FOR A&E SERVICES NSIP PROJECT: 2RS33001-03 AIRFIELD ...

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27 August 2019

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NATO

STATEMENT OF WORK

FOR A&E SERVICES

NSIP PROJECT: 2RS33001-03

AIRFIELD TERMINAL

LIELVARDE, LATVIA.

NATO Support and Procurement Agency

LK –EI Op. Logistics Planning and Support Programme - Construction Section

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NATO UNCLASSIFIED STATEMENT OF WORK FOR A&E SERVICES FOR 2RS33001-03

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AMENDMENT RECORD

REVISION/AMENDMENT PAGES DATE OF ISSUE REMARKS

0 All For RFP

Author: Mark Charles


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1. INTRODUCTION .......................................................................................................... 6

2. SCOPE OF WORK ....................................................................................................... 6

3. PROJECT DESCRIPTION ............................................................................................ 7

4. PROJECT ORGANISATION ......................................................................................... 7

5. TECHNICAL REQUIREMENTS AND METHODOLOGY ............................................... 8

6. SITE VISITS ................................................................................................................. 9

7. LANGUAGE OF WORK .............................................................................................. 10

8. SECURITY.................................................................................................................. 10

9. CONTRACT DATA REQUIREMENTS LIST TO BE SUBMITTED WITH THE BID: ..... 11


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ANNEXES

A. NSPA ROLES AND RESPONSIBILITIES B. A&E RESPONSIBILITIES C. A&E SUPPORT DURING CONSTRUCTION SOLICITATION D. A&E SUPPORT DURING CONSTRUCTION

REFERENCES:

ENCLOSURES:

1. 2RS33001-03 AIRFIELD TERMINAL – Design of Minimum Composition (Contract No: P/2017-11) 2. 2RS33001-03 AIRFIELD TERMINAL – BUVA-2018-37 Construction Permit


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FOR A&E SERVICES NSIP PROJECT: 2RS33001-03 AIRFIELD TERMINAL LIELVARDE, LATVIA.

1. INTRODUCTION

1.1 This SoW contains the requirements for the delivery of Architectural and Engineering (A&E) Design Services for a NATO Security Investment Programme (NSIP) funded project at Lielvarde Airfield, Latvia.

1.2 The nominated Host Nation responsible for delivery of the project is Latvia. Latvia has tasked NSPA to deliver the project on their behalf. The Latvian MoD will be the official customer for the Construction Permit and ultimate owner of the completed infrastructure.

1.3 The particular conditions reported in this document reflect the information available at the date of publication of the RFP.

1.4 The project has already been developed to the “Design of Minimum Composition” stage and the initial planning consent (construction permit with design requirements) has been approved and is enclosed.

2. SCOPE OF WORK

2.1 NSPA intends to engage one Architectural and Engineering Consultancy (hereafter named as the A&E) to develop the design to 100%, acquire the necessary construction permit, and retain design author responsibilities for the construction, done by others, and warranty periods (construction expected to be 2020/2021).

2.2 The overarching requirement is to:

2.2.1 Deliver a 100% technical design package and Cost Estimate for the project described in Enclosure 1, and listed in Paragraph 3, in accordance with Latvian Construction Regulations and containing all the necessary technical documentation required for construction under a Construction Contract managed by NSPA.

2.2.2 Produce the required documentation, coordinate and liaise with the Municipality/State Construction Boards and other relevant bodies in order to gain a Construction Permit.

2.2.3 Provide technical support during the NSPA solicitation of the follow on Construction Contract (i.e. respond to any question/queries/clarifications of the design during the solicitation period).

2.2.4 Maintain Design Author duties and responsibilities during construction and warranty period.

2.3 The intent of this SoW and its annexes is to describe requirements, methodologies and conditions for the development of the design of the infrastructure and services


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required during the subsequent solicitation for construction, in a design-bid-build contract framework.

3. PROJECT DESCRIPTION

3.1 The details of facilities to be designed under this contract are given in Enclosure 1. They are in brief:

Ser Project # Title Location Remarks

1. 2RS33001-03 Airfield Terminal

Lielvarde Airfield

4. PROJECT ORGANISATION

4.1 The project is to conform to all National Design and Construction Regulations.

4.2 The execution of the project requires the coordinated cooperation of all the stakeholders and all other authorities involved in the approvals and authorizations process. The main stakeholders are:

4.2.1 Client/Customer – Latvia MoD

4.2.2 Host Nation(HN) – Latvia MoD

4.2.3 End User – Latvian National Armed Forces (LNAF)

4.2.4 Client’s Advisor, Contracting Authority & Implementation Agent – NSPA

4.2.5 HN Technical Authority – VAMOIC (State Centre for Defence Military Objects and Procurement of the Republic of Latvia)

4.3 NSPA Organization. NSPA fulfills the role of Client’s Advisor and the Client’s Contracting and Implementation Agent. NSPA Roles are defined at Annex A.

4.4 Design A&E’s Organization. The A&E shall establish a formal organization responsible for accomplishing the requirements of this SoW. The A&E shall allocate a team of professionals appropriately qualified, skilled and experienced in their respective trades and occupations to carry out the activities necessary to execute the project.

4.4.1 A&E’s Project Management Team Organization. At a corporate level, the A&E shall appoint professionals with primary responsibility in the project and contract management. They include one Project Director and one Contract Managers acting as points of contact for commercial and technical issues. Different professional responsibilities may be combined in single individuals.

4.4.2 A&E’s Design Team Organization. A Design Team Organization is required to carry out the design activities required by this SoW and its annexes. Specific


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requirements, such as the required qualifications and registrations of the key personnel of the A&E’s Design Team are specified in the Annex B.

5. TECHNICAL REQUIREMENTS AND METHODOLOGY

5.1 Deliverables. The list of deliverables provided in this SoW identify the main known items required. The A&E is to provide any additional items that may be required to successfully complete the project stages, and the project overall, in accordance with this SoW and as required to meet National Regulations. General design requirements are given in Annex C. The following is required for each stage of the project:

5.1.1 Phase 1 - Technical (100%) Design

5.1.1.1 All works, actions and deliverables required to produce the 100% Technical Design in accordance with Latvian Construction Regulations, and, a Cost Estimate. Coordination/Review Meetings as necessary (minimum: one expected at the start, half way through and the end of this stage in Latvia).

5.1.1.2 The completion of this stage will be defined by the MoD approved 100% Technical Design and Cost Estimate.

5.1.2 Phase 2 - Construction Permit.

5.1.2.1 Preparation and submission of the 100% Technical Design, and all other required documentation to, and approval from, State Construction Control Bureau. The Latvian MoD will be the designated customer (although approval authority may be delegated to VAMOIC) and the A&E shall be given Power of Attorney by the MoD to liaise with the State Construction Control Bureau.

5.1.2.2 The completion of this stage will be defined by the SCCB approval of the design (Construction Permit with design requirements approved).

5.1.3 Phase 3 - Support During Solicitation.

5.1.3.1 Support during solicitation as per Annex C.

5.1.4 Phase 4 - Support During Construction.

5.1.4.1 Support during construction (design Author) as per Annex D.

5.2 Process and Methodology. The A&E is to follow all processes and methodology in accordance with Latvian Construction Regulations. The A&E is to complete all tasks required to deliver a complete 100% design package for solicitation, by NSPA, of a follow on Construction Contract, with Construction Permit granted from the State Construction Control Bureau. The proposed strategy, must unambiguously demonstrate, in the proposal, the ability to perform architectural and engineering design services in Latvia, and how compliance with all Latvian Construction Regulations and Requirements, will be ensured. This is to include, but not limited to:

5.2.1 Registration with Register of Construction Merchants;


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5.2.2 Professional qualifications recognition in Latvia;

5.2.3 Other official registrations, permits, authorizations.

5.3 Applicable Documents and Standards. The A&E shall comply with all applicable laws and standards during design and execution works, as detailed in the design documentation and required by the relevant Nation laws. These shall include, but not be limited to:

5.3.1 Host Nation and European Union (EU) construction laws, regulations and standards;

5.3.2 Host Nation Labour and Health Safety laws, regulations, standards;

5.3.3 Host Nation Fire Safety laws, regulations, standards;

5.3.4 Host Nation Environment Protection laws, regulations, standards;

5.3.5 NATO and STANAG applicable standards.

5.3.6 Further specific references and standard documents are to be confirmed during development of the Project. This list is provided as guideline only and does not relieve the A&E of his obligations to comply with any other specific applicable national regulatory requirements and standard.

5.4 Timeline of the project. The A&E shall execute the works in accordance with the time allowances below. The A&E shall implement all technical and management measures to meet the delivery schedule, including the ability to perform work during holidays. The A&E should allow two working weeks for formal customer approval/comment of design stages.

5.5 The execution works shall start no later than 10 working days after the award of contract. The project and the design development is broken down into phases as described in Para 5. The main phases and required delivery deadlines are as follows:

5.5.1 Phase 1: 6 months from Contract Award.

5.5.2 Phase 2: 1 month from completion of Phase 1

5.5.3 Phases 3 & 4: in accordance with solicitation and construction schedule. Solicitation expected to be Q2 2020. Construction expected Q3/4 2020 to Q4 2021.

5.6 The A&E shall calculate and submit with the bid, a schedule for various activities required to achieve the above requirements.

6. SITE VISITS

6.1 Two weeks after contract award notification, the A&E is to attend a site visit. In attendance will be the Project Stakeholders. The aim of the visit is to enable the A&E to clarify all issues required to start development of the 100% design. There will be the opportunity to talk with future users of the facilities, and clarify requirements with the


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Stakeholders. The A&E shall plan for one full day on site. The A&E is to assess what personnel are needed to attend from the design team, but a minimum attendance of the Design Manager and Lead Architect/Civil Engineer is required. Follow up site visits, as required, for data gathering, surveys and site investigations are likely to be required and can be arranged with the base authorities following the initial site visit.

7. LANGUAGE OF WORK

7.1 NSPA`s primary working language in this project is English. Therefore the language of all meetings, emails, and any submittal documentation will be in English. The language of all submittals and of communication with NSPA will be in English.

7.2 The Design documentation is to be a dual language document with separated English and Latvian descriptions but drawings are combined bilingual English and Latvian.

7.3 The official language of submittals of permits and general communication with local authorities is Latvian.

8. SECURITY

8.1 Generally security and access rules of the site are determined by the Base Authorities. The A&E shall submit site access requirements of design personnel before the site visits planned. 48hrs notice is required.

8.2 The safety requirements and procedures for design personnel access to the project site will be established at the site visit. It is the Contractor’s responsibility to ensure that design personnel are familiar with and follow safety procedures.

8.3 Classification of documentation and handling. The design documentation and correspondence for this contract is to be NATO UNCLASSIFIED.

8.4 Contractor shall comply with the standard base access procedures, but note that according to the national regulations the Latvian MoD reserve rights to deny access to the site for particular workers if needed.


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9. CONTRACT DATA REQUIREMENTS LIST TO BE SUBMITTED WITH THE BID: The list below summarizes the documents from the A&E to be submitted with the bid and their further development after award.

No Title SOW Ref Submission Requirements Description

W/Prop. Draft Final Update

1 Organization plan yes - 10daa A/R Includes the organizational plan of the project, list of all designated personnel and CV-s, copy of diplomas, professional certificates etc. as detailed in SOW Annex D chapter 2.

2 Schedule of design delivery and resource plan

yes 10daa A/R Schedule showing the delivery of different phases of the design Microsoft Project format

3 Health & Safety Plan no 10daa 15daa A/R Plan describing the guidelines and procedure to ensure all occupational health and safety issues are addressed for the employed team members.

4 Quality Management Plan yes 10daa 15daa A/R Documents the contractors approach to managing the quality assurance and quality control procedures related to the project

5 Copy of liability insurance certificate yes - - - Evidence of existing insurance coverage for professional liability during the exercise of the A&E`s professional activities (see SOW annex D 1.7)

daa - days after award A/R – as required

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STATEMENT OF WORK FOR A&E SERVICES FOR 2RS33001-03 AIRFIELD TERMINAL

ANNEX A

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NSPA ROLES AND RESPONSIBILITIES

1. NSPA Project Management Level. At the Project Management level NSPA personnel are responsible of coordination and management of the project throughout the process starting from the collection of the customers’ technical requirements up to contracting and coordination of design and execution of the construction works. Details of the specific roles of key personnel are described below. It includes the Project Manager (PM), Technical Officers (TO) and Contracting Officers (CO).

2. NSPA Project Manager (NSPA PM). NSPA Project Manager provides management of NSPA resources to support the implementation of the project. NSPA PM’s main responsibilities include:

2.1 Development and updating of Project Management Plan (PMP) in coordination with the stakeholders;

2.2 Full authority on execution of the authorized projects in accordance with the contract;

2.3 Budget management as related to contracting activities.

3. NSPA Technical Officer (NSPA TO). The Technical Officer of NSPA works under the direction of the Project Manager and is responsible of the day-to-day management and support of the project implementation during the design phases and during the execution works to provide assistance as follows:

3.1 Technical liaison with the customers and with the National MoD for the project location;

3.2 Technical liaison with the project design team;

3.3 Point of contact for all technical issues associated with the project;

3.4 Recommendation of design changes to customers and local authorities;

3.5 Project monitoring throughout its entire duration;

3.6 Coordination of activities of contracting, project planning, design review, approval requests and obtainment, construction, reporting, quality assurance, handover;

3.7 Contribute with technical expertise to perform design review, construction supervision and evaluation of A&Es’ performance with periodic site visits, analysis of the

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A&E’s technical reports and test results to ascertain conformity with technical and contractual requirements;

3.8 Provide technical evaluations and coordinate requirements for design and scope changes;

3.9 Perform final acceptance inspections and hand over.

4. NSPA Contracting Officer (NSPA CO) The NSPA Contracting Officer’s main responsibilities include:

4.1 Control and contracting administration, including solicitation process;

4.2 Recommendation of contractual changes;

4.3 Execution of contractual changes in coordination with NSPA, customers and A&Es, within established limits and in accordance with applicable procurement regulations.

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ANNEX A

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NSPA ROLES AND RESPONSIBILITIES

1. NSPA Project Management Level. At the Project Management level NSPA personnel are responsible of coordination and management of the project throughout the process starting from the collection of the customers’ technical requirements up to contracting and coordination of design and execution of the construction works. Details of the specific roles of key personnel are described below. It includes the Project Manager (PM), Technical Officers (TO) and Contracting Officers (CO).

2. NSPA Project Manager (NSPA PM). NSPA Project Manager provides management of NSPA resources to support the implementation of the project. NSPA PM’s main responsibilities include:

2.1 Development and updating of Project Management Plan (PMP) in coordination with the stakeholders;

2.2 Full authority on execution of the authorized projects in accordance with the contract;

2.3 Budget management as related to contracting activities.

3. NSPA Technical Officer (NSPA TO). The Technical Officer of NSPA works under the direction of the Project Manager and is responsible of the day-to-day management and support of the project implementation during the design phases and during the execution works to provide assistance as follows:

3.1 Technical liaison with the customers and with the National MoD for the project location;

3.2 Technical liaison with the project design team;

3.3 Point of contact for all technical issues associated with the project;

3.4 Recommendation of design changes to customers and local authorities;

3.5 Project monitoring throughout its entire duration;

3.6 Coordination of activities of contracting, project planning, design review, approval requests and obtainment, construction, reporting, quality assurance, handover;

3.7 Contribute with technical expertise to perform design review, construction supervision and evaluation of A&Es’ performance with periodic site visits, analysis of the

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A&E’s technical reports and test results to ascertain conformity with technical and contractual requirements;

3.8 Provide technical evaluations and coordinate requirements for design and scope changes;

3.9 Perform final acceptance inspections and hand over.

4. NSPA Contracting Officer (NSPA CO) The NSPA Contracting Officer’s main responsibilities include:

4.1 Control and contracting administration, including solicitation process;

4.2 Recommendation of contractual changes;

4.3 Execution of contractual changes in coordination with NSPA, customers and A&Es, within established limits and in accordance with applicable procurement regulations.

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ANNEX C

A&E SUPPORT DURING CONSTRUCTION SOLICITATION

In the Construction Solicitation Phase NSPA requires support from the A&E as described below:

1. Addendum Preparation:

Services consisting of preparation for distribution of addendums as supplementary drawings, specifications, instructions and notice(s) of changes in the bidding schedule and procedure.

2. Solicitation Support:

Services consisting of: participation in bidders’ conference; technical support for responses to questions of bidders and clarifications; participation as an advisor in detailed evaluation procedures for proposals. The questions raised by the bidders will be communicated via e-mails through the NSPA CO and TO; no direct answers can be provided to the bidders by the A&E.

3. Analysis of alternates/substitutions:

Services consisting of consideration, analyses, comparisons, and recommendations relative to alternates or substitutions proposed by bidders either prior or subsequent to receipt of bids or proposals.

4. Delivery Schedule of Solicitation Support Services:

Bidding Support Services shall be provided by the A&E from its home office for the entire duration of the bidding procedures and presence during the bidders conference.

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ANNEX D

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SUPPORT BY THE AUTHOR OF THE DESIGN DURING CONSTRUCTION

During the Construction Works (in addition to Host Nation Author’s supervision requirements), the A&E shall provide services to support the construction activities by providing technical clarifications, on-site engineering guidance to the Construction companies for the proper implementation of the construction designs in case of need from the home office and during visits to the construction site.

Design Support Services shall include:

1. Supplemental documents:

Preparation, reproduction and distribution of supplemental or revised drawings, specifications and interpretation, corrections in response to requests for information (RFI) by the Construction Contractor, technical controller, NSPA and by construction authorities. In order to get the answers for RFI-s at least within three days after receipt by the A&E this service can be provided mostly from home office or during the site visits.

2. Visits to the site

The assigned Design manager and the key designers (authors of the design) shall visit the site for designer inspection, clarifications and to coordinate answers for RFI-s at least on a monthly basis or upon request from NSPA TO/TRCO. The visits by different professionals Civil engineers, Architects, Mechanical and Electrical engineers etc. can be planned according the schedule of execution.

3. Records of Changes:

Preparation of a design change register in Microsoft 2013 Excel format that includes the changes in the documentation and the Bill of Quantity (BOQ). The register have to be sent to NSPA with an update at least on monthly basis. The exact content or form of the register will be coordinated after contract award.

4. Quotation requests/change orders:

Preparation, reproduction and distribution of drawings and specifications to describe works to be added, deleted or modified in accordance with the request of Customer which will be subject of additional design work order; assisting the Customer in review of design change proposals from the Construction Contractor for reasonableness of quantities and costs of labor and materials; review and recommendations relative to changes in time for substantial completion.

5. Delivery of as built documentation in coordination with the construction contractor:

5.1 In order to ensure that the design and field changes are properly reviewed, approved, processed, and implemented, the A&E is to review the as built documentation submitted by the prime contractor executing the construction works. This activity includes the review of drawings, survey results and as required the changes in built in materials, mechanical engineering equipment etc.

5.2 The aim of the process is to achieve a high quality as built record documentation that contains the delivered status of building structures, architectural layouts, built in materials, built in mechanical engineering systems, utility systems and various weak current and electrical systems distribution routing and wiring details.

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ANNEX D

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5.3 Based on the review and coordination, the A&E has to take actions to deliver the final as-built drawings and record drawings through construction completion.

6. Services required for the activation documentation and for the Operation of buildings

6.1 The A&E is required to complete and submit the activation documents and forms to the Latvian Ministry of Defense (MOD) or to the End-user.

Activation Documentation – two (2) complete sets (both in English and Latvian) of activation documentation to activate and record the project as an investment in the national real estate inventory managed by the MOD or by the End-user. Contractor shall prepare and coordinate applicable forms required by the MOD or the End-user to record the changes of the facilities and utilities in the real estate management system. This includes the cadastral survey

It is the responsibility of the A&E to collect all required information (contractual documents, BOQs, invoices), in coordination with NSPA TO, which required to prepare the activation documents.

6.2 The A&E is required to provide the fire book of the buildings according to the applicable legal and fire protection requirements of Latvia.

7. Delivery Schedule of Construction Support Services:

Construction Support Services shall be provided by the Designer for the entire duration of the construction works related to the implementation of the Project. Services described in para 6 can be provided within 60 days after construction period closure.

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