently provides links to resource documents and forms needed to complete the various tasks within the process steps.

· Some of these links provide cross-functional knowledge, such as to related BMS processes covering financial management and acquisition processes that are specific to Design-Build.

Slide 16

BMS also includes a matrix presentation of the roles and responsibilities of NAVFAC personnel in these processes. NAVFAC personnel, in their project roles as Project Manager, Design Manager, Construction Manager or Engineering Technicians may be shown as “Leading” a task, indicated with an “L”; “Supporting” a Task, indicated with an “S”, or providing “Input”, which is indicated with an “I”.

As seen in the matrix here, the project team includes the PM, CM, Contract Specialist (CS), DM, Project Technical Team, Supported Command, and others as appropriate. The Roles and Responsibilities (R&R) Matrix is provided as a companion to assist in the project delivery process. It should not be used independently of the fully developed processes as outlined in the BMS’s.

These processes and associated roles and responsibilities have been developed to ensure successful project delivery and all NAVFAC personnel should be familiar with their expected responsibilities for each process in the Design-Build project approach.

Slide 17

This slide shows the general roles of NAVFAC personnel in the Design-Build project delivery process.

· The Project Manager is the one with overall responsibility for management of the project all the way through closeout, although for some of the project sub-tasks one of the other NAVFAC team positions takes the “Lead” role in support of the PM.

· The Design Manager, or DM, manages development of the RFP, whether through an in-house team or by an A/E Contract. The DM also coordinates or leads the review effort of the Design-Build Contractor Team’s design.

· The Construction Manager, or CM, shifts into the “Lead” role in support of the PM beginning at contract award through project close-out.

Good communication and cooperation between the PM, DM, CM, and all project team members throughout the lifecycle of the project is critical to a Design-Build project’s success.

Slide 18

Let’s answer a couple of questions on the material we’ve learned so far…

Slide 19

Knowledge Check

Slide 20

No notes/script attached to slide

Slide 21

These are the 6 Parts that make-up the NAVFAC Design Build RFP Package. Part 1 “Proposal Forms & Documents”, Part 2 “General Requirements”, Part 3 “Project Program”,Part 4 “Performance Technical Specifications (PTS)”, Part 5 “Prescriptive Specifications, and Part 6 “Attachments”. Part 1 is prepared by the Contract Specialist using the SPS system and Parts 2-6 are prepared by the Technical Team.

Slide 22

All NAVFAC Design-Build RFPs are made up of 6 parts

· Part 1 is the “Contracting Requirements”, which includes the Proposal Forms and other submittal documents which are prepared by the Contracting Officer.

· Part 2 is the “General Requirements”, which is where you will find the “Division 1” documents that address the administrative, safety, design and construction process, and project closeout instructions for the project.

· Part 3 is termed as the “Project Program”, which is the functional information that says, “This is what the Navy wants to receive when the project is completed.” It doesn’t tell the DB Contractor “how” to get there, … , just what is required to be provided to the end user.

· Part 4 includes Performance Technical Specifications which describe the quality level and the standards that must be followed in order to achieve the quality level required.

· Part 5 is where any necessary Prescriptive Specifications should be included in the RFP. This section should be utilized sparingly and judiciously so that the exact solution is not dictated, except where it is deemed appropriate due to the specific “Navy” or “Marine Corps” requirements which may not be typically designed or constructed off Naval or Marine Corps Activities. Unedited versions of these documents are found on the UFGS page of the Whole Building Design Guide website.

· Part 6 is where you put the related information that supports the project, such as surveys, studies, soils reports, environmental documentation, as-builts, etc. Care must be taken to ensure that Part 6 is not used as a place to put information which cannot be included in Parts 3, 4 or 5, but would make the RFP more prescriptive. Using Part 6 for this latter purpose circumvents the entire reason for having 6 Parts and is counterproductive to the DB Process.

Slide 23

The NAVFAC Design-Build Master RFP is the full collection of RFP documents created by NAVFAC for Design-Build projects.

The NAVFAC Design-Build Master RFP consists of 3 primary components to choose from, including the Standard RFP Template, the 9 Model RFP’s and the Small Project Template:

· The Standard Template is a complete RFP that is not customized for any specific building type.

· There are also 9 Model RFP’s – These are customized documents that are to be utilized for nine common building types.

· The Small Project Template is generally appropriate for small and less complex projects, and the website has resources for determining if the Small Project Template is appropriate for your project. There is also a separate training module that covers the Small Project Template in detail, as far as which projects it is appropriate for, as well as the differences in the Small Project Template and the Standard RFP Template.

Slide 24

As mentioned previously, there are Model RFP Templates – These are documents that have been customized to be used for nine common building types. These building types are:

· Armories

· Child Development Centers

· Dining Facilities

· Entry Control Facilities

· Fire Stations

· Fitness Centers

· Hangars

· Marine Corps BEQ’s

· Market Style BEQ’s

These Model RFP templates have been customized to include features that are common to these repetitive facility types. Using these templates for any of these project types should help to save time and effort in developing the RFP documents.

Slide 25

The main Design-Build Documents are the UFC, the UFGS, the ESR, and the PTS.

UFC stands for Unified Facilities Criteria. These documents provide design requirements to architects and engineers and apply to both Design-Build and Design-Bid-Build projects.

· The majority of the UFC’s are unified criteria that apply to all DOD Components.

· These UFCs are resident on the UFC Webpage of the Whole Building Design Guide Website.

UFGS stands for Unified Facilities Guide Specifications.

· Most of you recognize this acronym – these are the Prescriptive Guide Specifications that have been used for years in Design-Bid-Build.

· UFGS’s are utilized in Part 5 of the RFP in areas where prescriptive information is needed. Also, the Design-Build Contractor is required to edit and submit UFGS’s to show the intention for materials and systems to be used in the project.

· The UFGS sections are located on the Whole Building Design Guide Website. It is important to note that the Division 01 sections for Design-Build that are included in Part 2 of a Design-Build RFP are located on the NAVFAC DB Master RFP website.

ESR stands for Engineering System Requirements.

· ESR’s identify the Engineering Choices in the Basis of Design Information; another way to look at the ESR is that they outline the scope parameters for the project

· The ESRs are part of the Project Program in Part 3 of the RFP

· The ESR sections are located on the NAVFAC DB Master RFP website

PTS stands for Performance Technical Specifications.

· The PTS outline the Quality and Performance of the Materials and Systems

· These PTS requirements set a minimum standard for the materials and systems. So you make your engineering material and systems choice in the ESRs and describe the minimum quality requirements of those materials and systems in the PTS.

· In most cases the PTS sections are a blending of performance and prescriptive requirements.

· The PTS’s are included in Part 4 of the RFP, and are located on the NAVFAC DB Master RFP website for download

Slide 26

Let’s look at a comparison of the information included in design-bid-build documents vs. a Design-Build RFP. In Design-Bid-Build there is a separate contract to develop the design and the construction documents. In this case, the designer looks at all the Owners requirements and the Codes, Standards, and UFCs and converts these requirements into contract documents. Therefore, in Design-Bid-Build the contract documents only control the BUILD portion of the contract.

However, in Design-Build more than just the BUILD is controlled, both the DESIGN and the BUILD are controlled.

Now giving the contractor design requirements is just as important as giving him materials and systems requirements

In Design-Build many times a design is not included in the RFP, so the RFP must give the contractor all of the Owner’s requirements, Codes, Standards, and UFCs that HIS design must comply with. The major tool for defining design requirements is the UFC. There are several different types of UFCs, they are:

· Policy

· Discipline Specific

· Facility Specific

· Multi-Discipline, and

· Procedural

One of the main takeaways here is that in Design-Bid-Build the UFC criteria requirements are built into the design; whereas, in Design-Build the RFP references the UFC’s and these criteria requirements must be built into the DB Contractor’s design post-award. Let’s expand the design requirements portion of this slide to discuss these UFCs more.

Slide 27

The major tool for defining design requirements is the UFC. There are several different types of UFCs, they are:

 

· Policy

· Discipline Specific

· Facility Specific

· Multi-Discipline, and

· Procedural

 

One of the main takeaways here is that in Design-Bid-Build the UFC criteria requirements are built into the design; whereas, in Design-Build the RFP references the UFC’s and these criteria requirements must be built into the DB Contractor’s design post-award. Let’s expand the design requirements portion of this slide to discuss these UFCs more.

Slide 28

This slide exhibits an example of the design requirements that are involved in a simple parking lot design. Please note the number of UFCs that may be used to develop the design for a Design-Build project. You can see from the types of information these UFCs provide, They are all important!

The foundational UFC is the 1-200-01 which employs the International Building Code (IBC). THIS UFC MUST BE REFERENCED ON EVERY PROJECT. The other UFCs affect the design decisions and establish NAVFAC common practice.

The Navy-specific Design Procedure FC 1-300-09N provides design document requirements and also centralizes the design submittal requirements.

Slide 29

As mentioned earlier, the Small Project Process and RFP Template is not appropriate for all projects. This table shows the Decision Guidance for use of the Small Project Design-Build Process (SPDB). Definitions of the Categories of Work (the first column heading) are contained within Engineering & Construction Bulletin (ECB) 2018-04. and the NAVFAC Business Management System section B-1.4.5.

Category II projects are typically suitable for use of Small Project Design-Build and these include Single-design discipline projects such as roof replacements, HVAC replacements, small pump houses, utility enclosures and other similar projects.

*It is important to note that Small Project Design-Build may be suitable for projects that exceed $4 Million, by exception, when the work is straight-forward, and single trade, such as roadwork and roofing.

The Small Project DB Process utilizes the Small Project Template which is a simplified RFP version. There is a separate training module dedicated to the characteristics and use of the Small Project RFP Template.

Slide 30

As mentioned earlier, FC 1-300-09N, is the Navy and Marine Corps procedural criteria document that covers design requirements for both Design-Build and Design-Bid-Build projects. Within Chapter 11 of this FC document, the processes for preparation of Design-Build RFP’s are covered. This Chapter also outlines the locations for Design-Build submittal requirements within an RFP as well as within UFC’s and UFGS’s.

Chapter 12 of this FC includes the requirements for electronic versions of any design deliverables. It is important to note that design deliverables must meet requirements of both this FC as well as RFP Part 2 Section 01 33 10.05 20, titled “Design Submittal Procedures”. Design deliverables must also include electronic signatures when issuing the Final deliverable.

Slide 31

Let’s answer a few more questions on the material we’ve learned so far…

Slide 32

Knowledge Check

Slide 33

This table shows the Post-award topics and the sub-sections of BMS section B-1.4.6 that cover these processes specifically for Design-Build. These sections cover NAVFAC personnel’s roles and responsibilities during the design phase, construction phase and all aspects for successful delivery of a Design-Build project.

Slide 34

This list shows the general roles of key NAVFAC personnel in the post-award phase. As you can see, the roles of the CM and the PM shift after the Contract award to the DB Contractor. While the PM is still the one with overall responsibility for the project all the way through closeout, at project award, the CM shifts into the “Lead” role in support of the PM. The post award design management is led by the Design Manager in support of the CM.

Good communication and cooperation between the PM, DM, CM, and all project team members throughout the lifecycle of the project is critical to a Design-Build project’s success. The BMS sub-sections within section B-1.4.6, as listed on the prior slide, cover these post-award processes in great detail.

Slide 35

Similar to the Roles and Responsibilities Matrix for Pre-Award Processes, the matrix for BMS B-1.4.6 covers the roles and responsibilities of NAVFAC personnel in the Post-award processes that are outlined.

As a reminder, these processes and associated roles and responsibilities have been developed to ensure successful project delivery and all NAVFAC personnel should be familiar with their expected responsibilities for each process in the Design-Build project approach.

Slide 36

Post Award Meetings are defined in RFP Part 2 Section 01 31 19.05 20. This section allows the construction and design meetings to be combined.

The first meeting is the Post Award Kick-off Meeting, called the “PAK”, which 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 scheduled meetings are required.

It is important to schedule a separate meeting or a separate day of the multi-day PAK, to accomplish the Design Presentation/Design Development Meeting or Concept Design Workshop (CDW). A sample PAK meeting agenda is available in BMS. After the PAK Meeting there are the Design QA Review and Preconstruction Meetings. The Contractor is to meet with the government after each Design Submittal.

Slide 37

No notes/script attached to slide.

Slide 38

The PAK meeting is the first meeting after award, and is led by the NAVFAC CM with assistance from the DM. If the project RFP allows fast-tracking on the project, then the PAK meeting will need to include agreeing upon the number of critical path (or fast track) design submittal packages while the PAK will also serve to obtain an acceptable concept design.

It is also important to establish the final project design schedule, design submittal packaging, preliminary construction schedule, and validate the project can be completed within the construction award amount; it is important to emphasize that the project RFP will specify the required design submittals, and this is not a decision that occurs at the PAK meeting. A final design schedule and preliminary construction schedule needs to be submitted prior to the PAK.

Slide 39

If all of the concept design is completed post award, there is the option for a “Concept Design Workshop” (CDW). This is similar to a FACD or Design Charrette pre-award. During the Concept Design Workshop, 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.”

It is important to note that the purpose or objective of the CDW is to validate the project requirements; it is not an opportunity to completely change the design submitted as part of the contractor’s proposal. The purpose of a CDW is to validate the design meets the program and design intent. The typical duration of a CDW is 4 to 5 days.

Slide 40

RFP Part 2 Section 01 32 17.05 20 defines the Schedules required for a NAVFAC Design-Build project. There are 2 schedules required, including a design baseline schedule and a construction baseline schedule.

The design baseline schedule should be developed before the PAK meeting and must be approved by the Government before payment for any design efforts are allowed. The design baseline includes detailed design activities and only a general summarized schedule for the construction phases of the project. If the project is being fast-tracked, the design baseline schedule should include fast-tracked design construction phases, including the proposed critical path design submittals within each phase of the project.

The construction baseline schedule is developed as the design progresses, with detailed construction activities. The schedule is then submitted after the design is accepted, and the schedule must be accepted by the Government prior to the start of construction. The construction schedule will include detailed procurement and construction activities. Separate procurement activities should be provided for critical items and long lead items. The RFP Part 2 Section provides additional details for the requirements of these 2 baseline schedules.

Slide 41

The design and construction quality control requirements for NAVFAC Design-Build projects are defined in RFP Part 2 Section 01 45 00.05 20, titled “Design and Construction Quality Control”.

This Part 2 section identifies the Design Quality Control Manager as part of the QC Organization. The Design Quality Control Manager must be employed by the Designer of Record and is subordinate to the overall QC Manager.

To serve in this role, the DQC Manager must complete the Corps’ of Engineers’ course on “Construction Quality Management for Contractors”.

The DQCM prepares weekly Design Quality Control reports and must ensure that the design is in compliance with the RFP. Also, the DQCM validates and coordinates testing and Government training requirements for systems identified in the OMSI manual.

Slide 42

RFP Part 2 Section 01 45 00.05 20 also defines the requirements of the Design and Construction QC Plan. This QC plan includes:

· Communication plans for design and construction phases

· Procedures for ensuring the design documents comply with FC 1-300-09N

· Procedures for coordination and cross checking of all architecture and engineering discipline designs, and

· Identification of, and contact information for, all design and construction subcontractors

It is important to remember that no construction work is to proceed if it is deemed, through procedures followed in this QC plan, to be not in accordance with the accepted final design documents.

Slide 43

Design deliverables for a NAVFAC Design-Build project are spelled out in Part 2 Section 01 33 10.05 20, titled “Design Submittal Procedures” with references to FC 1-300-09N, Navy and Marine Corps Design Procedures.

The first design submittal, typically due 4 weeks after award, is the “Consolidated RFP”. This submittal consolidates the Contractor’s proposal with all RFP amendments and revisions that are contained in the contract award. The changes are annotated using “red-lining” or the “track changes” feature to highlight these pre-award modifications to the contract.

Documents developed include Basis of Design, Concept Design, Drawing submittal packages, and specifications. The RFP Part 2 will dictate what design submittals are required, and the FC document identifies what is required within each of these submittals, by discipline.

Slide 44

The BIM submittal requirements are defined in RFP Part 2 Section 01 33 10.05 20, titled “Design Submittal Procedures” and FC 1-300-09N. Building Information Modeling is required to be used on Design-Build projects when:

· The project is new construction with value greater than or equal to $1 Million, and

· Major renovation projects that exceed 50% of Plant Replacement Value or with project value greater than or equal to $3 Million.

The BIM submittal requirements include:

· A BIM Execution Plan

· Design Model

· Visual Review Report

· Clash Detection Report, and

· The Record Model

The RFP Part 2 Section and the FC document include detailed information for the requirements of these plans, reports and models.

Slide 45

Design submittal requirements and government review periods are specified in Part 2 under Section 01 33 10.05 20. This specification is tailored specifically for the project by the RFP Developer. The RFP developer specifies the required design submittals and lists the number of days that the contractor must allow for Government review; typically, a review period, such as 21 days, is allowed for each submittal package unless “over the shoulder” review options are included in the Contract.

After award, during the PAK meeting, the design manager should discuss the design submittal and review process with the contractor to ensure a mutual understanding of the requirements concerning this important phase of the project. The government design manager will lead the design review effort by coordinating discipline reviews and ensuring both government and contractor personnel have access to ProjNet as necessary to appropriately manage all comments.

Slide 46

It is important for the success of a Design-Build project that the design and review process be performed in a timely manner. Keep in mind that NAVFAC’s role in Design-Build is for Quality Assurance, and the reviews should not be as extensive as performed for a Design-Bid-Build project when NAVFAC is serving in a Quality Control role.

The contractor must adhere to their baseline schedule for design and likewise the Government should conduct their design reviews within the specified timeframe. The contractor’s baseline schedule should list the required design submittals and also include the required Government review periods for each design submittal as specified in the RFP.

The CM should monitor progress during the design and review process and use the contractor’s baseline schedule to determine if milestones are being met. Any delays occurring during the design phase, whether they are the responsibility of the Government or the Contractor, will have to be addressed by the CM prior to start of construction.

Slide 47

Deviation from the RFP requirements should be avoided if possible because any deviation will require a contract modification, which could possibly delay the project. Sometimes changes can’t be avoided for various reasons. Some of the most common reasons for modifications during the design phase include:

· Changes in requirements or criteria

· The RFP is found to be missing information

· or Customer requests a change

Any potential change must be validated by the Construction Manager and, if required, the modification process initiated as soon as possible. The change order must address whether or not a time extension is warranted. It is important to remember that any and all customer-requested changes require additional paperwork.

Slide 48

Design changes and variations are defined in RFP Part 2 Section 01 33 10.05 20, titled “Design Submittal Procedures”. A design change is when the design is revised from what was reviewed by the Government during any phase of the design process, prior to Government approval of the Final Design.

A variation is any portion of the design that differs from the requirements of the solicitation, accepted proposal, or final design after Government approval of the Final Design. Both design changes and variations require Government approval; and only variations that are advantageous to the Government will be considered.

The Contractor must immediately notify the Government of all potential design changes and variations by submitting a Request for Information, or “RFI”, to the Contracting Officer. It is important to note that any design changes or variations that the Contractor asserts will require a contract modification to adjust the cost or schedule are not allowed to be incorporated in the design without prior documented approval from the Contracting Officer. Contractors will not receive compensation for any unauthorized design changes or variations which have been included in the Government approved Final Design.

Slide 49

1. Maybe! - It depends on whether the RFP specified the number of parking spaces. If it did then it requires a modification.

2. No; Contractor coordination error - No, this is not a modification. The Contractor has to provide rough openings and windows that work in accordance with the approved design, so it's the Contractor’s responsibility.

3. Depends on RFP language covering site investigation. - No! No modification is necessary in this example. If asbestos would've been present in the insulation, the Government would be required to reimburse the Contractor not only for the abatement of the asbestos, but for the testing as well.

4. No; design error No! This also is not a modification. This is a design error and the Contractor needs to correct it.

5. Your choices are to direct the Contractor to install a standing seam metal roof or request a change to modify the contract to change the requirements back to a shingled roof. If Government and Client agree to roof change, a deductive mod is appropriate. If Government and Client wants metal roof, no change appropriate…accepted proposal is part of the contract. Government must be timely with its response.

Slide 50

As outlined in RFP Part 2 Section titled “Construction Submittal Procedures”, all construction submittals are approved by the Design-Build Contractor’s Designer of Record or the Contractor’s QC specialist unless they are specifically identified in this section. If the submittals for Government approval are NOT identified in this section, the Govt does not approve it. Thus, when editing this Section, the RFP Developer must identify any critical systems and materials the government wants to review and approve.

Electrical has a list (currently 9 items) recommending Govt review and approval. HVAC also has a list of 2 UFGS sections recommending Govt review and approval of all submittals within those sections. If there are submittals indicated in a UFGS, but they are not marked for Government approval, then it is recommended that the Government receive surveillance copies; these surveillance copies should be received prior to the Contractor starting work.

It should be noted that there are Government approval requirements for Environmental-related submittals. Under Procedures for Submittals, Contractor is responsible to ensure coordination with Designer of Record, approval from the DOR as well as the Government.

Slide 51

The DD Form 1354 is a form used by the Department of Defense to document acceptance of new construction, demolition or capital improvements to existing facilities. UFC 1-300-08 describes how the DD Form 1354 is used a part of a real property business process and also defines the roles and responsibilities in the DD Form 1354 process.

For Design-Build projects, the contractor’s Designer of Record is responsible for providing quantities and costs for the Draft DD Form 1354 in accordance with UFC 1-300-08. The government RPAO will provide on the interim draft DD1354 form the individual real property assets broken out by construction categories. Quantities for each asset must also be listed. The completed draft DD1354 is then submitted to the Government as part of the formal Basis of Design submittal.

During construction the prime contractor is required to enter the cost breakdown for each individual asset listed on the DD1354. The DD1354 with the cost breakouts listed is referred to as the Interim DD1354 and must be forwarded to the Government as a formal submittal approximately 30 days prior to the planned Beneficial Occupancy Date.

Slide 52

Based on lessons learned from years of performing Design-Build projects, the following are ways to ensure success on a DB project. These are in no particular order:

· First, the project must also be appropriate for the Design-Build delivery method. Information at the beginning of this module outlines project types that are good candidates for Design-Build, as well as those that are more appropriate for design-bid-build.

· Next, one of the primary ways to ensure success in Design-Build is to create a well-coordinated RFP document. Customer requirements should be adequately captured and incorporated into the RFP; this will help avoid design changes and minimize cost and schedule growth.

· Next, the Prime Contractor needs to effectively manage their Designer of Record’s efforts. While NAVFAC doesn’t have direct control over the A/E, this point can be emphasized during early meetings to ensure coordination within the DB Team and achieve their design schedule.

· The design must be in compliance with the UFC requirements. This will ensure the resulting facility meets the Navy’s expectations and design requirements.

· Next, the design review and revision incorporation process can lead to problems; thus, the review comment process needs to be managed effectively by both the Government and the Contractor.

· Similarly, Government design reviews must be timely and done within the number of days allotted in the RFP. This is especially important if fast-tracking submittals are used on a project.

Slide 53

· There are times when designers of record do not provide adequate details on DB projects for either the Contractor to construct, or for the Government reviewer to ensure the project requirements are being met. It is important to emphasize at early design phase meetings the proper level of design details that will be expected.

· In order to achieve any time savings through use of Design-Build, the design phase must be very efficient on both the Contractor and Government’s ends. For this process to be efficient the Government reviewers need to review each submittal and not wait until the Final Design to perform a thorough review that could potentially lead to extensive re-design by the Contractor.

· Designers of Record must request approval from the Government for any design changes that are deemed necessary after the Final Design acceptance. If these discrepancies are discovered in the field, and have not been approved, this could potentially delay the project and/or lead to re-work in the field.

· As mentioned in item #1, technically sound RFP’s are critical to project success. The primary method of ensuring a sound design is to have the best information on existing conditions; thus, thorough field or site investigations by the designer of record will certainly enhance the chances of a successful Design-Build project.

Slide 54

The NAVFAC Design-Build Master RFP is an accumulation of documents and tools on the “NAVFAC Design-Build Master RFP” Website. The Website can be accessed through the Whole Building Design Guide Website at “wbdg.org”. Upon landing on the main website, click on the link to “Federal Facility Criteria”. Then click on the link to “Navy – NAVFAC”.

Slide 55

The “Navy-NAVFAC” page on the left contains links to many pertinent documents related to design and construction requirements. There is a wealth of information and reference material to assist AEs and Design Managers do their jobs.

One of the options in the list of “Specifications and Criteria” is “Design-Build Master RFP”. Clicking on this link takes you to the Design-Build Master RFP documents.

This is a screen shot on the right of the HOME PAGE for the NAVFAC Design-Build Master RFP Website. The web addresses for each of these pages are shown above the screen shots.

The Website is located on a public portal and is hosted on the Whole Building Design Guide.

This website contains all of the necessary tools that a project team needs to develop and complete a successful DB Request for Proposal or RFP in conformance with the NAVFAC BMS Processes. The website is organized around the 6-parts of the RFP document.

Slide 56

These RFP Templates consist of many individual sections; upon selecting any of them you will be taken to a site that will allow you to either download the RFP in their entirety as a .zip file or you can download the individual sections. Shown here is the Standard RFP Template website. The NAVFAC Design-Build Master RFP is fully explained in another Training module.

Slide 57

The NAVFAC Design-Build RFP documents are updated periodically, often on a Quarterly basis. The Whole Building Design Guide Website has functionality that allows frequent users of the content to be notified of updates to these documents.

If you will be using these documents, it is recommended that you subscribe to these update notifications. To do this you will first need to sign up for a Whole Building Design Guide account using the “My Account” link at the top of the webpage. Then, once you are logged in, go to the website where the documents are located and click the “Subscribe” button.

You will now be notified via e-mail whenever the Design-Build Template documents are updated. There are separate “Subscribe” buttons for the Standard Template, the Model RFP Templates, and the Small Project Template – and each of these are located on their specific webpages.

Slide 58

Let’s answer a few final questions on the material we’ve learned in this module…

Slide 59

Final Knowledge Check

Slide 69

Final Knowledge Check

Slide 61

In this training module you learned about:

· The History of NAVFAC Design-Build

· The Benefits of Design-Build and When to Use it

· The NAVFAC Business Management System, or BMS

· You learned about the NAVFAC Design-Build Processes

· NAVFAC Personnel Roles and Responsibilities

· The format of the NAVFAC DB documents and how they compare to Design-Bid Build documents

· The Post-Award Processes in Design-Build, and

· Finally, you learned how to Locate and Navigate the Design-Build Master RFP Website

Slide 62

As we wrap-up today, just a reminder that there are 5 Design-Build training modules in this series. These include:

· Introduction to Design-Build

· Standard RFP Template

· Design-Build Processes

· Small Project Design-Build, and

· DB Master Management Training for Criteria Managers

I encourage you to view all of the modules. This will give you an in-depth understanding of the entire NAVFAC Design-Build Process.

Slide 63

I hope this introduction provided you with a greater understanding of the latest NAVFAC Design-Build policies and processes and as well as the tools and documents available to help our DB Teams accomplish their jobs.

There are a couple of resource links shown here, including a link to the BMS policies and a link to the NAVFAC Design-Build Master RFP documents on the Whole Building Design Guide website. Should you have any questions please contact the name shown on the screen. Thank you for your time.