Architect/Engineer Project Requirements

Handbook AS-506 March 2000

Transmittal Letter 1

A. Explanation. This handbook replaces and makes obsolete the previous Architect/Engineer Project
Requirements, Publication 59. It describes Postal Service requirements for architectural/engineering
contracts.
B. Distribution.
1. Initial. This handbook is being distributed to the Facilities Service Offices, Design and
Construction Field Office, Major Facilities Office and Major Facilities, Purchasing.
2. Additional Copies.
a. Available on the Postal Service Intranet at ftp://56.64.59.87
b. Electronic copies may be purchased from:
Corporate Visions, Incorporated
1000 16th Street, NW
Washington, DC 20036-5705
202-833-4333
c. Printed copies may be purchased from:
Capitol Technigraphics Corporation
8002D Haute Court
Springfield, VA 22150-2215
703-569-4651
C. Comments and Questions. Comments and questions may be sent to:
Manager, Design and Construction
Facilities Headquarters
United States Postal Service
4301 Wilson Blvd., Suite 300
Arlington, VA 22203-1861
D. Effective Date. This handbook is effective immediately.

Rudolph K. Umscheid
Vice President
Facilities
About This Handbook

Purpose
The purpose of Handbook AS-506, Architect/Engineer Project Requirements, is to provide
architects and/or engineers (A/Es) who are contracted to perform design services for the Postal
Service with a source of design-related requirements. This handbook can be used by design
professionals as a guide to understanding the Postal Service design requirements for each type
of postal project, facility, and contract.

Handbook AS-506 is also a guide for postal project managers, contracting officers, contracting
officer’s representatives, etc. The intent of this handbook is to provide Postal Service repre-
sentatives who are involved in the construction process with a listing of design-related require-
ments as well as what is expected from a design professional who is contracted by the Postal
Service to perform A/E services.

At the same time, this handbook should be used, adopted, and “modified” to meet specific proj-
ect requirements. However, this handbook lists requirements that should not be deviated from
without understanding the ramifications. Postal Service representatives need to exercise sound
judgment and apply a level of reasonable care in determining when and why deviations may be
necessary for any specific project. The procedures listed in this handbook should be considered
the postal standards, but should not be construed as inflexible.

Organization
Handbook AS-506 consists of the following six parts:

! Part I, General Instructions for A/E Services.

! Part II, Mail Processing Facilities.

! Part III, Customer Service Facilities.

! Part IV, Repair and Alteration Contracts.

! Part V, Design-Build Contracts.

! Part VI, Attachments.

Part I contains information that applies to Parts II through V. Parts II through V consist of four
chapters: Predesign Phase A/E Services, Design Phase A/E Services, Construction Phase A/E
Services, and Postconstruction Phase A/E Services. Each chapter pertains to a specific phase
of the design and construction processes: predesign, design, construction, and postconstruc-
tion. The chapters are divided into specific design-oriented services that delineate requirements
the A/E must follow.

Part VI contains sample work sheets that the A/E can use and references; many of the sample
work sheets referenced are found on the CD-ROM titled Building Design Standards. This part
also contains A/E services checklists for each design phase.

Architect/Engineer Project Requirements About This Handbook

iii
Handbook AS-506, March 2000
 Additional Reference Material
This handbook must be used in conjunction with the latest version of the CD-ROM,
Building Design Standards. The A/E cannot start the design process without first being fa-
miliar with the postal Building Design Standards on the CD-ROM. The CD-ROM contains the
Master Specification, which includes the Specification Introduction (Construction Document
Standards, Specification Organization and Format, Specification Standards for Preparation of a
New Section, Specification Section Pro Forma, and New Specifications Section Template).

A/Es should familiarize themselves with other postal publications, specifically, the Construction
Administration and Facilities Inspection Handbook, published by Major Facilities Purchasing,
dated July 1998. This is a handbook used by Facilities personnel involved in construction con-
tract administration. Construction administration procedures, activities, actions, and work sheets
are provided in this handbook.

Guide to Margin References

The references in the margin refer to several types of document. Those within lines refer to
Postal Service policy and procedure documents. Those with an icon of a diskette refer to
documents published on a CD-ROM or disk. Those with an icon of a book refer to clauses, pro-
visions, etc., that are part of the Design and Construction Contract System (DCCS).

iv Architect/Engineer Project Requirements About This Handbook

Handbook AS-506, March 2000
Architect/Engineer Project Requirements

Top-Level Contents
Page
Transmittal Letter i

About This Handbook iii

Part I General Instructions for A/E Services 1

Chapter 1, Overview 3
Chapter 2, Regulations 7
Chapter 3, Documentation 13
Chapter 4, Review and Approval 21

Part II Mail Processing Facilities 23

Chapter 1, Predesign Phase A/E Services 27

Chapter 2, Design Phase A/E Services 29
Chapter 3, Construction Phase A/E Services 67
Chapter 4, Postconstruction Phase A/E Services 87

Part III Customer Service Facilities 91

Chapter 1, Predesign Phase A/E Services 95

Chapter 2, Design Phase A/E Services 97
Chapter 3, Construction Phase A/E Services 129
Chapter 4, Postconstruction Phase A/E Services 147

Part IV Repair and Alteration Contracts 151

Chapter 1, Predesign Phase A/E Services 153

Chapter 2, Design Phase A/E Services 155
Chapter 3, Construction Phase A/E Services 183
Chapter 4, Postconstruction Phase A/E Services 203

Part V Design-Build Contracts 207

Chapter 1, Predesign Phase A/E Services 211

Chapter 2, Design Phase A/E Services 213
Chapter 3, Construction Phase A/E Services 249
Chapter 4, Postconstruction Phase A/E Services 269

Architect/Engineer Project Requirements Top-Level Contents

v
Handbook AS-506, March 2000
 Page
Part VI Attachments 271
Chapter 1, Professional Services Estimate Work Sheets 273
Chapter 2, Background Information 283
Chapter 3, A/E Services Checklists 285

vi Architect/Engineer Project Requirements Top-Level Contents

Handbook AS-506, March 2000
Part I
General Instructions for A/E Services

Contents

1 Overview .................................................................................................................. 3
1-1 Authority and Responsibility .............................................................................. 3
1-2 Definitions and Roles ........................................................................................ 3
1-2.1 Construction Administrator......................................................................... 3
1-2.2 Construction Manager................................................................................ 3
1-2.3 Contracting Officer ..................................................................................... 4
1-2.4 Contracting Officer’s Representative ......................................................... 4
1-2.5 Lessor ........................................................................................................ 4
1-2.6 Postal Service Project Manager................................................................. 4
1-2.7 Resident Engineer...................................................................................... 4
1-3 Design Approach and Economy in Design and Construction ........................... 5
1-3.1 Design Functional Overview ...................................................................... 5
1-3.2 Cost Factors............................................................................................... 5
1-3.3 A/E Cost Estimate...................................................................................... 6
2 Regulations .............................................................................................................. 7
2-1 Codes, Regulations, and Permits...................................................................... 7
2-2 Compliance With Federal Policy Requirements................................................ 8
2-2.1 National Environmental Policy Act ............................................................. 8
2-2.2 Occupational Safety and Health Act .......................................................... 8
2-2.3 Equal Employment Opportunity and Affirmative Action Programs............. 8
2-2.4 Energy Conservation.................................................................................. 9
2-2.5 Historic Preservation.................................................................................. 9
2-2.6 Federal Fire Prevention Control Act of 1974.............................................. 9
2-2.7 Randolph-Sheppard Act Amendments of 1974 ......................................... 9
2-2.8 Physically Handicapped ............................................................................. 9
2-2.9 Preference for Domestic Construction Materials ....................................... 9
2-2.10 Labor Standards for Construction ............................................................ 9
2-2.11 Flood Hazard Protection ........................................................................ 10
2-2.12 Vapor Recovery ..................................................................................... 10
2-2.13 Clean Air Act, Clean Water Act, and Safe Drinking Water Act .............. 10
2-2.14 Small, Minority-Owned, and Woman-Owned Business Requirement ... 10
2-2.15 Asbestos ................................................................................................ 11
2-2.16 Polychlorinated Biphenyls ...................................................................... 11
2-2.17 Urea Formaldehyde Foam ..................................................................... 11
2-2.18 Underground Storage Tanks.................................................................. 11

Architect/Engineer Project Requirements Part I, General Instructions for A/E Services

1
Handbook AS-506, March 2000 Contents
 2-2.19 Comprehensive Environmental Response, Compensation, and Liability
Act........................................................................................................... 12
2-2.20 Resource Conservation and Recovery Act ............................................ 12
2-2.21 Wetlands ................................................................................................ 12
2-2.22 Coastal Zone Management.................................................................... 12
2-2.23 Lead-Free Materials ............................................................................... 12
2-3 Compliance With State Regulations ............................................................... 12
3 Documentation ....................................................................................................... 13
3-1 Design Data .................................................................................................... 13
3-1.1 Postal Service Building Design Standards............................................... 13
3-1.2 Functional Design Specifications ............................................................. 14
3-1.3 Postal Mechanization Standards.............................................................. 14
3-2 Construction Contract Solicitation ................................................................... 14
3-2.1 Contents................................................................................................... 14
3-2.2 Postal Clauses and Provisions ................................................................ 15
3-3 Construction Contract Specifications .............................................................. 15
3-3.1 General .................................................................................................... 15
3-3.2 Supplementary Conditions ....................................................................... 16
3-3.3 Technical Specifications .......................................................................... 16
3-3.3.1 General ............................................................................................. 16
3-3.3.2 Division 1, General Requirements .................................................... 16
3-3.3.3 Divisions 2 Through 16 ..................................................................... 16
3-3.3.4 Division 17, Mechanization................................................................ 18
3-4 Contract Drawings........................................................................................... 18
3-5 Correspondence and Minutes ......................................................................... 19
3-6 Schedule of A/E Submissions ......................................................................... 20
3-7 Identification of Contract Deliverables............................................................. 20
4 Review and Approval.............................................................................................. 21
4-1 Inspection of Professional Services ................................................................ 21
4-2 Approval of Design.......................................................................................... 21

2 Architect/Engineer Project Requirements Part I, General Instructions for A/E Services

Handbook AS-506, March 2000 Contents
Part I
General Instructions for A/E Services

1 Overview

1-1 Authority and Responsibility ! Clause FB-213

These instructions describe the professional services, specifications, drawings, cost

estimates, and submissions to be provided by the architect and/or engineer (A/E) under
contract with the Postal Service. Within the scope of the contract, the A/E furnishes all
services necessary to design a complete, functional, and economical postal facility. As
part of the responsibilities, the A/E provides investigations necessary to determine re-
quirements and coordinates with all authorities having jurisdiction over the project to
ensure that construction complies with applicable federal, state, and local laws and lo-
cal codes and ordinances.

The information in this part outlines the Postal Service requirements, the data to be
furnished, the parameters of design, and the procedures to be followed by the A/E in
developing and completing services. The A/E must provide copies of these instructions
to staff and consultants to ensure compliance with all contract requirements.

The A/E must not undertake work that the firm considers to be a cost or schedule
modification to the contract without prior written authorization from the contracting offi-
cer (CO).

Handbook P-2, 1.6

1-2 Definitions and Roles

1-2.1 Construction Administrator

On larger projects for which the A/E provides construction management services, the
construction administrator is the on-site senior representative of the A/E. This person
directs the daily technical and managerial efforts of the A/E during the construction and
postconstruction phases.

1-2.2 Construction Manager

The Postal Service may, at its option, retain a firm to provide construction management
assistance. The construction manager (CM) is responsible for performing technical and
managerial functions during design and construction. If a CM is retained during the de-
sign phase, the CM coordinates all A/E efforts for the Postal Service. CM responsibili-
ties during design primarily consist of monitoring the A/E design and assisting the
Postal Service in obtaining a building that can be constructed economically and in a
timely manner. The CM may assist the Postal Service in performing value engineering
and constructability reviews.

Architect/Engineer Project Requirements Part I, General Instructions for A/E Services

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Handbook AS-506, March 2000 Chapter 1, Overview
 1-2.3 Contracting Officer
Purchasing Manual 1.5
The contracting officer refers to the person executing this contract on behalf of the
Postal Service. Contracting officers have the authority to enter into, administer, and ! Clause B-1
terminate contracts and to make related decisions. They are responsible for ensuring
the performance of all actions necessary for efficient and effective purchasing, ensuring
compliance with the terms of the contracts, and protecting the interests of the Postal
Service in all of its contractual relationships. Contracting officers have wide latitude to
exercise sound business judgment based on the competitive and business needs of
the Postal Service.

In meeting these responsibilities, contracting officers are expected to consult and con-
fer with their internal business partners and purchase teams in addition to other spe-
cialists such as assigned counsel and the Inspection Service.

Contracting officers are also responsible for managing contractors and A/Es by over-
seeing the integrity and effectiveness of the contracting process, ensuring that all con-
tractors and A/Es are treated fairly and objectively, and maintaining effective
communications during contract performance.

1-2.4 Contracting Officer’s Representative Handbook P-2, 6.1.1b

Certain contracting officer responsibilities relating to suppliers and contractors may be ! Clause OB-21
performed by individuals acting on behalf of the contracting officer, if so appointed by
the contracting officer. These individuals are referred to as contracting officer’s repre-
sentatives (CORs). Delegation of authority by a CO to a COR must be made in writing.

1-2.5 Lessor
The lessor is the party whose proposal or agreement to lease is accepted by the Postal
Service.

1-2.6 Postal Service Project Manager

The Postal Service project manager (PM) is in charge of administering and directing
design and construction contracts, including contract administration, payment requests,
change requests and approvals, cost, and schedule control. The project manager is the
point of contact for the A/E, construction manager, and construction contractor.

1-2.7 Resident Engineer

On projects with a resident engineer, the resident engineer is the on-site technical rep-
resentative of the Postal Service authorized to act, within limitations, on behalf of the
Postal Service. When a CM has been retained, the resident engineer is a member of
the CM’s staff; otherwise, the resident engineer is a member of the A/E staff.

4 Architect/Engineer Project Requirements Part I, General Instructions for A/E Services

Handbook AS-506, March 2000 Chapter 1, Overview
1-3 Design Approach and Economy in Design and
Construction

1-3.1 Design Functional Overview

The primary functions of a postal facility are to provide service to customers and to fa-
cilitate the processing and distribution of mail. Most of the building and site areas are
designed to accommodate these functions. In addition to the employee workroom, the
facility has administrative and support spaces, a post office lobby, and customer serv-
ice areas, where applicable, that directly serve the public. Larger postal facilities may
include a vehicle maintenance facility (VMF) for postal vehicles.

Postal facilities must be designed to be safe, functional, and cost-effective. They must
provide friendly, businesslike, and efficient environments for the marketing of postal
services and in which employees work.

The exterior building design and site development must complement and be in keeping
with the design of other commercial and industrial buildings in the local community. The
building must be easy to identify as a post office and must have easily identified en-
trances for both customers and employees.

Effective use of the Postal Service logo and sign and low maintenance landscaping are
essential. Landscaping must be well chosen and well placed to enhance the appear-
ance of the facility without blocking required viewing. Sites should not be overland-
scaped, but should be carefully planned to be economical and effective. Plants must be
chosen that are native or adapted to the area and require minimum maintenance.

Access to and from customer and employee parking areas must be safe, convenient,
and pleasant. Attractive, durable materials are to be used consistently throughout the
building. Building styles that are not responsive to regional and local design influences
are inappropriate. Security features must be unobtrusive. Chain-link fencing and
barbed wire must be made as attractive as possible without compromising security.

Customer service areas must have a unified appearance, with services, products, and
information presented in an organized and well-designed manner in accordance with
postal guidelines. The work and employee amenity areas must be well organized, safe,
bright, colorful, spacious, well finished, and easily maintainable.

1-3.2 Cost Factors

It is essential to obtain the best value for money spent on facilities. Although buildings
are seen as an investment in achieving high service goals, customer satisfaction, and
good employee morale and productivity, economy in facility construction, operation,
and maintenance is a major goal of the Postal Service. In order to achieve this goal, (a)
only those elements that are necessary for the facility to function are to be provided and
(b) all building, structure, and utility systems proposed for use to meet the level of qual-
ity desired by the Postal Service must also be low in cost and energy efficient, based on
20-year life-cycle cost analyses.

Therefore, the A/E must, as part of the normal design service, make a cost analysis of
all building and mechanical systems based on a 20-year life cycle and must be pre-
pared to demonstrate to the Postal Service that proposed systems and materials will
achieve the greatest life-cycle cost benefit.

Architect/Engineer Project Requirements Part I, General Instructions for A/E Services

5
Handbook AS-506, March 2000 Chapter 1, Overview
 The Postal Service may, at its discretion, review the project for value engineering. This
will be done before, or at the time of, the intermediate submission acceptance, and the
findings will be reviewed with the A/E. After consultation with the Postal Service and
within the scope of contract requirements, the A/E must incorporate into the design,
without additional design fee, those items the Postal Service determines will achieve
the maximum life-cycle cost benefit.

1-3.3 A/E Cost Estimate ! Clause FB-209

! Clause FB-224
If the A/E cost estimate at any submittal exceeds the construction cost limit as ad- ! Clause FB-229
justed, the A/E must notify the Postal Service project manager of this one week before
the shipment of the submittal. A cost estimate that indicates an overrun automatically
makes the submittal unacceptable. The contractor must provide written reasons for the
situation and recommend actions to reduce the cost to the adjusted construction cost
limit.

6 Architect/Engineer Project Requirements Part I, General Instructions for A/E Services

Handbook AS-506, March 2000 Chapter 1, Overview
Part I
General Instructions for A/E Services

2 Regulations

2-1 Codes, Regulations, and Permits

The Postal Service policy concerning codes, regulations, and permits is based on de-
sign and construction of the types of facilities listed below. The A/E must prepare the
construction documents accordingly.

a. Postal Service-Owned Properties. The Postal Service owns the land and all
improvements.

b. Postal Service-Owned Improvements on Leased Land. In certain locations,

the Postal Service may lease land on which it designs, constructs, and owns the
building and the site improvements.

c. Leased Postal Facilities. Leased postal facilities that are privately owned must
be designed in full compliance with applicable codes and regulations both within
and beyond the property lines. The lessor must obtain all necessary permits.

In compliance with Postal Service policy, both leased and owned facilities must be de-
signed and constructed to comply with all state and local building code requirements
and national standards, unless otherwise specifically instructed.

The provisions governing codes, regulations, and permits as they apply to construction ! Clause B-49
contractors are set forth in Clause B-49, Building Codes, Fees, and Charges, in Sec-
tion G, Special Clauses, of the construction contract, which states:

a. State and local building codes and regulations do not apply as a matter of law to
work inside the property line of Postal Service-owned properties, but generally do
apply to Postal Service-leased properties. In compliance with Postal Service pol-
icy, the contractor must comply with all state and local building code requirements
unless otherwise specifically provided.

b. The supplier must pay all fees and charges for connections to outside services
and for the use of property outside the site.

For Postal Service-owned properties, clause B-49 must not be interpreted to mean that
a building permit is required to be obtained or that the plans must be submitted for ap-
proval by the local building department. However, permits and fees for connections and
outside services, as noted in clause B-49, must be paid by the construction contractor.
The A/E must keep the local building officials and other agencies reviewing the project
informed of the project's progress and must provide them with courtesy copies of the
preconcept, concept, intermediate, final, and solicitation submissions to the Postal
Service for review. The A/E must coordinate the design with the agencies to ensure
that there is agreement for such items as utility connections, curb cut locations, storm-
water disposal, and so forth. The A/E must document all discussions and agreements

Architect/Engineer Project Requirements Part I, General Instructions for A/E Services

7
Handbook AS-506, March 2000 Chapter 2, Regulations
 with the agencies. If review fees are required, the A/E must determine the review fees
and advise the Postal Service, who may authorize payment for these services.

For Postal Service-owned properties and Postal Service-owned improvements on

leased land, the latest edition of the National Fire Protection Association Life Safety
Code (NFPA 101) applies as a minimum design standard, subject to more stringent
provisions by state or local codes.

If Postal Service requirements are determined to be in conflict with any codes or regu-
lations, the A/E must notify the Postal Service immediately in writing describing the
conflict, defining alternatives, and recommending the code or regulation to be applied.

Depending on the geographical location of the facility, the design must comply, at a
minimum, with the seismic provisions of one of the three model building codes. These
include the Uniform Building Code (UBC), the Building Officials Code Administration
(BOCA), and the Standard Building Code (SBC). The code selected must be the one
commonly adopted in the area where the facility is to be located.

2-2 Compliance With Federal Policy Requirements

The A/E must prepare the construction documents to comply fully with current federal
policy requirements, including all changes and amendments. Although it is the policy of
the Postal Service to comply with the listed federal standards, Postal Service standards
and specifications are usually more stringent. When that is the case, Postal Service
standards will govern.

2-2.1 National Environmental Policy Act Handbook RE-6

Requirements of the National Environmental Policy Act (NEPA) of 1969 (Public Law
91-190, 83 Stat. 852, 42 United States Code (U.S.C.) 4321, et seq.) are covered in
Handbook RE-6, Facilities Environmental Guide.

2-2.2 Occupational Safety and Health Act

The requirements of the Occupational Safety and Health Act of 1970 (Public Law 92-
596, 86 Stat. 1590, 42 U.S.C. 4321) are covered in Occupational Safety and Health
(OSHA) Standards (29 Code of Federal Regulations (CFR) 1910) and Management
Instruction AS-510-87-3, Compliance with OSHA Standards  Facility Construction
Program.

2-2.3 Equal Employment Opportunity and Affirmative Action ! Clause 9-7

Programs ! Clause 9-8

! Clause 9-9
Solicitations for construction contracts and contracts with subcontracts of $10,000 or ! Clause 9-13
more contain Provision 9-2, Certification of Nonsegregated Facilities; Provision 9-5, ! Clause 9-14
Notice of Requirement for Equal Opportunity Affirmative Action; Clause 9-7, Equal Op- ! Provision 9-2
portunity; Clause 9-8, Affirmative Action Compliance Requirements for Construction; ! Provision 9-5
Clause 9-9, Equal Opportunity Preaward Compliance of Subcontracts; Clause 9-13,
Affirmative Action for Handicapped Workers; and Clause 9-14, Affirmative Action for
Disabled Veterans and Veterans of the Vietnam Era.

8 Architect/Engineer Project Requirements Part I, General Instructions for A/E Services

Handbook AS-506, March 2000 Chapter 2, Regulations
2-2.4 Energy Conservation
The requirements for energy conservation are set forth in the Energy Policy and Con-
servation Act of 1975 (Public Law 94-163); Executive Order 12003, issued on July 20,
1977; and the National Energy Conservation Policy Act of 1978 (Public Law 95-215).

2-2.5 Historic Preservation

The requirements for historic preservation are set forth in the National Historic Preser-
vation Act of October 15, 1971, and regulations of the Advisory Council on Historic
Preservation, "Procedures for the Protection of Historic and Cultural Properties" (36
CFR 800, 39 Federal Register (FR) 3366, January 25, 1974).

2-2.6 Federal Fire Prevention Control Act of 1974 Facilities Bulletin

DC-86-9
The requirements of the Federal Fire Prevention Control Act are covered in Facilities
Bulletin DC-86-9.

2-2.7 Randolph-Sheppard Act Amendments of 1974

The Randolph-Sheppard Act Amendments of 1974 (Public Law 93-516, Title II, 20
U.S.C. 107a), a regulation of the Department of Health, Education and Welfare,
"Vending Facility Program for the Blind on Federal and Other Property," 45 CFR 1369;
42 FR 15810, March 23, 1977, provides priority for visually impaired persons to operate
vending facilities in postal facilities. The selection of a suitable site for a vending facility
may be subject to approval by the state licensing agency. The location and design of all
other food service operations, such as cafeterias or vending machines, within postal
work areas are under Postal Service control. Questions by state licensing agencies
regarding food service operations and requirements within postal areas must be re-
ferred to the Postal Service for reply.

2-2.8 Physically Handicapped Handbook RE-4

The Architectural Barriers Act of 1968, as amended (Public Law 94-541, October 18,
1976; 42 U.S.C. 4151-4157), applies to postal facilities. Requirements of the act are
covered in Handbook RE-4, Standards for Facility Accessibility by the Physically
Handicapped, or by more stringent local codes that apply. A specific statement certify-
ing compliance with these requirements must be submitted by the contractor as part of
the final submission (to be included on the drawing’s cover sheet).

2-2.9 Preference for Domestic Construction Materials Purchasing Manual

1.7.12
The design produced by the A/E must allow the construction contractor to comply with ! Clause 1-10
the Postal Service policy regarding preference for domestic construction materials.

2-2.10 Labor Standards for Construction ! Clause 9-2

Construction contracts over $2,000 include Clause 9-2, Contract Work Hours and
! Clause 9-3

Safety Standards Act  Overtime Compensation, and Clause 9-3, Davis-Bacon Act.

Architect/Engineer Project Requirements Part I, General Instructions for A/E Services

9
Handbook AS-506, March 2000 Chapter 2, Regulations
 2-2.11 Flood Hazard Protection Handbook RE-6

Compliance with Executive Order 11988, Floodplain Management, the National Flood
Insurance Act of 1968, and the Flood Disaster Protection Act of 1973 is required.
These requirements are covered in Handbook RE-6.

2-2.12 Vapor Recovery Handbook AS-551,

Clean Air Act
Postal Service policy is to comply with the latest Environmental Protection Agency Compliance Guide
(EPA), state, and local requirements for gasoline vapor recovery in effect at the time of
design.

2-2.13 Clean Air Act, Clean Water Act, and Safe Drinking Water
Act
The A/E is responsible for the following:

a. Ensuring that the design furnished under the contract complies with federal, inter-
state, state, and local requirements that result from the Clean Air Act, as
amended, the Clean Water Act, as amended, and the Safe Drinking Water Act, as
amended.

b. Determining from the appropriate state or local authorities responsible for moni-
toring conformance to air pollution emission standards and water pollution stan-
dards whether or not permits or approvals to construct or operate the facility are
required for compliance with the these acts.

c. Preparing and filing the applications for such permits or approvals if they are re-
quired. Any permits or approvals must be included as part of the construction
documents submitted for intermediate design review.

d. If local or state permits and/or approvals cannot be officially obtained during the
design period, the A/E must advise the project manager about this and must in-
clude a requirement in the solicitation documents making it the contractor's re-
sponsibility to obtain such permits and/or approvals.

2-2.14 Small, Minority-Owned, and Woman-Owned Business

Requirement
The requirements for small, minority-owned, and woman-owned businesses must be
met as follows:

a. Detailed subcontracting goals for these types of business must exist on all con-
struction projects over $500,000.

a. The A/E must submit and negotiate a subcontracting plan that separately ad- ! Clause 9-8
dresses subcontracting with small, minority-owned, and woman-owned busi- ! Clause 3-1
nesses. This plan is to be included in and made a part of the contract. The ! Clause 3-2
subcontracting plan must be negotiated within the time specified by the contract- ! Provision 3-1
ing officer. Each solicitation and construction contract must include Provision 3-1,
Notice of Small, and Minority-Owned, and Woman-Owned Business Sub-
contracting Requirements; Clause 3-1, Participation of Small, Minority-Owned,
and Woman-Owned Businesses; and Clause 3-2, Small, and Minority-Owned,
and Woman-Owned Businesses Subcontracting Requirements.

10 Architect/Engineer Project Requirements Part I, General Instructions for A/E Services

Handbook AS-506, March 2000 Chapter 2, Regulations
b. The A/E must assist the CO in developing goals based on the A/E’s investigation
of the availability of qualified small, minority-owned, and woman-owned busi-
nesses in the general area of the project. (Information is available from a variety of
sources, which include the U.S. Department of Commerce's Minority Business
Development Agency and Minority Business Opportunity Committees, Small
Business Administration, the Association of General Contractors of America,
American Consulting Engineers Council Research and Management Foundation,
minority clearinghouses, and so forth.) The A/E does not need to check the re-
sponsibilities or determine each firm's capabilities in detail, but the A/E must verify
that the firm is active. The A/E must prepare a list of businesses, with addresses
and specialties, that may be furnished to all prospective offerors for information
and guidance.

c. A recommendation of less than 5 percent or more than 20 percent of the dollar

value of the estimated work to be subcontracted must be thoroughly documented
and justified by the A/E.

2-2.15 Asbestos Handbook RE-6

EPA regulations (40 CFR 61) prohibit the use of spray asbestos material and molded Handbook AS-556,
asbestos materials that are friable. The use of any other friable asbestos-containing Asbestos Management
Guide
materials is not permitted by the Postal Service. Demolition of existing structures con-
taining asbestos must also follow latest EPA and OSHA regulations and any applicable ! Clause FB-273
state asbestos regulations. The A/E is to provide a statement on the drawings that the
design does not include asbestos.

2-2.16 Polychlorinated Biphenyls

Follow the latest EPA regulations (Toxic Substances Control Act) regarding disposal,
marking, manufacturing, distribution, and use of polychlorinated biphenyls (PCBs). In-
spect existing buildings to be substantially renovated or demolished for PCBs. Disposal
of PCBs must be in accordance with existing EPA regulations. The use of PCBs in
transformers and capacitors in postal facilities is not permitted.

2-2.17 Urea Formaldehyde Foam

The use of urea formaldehyde foam is prohibited in postal buildings.

2-2.18 Underground Storage Tanks Handbook AS-503

The Hazardous and Solid Waste Amendments of 1984 (Public Law 98-616), which
amend the Solid Waste Disposal Act of 1965, mandate handling hazardous materials
in a way that does not threaten the environment. The final EPA regulations for installa-
tion of underground storage tanks to store regulated substances apply to postal facili-
ties. Handbook AS-503, Module 4C, provides guide specifications for new tanks and
associated piping. It is Postal Service policy to comply with all state underground stor-
age tank design, installation, operational, and monitoring requirements only if they meet
or exceed the requirements detailed in Handbook AS-503.

Architect/Engineer Project Requirements Part I, General Instructions for A/E Services

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Handbook AS-506, March 2000 Chapter 2, Regulations
 2-2.19 Comprehensive Environmental Response, Compensation,
and Liability Act
The Comprehensive Environmental Response, Compensation, and Liability Act
(CERCLA) regulations require the reporting and proper remediation of any hazardous
substances discovered on the site. Remediations are to be conducted in accordance
with the latest EPA and state hazardous waste contingency plans.

2-2.20 Resource Conservation and Recovery Act

Follow the latest EPA regulations, as described in the Resource Conservation and Re-
covery Act (RCRA), regarding the transport, storage, or disposal of hazardous sub-
stances. The removal of hazardous substances from the site must also comply with all
U.S. Department of Transportation, state, and local hazardous waste regulations.

2-2.21 Wetlands Handbook RE-6

The Postal Service must comply with Executive Order 11990, Protection of Wetlands,
as well as the U.S. Army Corps of Engineers Wetlands Regulations. No action can oc-
cur in a wetlands area before all permit requirements are completed and a determina-
tion by the Postal Service of no practicable alternative is issued. In addition, Postal
Service policy is to comply with state and local wetlands regulations. Requirements are
covered in Handbook RE-6.

2-2.22 Coastal Zone Management Handbook RE-6

A consistency determination must be issued by the Postal Service on any project lo-
cated within a state-established coastal zone management district. No construction can
occur before the consistency determination is issued. Requirements are covered in
Handbook RE-6.

2-2.23 Lead-Free Materials

The A/E is responsible for providing a design that complies with all applicable environ-
mental and health regulations pertaining to lead-free materials. A certification that the
project has been designed to meet lead-free requirements should be included on the
drawing’s cover sheet.

2-3 Compliance With State Regulations ! Clause FB-216

The A/E firm must employ a registered architect licensed to practice in the state in
which the project is located. The A/E must also ensure that the structural, electrical,
mechanical, and other engineering disciplines necessary in the design of the project
are under the responsible direction of registered professional engineers who are li-
censed to practice in the state in which the project is located.

12 Architect/Engineer Project Requirements Part I, General Instructions for A/E Services

Handbook AS-506, March 2000 Chapter 2, Regulations
Part I
General Instructions for A/E Services

3 Documentation

3-1 Design Data

The project manager provides the A/E with a package of background information and Handbook P-2,
design criteria that the A/E needs to determine the basic design requirements for the 4.4.2.e-21
proposed facility. The information provided to the A/E is listed in the List of Attachments
to the A/E contract.

The A/E is responsible for obtaining and using all current Postal Service design stan-
dards, design criteria, guidebooks, handbooks, and other required information that is
not listed in the List of Attachments to the A/E contract. Part VI of this handbook con-
tains a chapter with attachments and references.

Design data consists of, but is not limited to, these instructions and the material de-
scribed below.

" Building Design

3-1.1 Postal Service Building Design Standards Standards

The Building Design Standards are intended to provide general design guidance. The
Building Design Standards do not relieve the A/E from the responsibility of producing a
complete, coordinated, accurate, and effective design. The Building Design Standards
consists of four major components and are available on a CD-ROM. The A/E is re-
sponsible for obtaining and using the most current Building Design Standards. Follow-
ing are the four major components of the Building Design Standards:

a. Handbook AS-503, Standard Design Criteria. Handbook AS-503 acts as an Handbook AS-503
umbrella document to establish the overall performance criteria for all facility
types, including site adapted standard designs, alternate quarters, and repair and
alteration projects. Handbook AS-503 is organized into four modules: General
Criteria, Specific Criteria, Special Facility Types, and Special Components. The
design criteria in each module may include, but not be limited to, the following:

(1) Design criteria include:

(a) Site environmental assessment.

(b) Site development.

(c) Building design standards.

(d) Energy saving design.

(e) Cost reduction and value engineering requirements.

(f) Fire protection and safety.

Architect/Engineer Project Requirements Part I, General Instructions for A/E Services

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Handbook AS-506, March 2000 Chapter 3, Documentation
 (2) Space requirements.

(3) Environmental requirements.

b. Standard Designs. The standard designs provide from 10 percent to 90 percent " Building Design
completed designs of various facility types. Standards

a. Standard Detail Library. The Standard Detail Library is a library of postal- " Building Design
specific construction details for use on all facility types. Standards

a. Master Specification. This document provides a single unified source of guide- " Building Design
line specifications for small and medium standard design projects as well as for Standards
alternate quarters and repair and alteration projects.

3-1.2 Functional Design Specifications

The Functional Design Specifications (FDS) provide the functional requirements to be
used in designing the facility. The FDS consists of a narrative specification, a functional
site plan, a functional floor plan, the operational systems, and special design require-
ments for the specific facility.

Handbook AS-505
3-1.3 Postal Mechanization Standards
MD-15 Series
For mechanized postal facilities, the postal facility standards include (a) Handbook AS-
505, Mechanization Design Specifications, for design, (b) Fixed Mechanization Stan- USPS-M-5000
dard Drawings MD-15 Series and (c) specification number USPS-M-5000, Specifica-
tion Standards for Mechanized Mail Processing Systems, all of which must be
incorporated into the working drawings by reference.

3-2 Construction Contract Solicitation

3-2.1 Contents
The Postal Service prepares the construction contract solicitation, proposal, and award
documents in the format using the Design and Construction Contract System (DCCS)
as shown below:

Section Description
Part 1  Schedule
A Items and Prices
B Specifications or Statement of Work
C Delivery or Performance
D Packaging and Marking
E Inspection and Acceptance
F Payment and Funding

14 Architect/Engineer Project Requirements Part I, General Instructions for A/E Services

Handbook AS-506, March 2000 Chapter 3, Documentation
 Section Description
Part 2  Clauses and Attachments
G Special Clauses
H General Clauses
I List of Attachments
Part 3  Solicitation Provisions
J Instruction to Offerors
K Solicitation Notices and Provisions
L Representations and Certifications
M Evaluation and Award Factors

Materials required for inclusion in Sections A to M include, but are not limited to, in-
structions to offerors, performance bond and payment bond forms, solicitation provi-
sions, general contract clauses, special contract clauses, current wage rate
determinations, liquidated damages, and the goals for equal opportunity and affirmative
action.

The wage rate schedule must be amended as required during the solicitation period to
be current to within 10 days of the opening of proposals.

Section I of the construction contract solicitation contains a list of attachments, as pre-

pared by the A/E, which will be incorporated by the Postal Service into the construction
contract by reference. Examples include, but are not limited to, drawings, specifica-
tions, subsoil reports, boring logs, and location plans.

3-2.2 Postal Clauses and Provisions Purchasing Manual

Appendixes A and B
The Purchasing Manual, Appendix A, provides the required format and content of con-
tract solicitations. It also identifies the postal provisions that must be included in all so-
licitations. The Purchasing Manual, Appendix B, sets forth the general clauses that
must be included in solicitations and contracts. It is the A/E’s responsibility to be thor-
oughly knowledgeable about all current postal design- and construction-related provi-
sions and clauses, whether or not they are specifically referenced.

The A/E must review the clauses and provisions mandated by the Purchasing Manual
and Handbook P-2, Design and Construction Purchasing Practices, and advise the
contracting officer in writing of the need for any additional solicitation and/or contract
clauses or clauses that may require clarification, based on the specific requirements of
the project. The A/E is responsible for preparing construction documents that do not
contradict any current postal design- or construction-related clauses, provisions, or
guidelines.

3-3 Construction Contract Specifications ! Clause FB-223

3-3.1 General
The A/E is to prepare the construction contract specifications, which consist of
supplementary conditions and technical specifications. The construction contract

Architect/Engineer Project Requirements Part I, General Instructions for A/E Services

15
Handbook AS-506, March 2000 Chapter 3, Documentation
 specifications must not repeat or conflict with the supplementary conditions or the
postal provisions, general contract clauses, and special contract clauses in Sections A
to M of the construction contract solicitation.

The construction contract specifications do not reference postal facility standards, ex-
cept for mechanization. Use Division 17 for the fixed mechanization specifications
when mechanization is included in the construction contract. Show the project number
assigned by the Postal Service on the cover of all facility specifications and at the bot-
tom of each page of sections 17.8, 17.9, and 17.10 of the mechanization specifications.

The A/E is to submit all construction contract specifications on 8-1/2” x 11” sheets.

3-3.2 Supplementary Conditions

The A/E develops and recommends all supplementary conditions to augment or modify
the required clauses and provisions mandated by the Purchasing Manual or Handbook
P-2. All supplementary conditions developed or recommended by the A/E must not
repeat or conflict with the technical specifications or the postal provisions, general con-
tract clauses, and special contract clauses in Sections A to M of the construction con-
tract solicitation.

3-3.3 Technical Specifications

3-3.3.1 General

Technical portions of the specifications must not repeat or conflict with the supple-
mentary conditions, general requirements, or the postal provisions, general contract
clauses, and special contract clauses in Sections A to M of the construction contract
solicitation. A sample construction contract, including contract provisions and clauses in
Sections A to M, may be provided to the A/E for reference.

The A/E reviews the Master Specification, Introduction and Instructions, before prepar- " Building Design
ing the technical portion of the project manual. Standards

3-3.3.2 Division 1, General Requirements

The A/E must modify Division I, General Requirements, included in the Master Specifi-
cation, as required to address specific nontechnical project conditions. The A/E must
review these specifications to ensure that no conflicts exist. The A/E is solely responsi-
ble for the accuracy and continuity of the construction contract specifications.

The construction contractor is responsible for preparing and submitting a proposed

schedule of submittals to the Postal Service for review and approval in accordance with
the Master Specification, section 01330. The A/E is responsible for reviewing the pro-
posed schedule of submittals and identifying any specific submittals that may be re-
quired due to the nature or complexity of the specific project.

3-3.3.3 Divisions 2 Through 16 ! Clause FB-223

The A/E must modify the technical specifications from Division 2, Site Work, through
Division 16, Electrical, included in the Master Specification, to address specific
technical project conditions. The A/E must provide additional original technical
specifications as necessary when the required specifications do not exist in the Master

16 Architect/Engineer Project Requirements Part I, General Instructions for A/E Services

Handbook AS-506, March 2000 Chapter 3, Documentation
Specification. Do not use exculpatory clauses (i.e., escape clauses); instead, use
clearly defined requirements. Some additional technical specifications that may need
explanation are as follows:

a. Product Descriptions. Include the following information:

(1) When standard or modified commercial products will meet Postal Service
requirements, a product description must be used that includes:

(a) A common, generic identification of the item.

(b) Known, acceptable, brand-name products, identified by model or cata-

log number, and the commercial catalogs in which they appear.

(c) The name and address of the manufacturer, producer, or distributor of

each brand-name product referenced.

(d) A description of any modification required.

(2) If at least three acceptable brand-name products are specified, the solicita-
tion may provide that only proposals for those products are to be considered.
It is in the Postal Service's best interests, however, that all acceptable brand-
name products be identified.

(3) If fewer than three acceptable brand-name products are specified or if pro-
posals for other than those specified are to be considered:

(a) The product description must include a description of the item's essen-
tial characteristics, such as kind of material, size or capacity, equipment
with which the item is to be used, and restrictive operating or environ-
mental conditions.

(b) The brand names in the product description must be followed by the
words "or equal."

b. Postal Service Property. The Postal Service may provide materials or other Purchasing Manual
property to contractors when it will result in significant economies and/or stan- 2.2.7
dardization, will expedite production, or is in the Postal Service's interest. The ! Provision A-12
property to be furnished must be specified in the construction solicitation in suffi-
cient detail to enable offerors to evaluate it accurately. The A/E is responsible for
coordinating with the COR and PM to ensure that the construction contract docu-
ments clearly define the requirements and extent of Postal Service property.

b. Postal Service Direct-Buy Equipment or Supplies. The A/E is responsible for " Building Design
producing a design that is in conformance with the Postal Service's current policy Standards, Master
on incorporating direct-buy equipment and supplies. The A/E must clearly define Specification 01116
in the specifications and on the drawings the items and installation requirements
for direct-buy equipment and supplies. The A/E is responsible for coordinating the
use of direct-buy equipment and supplies with the postal project manager.

c. Highway Specifications. Highway specifications for the state in which the project
is located must be referenced for paving, grading, sidewalks, curbs, and gutters.

d. Testing. Testing to establish the contract's compliance with critical items or critical
portions of the work must be specified as the contractor’s responsibility. Testing
must be consistent with that required under standard commercial practices. Any
specified testing requirements do not limit the Postal Service from performing ad-
ditional testing and inspection as deemed necessary.

Architect/Engineer Project Requirements Part I, General Instructions for A/E Services

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Handbook AS-506, March 2000 Chapter 3, Documentation
 e. Critical Submittals. Submittals such as shop drawings, samples, and certificates
must be specified as necessary to establish compliance of the contract with critical
portions of the work. The A/E must not require submittals for minor commercial
items or for items of marginal value. The A/E must include in the mechanical and
electrical sections the extent of a manufacturer’s literature, rating data, perform-
ance curves, spare parts lists, and shop drawings that must be furnished for re-
view and approval before purchasing.

f. Heating and Air-Conditioning Testing. The specifications must require the con-
tractor to make field tests of heating and air-conditioning systems to demonstrate
that the equipment will perform as required. The results of the tests are to be
submitted before final inspection. Manufacturer’s representatives may be required
to be present for inspection, start-up, and instructions in the operation and main-
tenance of equipment.

g. Major Item Submittals. The specifications must require that the contractor fur-
nish manufacturer’s manuals, spare parts lists, diagrams, instructions, data per-
formance curves, and shop drawings as approved for major items of equipment to
be installed in the work.

3-3.3.4 Division 17, Mechanization

Division 17 is to be used for the fixed mechanization specifications when mechaniza-

tion is used in the project.

3-4 Contract Drawings ! Clause FB-225

The contract drawings are the graphic representation of the work for the project that
indicate the form, quantity, and relationship of the construction materials and products.
The A/E should follow the general guidelines provided in the most current edition of the
Building Design Standards and the requirements of Clause FB-225, Drawings (Archi-
tect-Engineer). Contract drawings must be prepared as follows:

a. All required drawings must be prepared and furnished under the contract in Auto-
CAD (electronic format) disk format, as directed by the CO. Exceptions must have
prior written approval from the CO. The CO defines the submittal requirements for
AutoCAD and electronic media (disks) and hard copies.

b. All final drawings must be 8-1/2” x 11”, 11” x 17”, 18” x 24”, 24” x 36”, or 30” x 42”,
trim-to-trim, with Postal Service title block, graphic scale.

c. Drawing methods and quality must permit satisfactory, clear, and legible one-half
size reproduction.

d. Lettering on the drawings is not to be smaller in height than 0.10 inch.

e. All final drawings must be detailed working drawings as necessary for efficient
execution of the construction work. They must conform to the general require-
ments in this section and the requirements previously stated.

f. All original drawings must be prepared at a scale adequate to properly present the
design data development including detailed features. Drawing scales for buildings
or structures smaller than 1/8-inch = 1 foot are not permitted without prior approval
from the CO.

18 Architect/Engineer Project Requirements Part I, General Instructions for A/E Services

Handbook AS-506, March 2000 Chapter 3, Documentation
g. The electrical design must be separated into the following four plans unless oth-
erwise specifically required by the CO or as provided in the contract:

(1) Power.

(2) Lighting and receptacles.

(3) Security, telephone, and intercommunication systems.

(4) Fire alarm.

The A/E must provide separate designs for specialty systems, such as lightning
protection, depending on the complexity and other requirements for the project.

h. Similarly, the plumbing, heating, and air-conditioning must be separated when

necessary to avoid congestion.

i. A minimum scale of 1/4-inch = 1 foot must be used for all details of areas of con-
gestion such as mechanical rooms, toilet rooms, and the like, and as may other-
wise be designated by the contracting officer. The drawing scale for site, utility,
and/or other related work (work outside the 5-foot building line), including details
(engineer's), must clearly and adequately reflect the design data developed.

j. Drawings must be organized and must provide appropriate details of the site work
(layout, grading, paving, and drainage) and the utilities (water, sewer, gas, power,
and communications) separate from the building and/or structure drawings.

Organize sets and designate sheets according to discipline, such as civil (C), architec-
tural (A), structural (S), mechanical (M), plumbing (P), fire protection (F), electrical
(E), and mechanization (ME).

k. Drafting, lettering, shading, and hatching must allow for legible reproduction to
one-half size.

l. Adapt the postal facility standards for the specific project requirements and do not
include them by reference except for mechanization.

m. Provide a space and area summary on the first architectural plan sheet.

n. Date all submittals.

o. Provide details and schedules on the drawings, not in the specifications.

p. The title block must be vertically aligned with the right margin of the sheet, with the
sheet title and number at the bottom of the sheet. Text must be printed horizon-
tally within the title block. Include the following in the title block: agency identifica-
tion, Postal Service project number, and project title.

3-5 Correspondence and Minutes

Direct all correspondence relating to this project to the authorized representative of the
CO. The A/E prepares minutes of the orientation meeting, all review meetings, and
telephone conversations with authorized postal representatives, and forwards two
typed copies within 5 working days to the COR. These minutes must include the names
of those attending the meeting or involved in the telephone conversation, the items dis-
cussed, and decisions reached. The Postal Service will respond to the minutes only if it
takes exception to an item.

Architect/Engineer Project Requirements Part I, General Instructions for A/E Services

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Handbook AS-506, March 2000 Chapter 3, Documentation
 In addition, the A/E must maintain a log of significant events and decisions with ade-
quate documentation and minutes of all meetings, correspondence, and submissions
to local officials, agencies, or jurisdictions that may affect the project.

3-6 Schedule of A/E Submissions

Postal Service personnel review the project primarily to monitor compliance with scope,
cost, energy, and functional requirements. These reviews do not relieve the A/E of
professional or contractual responsibilities. A list of drawings and documents the A/E is
required to submit upon completion of each design phase is provided by the Postal
Service during the preorientation meeting, and is included in the delivery schedule
contained in Section C, Delivery or Performance, of the A/E contract. Specific mailing
and distribution instructions are contained in Section D, Packaging and Marking.

Each submission must be delivered on time and be fully complete, containing all deliv-
erable items described for the respective phase of project completion. When submittals
are found to be incomplete or lacking substance, the Postal Service may reject the
submission without further review until the deficiencies are resolved by the A/E and any
additional information or drawings are submitted to the Postal Service. Correction of
deficiencies or makeup of time delays are at the A/E’s expense and at no cost to the
Postal Service.

3-7 Identification of Contract Deliverables ! Clause OB-19

All contract deliverables must be identified in accordance with Clause OB-19. Unless
otherwise specified, the cover page of each document prepared and submitted by the
A/E to the Postal Service under this contract must include the following information:

a. Name and city of project location.

b. Name and business address of the contractor.

c. Contract number.

d. Facilities Management System for Windows (FMSWIN) project number.

e. Name, position, and office location of the Postal Service’s COR.

f. Date of report.

20 Architect/Engineer Project Requirements Part I, General Instructions for A/E Services

Handbook AS-506, March 2000 Chapter 3, Documentation
Part I
General Instructions for A/E Services

4 Review and Approval

4-1 Inspection of Professional Services ! Clause 4-5

The contracting officer may, at any time or place, inspect the services performed and Purchasing Manual
the products, along with documents and reports. No matter what type of contract is 4.6.3
employed, and in addition to any specific standards of quality set out in this agreement,
the contracting officer may reject any service or products that do not meet the highest
standards of professionalism. No payment will be due for any services or products re-
jected under this clause.

Acceptance of any product or service does not relieve the A/E of the duties imposed by
the code of professional ethics, and the A/E remains liable, for the period allowed under
federal law for claims by the United States, for any errors or omissions occurring during
performance. All partners or principals agree that they will be jointly and severably liable
for such errors and omissions.

4-2 Approval of Design ! Clause FB-213

The A/E is responsible for the professional quality, technical accuracy, and coordination
of all designs, drawings, specifications, and other services furnished by the A/E under
this contract. The A/E must, without additional compensation, correct any errors or de-
ficiencies in the design, drawings, specifications, and other services.

As part of the A/E’s responsibility under this contract, the A/E must coordinate with
state and local authorities as necessary to ensure that design and construction of the
project comply with applicable state and local codes and ordinances.

Any Postal Service review, approval, or acceptance of, or payment for, any services
required under this contract must not be construed to waive any rights arising out of the
performance of the contract. The A/E remains liable to the Postal Service, in accor-
dance with applicable laws, for all liability or damages to persons or property caused by
the A/E’s negligent performance of any services furnished under the contract.

The rights and remedies of the Postal Service provided for under the contract are in
addition to any other rights and remedies provided by law.

Architect/Engineer Project Requirements Part I, General Instructions for A/E Services

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Handbook AS-506, March 2000 Chapter 4, Review and Approval
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22 Architect/Engineer Project Requirements Part I, General Instructions for A/E Services

Handbook AS-506, March 2000 Chapter 4, Review and Approval
Part II
Mail Processing Facilities

Contents
1 Predesign Phase A/E Services .............................................................................. 27
1-1 Survey of Existing Facilities............................................................................. 27
1-2 Additional Services (Options) .......................................................................... 27
1-2.1 Boundary and Topographic Site Survey .................................................. 27
1-2.2 Subsurface Investigation.......................................................................... 27
1-2.3 Investigative Services for Existing Facilities ............................................ 27
1-2.4 Environmental Assessment ..................................................................... 28
1-2.5 Wetlands Impact Study............................................................................ 28
1-2.6 Hazardous Waste Site Assessment ........................................................ 28
1-2.7 Traffic Impact Studies .............................................................................. 28
2 Design Phase A/E Services ................................................................................... 29
2-1 General Design Services ................................................................................ 29
2-1.1 Table of Design Phases........................................................................... 29
2-1.2 Transmitting Submissions........................................................................ 30
2-1.3 Records Ownership ................................................................................. 30
2-1.4 Postal Service-Furnished Property .......................................................... 30
2-1.5 Changes................................................................................................... 30
2-1.6 Meetings................................................................................................... 31
2-2 Design Phase Services ................................................................................... 31
2-2.1 Prenegotiation Orientation and Negotiations ........................................... 31
2-2.1.1 Prenegotiation Orientation ................................................................ 31
2-2.1.2 Professional Services Estimating Sheets ......................................... 31
2-2.1.3 Negotiations ...................................................................................... 32
2-2.1.4 Prenegotiation Orientation and Negotiation Meetings....................... 32
2-2.1.5 Construction Cost Limit..................................................................... 32
2-2.2 Preconcept Design Phase ....................................................................... 32
2-2.2.1 Acceptance Criteria........................................................................... 32
2-2.2.2 Submission Requirements ................................................................ 33
2-2.2.3 Preconcept Design Review Meeting ................................................. 39
2-2.3 Concept Design Phase ............................................................................ 40
2-2.3.1 General ............................................................................................. 40
2-2.3.2 Submission Requirements ................................................................ 40
2-2.3.3 Concept Design Review Meeting ...................................................... 49
2-2.4 Intermediate Design Phase...................................................................... 49
2-2.4.1 General ............................................................................................. 49
2-2.4.2 Submission Requirements ................................................................ 49
2-2.4.3 Intermediate Design Review Meeting ............................................... 55

Architect/Engineer Project Requirements Part II, Mail Processing Facilities 23

Handbook AS-506, March 2000 Contents
 2-2.5 Final Design Phase .................................................................................. 55
2-2.5.1 General ............................................................................................. 55
2-2.5.2 Submission Requirements ................................................................ 55
2-2.5.3 Final Design Review Meeting............................................................ 58
2-2.6 Solicitation Phase..................................................................................... 58
2-2.7 Submission Checklist............................................................................... 60
2-3 A/E Modifications of Design ............................................................................ 60
2-4 Additional Design Phase Services (Options) .................................................. 63
2-4.1 Perspective Drawing ................................................................................ 63
2-4.2 Supplementary Drawings ......................................................................... 63
2-4.3 Mechanization Systems Description Manual ........................................... 64
2-4.4 Roofing Consultant .................................................................................. 64
2-4.5 Fire Protection Consultant ....................................................................... 65
3 Construction Phase A/E Services .......................................................................... 67
3-1 Design Services During Construction (Options).............................................. 67
3-1.1 General .................................................................................................... 67
3-1.2 A/E Support Services ............................................................................... 67
3-1.3 Submission Reviews and Approvals ........................................................ 68
3-1.3.1 Shop Drawings, Product Data, and Samples.................................... 68
3-1.3.2 Coordination Drawings...................................................................... 70
3-1.3.3 Schedule of Values and Progress Payments.................................... 70
3-1.3.4 Schedules ......................................................................................... 70
3-1.3.5 Spare Parts Data............................................................................... 71
3-1.3.6 Warranties and Guarantees.............................................................. 71
3-1.3.7 Operation and Maintenance Manuals ............................................... 71
3-1.3.8 Test Reports ..................................................................................... 71
3-1.3.9 Change Orders and Contract Modifications...................................... 72
3-1.3.10 As-Built Drawings and Specifications.............................................. 72
3-1.3.11 Electronic Format of As-Built Information ....................................... 72
3-1.3.12 As-Built Photographs ...................................................................... 73
3-1.3.13 Closeout Certificates ....................................................................... 73
3-2 Modifications of Design During Construction .................................................. 73
3-3 Field Services During Construction (Options) ................................................. 73
3-3.1 Requirement ............................................................................................ 73
3-3.2 General Responsibilities .......................................................................... 73
3-3.3 Contract Administration............................................................................ 74
3-3.4 Field Supervision...................................................................................... 75
3-3.5 Mechanization Coordination..................................................................... 76
3-3.6 Progress Meetings ................................................................................... 77
3-3.7 Records.................................................................................................... 78
3-3.8 Construction Project File.......................................................................... 78
3-3.9 Quality Control and Inspection ................................................................. 82
3-3.10 Progress Photographs ........................................................................... 83
3-3.11 Schedule of Values and Payments ........................................................ 83
3-3.12 Clarifications .......................................................................................... 84

24 Architect/Engineer Project Requirements Part II, Mail Processing Facilities

Handbook AS-506, March 2000 Contents
 3-3.13 Operating Tests ..................................................................................... 84
3-3.14 Training .................................................................................................. 84
3-3.15 Guarantees and Instructions.................................................................. 84
3-3.16 Preoccupancy Safety and Health Inspection ......................................... 85
3-3.17 Accessibility Inspection .......................................................................... 85
3-3.18 Preliminary Completion Inspection ........................................................ 85
3-3.19 Substantial Completion Inspection......................................................... 85
3-3.20 Final Completion Inspection................................................................... 86
3-3.21 Final Payment Review ........................................................................... 86
4 Postconstruction Phase A/E Services .................................................................... 87
4-1 Design Services After Construction (Options) ................................................ 87
4-1.1 Record Drawings and Specifications ....................................................... 87
4-1.2 Contract Appeals ..................................................................................... 87
4-2 Field Services After Construction (Option)...................................................... 87
4-2.1 Six-Month Postoccupancy Evaluations .................................................... 87
4-2.2 Guarantee Inspection............................................................................... 88
4-2.3 One-Year Warranty Inspection ................................................................ 88

Architect/Engineer Project Requirements Part II, Mail Processing Facilities 25

Handbook AS-506, March 2000 Contents
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26 Architect/Engineer Project Requirements Part II, Mail Processing Facilities

Handbook AS-506, March 2000 Contents
Part II
Mail Processing Facilities

1 Predesign Phase A/E Services

1-1 Survey of Existing Facilities
The architect and/or engineer (A/E) must perform all investigative research and reviews
that are necessary to prepare the design. All new as well as existing facilities must be
surveyed. This survey must include, but is not limited to,:

a. Analysis of the site.

b. Analysis of availability and capacity of underground and aboveground utilities.

On existing facilities, the A/E’s survey must analyze their electrical, mechanical, and
structural capabilities as well as review the existing drawings for critical inaccuracies.
The survey must include interviewing Operations and Maintenance personnel and
measuring existing conditions.

1-2 Additional Services (Options)

1-2.1 Boundary and Topographic Site Survey Handbook AS-503

The A/E prepares, reviews, and coordinates the topographic and property line surveys,
! Clause FB-291

including easements, setbacks, and utility locations, necessary for completing the so-
licitation documents as described in the Boundary and Topographic Site Survey
(RETB, September 1996) found in Handbook AS-503, Standard Design Criteria. All
available Postal Service survey information must be provided to the A/E. The A/E must
coordinate required soil borings, quantity, locations, depth, analysis, etc., with the envi-
ronmental specialist.

1-2.2 Subsurface Investigation Handbook AS-503,

Module 1, 1-1.2
The A/E prepares, reviews, and coordinates the subsurface soil investigation as nec-
essary for preparation of the solicitation documents. If sufficient information is not
! Clause FB-291

available at the time of contract negotiation, the A/E must submit a proposal afterward.
This must be a technical proposal stating the fixed cost for accomplishing the work,
with breakdown of labor, time, materials, and unit costs sufficient to perform field work,
test soils, analyze results, and compile the report.

1-2.3 Investigative Services for Existing Facilities

The A/E must perform all field investigations, measurements, surveys, and testing of
existing facilities necessary to generate "as-built" drawings for the areas and systems
affected by the proposed work. Investigative tests must be the nondestructive type. The
A/E must visit the site, taking supporting personnel representing appropriate disciplines

Architect/Engineer Project Requirements Part II, Mail Processing Facilities 27

Handbook AS-506, March 2000 Chapter 1, Predesign Phase A/E Services
 needed to inspect the existing conditions and to take measurements, notes, and pic-
tures, as needed, for preparing as-built drawings for areas and systems affected by the
work.

1-2.4 Environmental Assessment Handbook RE-6

The A/E must evaluate the appropriate requirements for environmental monitoring, as-
sessment, and/or statements if this task is included in the contract. The A/E must per-
form the required ecological studies, including preparation of environmental
assessment and impact reports. The A/E must attend public meetings and hearings as
required and make presentations as necessary to governing authorities.

1-2.5 Wetlands Impact Study Handbook RE-6

The A/E must evaluate the impact that the proposed project will have on the wetlands
at the proposed site if this task is included in the contract. The A/E must provide con-
struction guidelines and procedures required for compliance with all regulations. The
A/E must attend public meeting and hearings as required and make presentations as
necessary to governing authorities.

1-2.6 Hazardous Waste Site Assessment

The A/E must perform a comprehensive waste assessment of the designated site if
this task is included in the contract. The A/E must procure all tests necessary to com-
plete the assessment. The A/E must prepare a hazardous waste site assessment re-
port substantiating the conclusions reached during the assessment. This report must
include a detailed procedure or design for site remediations. The A/E must attend pub-
lic meetings and hearings as required and make presentations as necessary to gov-
erning authorities.

1-2.7 Traffic Impact Studies

The A/E must perform a comprehensive traffic impact study if this task is included in
the contract. The traffic impact study must include analyses and evaluations of the im-
pact that the proposed construction would have on pedestrian and vehicular traffic, in-
cluding public mass transportation and public parking. The traffic impact study must
consider the proposed construction and also all long-term plans for future postal ex-
pansion. The traffic impact study must also address all restrictions due to traffic con-
gestion and the cost of all necessary traffic improvements. The A/E must attend public
meetings and hearings as required and make presentations as necessary to local and
governing authorities.

28 Architect/Engineer Project Requirements Part II, Mail Processing Facilities

Handbook AS-506, March 2000 Chapter 1, Predesign Phase A/E Services
Part II
Mail Processing Facilities

2 Design Phase A/E Services

2-1 General Design Services

2-1.1 Table of Design Phases

The following list of design phases is arranged to show the percentage of design effort
completed at that phase and the purpose and location of meetings. The "cumulative
percentage of total effort” may be used as a basis of payment, but is not necessarily a
measurement of the completion of the construction documents (i.e., the final submis-
sion is required to be 100 percent complete).

Cumulative
% of Total Location of Meeting
Phase Effort Purpose of Meeting or Review or Review
Prenegotiation 0 Postal Service orientation for A/E Office of contracting
orientation and and major disciplines. Negotiate officer (CO) or as
negotiation contract and establish construction designated by CO
cost limit (CCL).
Preconcept 10 Value engineering review. Provide Office of contracting
guidance in operational and officer or as
functional requirements. designated by CO
Concept 30 Value engineering review. Accept Office of contracting
operational and functional officer or as
requirements. designated by CO
Intermediate 70 Final review for compliance with Office of contracting
value engineering comments. Verify officer or as
progress of construction designated by CO
documents.
Final 95 Final submission. Verify completion Office of contracting
of construction documents. officer or as
designated by CO
Solicitation 100 Support solicitation. Print, distribute, Office of contracting
and manage distribution of officer or as
construction documents, requests designated by CO
for information (RFIs),
amendments, and technical
evaluation.
Receive offers Receive offers submitted to the Office of contracting
Postal Service. officer or as
designated by CO

Architect/Engineer Project Requirements Part II, Mail Processing Facilities 29

Handbook AS-506, March 2000 Chapter 2, Design Phase A/E Services
 The A/E must provide the Postal Service project manager with a written response to all
Postal Service comments resulting from design reviews within 7 calendar days after
each review meeting.

2-1.2 Transmitting Submissions

The minimum quantity of submissions is to be determined at contract negotiations.
Each submission must be delivered on time and must be fully complete, containing all
deliverable items described for the respective phase of the project completion. When
submittals are found to be incomplete or lacking substance, the Postal Service may
reject the submission, and all additional information or drawings submitted, without
further review until the A/E resolves the deficiencies. Corrections of deficiencies or
makeup of time delays is at the A/E’s expense and at no additional cost to the Postal
Service.

To avoid unnecessary delays during the design process and any subsequent potential
for causing the construction cost to escalate, it is normally expedient to use Express
Mail when it is available. Use Priority Mail when mailing design submissions for Postal
Service review. The A/E must include the costs of mailing items in the design expense
as a lump sum price.

2-1.3 Records Ownership ! Clause 4-7

The Postal Service may, at its option, demand and take, without additional compensa-
tion, all records relating to the services provided under this agreement. The A/E must
turn over all such records upon request, but may retain copies of documents produced.

" Building Design

2-1.4 Postal Service-Furnished Property Standards, Master
Specification 01116
The A/E is responsible for ensuring that the design includes Postal Service-furnished
items, equipment, and property, as applicable. The A/E must edit and modify the list of Purchasing Manual
2.2.7
Postal Service-furnished items included in the Master Specification, section 01116,
published on the Building Design Standards CD-ROM. The A/E must verify all the di- ! Clause 2-11
mensions and must accommodate the structural and the utility (electrical, mechanical, ! Clause 2-12
etc.) requirements for all Postal Service-furnished items. The A/E must ensure that the ! Clause 2-13
design clearly defines the extents and limits of the items furnished by the Postal Serv-
! Clause 2-14
ice and clearly identifies all components necessary for a complete installation.
! Clause FB-255
! Clause FB-234
2-1.5 Changes
Changes must be administered as follows:

a. The A/E must not undertake work that the firm considers to be a cost or schedule
modification to the contract without prior written authorization from the contracting
officer.

b. Changes in the scope of work or in the initial A/E contract are considered contract
modifications.

c. Modifications required before construction contract award are prepared by the A/E
only after the contracting officer has accepted the proposed modifications in
writing.

30 Architect/Engineer Project Requirements Part II, Mail Processing Facilities

Handbook AS-506, March 2000 Chapter 2, Design Phase A/E Services
d. The A/E must prepare the necessary design drawings and specification revisions
and must fulfill all applicable services related to the modification as though they
were contained in the original scope of work.

e. The A/E must furnish an estimate of how the modification would affect the project
construction cost and scheduling.

f. In accordance with the requirements outlined in the Design Approach and Econ-
omy in Design and Construction section of this handbook (Part I, 1-3), the A/E
must incorporate into the design, without additional design fee, value engineering
items that the Postal Service determines will achieve the maximum life-cycle cost
benefit.

2-1.6 Meetings
The A/E must deliver the required submittals to the Postal Service offices designated
by the project manager in sufficient time to allow for review before the design review
meetings. A minimum of 21 calendar days should be allowed for the Postal Service to
review and schedule the review meeting.

An A/E representative is to attend all local field review meetings.

2-2 Design Phase Services

2-2.1 Prenegotiation Orientation and Negotiations

2-2.1.1 Prenegotiation Orientation

Before the negotiations start, the contracting officer and Postal Service personnel must
review the project with the A/E and answer questions that the A/E may have concern-
ing the project requirements. The prenegotiation orientation must also provide the A/E
with an understanding of the organization of the Postal Service and the name of the
project manager who is the Postal Service contact during the design phase. The proj-
ect manager should provide copies of the completed and approved Form 919, Facility
Planning Data, or Form 929, Major Facility Planning Data; Decision Analysis Report
(DAR); Facilities Planning Concept (FPC); and all other pertinent data needed to de-
scribe the nature and scope of the project.

2-2.1.2 Professional Services Estimating Sheets

At least 5 days before negotiations, the A/E must submit a fee proposal. Sample pro-
fessional service estimating sheets are provided with the A/E contract solicitation. The
A/E must thoroughly review and complete all parts of the estimating sheets. All ques-
tions about the intent of the scope of work or the required services that have not been
clarified during the prenegotiation orientation must be directed to the contracting officer
or designated representative in writing before the A/E submits the fee proposal and
before negotiations start. The A/E must submit all written questions, clarifications, and
agreements with the fee proposal.

If the contracting officer’s review indicates major differences in the fee amount, the CO
must advise the A/E of the differences, and the A/E must clarify all misunderstandings.

Architect/Engineer Project Requirements Part II, Mail Processing Facilities 31

Handbook AS-506, March 2000 Chapter 2, Design Phase A/E Services
 2-2.1.3 Negotiations

Fee negotiations are based on the extent of work, not on a percentage of construction
costs. The Postal Service must negotiate the fee on the basis of the costs per discipline
for the production of drawings, calculations, specifications, estimates, and other serv-
ices.

Negotiations may be terminated whenever the contracting officer determines that fur-
ther discussions are not warranted.

2-2.1.4 Prenegotiation Orientation and Negotiation Meetings

The contracting officer determines, based on the size and complexity of the specific
project, whether the prenegotiation orientation meeting and the negotiation meeting will
be held as separate meetings or combined into one single meeting at the A/E’s ex-
pense which is not to be included in the fee proposal.

The prenegotiation orientation and negotiation meetings are held at the office of the
contracting officer or at a location designated by the CO. All expenses associated with
prenegotiation, orientation, and negotiation, such as the preparation of negotiation
forms, travel, lodging, and meals, are paid by the A/E. The amount of time necessary
for prenegotiation orientation and negotiations can vary, depending on the extent of
discussions.

2-2.1.5 Construction Cost Limit

The established maximum construction cost agreed upon must be contractually bind-
ing and is not a cost budget target. The contract maximum must be based on the costs
as though the project proposals were solicited at the time of A/E contract award. This
cost may be adjusted during the life of the design contract in accordance with a building
cost index that is mutually agreed upon during negotiations. The A/E is expected to
provide a facility that is economical in design, construction, operation, and mainte-
nance; satisfies postal functions; and is not to exceed the maximum construction cost
limit permitted by the contract.

2-2.2 Preconcept Design Phase

2-2.2.1 Acceptance Criteria

When the A/E’s preconcept designs as submitted do not meet Postal Service func-
tional requirements, or where additional sketches or revised development plans are
required to clarify and ensure a mutual understanding of the proposed design, addi-
tional submittals or sketches may be required. Such submittals, sketches, or resubmit-
tals necessary to continue the design development of the project are to be supplied at
no cost to the Postal Service provided the scope of work remains unchanged.

The Postal Service bases its acceptance on satisfactory adherence to Postal Service
programmed space allocations, the functional relationship of major building plan ele-
ments, efficient and functional site utilization, and indications of economical design,
which the concept design submission must fully develop. The concept design submis-
sion requirements must be reviewed, and questions about the format will be solved at
that time.

32 Architect/Engineer Project Requirements Part II, Mail Processing Facilities

Handbook AS-506, March 2000 Chapter 2, Design Phase A/E Services
2-2.2.2 Submission Requirements

The A/E must submit the preconcept design to the Postal Service offices designated by
the project manager in sufficient time to allow for it to be reviewed before the precon-
cept design review meeting. The preconcept design consists of the following minimum
components:

a. Site Utilization Plan. The site utilization plan must be prepared as a single overall
plan on one sheet and must include, at a minimum, the following:

(1) Building.

(2) Property lines.

(3) Parking locations (by dimensions).

(4) Topography.

(5) Traffic flow.

(6) Entrances.

(7) Prevailing wind direction.

(8) Availability of utilities.

(9) Proposed utilities.

(10) Building expansion capability.

(11) Stormwater drainage.

(12) Anticipated off-site or on-site easements and construction.

(13) Potential problems associated with site utilization.

(14) Wetland delineation.

(15) Other pertinent information.

b. Site Restrictions and Improvements. The A/E must investigate and identify all
site restrictions and limitations, local ordinances, and legal building requirements
pertaining to the proposed facility. The A/E must identify all site restrictions and
improvements necessary to ensure a complete and comprehensive design for the
construction and operation of the facility. The A/E must include the time and cost
of all items for which the permit process or construction process requires a long-
lead time. The A/E must be prepared to discuss this information at the preconcept
design review meeting. The A/E’s investigative effort must include, but not be lim-
ited to, the following:

(1) Utilities.

(2) Easements.

(3) Rights-of-way.

(4) Street improvements.

(5) Bonds.

(6) Fees.

Architect/Engineer Project Requirements Part II, Mail Processing Facilities 33

Handbook AS-506, March 2000 Chapter 2, Design Phase A/E Services
 c. Architectural Floor Plans. Building floor plans are to be drawn at a scale of 1/16
inch = 1 foot. Lobby plan layouts, cafeteria seating plan layouts, or other areas re-
quiring larger detail to fully explain plan concepts may be drawn at a larger scale.
When a 1/16 inch = 1 foot scale building plan does not fit on a single drawing
sheet, provide an additional overall building plan at a smaller scale. The floor
plans provided at the preconcept design phase are single-line sketches or as-
semblies of modules that must, at a minimum, include the following:

(1) Location and relationship of all building spaces.

(2) Lookout galleries (LOGs) and closed-circuit television (CCTV) camera loca-
tions) (if applicable).

(3) Breakouts (if applicable).

(4) Fixed mechanization (if applicable).

(5) Major nonfixed mechanization (such as letter sorting machines; cull, face,
cancel machines; and the like) (if applicable).

(6) Registry and key cages.

(7) Locations for future equipment that will require power, etc.

d. Elevations and Perspective Sketches. Perspective sketches must be single-line

drawings, either hard-line ruled or controlled freehand delineations in color, using
watercolor marker or colored pencil (renderings generated on computer-aided de-
sign (CAD) equipment and three-dimensional (3D) modeling are acceptable).
Sketches must indicate materials, finishes, fenestration, and site landscaping. The
A/E must prepare a minimum of three alternate perspective sketches to show the
overall site development, building massing, and design concept. In addition, the
A/E must provide supplementary sketches showing interior and exterior features,
such as customer entrances, employee entrances, and interior views, necessary
to explain the design concepts.

The A/E must furnish black-and-white copies of the alternate perspective sketches
with the preconcept design submission and submit the color sketches during the
preconcept design review meeting. The A/E must present the sketches, discuss
alternates, and recommend designs, with supporting justifications, to the Postal
Service during the preconcept design review meeting. All items of discussion and
design direction must be noted by the A/E and incorporated into the further design
submission required at the concept design phase.

e. Mechanization. As part of the preconcept design on projects involving mechani-

zation, the A/E must submit the following:

(1) A single-line diagram of the conveyor system showing control elements.

(2) A detailed outline of Specification Section 17-7.

(3) A single-line plan layout to scale of the fixed mechanization showing critical
building elements such as columns, aisles, and lookout galleries.

(4) Elevation drawings to scale of the mechanization demonstrating proper

clearances between conveyors and between mechanization and building
elements.

34 Architect/Engineer Project Requirements Part II, Mail Processing Facilities

Handbook AS-506, March 2000 Chapter 2, Design Phase A/E Services
f. Code Analysis. The A/E must submit a complete code analysis with the precon-
cept design. The A/E must investigate and identify all applicable governing codes,
ordinances, and legal building requirements pertaining to the proposed facility.
The code analysis must include the time and cost of all items for which the permit
process or construction process requires a long-lead time. The code analysis
must include:

(1) Code Listing. The code analysis must include a complete listing of all appli-
cable codes, ordinances, and regulations, including but not limited to,:

(a) All applicable Occupational Safety and Health Administration (OSHA)

codes.

(b) All applicable National Fire Protection Association (NFPA) codes.

(c) All applicable state codes.

(d) All applicable local codes.

(e) Zoning regulations.

(f) Ordinances.

(2) Small-Scale Floor Plan. The code analysis must include a small-scale floor
plan of the total building that shows the following:

(a) Locations of all required fire exits.

(b) Exit units.

(c) Rated walls and structures.

(d) Smoke vents.

(e) Smoke curtains.

(f) Paths of travel indicating actual distances. (Workrooms with long travel
distances are often a problem and must be carefully considered.)

(3) Alternatives. The code analysis must identify conflicts with applicable codes
and provide alternative solutions. For codes for which the Postal Service is
the "authority having jurisdiction," which is often the case with the NFPA, the
A/E must submit a written request with a full justification when recommend-
ing a special ruling, equivalent or superior to the intent of the codes, the A/E
believes is required to provide a safe and economical design.

g. Building Area Tabulations. The A/E must include the following items with the
building area tabulations submitted with the preconcept design:

(1) Single-Line Floor Plan. The A/E must submit a single-line small-scale floor
plan (1/16-inch scale preferred) of the entire building for both a general mail
facility (GMF) and vehicle maintenance facility (VMF). The single-line floor
plan must clearly designate the number and name of each functional space
and the overall building dimensions and must include the building area tabu-
lation lists.

(2) Building Area Tabulation Lists. Building area tabulation lists must be in-
cluded on the single-line floor plan and also must be submitted separately.
The building area tabulation lists must include the following information:

Architect/Engineer Project Requirements Part II, Mail Processing Facilities 35

Handbook AS-506, March 2000 Chapter 2, Design Phase A/E Services
 (a) The location for each functional area by number and name in the order
in which it appears in Form 919 or 929.

(b) The net area for each functional area shown on the Form 919 or 929.

(c) The net area provided for each functional area.

(d) The percentage of deviation from Form 919 or 929 for each area.

(e) Subtotals for each group of related functional areas.

(3) Building Areas and Calculations. The building areas are calculated as dis-
cussed below:

(a) Gross Area. The gross area of a building is defined as the building
footprint measured to the outside of exterior walls and adding mezza-
nine and LOG splines, calculated as 100 percent. Loading dock plat-
form is calculated as 100 percent for both closed and open loading.
Carrier loading is not included unless the loading area is completely
covered. Covered carrier loading when the entire loading area, including
driveways, is completely covered is calculated as 50 percent of the area
under roof. Enclosed covered carrier loading is calculated as 100 per-
cent.

The following guidelines are used to determine gross areas:

Not
Included Included
in Gross in Gross
Location or Space Area Area
Full area of lookout gallery system X
Mezzanines X
Platforms enclosed by exterior walls X
Necessary circulation aisles X
Door recesses X
Coat closets X
Fuel dispensing booths X
Open wash bays X

The gross area of the facility must be kept to a minimum and must not
exceed the estimated gross area agreed upon at the negotiation meet-
ing.

(b) Net Area. The net area of a building is definied as the area within each
room or space calculated from finished wall surface to finished wall
surface, exclusive of canopied area and open wash bays. The following
spaces must be designed no smaller than the area specified in the
Form 919 or 929 and, if necessary for plan conformity, may be in-
creased up to a maximum of 5 percent of the area specified in the Form
919 or 929:

36 Architect/Engineer Project Requirements Part II, Mail Processing Facilities

Handbook AS-506, March 2000 Chapter 2, Design Phase A/E Services
 i. Office spaces of 120 square feet or less.

ii. Postmasters’ offices.

iii. Station or branch managers’ offices.

Except for the three areas identified above, each large office space
must be designed within plus or minus 5 percent of the area specified in
Form 919 or 929. The total net area of all office space provided must be
within plus or minus 5 percent of the total net area specified in the Form
919 or 929.

The workroom net area must be within plus or minus 1 percent of the
area specified in the Form 919 or 929.

(c) Calculations. The building area calculations must comply with those
shown on the Form 919 or 929. The A/E must summarize the area cal-
culations on all submissions, including the solicitation proposal docu-
ments. The building area calculations must show the ratios of the gross
areas over the net floor areas for each major building space (i.e., office,
workroom, lobby, platform, support, mechanical, and electrical spaces)
and for the total building.

If the layout or the orientation of the facility changes the site and floor
plan contained in the design data, the A/E must submit a detailed de-
scription of the effect of the changes on the gross area limitations and
the total estimated cost of the facility. The A/E must explain all changes
to the program requirements with footnotes that reference the source
and date of the document that authorized the change.

h. Building System Comparisons. A schedule of various building systems being

investigated for recommendation must be submitted during the preconcept design
phase. The building system comparisons must include, at a minimum, the
following:

(1) At least three exterior wall systems with a minimum thermal mass of 70
pounds per square foot and a 0.07 maximum "U" value. (Exterior wall sys-
tems with a mass less than 70 pounds per square foot may be considered if
justified by the A/E, e.g., when a facility is to be located in a geographic loca-
tion where the weather is extremely mild or the building may be subjected to
strong earthquake forces.)

(2) At least three roof membrane and insulation systems with a 0.05 maximum
"U" value.

(3) Alternate viable foundation systems.

(4) Alternate roof heights (including a multiple-level versus single-level roof com-
parison).

(5) The types of fuel available.

(6) A written description of the type of analyses and calculations, including cost-
effectiveness, that will accompany the concept design phase submission.

(7) A list of building systems, including interior and exterior finishes, tentatively
proposed that is the basis for the cost estimate.

Architect/Engineer Project Requirements Part II, Mail Processing Facilities 37

Handbook AS-506, March 2000 Chapter 2, Design Phase A/E Services
 The building system comparisons must show clear ceiling heights; foundations;
pavements; heating, ventilation, and air-conditioning (HVAC); electrical; plumbing;
and so forth.

i. Energy Conservation Analysis. The A/E must submit a written report identifying Handbook AS-503
the active and passive features that are being considered as potentially cost-
effective for the project. Handbook AS-503 and the Building Design Standards
identify energy conservation features and systems to be considered in a building
design. The active and passive features and systems identified in the preconcept
design submission are to be analyzed on a life-cycle cost basis in the concept de-
sign submission. The A/E must substantiate the items selected on the basis of a
site-specific climatic analysis and a preliminary energy consumption analysis. The
facility design must comply with the prescribed design energy budget established
in the Functional Design Specifications (FDS). The A/E must ensure that the de-
sign complies with the energy budget by performing an energy analysis appropri-
ate to each stage of the design.

a. Postal Service Environmental Policy and Guiding Principals. The A/E must " Building Design
submit a report identifying the environmentally conscious products and proce- Standards
dures that are being considered for use on the project. The Green Addendum to
the Master Specification identifies environmentally conscious products and proce-
dures that are to be considered in a building design. The A/E must ensure that the
environmentally conscious products and procedures used are cost-effective and
provide maximum energy conservation. The life-cycle costs of the environmentally
conscious products and procedures identified in the preconcept design submis-
sion are to be analyzed and compared to conventional products and procedures in
the concept design submission. The A/E is to develop a list of recycling sources
for Section 01150, Environmental Procedures, of the Master Specification.

b. Cost Estimate. The A/E must submit a preliminary cost estimate with the precon-
cept design. This and all subsequent cost estimates must be formatted identically
to allow direct comparison of the estimates as the design phases progress. This
estimate should be accurate and realistic, not a "safe" (high) estimate. The cost
estimate is used to monitor compliance with the budget and to evaluate pricing
proposals from construction contracts. All cost estimates are confidential material
for official Postal Service use only. The A/E must not divulge cost estimates or
working papers used to prepare them to any individual who does not have a need
to have them for performance of services under this A/E contract.

The cost estimate must include information sufficient to provide evidence that the
design is within the construction cost limit. Lump sum amounts for major items
that cannot be readily analyzed will not be accepted. The cost estimate must re-
flect the construction cost that the A/E anticipates on the date the proposal opens.
The A/E must ensure that the cost estimate reflects prices for work and materials,
taking into account possible labor shortages that may occur because of other
known proposed projects in the area, local construction conditions, complexity of
the project, degree of risk, and size of the job. The cost estimate is to be catego-
rized to show material and labor.

All estimates must use hourly labor rates not less than the rates as determined by
the Secretary of Labor. The Postal Service will supply the A/E with a list of wage
rate determinations.

38 Architect/Engineer Project Requirements Part II, Mail Processing Facilities

Handbook AS-506, March 2000 Chapter 2, Design Phase A/E Services
 The A/E must provide an overall cost estimate that summarizes all costs in a table
as well as provide separate cost estimates for each mail facility building, vehicle
maintenance building, other building as provided, and site work.

The cost estimates provided by the A/E must be categorized into the following
building systems:

CSI
Divisions Building System
1 General requirements
2 Site work
3 Concrete
4 Masonry
5 Metals
6 Wood and plastics
7 Thermal and moisture protection
8 Doors and windows
9 Finishes
10 Specialties
11 Equipment
12 Furnishings
13 Special construction
15 Mechanical
16 Electrical
17 Mechanization

2-2.2.3 Preconcept Design Review Meeting

The preconcept design review meeting will be held at the office of the contracting offi-
cer or a location as designated by the CO. If the facility has fixed mechanization, repre-
sentatives of the mechanization disciplines must also attend. At the preconcept design
review meeting, the A/E must be prepared to discuss the following:

a. The control and operational concepts to be implemented in the mechanization

design.

b. The rationale to be followed in specifying and locating structural supports for

mechanization.

c. The special requirements of the project’s mechanization specifications, including

the requirement of the mechanization maintenance manual and considerations
relating to interfacing the mechanization and building specifications.

Along with the lead project architect, the A/E is to have the lead designers from each of
the following disciplines present to answer any questions that may arise: civil, struc-
tural, mechanical, electrical, CCTV and communications, plumbing, fire protection, cost
estimating, and others as appropriate.

Architect/Engineer Project Requirements Part II, Mail Processing Facilities 39

Handbook AS-506, March 2000 Chapter 2, Design Phase A/E Services
 2-2.3 Concept Design Phase

2-2.3.1 General

The concept design consists of the architectural and engineering plans, elevations,
sketches, diagrams, analyses, estimates, cost benefit justifications, and other data
needed to clearly describe the recommended design. The concept design phase data
must be developed into a comprehensive design development presentation of the ba-
sic design for all disciplines.

All disciplines must justify using the type of building system they recommend (i.e.,
HVAC systems, electrical systems, lighting, fuel, structural, framing, bay spacing,
mechanization, walls, roofing membrane, and insulations). The recommendations must
be substantiated by detailed cost and supporting analyses. The building area tabula-
tions, cost estimates, cost-effective energy conservation analyses, and environmental
products and procedures analyses that were presented in the preconcept design must
be updated and further developed in the concept design submission.

Postal Service acceptance of the concept design submission establishes the final
building and site layout. Postal Service acceptance of this submission gives the A/E
functional and operational authorization to proceed with the design toward the final so-
licitation proposal documents.

When concept designs as submitted do not meet Postal Service functional require-
ments, or when additional sketches or revised development plans are required to clarify
and ensure mutual understanding of the proposed design, additional submittals or
sketches may be required. The A/E provides such submittals, sketches, or resubmittals
necessary to continue the design development of the project at no cost to the Postal
Service if the scope of work remains unchanged.

2-2.3.2 Submission Requirements

The A/E must submit the concept design to the Postal Service offices designated by
the project manager in sufficient time to allow for it to be reviewed before the concept
design review meeting. The concept design submission must be complete and contain
all of the required material.

Building plans must be drawn at a scale of 1/16 inch = 1 foot. If a larger plan detail is
necessary to fully explain the development of the design, the drawing may be drawn at
a larger scale. The A/E must not anticipate the preparation of working drawings by us-
ing larger than needed drawing scales (thereby increasing the number of drawings and
work effort), because the design development as represented by the concept submis-
sion may need to be further changed and refined to complete the design. Drawings
must show Postal Service Data Systems (PSDS) equipment where required.

The concept design consists of the following minimum components:

a. Site Utilization Plan. The A/E must update and refine the site utilization plan
submitted at the preconcept design.

b. Site Restrictions and Improvements. The A/E must update and refine the site
restrictions and improvements information submitted at the preconcept design.

c. Civil Design. The A/E must provide a comprehensive civil design. The civil design
must include design data and drawings identifying the following:

40 Architect/Engineer Project Requirements Part II, Mail Processing Facilities

Handbook AS-506, March 2000 Chapter 2, Design Phase A/E Services
 (1) Stormwater. Include the site’s stormwater drainage design criteria, such as
design storm frequency and duration curves, storm frequency adopted by the
local jurisdiction, and all other considerations to substantiate the proposed
design. Submit the site survey and subsurface investigation reports, if re-
quired, no later than the concept design submission.

(2) Streets. Show street names, directions of traffic, width and number of traffic
lanes, dimensions of pavement, rights-of-way, easements, traffic lights, and
traffic survey data. Provide the names of jurisdictions controlling street rights-
of-way.

(3) Driveways and Parkways. Indicate the direction of traffic, dimensions of

driveways, parking spaces, concrete aprons, and the number of each type of
vehicle space. Identify the locations of truck, employee, official, and customer
parking. Indicate buildings and other features on adjacent property that are
within 10 feet of property lines. Show area requirements for future building
expansion by dotted lines.

(4) Pavement Design. Justify the pavement design by design analysis and eco-
nomic rationales.

(5) Grades. Establish a clear understanding of the existing and proposed site
grading and surface drainage requirements.

(6) Site Utilities. Show the layout, size, and invert elevations of all sanitary and
storm sewers, water and gas mains, and telephone and electrical lines avail-
able or required to serve the site.

(7) Miscellaneous Features. Show the locations and extent of site security
fencing, gates, guardhouses, and lighting poles. Indicate areas to be land-
scaped.

(8) Vicinity Map. Provide a small inset vicinity and site location plan showing the
site location with respect to major highways, airport, the business district, and
the like.

(9) Easements. Show the location and extent of all required off-site and on-site
easements or rights-of-way. Note fees required by local ordinances or utilities
to be paid by the Postal Service before construction.

(10) Legal Description. All easements, rights-of-way, and the like must be identi-
fied at this stage by a legal description and a metes and bounds survey tied
to a corner description of the Postal Service site. If an easement or permit
must be acquired, the A/E must notify the Postal Service no later than the
concept design review meeting.

(11) Off-Site Construction. Show the location and extent of all off-site construc-
tion that is required and all easements that must be obtained.

(12) Subsurface Soils Investigation Report. If the A/E is required to provide a

subsurface soils investigation report as an additional predesign phase serv-
ice, the A/E must submit the report, including the boring logs, along with the
concept design.

d. Site Plan. The A/E must provide an overall site plan on one sheet showing
streets, building locations, landscaping, parking, and so forth. This plan may be
combined with the civil design plan if all of the required features can be clearly

Architect/Engineer Project Requirements Part II, Mail Processing Facilities 41

Handbook AS-506, March 2000 Chapter 2, Design Phase A/E Services
 shown. The site plan must present a table with the number and types of parking
spaces. The site plan must also include the gross area tabulations for:

(1) Building coverage.

(2) Platform coverage.

(3) Landscaping.

(4) Driveways.

(5) Parking and maneuvering areas.

(6) Sidewalks.

e. Architectural Floor Plans. The A/E must further develop and refine the archi-
tectural floor plans submitted at the preconcept design. Floor plans must be pro-
vided for all levels of all buildings including mezzanines and LOG locations. The
level of detail provided in the architectural floor plans must include:

(1) Show overall dimensions.

(2) Label all rooms and spaces with name and number.

(3) Show fixed mechanization (if applicable).

(4) Show major nonfixed mechanization (such as letter sorting machines; cull,
face, cancel machines; etc.) (if applicable).

(5) Show registry and key cages.

(6) Show location for future equipment requiring power, etc.

The A/E must also provide an overall small-scale (1/16-inch preferred) compre-
hensive floor plan on one sheet.

f. Additional Architectural Plans and Designs. In addition to the architectural floor

plans, the A/E must provide the following:

(1) LOG Plan (if applicable). Provide a separate composite LOG plan showing
architectural, structural, and mechanical interfaces and floor elevations.
Include typical details showing view points, breakouts, and ladder
arrangements.

(2) CCTV Camera and Surveillance Plan (if applicable). Provide a separate
composite CCTV camera plan showing camera locations. The CCTV cam-
era plan must include major structural, architectural, mechanical, and electri-
cal elements affecting camera views. Each proposed CCTV camera location
must indicate the camera’s field of view.

(3) Lobby Plan. Provide a separate plan showing post office box, self-service,
and service lobby functional arrangements and equipment locations. Include
a complete list of equipment provided by the Postal Service that is to be in-
stalled by the contractor.

(4) Roof Drainage Plan. Provide a small-scale roof plan for all buildings show-
ing roof slopes, drain locations, overflow protection, and roof-mounted
equipment.

42 Architect/Engineer Project Requirements Part II, Mail Processing Facilities

Handbook AS-506, March 2000 Chapter 2, Design Phase A/E Services
 (5) Finish Schedule. Provide an interior finish schedule for principle types of
spaces (i.e., workroom, office, lobby, support, platform, toilet, and locker
rooms) and include a proposed color schedule.

(6) Color and Material Panel. Provide a preliminary color and material panel
showing chips of paint colors and samples of material and colors for carpets,
paneling, and floor coverings proposed for interior finishes. The color and
material panel must also include samples or chips of colors of exterior build-
ing finishes and materials and samples or chips of colors for fixed mechani-
zation equipment by system, except for tray conveyors which may be the
manufacturer’s standard color.

(7) Fire Exit Plan With Code Summary. Provide a fire exit plan that includes a
code summary. The fire exit plan must conform to all national, state, and lo-
cal requirements.

(8) List of Postal Service-Furnished Equipment. Coordinate and confer with

the Postal Service to develop a list of equipment and items that the Postal
Service will furnish to the construction contractor. Provide a list of all Postal
Service-furnished equipment with the concept design submittal.

g. Elevations and Perspective Sketches. The A/E must provide two-dimensional

drawings of all proposed building elevations for the recommended final design. In
addition, the A/E must provide two alternate perspective sketches showing overall
site development, building massing, and design concepts. The A/E must also pro-
vide supplemental sketches showing interior and exterior features, such as cus-
tomer and employee entrances and interior concepts, to explain the building
design. Sketches must incorporate the design concepts and revisions discussed
during the preconcept design review meeting.

Perspective sketches must be single-line drawings, either hard-line ruled or con-

trolled freehand delineations in color, using watercolor, marker, or colored pencil;
CAD-prepared renderings; or 3-D models. Sketches must indicate materials, fin-
ishes, fenestration, and site landscaping. The A/E must furnish black-and-white
copies of the alternative perspective sketches with the concept design submission
and submit the color sketches during the concept design review meeting.

The A/E must present the sketches, discuss alternatives, and recommend the
most appropriate final design for the project to Postal Service senior design staff.
The A/E’s recommendations for the final design must be justified on the bases of
postal image, economics, and environmental and local design considerations.

The Postal Service intends to establish the design upon completion of the concept
design review. However, if further drawings are required to consolidate items of
discussion resulting from the concept design review submission, then the A/E
must provide additional drawings or necessary revisions within 2 weeks at no cost
to the Postal Service.

h. Sections and Details. The A/E must provide overall cross sections through typi-
cal parts of the building, along with typical wall sections, showing the intended
construction. Sections must clearly show the proposed roof system as well as
ceiling heights of all major spaces. The A/E must coordinate with the mechaniza-
tion designer to show floor and wall openings. Details for these openings must be
provided at the intermediate design phase.

Architect/Engineer Project Requirements Part II, Mail Processing Facilities 43

Handbook AS-506, March 2000 Chapter 2, Design Phase A/E Services
 i. Structural. The A/E must provide structural data defining the applicable building
code, the occupancy and “use-group” classification, fire resistive ratings, design
loads, and the design strength of materials. The A/E must include a layout of a
typical workroom bay for the proposed foundation and structural framing system.
The A/E must also evaluate the functional and economic merits of each proposed
foundation system and at least three structural framing systems.

j. Space Conditioning. The A/E must describe the proposed heating and air-
conditioning systems, including the detailed functional and economic rationale for
selecting those systems. The proposed space conditioning systems must be
based upon a 20-year life-cycle functional and economic evaluation. The A/E must
provide the following:

(1) Layouts of all heating and air-conditioning systems. The layout drawings
must show:

(a) Equipment and proposed zoning and control for the entire building.

(b) Room identification, including room name and room number.

(c) Location and arrangement of all major equipment along with the space
allotted for servicing and maintaining the equipment.

(d) Ductwork using double lines.

(2) In addition to the layout drawings:

(a) Drawings and a narrative description of the method of control for all
major equipment and systems.

(b) A schematic flow diagram for each major system.

(c) A tabulation with capacity of each major piece of equipment.

(a) An analysis of the utility systems containing calculations and economic Handbook AS-503,
studies on Form 2215, Energy and Equipment Life Cycle Cost Analysis, Module 2A, Chapter 4,
Appendix
and Form 2238, Thermal Load Estimate Calculations.

k. Plumbing. The A/E must provide plumbing drawings showing the locations and
general arrangements of all plumbing fixtures and major plumbing equipment. The
A/E must also submit narrative descriptions of the types of plumbing fixtures and
equipment proposed for use. The A/E must base the proposed plumbing system
on functional and economic considerations.

l. Fire Protection. The A/E must summarize applicable code requirements, includ-
ing fire zone, fire resistance requirements for major components, area and height
limitations, standpipe and sprinkler coverage, and hazard classification. The A/E
must indicate the method of operation and alarm signaling features and describe
special protection features and the extent of the fire protection system. The A/E
must obtain and include data such as hydrant flow tests, including static pressure,
flow available in gallons per minute, associated residual pressure at the point of
supply, and the size of the supply main. The A/E must provide basic information
and calculations on the water supply, including its source. The A/E must take ad-
vantage of provisions in applicable building codes that permit increases in building
heights and area limits when sprinkler systems are installed.

m. Electrical. The A/E must provide all of the following for the proposed electrical
system:

44 Architect/Engineer Project Requirements Part II, Mail Processing Facilities

Handbook AS-506, March 2000 Chapter 2, Design Phase A/E Services
 (1) The A/E must provide a narrative description of the following:

(a) Operation of the proposed electrical distribution system.

(b) Wiring methods and materials.

(c) Details of the proposed typical lighting fixtures for:

i. Offices.

ii. Workrooms.

iii. Platforms.

iv. Lobbies.

v. Exterior.

Selection of the proposed system must be based on the results of preliminary

calculations and economic studies, using representative areas based as
block area loads.

(2) In addition to the narrative description, the A/E must provide:

(a) Single-line diagrams of the electrical distribution system.

(b) Single-line diagrams of the fire alarm system.

(c) Single-line diagrams of the telephone system.

(d) Single-line diagrams of the sound system.

(e) Single-line diagrams showing how the electrical and telephone systems
tie in with local utilities.

(f) Drawings showing proposed locations of major items of electrical

equipment and LOGs.

(g) Partial layouts of typical lighting in major areas showing proposed fix-
tures, spacing, and illumination levels (in foot-candles).

(h) Drawings showing power locations and details for Postal Service spe-
cialized equipment.

(3) The A/E must furnish written confirmation of the availability of service and the
rates from the local utilities.

(4) The workroom and platform illumination levels must be calculated and com-
pared with and without at least two levels of daylight.

(5) The A/E must perform a life-cycle cost evaluation for lighting areas by using
natural light instead of man-made light.

Note: The electrical design (narrative and drawings) must include structured wir-
ing information.

n. Other Utility Systems. The A/E must provide descriptions, locations, tables, and
calculations for all miscellaneous building and VMF equipment such as com-
pressed air systems, lifts, mechanical door operators, dock ramps, scales, and
the like.

Architect/Engineer Project Requirements Part II, Mail Processing Facilities 45

Handbook AS-506, March 2000 Chapter 2, Design Phase A/E Services
 o. Mechanization. The A/E must update and further develop the mechanization
design submittal that was included as part of the preconcept design. As part of the
concept design, on projects involving mechanization the A/E must provide the
following:

(1) Plan views and elevations of the mail handling system, with all mail process-
ing equipment located dimensionally to the nearest column centerline.

(2) Complete drawings of building mechanization requirements, including floor

openings and wall openings. Coordinate opening requirements with archi-
tectural plans. In establishing openings, indicate conveyor slopes to the
nearest minute; on final elevation drawings, however, indicate conveyor
slopes to the nearest degree.

(3) Layouts, calculations, and design studies required for the preparation of
items (1) and (2) above.

(4) List of power panels, with the following data for each panel:

(a) The panel designation in the format MP-XXX, where X equals the panel
number.

(b) The location by floor and column coordinates.

(c) The total connected load (horsepower and amperes).

(d) Total amperes and horsepower of largest motor connected to this panel.

(e) The number of circuit breakers required, including spares.

(f) A tabulation, by circuit breaker, of the conveyors and other equipment

connected to each circuit breaker.

(5) Conveyor schedules, including conveyor numbers, conveyor width, types of

mail handled, live load, approximate true conveyor length, conveyor speed,
rise or drop in elevation, horsepower, diameter of pulleys, special equipment
in conveyors, and information as required for the sorting machines and
deflectors.

(6) Electrical control drawings.

(7) Copies in rough draft, double-spaced, of Specification Sections 17.8, 17.9,

and 17.10. Section 17.8 must include all special requirements of the
mechanization, including requirements for the mechanization maintenance
manual. On the basis of the complexity of the mechanization, determine the
applicability of USPS-STD-101B, Preparation of Advanced Maintenance
Series Handbooks (For Fielded Production Run Postal Systems and
Equipment), or USPS-M-378B, Preparing Maintenance Series Handbooks
(For Fielded Production Run Postal Systems and Equipment), or portions of
these standards and determine the applicability of any other special
maintenance manual requirements. Include these requirements in Section 8
of the project specifications.

(8) When applicable, include a copy of USPS-STD-101B and USPS-M-378B in

the project solicitation set. Coordinate with the contracting officer to ensure
that sufficient copies will be on hand at all times to meet purchasing needs.

46 Architect/Engineer Project Requirements Part II, Mail Processing Facilities

Handbook AS-506, March 2000 Chapter 2, Design Phase A/E Services
p. Environmental Studies. The Postal Service provides the A/E with copies of the
required environmental studies (i.e., environmental impact statement, environ-
mental assessment, wetland impact study, floodplain impact study, hazardous
waste site assessment, etc.). The A/E must assess all mitigation measures identi-
fied in the environmental studies and ensure that all items identified in these
studies as having an adverse environmental effect are mitigated by the concept
design. The A/E must ensure that all permits listed in the environmental studies as
being required for the project are obtained.

The A/E may be required to provide environmental studies. Environmental studies

are additional services (optional) to the base A/E scope of services and are further
defined in section 1-2 of this part.

q. Code Analysis. The A/E must update the code analysis submitted during the pre-
concept design to justify solutions selected as being economical and meeting
code requirements. The A/E must provide a drawing showing the code analysis,
defining the basis for design.

The A/E must update the fire protection plans, providing a summary of the code
provision used on the drawings.

r. Building Area Tabulations. The A/E must update the building area tabulations
and the small-scale plans included in the preconcept design submission to reflect
all changes and refinements.

s. Building System Comparisons. The A/E must provide comparisons of various

building systems being investigated for recommendation. The building system
comparisons must include:

(1) At least three exterior wall systems with a minimum thermal mass of 70
pounds per square foot and a 0.07 maximum "U" value.

(2) At least three roof membrane and insulation systems with a 0.05 maximum
"U" value.

(3) At least three structural framing systems.

(4) Structural bay spacing alternatives.

(5) Alternative viable foundation systems.

(6) Alternative viable roof heights (including a multiple-level versus single-level

roof comparison).

(7) Typical sections and details of each alternative, showing clear ceiling heights,
foundations, pavements, HVAC, electrical, plumbing, and so forth.

(8) Analyses and calculations of the functional use and cost for each building
system.

The building system comparisons must also substantiate the selection of window
types, roof colors, exterior building colors, and the like, taking into account energy
savings.

t. Energy Conservation Analysis. The A/E must update the energy conservation Handbook AS-503,
analysis provided in the preconcept design submission. For each system or fea- Module 2A, Chapter 4,
Appendix
ture recommended, provide a life-cycle cost (LCC) analysis together with climatic
and building energy consumption analyses to substantiate the recommendations.

Architect/Engineer Project Requirements Part II, Mail Processing Facilities 47

Handbook AS-506, March 2000 Chapter 2, Design Phase A/E Services
 (Provide analyses for a minimum of three different systems.) The A/E must also
then provide an overall energy analysis, which may be accomplished with a rec-
ognized microcomputer analysis program. The report developed as a result of the
analyses must be coordinated with the deliverables, including Forms 2215 and
2238, as required by Postal Service criteria.

u. LCC Analysis. The A/E must submit a 20-year LCC analysis to justify the selec-
tion of the exterior wall system, roof membrane and insulation system, multiple- or
single-level roof height, and energy-conserving features or systems. The A/E must
follow the National Institute of Building Sciences (NIBS) Handbook 135, Life Cycle
Cost Manual for the Federal Energy Management Program, including its appendi-
ces. The A/E must fully describe each system studied and submit all supporting
calculations with the completed LCC analysis work sheets. The A/E must supple-
ment cost figures with a comparison of the system analyzed.

a. Specifications. The A/E must modify and edit the Master Specification on the Handbook AS-506,
Building Design Standards CD-ROM with the specific requirements of each proj- Part I, 3-1.1d.
ect. For the concept design phase submission, the A/E must provide the following:

(1) A detailed table of contents of all the specifications (by title and number) that
are to be included in the complete specifications.

(2) A draft of all Division I, General Requirements (edited and customized from
the Master Specification, Building Design Standards).

(3) A complete list of Postal Service-furnished equipment.

(4) A list and draft of all proposed supplementary conditions.

(5) A working draft of the technical specifications, Divisions 2 through 17, in out-
line form, that demonstrates that the A/E is in the process of editing and
customizing the Master Specification for specific project requirements.

The A/E is responsible for coordinating the contract specifications so that they do
not repeat or conflict with supplemental conditions, postal provisions, or contract
clauses.

w. Cost Estimate. The A/E must update and refine the cost estimate submitted at
the preconcept design review meeting. All data necessary to fully support the cost
estimate must be provided. Cost estimates must be provided for alternative sys-
tems in order to justify the economy of the selected systems such as exterior
walls, structural framing, foundations, roofing, pavements, mechanical and electri-
cal systems, and so forth. The cost estimate must clearly indicate the date on
which the estimate was prepared. The cost estimates must be prepared in a Con-
struction Specifications Institute (CSI) format in a form acceptable to the Postal
Service.

x. Project Scheduling. The A/E must comment on the construction schedule as

well as the overall project schedule by reviewing the specific project requirements
including materials, time of year of construction, and potential delays. In addition
to the narrative schedule comments, the A/E must provide a bar chart project
schedule that is shown in weeks.

48 Architect/Engineer Project Requirements Part II, Mail Processing Facilities

Handbook AS-506, March 2000 Chapter 2, Design Phase A/E Services
2-2.3.3 Concept Design Review Meeting

The concept design review meeting will be held at the office of the contracting officer or
a location as designated by the contracting officer. The A/E must have in attendance
the same disciplines that attended the preconcept design review meeting.

The A/E must mail the submission material to the Postal Service offices designated by
the project manager in sufficient time to allow for it to be adequately reviewed before
the concept design review meeting.

2-2.4 Intermediate Design Phase

2-2.4.1 General

The intermediate design consists of at least 70-percent completed working drawings

and other documents, including a detailed cost estimate, complete updated design
analyses and calculations, and updated energy analysis indicating compliance with the
design energy budget. The intent of the intermediate design phase is to ensure that the
working drawings and specifications are proceeding in a timely manner and that the
requirements set forth in the A/E contract documents and previous review comments
are being correctly interpreted.

As stated in Part I, section 1-3.2, the Postal Service may review the design for value
engineering, if deemed necessary, and will advise the A/E of findings to be incorpo-
rated into the intermediate and/or final designs.

2-2.4.2 Submission Requirements

The A/E must submit the intermediate design to the Postal Service offices designated
by the project manager in sufficient time to allow for it to be reviewed before the inter-
mediate design review meeting. The intermediate design submission must be complete
and contain all of the required material. The A/E must continue with the development of
the final documents during the Postal Service review period.

The intermediate design consists of the following minimum components:

a. Site Utilization Plan. The A/E must update and refine the site utilization plan
submitted at the concept design phase.

b. Site Restrictions and Improvements. The A/E must finalize the site restrictions
and improvements information submitted at the concept design phase. All site re-
strictions and improvements necessary for the project, including all necessary off-
site improvements, rights-of-way, easements, permits, and the like, must have
been identified by the intermediate design and must be filed with the appropriate
state, city, or local authority.

The A/E must furnish information concerning the status of all easements, permits,
and so forth, at the intermediate design review. The A/E must state the cost of
permits (and the lead time for obtaining permits and action taken to obtain them to
avoid delays during project construction).

c. Civil Design. The A/E must update and finalize the civil design submitted at the
concept design phase, as follows:

Architect/Engineer Project Requirements Part II, Mail Processing Facilities 49

Handbook AS-506, March 2000 Chapter 2, Design Phase A/E Services
 (1) The civil design must contain, as a minimum, all components and features
from the concept design submission including:

(a) Stormwater.

(b) Streets.

(c) Driveways and parkways.

(d) Pavement design.

(e) Grades.

(f) Site utilities.

(g) Miscellaneous features.

(h) Vicinity map.

(i) Easements.

(j) Legal descriptions.

(k) Off-site conditions.

(l) Subsurface soils investigation report, including boring logs.

(2) The A/E must submit a written statement at the completion of the intermedi-
ate design review and before the final design submission stating that:

(a) The scope and quality of the topographic, site data, and subsurface in-
vestigations are adequate, accurate, and up to date.

(b) All changed conditions are reflected in order to ensure that the latest
and current information is included in the solicitation proposal
document.

d. Site Plan. The A/E must update and finalize the topographical site plan submitted
at the concept design phase.

e. Architectural Floor Plans. The A/E must update and fully develop the floor plans
submitted at the concept design phase.

f. Additional Architectural Plans and Designs. In addition to the architectural floor

plans, the A/E must update and fully develop the following information submitted
at the concept design phase:

(1) LOG Plan (if applicable). The A/E must obtain Postal Service approval be-
fore designing any penetrations or depressions (mechanical, electrical,
plumbing, structural, mechanization, and the like) through the LOGs that
would limit clear headroom to less than 6 feet, 6 inches inside. The A/E must
show the location of all penetrations or depressions on the LOG plan and
provide adequate details. The A/E must note on the drawings that no other
penetrations are permitted without prior approval from the contracting officer.

(2) CCTV Camera and Surveillance Plan (if applicable). The A/E must update
and fully develop the CCTV camera and surveillance plan submitted at the
concept design phase.

50 Architect/Engineer Project Requirements Part II, Mail Processing Facilities

Handbook AS-506, March 2000 Chapter 2, Design Phase A/E Services
 (3) Lobby Plan. The A/E must update and fully develop the lobby plan submitted
at the concept design phase.

(4) Roof Drainage Plan. The A/E must update and fully develop the roof drain-
age plan submitted at the concept design phase, including detailing all roof-
ing systems, roof drainage, roof penetrations, and roof-mounted equipment.

(5) Finish Schedule. The A/E must update and fully develop the finish schedule
submitted at the concept design phase. The finish schedule must show fin-
ishes and colors in all areas.

(6) Color and Material Panel. The A/E must update and fully develop the color
and material panel submitted at the concept design phase.

(7) Fire Exit Plan With Code Summary. The A/E must update and fully develop
the fire exit plan, including the code summary, that was submitted at the con-
cept design phase. The A/E is responsible for submitting the fire exit plan to
and obtaining approval from any governing organization.

(8) Casework Drawings. The A/E must prepare casework drawings and details
necessary to fully define and describe the casework requirements.

(9) List of Postal Service-Furnished Equipment. The A/E must update and
fully develop the list of Postal Service-furnished equipment that was submit-
ted with the concept design.

g. Elevations and Perspective Sketches. The A/E must provide fully developed
building elevations of all views showing vertical dimensions, exterior materials,
window and door openings, and the massing of the buildings.

h. Sections and Details. The A/E must update and fully develop wall sections for all
walls and their details to the degree that the full intent of the design is obvious.

i. Structural. The A/E must fully develop all structural systems and substantiate
them with appropriate calculations and economic analyses. Foundation, structural
floor, and roofing framing plans and all subsurface features, such as pilings, must
be developed to the extent that the full intent of the design is apparent.

j. Space Conditioning. The A/E must provide a fully developed space conditioning
system design including descriptions, diagrams, and sequence of operation to the
following minimum extent:

(1) Provide a complete schedule of all equipment shown on the drawings.

(2) Provide equipment room layouts indicating all equipment, piping, duct work,
and access space required for maintenance.

(3) Indicate zoning controls, duct sizes, and air quantities.

(4) Show the final version of the automated building control systems, including
fire detection and alarm systems.

(5) Provide written confirmation from a fuel supplier of fuel availability and rates.

The A/E must substantiate the designs with up-to-date calculations for all rooms,
zones, and building blocks.

The A/E must prepare a psychometric chart describing the thermodynamic prop-
erties of each air-handling unit.

Architect/Engineer Project Requirements Part II, Mail Processing Facilities 51

Handbook AS-506, March 2000 Chapter 2, Design Phase A/E Services
 k. Plumbing. The A/E must provide plumbing and fuel system drawings showing the
locations and arrangements of all fixtures and equipment of the complete system.
Plan and riser diagrams must show the location and size of hot and cold water
piping and the waste and vent system. The A/E must provide a plumbing fixture
schedule which also lists the location and type of fixtures and pipe sizes.

The fuel system drawing must identify the location and arrangements of the com-
plete system.

l. Fire Protection. Generally, complete automatic sprinkler drawings need not be

developed. The fire protection drawings must show the automatic sprinkler risers
and fire zones and must be designated to comply with applicable codes. The fire
protection drawings must also show all spaces that require fire protection. The
specifications must require the contractor to meet all applicable codes.

m. Electrical. The A/E must update and fully develop the electrical design submitted
during the concept design phase, as follows:

(1) The electrical design must include descriptions and updated supportive cal-
culations for all power, lighting, grounding, communications, and alarm sys-
tems.

(2) The A/E must provide site plans, elevations, schedules, and detail drawings
sufficient to reflect the overall facility design and to locate all equipment.

(3) The A/E must provide final single-line diagrams of the electrical distribution
and communications systems showing tie-ins with local utilities.

(4) The electrical design must include elevations of switchboards, motor control
centers, and other major equipment showing the arrangement of equipment.

(5) The A/E must provide a short-circuit and fully coordinated circuit-interrupting
device summary that includes all analyses and calculations.

n. Other Utility Systems. The A/E must update and fully develop the following
items:

(1) The A/E must provide fully developed drawings and supporting calculations
for all miscellaneous building and VMF equipment such as scales, automatic
door operators, dock ramps, and compressed air.

(2) The A/E must provide complete plans, riser diagrams, schedules, sizes, and
locations for VMF equipment and systems.

(3) The A/E must provide fully developed plans and elevations of LOG utility
systems as applicable.

(4) The A/E must identify and take action to obtain power, sewer, gas, or water
services requiring long lead times for design or construction by others (i.e.,
utility companies). If permits or fees are required, the A/E must identify them
and obtain fees for them from the Postal Service.

o. Mechanization. The A/E must accomplish the following items related to the
mechanization design:

(1) The A/E must revise, correct, and complete the mechanization design sub-
mitted during the concept design phase, as follows:

52 Architect/Engineer Project Requirements Part II, Mail Processing Facilities

Handbook AS-506, March 2000 Chapter 2, Design Phase A/E Services
 (a) Conveyor schedules.

(b) Conveyor plans.

(c) Conveyor elevations.

(d) Dust pan location.

(e) Mechanization equipment layout.

(f) Central drawing details.

(2) The A/E must advise the project manager in writing of all changes made to
previously submitted or accepted drawings or specifications.

(3) The A/E must provide fully developed mechanization load drawings and
maintenance walkway, loader, and motor platform drawings. Mechanization
load drawings must indicate both static and dynamic loads. The A/E must
ensure that this information is provided to the structural designer for
consideration.

(4) On projects requiring the optional A/E services for mechanization system
descriptions, at the intermediate design phase the A/E must provide the
following:

(a) A detailed, complete outline of the mechanization systems’ description.

(b) A rough draft of the first two sections of the text (General Facilities In-
formation and Description of Systems).

(c) A description of the operation of one subsystem with full-size supporting

drawings and illustrations.

p. Code Analysis. The A/E must update the fire protection and code analysis sum-
mary submitted during the concept design phase. The code analysis summary
must include all components and features from the concept design submission in-
cluding, but not limited to,:

(1) Code listing.

(2) Small-scale floor plan.

(3) Alternatives.

q. Building Area Tabulations. The A/E must update the small-scale floor plans for
the building and area tabulations that were submitted during the concept design
phase to reflect all changes and refinements. The building area tabulations must
include all components and features from the concept design submission includ-
ing, but not limited to,:

(1) Single-line floor plan.

(2) Building area tabulation lists.

(3) Building areas and calculations.

r. Energy Conservation Analysis. The A/E must update and fully develop the en-
ergy conservation analysis submitted during the concept design phase. The up-
dated energy conservation analysis must demonstrate that it complies with the
design energy budget.

Architect/Engineer Project Requirements Part II, Mail Processing Facilities 53

Handbook AS-506, March 2000 Chapter 2, Design Phase A/E Services
 a. Specifications. The A/E must modify and edit the Master Specification on the Handbook AS-506
Building Design Standards CD-ROM for the specific requirements of each project. Part I, 3-3.3
The intermediate design phase submission of the specifications must be devel-
oped to a degree comparable to the drawings and must reveal the full intent of the
A/E’s design in relation to all proposed systems, materials, and special design
considerations. For the intermediate design phase submission, the A/E must pro-
vide the following:

(1) A detailed table of contents of all the specifications (by title and number) that
are to be included in the project specification manual.

(2) A final, fully developed draft of all Division I, General Requirements (edited
and customized from the Building Design Standards, Master Specification).

(3) A complete list of Postal Service-furnished equipment.

(4) A fully developed section identifying all proposed supplemental conditions.

(5) A substantially complete draft of Divisions 2 through 16, Technical Specifica-

tions, developed to a degree comparable to the drawings.

(6) Fully developed Division 17, Mechanization Specifications, in final form.

The A/E is responsible for coordinating the contract specifications so that they do
not repeat or conflict with supplemental conditions or postal provisions or contract
clauses.

The Postal Service is not required to obtain building inspection or occupancy per-
mits. The A/E must determine the cost of all other fees and permits (connection
fees, tap fees, off-site inspection fees, special community development fees, and
so forth) and include a list of all such fees and charges to be paid by the contrac-
tor in Master Specification section 01115, Leased Building [Design-Build] Re-
quirements, or section 01116, General Construction.

The specification must state that the contractor is to pay all costs for utilities (gas,
water, and electricity) used during final Postal Service tests of completely installed
systems and while training Postal Service personnel.

For facilities equipped with a card access system, the submission must specify
that the quantity of access cards supplied by the contractor is to be 1.5 times the
number of the initial complement of postal employees scheduled to work at the
facility.

t. Cost Estimate. The A/E must update and refine the cost estimate submitted dur-
ing the concept design phase. All data necessary to fully support the cost estimate
must be provided. The cost estimate must be formatted the same as the esti-
mates submitted in the preconcept and concept design submissions to permit di-
rect comparison.

The cost estimate must be a "material and labor quantity takeoff" type. The esti-
mate must include separate prices for labor and material, and summary sheets
listing the estimated costs for the major building systems for each building and
separate costs for major systems in site work. The cost estimate must be as de-
tailed as possible based on the design information available.

u. Project Scheduling. The A/E must update the project schedule provided at the
concept design submission and submit all recommendations necessary for
scheduling long-lead time construction or procurement items.

54 Architect/Engineer Project Requirements Part II, Mail Processing Facilities

Handbook AS-506, March 2000 Chapter 2, Design Phase A/E Services
v. Small, Minority-Owned, and Woman-Owned Business Contracting Goals
and Source List. Provide recommended small, minority-owned, and woman-
owned business contracting goals and the names, addresses, and specialties of
such businesses located in the general area of the project.

2-2.4.3 Intermediate Design Review Meeting

The intermediate design review meeting will be held at the office of the contracting offi-
cer or a location as designated by the contracting officer. The A/E must have in atten-
dance the same disciplines that attended the concept design review meeting.

The A/E must mail the submission material to the Postal Service offices designated by
the project manager in sufficient time to allow for it to be adequately reviewed before
the intermediate design review meeting.

2-2.5 Final Design Phase

2-2.5.1 General

The final design phase submission must consist of a 100-percent completed set of
drawings, specifications, analyses, and calculations that are signed, sealed, and ready
for solicitation of proposals. The final design is to complete, compile, and coordinate
the overall design that has progressed through the previous design phases. The final
design includes completing the requirements outlined in all previous design phases for
each element whether or not it is specifically mentioned in this phase.

The A/E is responsible for coordinating all design documents and ensuring the accu-
racy of the entire overall design.

2-2.5.2 Submission Requirements ! Clause FB-220

The A/E must submit the final design to the Postal Service offices designated by the
project manager in sufficient time to allow for it to be reviewed before the final design
review meeting.

The Postal Service does not sign the completed documents. The A/E must submit a
final design package that is complete for soliciting proposals without further review and
which is expected to result in a construction contract without claims or changes. The
A/E is to sign and seal all documents, which certifies that the A/E has fully complied
with all federal legislative as well as applicable state and local code requirements.

The final design consists at a minimum of the following completed components:

a. Site utilization plan.

b. Site restrictions and improvements.

c. Civil design, as follows:

(1) Stormwater.

(2) Streets.

(3) Driveways and parkways.

(4) Pavement design.

Architect/Engineer Project Requirements Part II, Mail Processing Facilities 55

Handbook AS-506, March 2000 Chapter 2, Design Phase A/E Services
 (5) Grades.

(6) Site utilities.

(7) Miscellaneous features.

(8) Vicinity map.

(9) Easements.

(10) Legal descriptions.

(11) Off-site conditions.

(12) Subsurface soils investigation report, including boring logs.

d. Site plan.

e. Architectural floor plans.

f. Additional architectural plans and designs, as follows:

(1) LOG plan and designs.

(2) CCTV camera and surveillance plan (if applicable).

(3) Lobby plan.

(4) Roof drainage plan.

(5) Finish schedule.

(1) Display panel showing chips of paint colors, samples of materials, and colors ! Clause FB-220
for carpets, paneling, and resilient flooring tile proposed for interior finishes of
the project. See 2-2.3.2f(6).

(1) Display panel with samples of exterior face brick, trim, and metal wall colors. ! Clause FB-220
See 2-2.3.2f(6).

(2) Fire exit plan with code summary.

(3) Casework drawings.

(4) Completed list of Postal Service-furnished equipment.

The A/E must furnish a separate signed statement on the firm’s letterhead certi-
fying that the facility has been designated to be in compliance with Handbook
RE-4, Standards for Facility Accessibility by the Physically Handicapped.

g. Elevations and perspective sketches.

h. Sections and details.

i. Structural design.

j. Space conditioning design.

k. Plumbing design.

l. Fire protection design.

m. Electrical design, including short-circuit and fully coordinated circuit-interrupting

devices study.

56 Architect/Engineer Project Requirements Part II, Mail Processing Facilities

Handbook AS-506, March 2000 Chapter 2, Design Phase A/E Services
n. Designs for other utility systems.

o. Mechanization design, including all Postal Service-furnished drawings. When the

optional A/E service for a mechanization system description manual is required, a
draft in final format is required with the final design phase submittal. Within 30
days after approval of the final draft or as outlined in the A/E contract scope of
work, the A/E must provide the completed manuals and prints of all plans of the
workroom floor in accordance with the scope of work.

p. Code analysis, as follows:

(1) Code listing.

(2) Small-scale floor plan.

(3) Alternatives.

q. Building Area Tabulations. The A/E must submit the final building and site area
tabulations. The A/E must correct the small-scale floor plan and space summary
tabulations provided with the intermediate design submission to accurately reflect
the final solicitation documents. The A/E must include a site summary showing the
area of building coverage, paving for parking and maneuvering, ramps, land-
scaping, total site area, and separate site areas allocated for the GMF and the
VMF. The areas are calculated and listed as follows:

(1) The area of the site allocated to the VMF is the sum of the following areas:

(a) Footprint of the VMF structure.

(b) Paved areas specifically allocated to the VMF, such as parking, fueling
island, and maneuvering areas.

(c) VMF employee parking spaces located within the main employee park-
ing lot (allocated at 300 square feet per car).

(d) The area of drives provided solely for the VMF and one-half of the area
of drives designated for the common use of the GMF and VMF.

(e) A proportion of the total landscaped areas, based on the ratio of the
sum of the areas from the four items above to the total used site area
(excluding landscaped areas).

(2) The area of the site allocated to the GMF is the remainder of the entire site
after the site allocated to the VMF is subtracted.

(3) On the site plan, include updated site area tabulations that reflect changes in
Postal Service-owned land, such as land to be given to municipalities for
street access, rights-of-way, easements, and so forth. Place a note on this
drawing stating that all site and building area tabulations shown are for Postal
Service reference only and that the contractor is responsible for calculating
the quantity and area.

r. Specifications.

a. Cost Estimate. The final cost estimate must be developed as a “detailed quantity ! Clause FB-220
survey” type with breakdown of material and labor prices  not a readjustment of
preliminary cost estimates. The A/E must:

Architect/Engineer Project Requirements Part II, Mail Processing Facilities 57

Handbook AS-506, March 2000 Chapter 2, Design Phase A/E Services
 (1) Include separate prices for labor and material, and summary sheets listing
the estimated costs of the major building systems for each building and
separate costs for major systems in the site work.

(2) Revise the final cost estimate as required based on Postal Service final re-
view changes and comments.

(3) Submit the revised final estimate for Postal Service approval at least 10 days
before the planned solicitation distribution date.

(4) Provide a construction cost estimate that is within 10 percent of the probable
lowest qualified proposal.

t. Project schedules.

u. Small, minority-owned, and woman-owned business contracting goals and source

list.

v. List of referenced publications.

a. Complete unabridged design computations actually used by the designers. All ! Clause FB-220
calculations must be legible, self-explanatory, and indexed.

The cover sheets of the design documents must contain the signature and registration
stamps or seals of the engineer responsible for the work.

The A/E must advise the project manager in writing of all changes to previously ac-
cepted design phase submittals.

The A/E must retain the original tracings, specifications, and/or electronic media for
printing the contract documents unless otherwise directed by the contracting officer.

2-2.5.3 Final Design Review Meeting

The final design review meeting will be held at the office of the contracting officer or a
location as designated by the contracting officer. The A/E must have in attendance the
same disciplines that attended the intermediate design review meeting.

The A/E must mail the submission material to the Postal Service offices designated by
the project manager in sufficient time to allow for it to be adequately reviewed before
the final design review meeting.

2-2.6 Solicitation Phase

The A/E is responsible for the following activities, if they are included in the contract,
during the solicitation period:

a. Solicitation Documents. The A/E arranges to have sets of the total solicitation
package reproduced, collated, bound, and packaged for mailing. The A/E must
receive and fill requests for solicitation documents from qualified offerors. The
cost and distribution are detailed below:

58 Architect/Engineer Project Requirements Part II, Mail Processing Facilities

Handbook AS-506, March 2000 Chapter 2, Design Phase A/E Services
 (1) Reproduction Costs. Before the solicitation period, the A/E obtains and for-
wards to the Postal Service project manager three price quotations from local
printers for printing solicitation sets and a price quotation for additional sets to
be ordered. The quotations must include the cost for full-size sets of prints
and an itemized cost for sets of half-size prints required by the Postal Serv-
ice. The A/E must also include the cost of reproducing an estimated three
addenda.

The A/E is reimbursed for the cost of reproducing and mailing solicitation
sets and addenda. For mailing to Postal Service addresses, use Express
Mail (if available); otherwise, use Priority Mail.

The A/E recommends the number of sets to be printed and the price to be
charged per set to offerors for the Postal Service to approve. Only full sets of
drawings and specifications will be sold. The fee an offeror pays for solicita-
tion sets is nonrefundable. The purpose of the fee is to ensure that firms re-
questing documents have a positive interest in submitting a proposal for the
project. The fee is not intended to recover all costs of reproducing and dis-
tributing the solicitation documents.

(2) Accounting. Checks and money orders for payment of solicitation sets are
to be made payable to the Postal Service disbursing officer. These instru-
ments and cash payments received will be held in a secure place by the A/E
until delivered to the Postal Service at the final accounting at the end of the
solicitation period.

The A/E must keep a daily log of all remittances (nonrefundable) received
that shows the name and address of the requesting firm, the amount, the
check or money order number, and the date the request was filled (mailed).
A duplicate of the solicitation list must be kept to facilitate the mailing of ad-
denda and the solicitation list to interested subcontractors.

At the end of the solicitation period, the A/E delivers to the project manager a
copy of the daily log; a Form 1940, Remittance Register, with only the item-
ized portion completed (sheet heading and totals are to be blank); and all
checks. Undistributed sets must be disposed of as directed by the project
manager.

(3) Complimentary Distribution. As approved by the project manager, the A/E

sends one copy of the solicitation at no charge to information organizations
such as Blue Reports, Dodge Reports, local contractor organizations, and lo-
cal trade organizations. Delivery must be recorded in the daily log by the A/E.

b. Requests for Information (RFIs) and Questions. The A/E must respond to ! Clause FB-220
questions from offerors as follows:

(1) All telephone and written questions from offerors received by the A/E are to
be recorded. The A/E must advise the requesting party that the questions will
be replied to within a reasonable time and that the reply will be one of the
following:

(a) An interpretation of the solicitation documents that can be rendered

without requiring an addendum.

(b) No change to the solicitation; therefore the proposal should be based on

the documents as prepared.

Architect/Engineer Project Requirements Part II, Mail Processing Facilities 59

Handbook AS-506, March 2000 Chapter 2, Design Phase A/E Services
 (c) An addendum to the solicitation that will be issued to clarify the items in
question.

(2) All questions must be reviewed by telephone with the Postal Service project
manager. Backup information and the A/E’s recommended answer must be
provided.

(3) A reply to the offeror making the request must be prepared, to be signed by
the contracting officer, in accordance with the project manager’s instructions.

c. Addendum. The A/E is responsible for preparing any required addendum as ! Clause FB-220
follows:

(1) When an addendum is required, the A/E must prepare the addendum, obtain
the contracting officer’s approval of it, and issue it to all plan holders. Under
no circumstances may an addendum be issued without prior approval of the
contracting officer.

(2) Amendments (addenda) to solicitation documents must be sent (post-

marked) to offerors no later than 2 weeks (14 days) before the proposal-
opening date. This is necessary in order to provide prospective offerors with
sufficient time to incorporate the amendments in their proposals.

d. Preproposal Meetings. The A/E must attend all preproposal meetings as may be
required by the contracting officer.

e. Technical Proposal Evaluations. The Postal Service must open and evaluate all
proposals. The A/E must render such assistance in the proposal evaluation and
preaward period as may be required by the contracting officer. The A/E is not to
be present when proposals are opened.

2-2.7 Submission Checklist

The checklist in Exhibit 2-2.7 identifies the minimum design components that the A/E is
required to submit at each of the design phases.

2-3 A/E Modifications of Design

Changes in the scope of work or Postal Service requirements not covered in the initial ! Clause B-2
A/E contract are considered to be contract modifications in accordance with Clause
B-2, Changes, in the A/E contract.

Modifications required before the award of the construction contract are prepared by
the A/E when the contracting officer accepts the proposed modification in writing. The
A/E must prepare the necessary design drawing and specification revisions and must
perform all applicable services related to the modification as though they were con-
tained in the original scope of work.

The A/E must furnish an estimate of the effect the modification may have on the project
construction cost and scheduling.

Fees for these services will be based on the rates negotiated and included in Clause ! Clause FB-290
FB-290, Design Services, at the time of A/E contract award. Rates include all costs,
direct and indirect, and overhead and profit.

60 Architect/Engineer Project Requirements Part II, Mail Processing Facilities

Handbook AS-506, March 2000 Chapter 2, Design Phase A/E Services
Exhibit 2-2.7 (p. 1)
Submission Checklist
Design Phase Submission Checklist
Mandatory A/E Services

Prenegotiation Final
Orientation & Preconcept Concept Intermediate Phase
Negotiations Phase Phase Phase (100%
Design Submittal Required Phase (10%) (30%) (70%) Design)
PLANS/DRAWINGS
Site Plans
Site Utilization X X X X
Site Restrictions and X X X X
Improvements
Civil Design X X X
Site Plan X X X
Architectural
Floor Plans X X X X
Elevations and Perspectives X X X X
Sections and Details X X X
Lookout Gallery Plan X X X
CCTV Camera and Surveillance X X X
Lobby Plan X X X
Roof Drainage Plan X X X
Finish Schedule X X X
Color and Material Panels X X X
Fire Exit Plan With Code X X X
Summary
Casework Drawings X X
Certification Letter for X X
Compliance With RE-4
Complete List of Postal Service- X X X
Furnished Equipment
Structural X X X
Space Conditioning X X X
(HVAC)
Plumbing X X X
Fire Protection X X X
Electrical X X X
Other Utility Systems X X X
Mechanization X X X X

Architect/Engineer Project Requirements Part II, Mail Processing Facilities 61

Handbook AS-506, March 2000 Chapter 2, Design Phase A/E Services
 Exhibit 2-2.7 (p. 2)
Submission Checklist

Prenegotiation Final
Orientation & Preconcept Concept Intermediate Phase
Negotiations Phase Phase Phase (100%
Design Submittal Required Phase (10%) (30%) (70%) Design)
ANALYSIS/TABULATIONS/
CALCULATIONS
Professional Services X
Estimating Sheets
Environmental Studies X
Code Analysis Report X X X X
Building Area X X X X
Tabulations
Building System X X
Comparisons
Energy Conservation X X X
Analysis
Environmental Policy X
Life-Cycle Cost Analysis X

SPECIFICATIONS X X X

COST ESTIMATES X X X X

SCHEDULES X X X

SMALL, MINORITY-OWNED, & X X

WOMAN-OWNED BUSINESS
CONTRACTING GOALS AND
SOURCE LIST

LIST OF REFERENCE X
PUBLICATIONS

COMPLETE DESIGN X
COMPUTATIONS

62 Architect/Engineer Project Requirements Part II, Mail Processing Facilities

Handbook AS-506, March 2000 Chapter 2, Design Phase A/E Services
2-4 Additional Design Phase Services (Options) ! Clause FB-291

A separate cost proposal must be prepared for each service described in sections
2-4.1, 2-4.2, 2-4.3, 2-4.4, and 2-4.5, and when these additional services (options) are
included in Section A, Items and Prices, of the A/E contract. Each item includes all
overhead, profit, and costs (direct and indirect), including A/E administration and tech-
nical support costs, necessary to complete the services described. The A/E will not be
compensated for optional design phase services unless they are included in the A/E’s
contract.

The optional services described in this section only apply when specific project re-
quirements are more demanding than those covered in all the sections of 2-2, Design
Phase Services. Some of the optional A/E design phase services are required under
the base scope of A/E services to a more limited extent.

2-4.1 Perspective Drawing

The A/E must provide a 20-inch x 30-inch perspective drawing in color showing the
building to its best advantage. The drawing must be capable of being used for produc-
ing photographic prints of sufficient contrast to ensure good newsprint reproduction.
Also provide a negative and six 8-inch x 10-inch glossy black-and-white prints and two
35-millimeter color slides of the A/E rendering. The A/E must provide the original per-
spective drawing and two copies that are to be matted, glazed with clear nonglare
glass, framed, and prepared for hanging. The original and one copy must be forwarded
to the appropriate facilities service office (FSO) or major facilities office (MFO). One
copy is to be forwarded to the plant manager.

2-4.2 Supplementary Drawings

The A/E must provide the following drawings:

a. Postal Service-Furnished Property. Prepare a drawing of box and service lob-

bies and an elevation of the post office boxes. Show the location and number of
under-counter items and self-service items, and a plan and elevation indicating
the location of post office box modules. Provide a table of all property that is fur-
nished by the Postal Service and installed by the contractor, giving the following
information:

Name and Description No. Quantity Misc. *Date Required

*This column is to be left blank and filled in by the Postal Service with dates
furnished by the construction contractor.

A checklist of Postal Service-furnished property is provided by the Postal Service

as required.

b. Outline Floor Plan (Grid). Provide an outline floor plan at 1/8 inch = 1 foot square
with a 1/4-inch background grid. This drawing is for Postal Service operational
planning. Number all rooms and spaces on this plan and show all mechanization
located less than 7 feet 6 inches above the finished floor.

Architect/Engineer Project Requirements Part II, Mail Processing Facilities 63

Handbook AS-506, March 2000 Chapter 2, Design Phase A/E Services
 c. Major Milestone Flowchart. Provide a major milestone flowchart for construction
unless directed otherwise by the contracting officer during negotiations. Show the
sequence, starting and completion dates, and duration of each major activity, in-
cluding the mechanization. Scheduling must be in days, with the date of the notice
to proceed as the starting date for the chart. This flowchart is intended only as a
guide to the successful offeror and an aid for Postal Service program planning.

2-4.3 Mechanization Systems Description Manual

The A/E must provide a systems description manual in accordance with the scope of
work for fixed mechanization, "Systems Description." This service is required as deter-
mined by the Postal Service for certain projects having fixed mechanization.

2-4.4 Roofing Consultant

Provide the services of a roofing consultant who is thoroughly qualified in the design,
construction, observation, and testing of all types of roofing systems and materials. The
responsibilities of this consultant include:

a. Reviewing specifications, drawings, and other contract documents related to

roofing.

b. Critiquing and commenting on the design, including sketches and alternative de-
tails for consideration by the A/E and the Postal Service.

c. Working with the A/E in developing alternative roof system comparisons and con-
tract documents.

d. Assisting in conducting preconstruction roofing conferences with the contracting

officer’s representative and construction contractor.

e. Reviewing the construction contractor’s submittals and providing comments to the

contracting officer.

f. Providing full-time, on-site observation of the construction to verify that it complies

with the contract documents. Subject to the approval of the contracting officer, the
full-time, on-site construction observation may be carried out by an assistant to the
principal consultant. Primary reviews, attendance at meetings, and periodic super-
visory visits are to be carried out by the principal consultant. Specific services in-
clude, but are not limited to, the following:

(1) Provide daily, weekly, and final observation reports to include photographs
and other data substantiating the findings.

(2) Assist the contracting officer to conduct all progress meetings.

(3) Review roofing-related quality control reports submitted by the contractor.

(4) For built-up roofing, supervise the contractor when samples are cut. Review
and analyze the laboratory reports and submit a report evaluating the findings
to the contracting officer.

(5) For elasto-plastic roofing work, test the materials and workmanship as ap-
propriate to verify that they meet the requirements of the specifications.

64 Architect/Engineer Project Requirements Part II, Mail Processing Facilities

Handbook AS-506, March 2000 Chapter 2, Design Phase A/E Services
 (6) When the contractor sends notice of completion of the roofing work, conduct
a final on-site inspection and advise the contracting officer in writing when the
work can be accepted.

(7) Charge construction observation fees on an as-needed, man-day basis. The

consultant must submit, as a part of this proposal, an estimated length of
time for roof installation.

g. Completing a field evaulation of the existing roof system if a project involves an

addition or substantial renovation to an existing building. This evaluation includes
a visual examination, limited cut samplings for visual examination, and laboratory
analyses of the cut samples. The consultant must provide a separate optional
price for a nondestructive evaluation of moisture in the roofing system. The con-
sultant must submit a written report with a summary of findings, list of recommen-
dations, cost estimates, and all background data.

2-4.5 Fire Protection Consultant

The A/E must provide the consulting services of a fire protection engineer. This person
must be a full member of the Society of Fire Protection Engineers and must demon-
strate equivalent qualifying experience or have an applicable state registration as a fire
protection engineer.

Architect/Engineer Project Requirements Part II, Mail Processing Facilities 65

Handbook AS-506, March 2000 Chapter 2, Design Phase A/E Services
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66 Architect/Engineer Project Requirements Part II, Mail Processing Facilities

Handbook AS-506, March 2000 Chapter 2, Design Phase A/E Services
Part II
Mail Processing Facilities

3 Construction Phase A/E Services

3-1 Design Services During Construction (Options)

3-1.1 General ! Clause FB-205

The requirements of this section apply if the A/E’s contract includes in Section A, Items
! Clause FB-292

and Prices, an option for the A/E to provide support services during the construction
phase. A/E services during construction include reviewing contractor submissions, par-
ticipating in meetings, interpreting contract documents, and inspecting the site a mini-
mal number of times during the construction period. These services include time and
effort both in the office and at the work site. Rates for all services must include both
direct and indirect costs and overhead and profit.

3-1.2 A/E Support Services Handbook P-2, 6-1.2

The A/E is to provide the following support services:

a. Support Services. Support services supplied by the A/E are services that are
necessary to assist the field office and that require a trip to the field. These in-
clude, but are not limited to, the following:

(1) Participating in preconstruction and progress meetings, including preparation

and distribution of meeting minutes.

(2) Interpreting and clarifying contract documents.

(3) Assisting the field office in maintaining quality control.

(4) Observing field installation conditions and materials in support of the resident
engineer.

(5) Providing administrative support to the field office.

(6) Providing technical support to the field office during construction for preparing
punch lists and accepting the facility.

(7) Participating in prefinal, safety, final, and warranty inspections.

(8) Supporting small, minority-owned, and woman-owned business subcon-

tracting program services, including, but not limited to, the following:

(a) Monitoring the program, giving special attention to the contractor’s ef-
forts at attaining goals, the contractor’s plan for developing minority-
owned business participation, the completeness and accuracy of the

Architect/Engineer Project Requirements Part II, Mail Processing Facilities 67

Handbook AS-506, March 2000 Chapter 3, Construction Phase A/E Services
 contractor’s minority-owned business subcontracting reports, and so
forth.

(b) Assisting the contractor in locating and developing potential minority-

owned business subcontractors.

(c) At the preconstruction conference, reviewing the contractor’s initial

minority-owned business reports and giving timely recommendations or
assistance as required to attain the best possible program start.

(d) Reviewing the status of the contractor’s minority-owned business pro-

gram at each monthly construction meeting and reporting about it.

(e) Maintaining an on-site minority-owned business subcontracting file

containing copies of all contractor’s reports, minutes of meetings, and
other pertinent information.

(f) Administering the contractor’s submittals of quarterly reports.

b. Home Office Support Services. Home office support includes field support
services identified in 3-1.2a above that the A/E can accomplish in the office with-
out the need for a trip to the field.

" Building Design

3-1.3 Submission Reviews and Approvals Standards, Master
Specification 01310
The A/E must review all contractor submittals for compliance with contract documents
with respect to field dimensions and clearances, relation to available space, and rela-
tion to work by the Postal Service or separate contracts. The A/E must review all sub-
mittals promptly so as not to delay the construction progress. The duration of all
reviews must not exceed the time frames required in the construction contracts.

The A/E must inspect contractor and subcontractor manufacturing, assembling, and
warehousing facilities when required by the Postal Service. The A/E must also accom-
plish factory acceptance tests and accept those items of equipment that require such
acceptance in the mechanization specification. The dates of such visits and inspections
must be approved by the Postal Service at least 1 week in advance in order to permit
the Postal Service to participate. The cost is reimbursed in accordance with the terms
contained in Section F, Payment and Funding, of the A/E’s contract.

The contractor submittals that the A/E is required to review include, but are not limited
to, those discussed in the following sections.

3-1.3.1 Shop Drawings, Product Data, and Samples " Building Design
Standards, Master
The A/E must review and approve or reject, on the basis of contract documents, all Specification 01330
contractor submittals of shop drawings, product data, catalog cuts, samples, manu- ! Clause B-56
facturer’s installation instructions, color schedules, and similar information. In addition
to the normal building shop drawings, the following mechanization shop drawings and
samples require approval and submittal to the Postal Service:

a. Building loads.

b. Computer hardware and software reports.

c. Belting and its certification.

d. Equipment arrangement drawings.

68 Architect/Engineer Project Requirements Part II, Mail Processing Facilities

Handbook AS-506, March 2000 Chapter 3, Construction Phase A/E Services
e. Elevation drawings.

f. Plan views.

g. Electrical elementary drawings of the mechanization systems.

h. Control panel elementary drawings.

i. Master electrical interconnection drawings.

j. Distribution riser diagrams.

k. Electrical, mechanical operations, and maintenance manuals.

l. Spare parts list.

m. Mechanization load drawings.

The A/E must inform the contracting officer of all loads for specific equipment selection
that exceed the loads on the contract documents before the CO grants approval for
that equipment.

The A/E must review formwork and falsework drawings and schedules for their con-
struction submitted by the contractor. The A/E must require the construction contractor
to submit for review all the design drawings associated with formwork and erection of
falsework. These submissions must be reviewed to ensure that the A/E’s design, per
contract documents, is properly executed aesthetically and structurally, including the
layout of forms, ties, embedded items, expansion joints, and water stops. These sub-
missions must contain or be supplemented by a schedule for erecting and removing
falsework, placing construction loads, and doing required testing. The A/E and con-
tractor must coordinate their efforts so that the integrity of the A/E’s design is main-
tained while the contractor remains responsible for the design and erection of falsework
and safe construction.

Shop drawings must be submitted to the A/E for review only after they have been
checked and approved by the contractor. Failure to show that the submittal has been
thoroughly checked may result in the submittal being returned without being reviewed.
When shop drawings reach the A/E’s office, they must be stamped with the date and
assigned the A/E’s file number and an appropriate identifying number. The process of
receiving, examining, approving, and distributing shop drawings is critical. The A/E
must keep a record of the handling of these drawings during review to ensure the or-
derly processing of this work.

The A/E must approve the shop drawings only for conformance with the design con-
cept of the project and with the information given in the contract documents. The ap-
proval does not extend to the shop drawing information related to shop fabrication
process, field construction techniques, or coordination of trades and their work. The
language recommended to stamp shop drawings is as follows:

a. Approved. If “approved” is checked, fabrication, manufacture, or construction

may proceed, provided the work complies with the contract documents. This ac-
tion does not authorize changes to the contract sum unless they are stated in a
separate letter or change order.

b. Approved as Noted. If “approved as noted” is checked, fabrication, manufacture,

or construction may proceed, provided the work complies with the A/E’s notations
and the contract documents. This action does not authorize changes to the con-
tract sum unless they are stated in a separate letter or change order.

Architect/Engineer Project Requirements Part II, Mail Processing Facilities 69

Handbook AS-506, March 2000 Chapter 3, Construction Phase A/E Services
 c. Rejected; Resubmit. If “rejected; resubmit” is checked, fabrication, manufacture,
or construction may not proceed. The contractor must submit to the A/E a new
shop drawing that has been corrected as marked (no additonal changes are al-
lowed). Any submission marked “rejected; resubmit” is not permitted on the site.

The A/E’s review of samples is only to ensure their conformance with the design con-
cept of the project and compliance with the information given in the contract docu-
ments. The construction contractor is responsible for dimensions that are to be
confirmed and correlated at the site; for information that pertains solely to the fabrica-
tion processes or to the means, methods, techniques, sequences, and procedures of
construction; and for coordination of the work of all the trades. The language the A/E
uses in any stamp or letter pertaining to the approval of samples must parallel the lan-
guage used in shop drawing approval procedures as described in this section.

3-1.3.2 Coordination Drawings " Building Design

Standards, Master
The A/E must provide a general review of contractor-submitted coordination drawings Specification 01310
for their conformance to contract documents; however, the A/E must make it clearly
known to the contractor that coordination is his or her responsibility.

3-1.3.3 Schedule of Values and Progress Payments ! Clause 1-3

The A/E must review the contract value breakdown on the initial schedule of values Handbook P-2, 6.4.5
submitted by the contractor. The A/E must notify the contracting officer of construction
activities that are not included on the schedule of values as well as the reasonableness
of the costs assigned to each scheduled item. The A/E must ensure that the schedule
of values is not “front-end loaded.”

The A/E is responsible for the following:

a. Approving the selection and number of activities.

b. Reviewing, evaluating, and analyzing the proposed network diagrams, including

activity durations, costs, and workforce loading, when applicable.

c. Revising and analyzing the monthly update of network diagrams, when applicable.

The A/E is responsible for certifying Form 4211-B, Invoice and Payment Authorization
(Facility and Fixed Mechanization Contract), which is submitted monthly by the con-
tractor, after reviewing the schedule of values and substantiating the data submitted by
the contractor. This form, which certifies the accuracy of the progress payments, must
be signed by a designated representative of the A/E firm and forwarded to the con-
tracting officer for signature.

3-1.3.4 Schedules ! Clause FB-246

! Clause B-59
The A/E must review the contractor’s initial progress schedule as well as the monthly
schedule updates that this contractor submits with the partial payment requests. The Handbook P-2, 6.2.3
A/E must verify that this contractor’s schedules, at a minimum:

a. Show the complete sequence of construction by activity, with dates for beginning
and completing each element of construction.

b. Identify each item by specification section number.

c. Identify work of separate stages and other logically grouped activities.

70 Architect/Engineer Project Requirements Part II, Mail Processing Facilities

Handbook AS-506, March 2000 Chapter 3, Construction Phase A/E Services
d. Provide subschedules to define critical portions of the entire schedule.

e. Include conferences and meetings in the schedule.

f. Show the accumulated percentage of completion of each item and total percent-
age of work completed as of the first day of each month.

g. Provide a separate schedule of submittal dates for shop drawings, product data,
and samples, including Postal Service-furnished products, and the dates that re-
viewed submittals will be required from the contracting officer as specified in Sec-
tion 01330, Submittal Procedures.

a. Coordinate the content with the schedule of values. ! Clause B-40

3-1.3.5 Spare Parts Data ! Clause B-58

The A/E must review the spare parts data to ensure that it complies with the contract
" Building Design
Standards, Master
documents and to ensure that the contractor provides all necessary spare parts. Specification 07180

3-1.3.6 Warranties and Guarantees ! Clause B-61

" Building Design
The A/E must review all warranties and guarantees to ensure their compliance with the Standards, Master
contract documents and to ensure that the contractor provides all special warranties Specification 07180
and guarantees that are required by the contract. Handbook P-2, 6.3

3-1.3.7 Operation and Maintenance Manuals

" Building Design
The contractor must assemble, coordinate, and index operation and maintenance Standards, Master
(O&M) manuals for each utility system and major component of building equipment and Specification 07180
maintenance manuals for the mechanization system. The A/E must ensure that the Handbook P-2, 6.3
contractor submits this material in sufficient time for review and approval, not less than
90 days prior to occupancy for the building manuals and as specified by USPS-M-5000
for the mechanization manuals. When it is determined during design that the facility is
to be incrementally or partially occupied, the A/E must specify that the contractor must
supply O&M manuals for training and spare parts on-site in a timely manner for the
affected areas. Training cannot begin until O&M manuals have been approved.

The A/E must review the manuals for completeness and accuracy and recommend to
the contracting officer whether or not to approve them. After Postal Service approval,
the A/E must prepare and deliver eight copies of all building manuals to the postmaster
before the start of training. After Postal Service approval, the contractor must deliver 20
copies of the mechanization maintenance manuals to the A/E, who delivers them to the
postmaster.

3-1.3.8 Test Reports " Building Design

Standards, Master
The A/E must review all test reports to ensure that they comply with the contract Specification 01450
documents. Handbook P-2, 6.3.1

The A/E must ensure that all required tests are completed at the proper time. The
scheduling of the mechanization operational tests must be coordinated with the Postal
Service at least 3 weeks in advance. The resident engineer or the mechanization resi-
dent engineer must be present for all tests.

Architect/Engineer Project Requirements Part II, Mail Processing Facilities 71

Handbook AS-506, March 2000 Chapter 3, Construction Phase A/E Services
 3-1.3.9 Change Orders and Contract Modifications

The A/E prepares, assembles, reviews, negotiates, and issues all construction contract ! Clause B-10

modifications directed by the contracting officer. Modification proposals initiated by the ! Clause B-21
construction contractor, the Postal Service, or the A/E must be processed by the A/E ! Clause B-37
as follows: Handbook P-2, 6.5

a. Obtain approval to proceed with the proposal change from the construction man-
ager. Assign a serialized control number to the proposal change and notify the
contractor that the proposal change is in progress.

b. Review field conditions and prepare the necessary design drawings, specifications
and revisions, A/E cost estimate, justification, and recommendations for the pro-
posal change.

c. Issue a copy of the proposal change drawings to the contractor, requesting a pro-
posal and specifying a time for response. Do not include the A/E independent cost
estimate. Simultaneously, provide the Postal Service with a copy of the request for
proposal, including the proposal change and all documents required.

d. Review the contractor’s proposal with the Postal Service and the contractor to re-
solve cost differences. The construction manager must negotiate any conditions
that cannot be resolved between the A/E and the contractor.

e. Upon Postal Service acceptance of the contractor’s proposal, prepare a contract

modification on the Postal Service-provided form, obtain the contractor’s signa-
ture, and submit it to the construction manager complete with all backup material
and Form 4211, Facility and Fixed Mechanization Project Contract.

f. Upon receipt of a signed copy of modifications, ensure that the contractor’s work
is in accordance with the changed scope of work.

Fees for these services are based on the rates negotiated and included in Clause ! Clause FB-294
FB-294, Architect-Engineer Modifications of Design. Rates include all costs, both direct
and indirect, and overhead and profit.

! Clause B-57
3-1.3.10 As-Built Drawings and Specifications

The construction contract documents require the contractor to provide the A/E with
drawings and specifications incorporating the revisions and changes made during con-
struction up to acceptance of the project. The A/E must review the contractor’s as-built
drawings monthly to ascertain this contractor’s compliance before processing payment
requests. The A/E must revise the original contract documents to indicate as-built con-
ditions, including revisions in site and building area tabulations.

The A/E must furnish the Postal Service with a set of reproducible record drawings (as-
built drawings) showing significant changes made during the construction process,
based on the marked-up prints, drawings, and other data furnished to the A/E by the
contractor.

3-1.3.11 Electronic Format of As-Built Information

The A/E must provide all record drawings (as-built drawings) to the Postal Service in
electronic format that is compatible with design documents.

72 Architect/Engineer Project Requirements Part II, Mail Processing Facilities

Handbook AS-506, March 2000 Chapter 3, Construction Phase A/E Services
3-1.3.12 As-Built Photographs

When construction is completed, the A/E must provide two color 8-inch x 10-inch pho-
tographs, six exterior views, and 20 exterior and interior views, including views that
show the accessibility features of the building, to be submitted in digital format as di-
rected by the CO. Coordinate the selection and location of these views with the con-
tracting officer.

3-1.3.13 Closeout Certificates

The A/E must provide the following certificates to the Postal Service:

a. Handicapped accessibility.

b. Lead-based paint.

c. Asbestos-containing materials.

3-2 Modifications of Design During Construction ! Clause B-2

! Clause FB-294
Changes in the scope of work or Postal Service requirements not covered in the initial
A/E contract are considered to be contract modifications in accordance with Clause
B-2, Changes, in the A/E’s contract.

Modifications of design during construction not due to design errors or omissions will be
compensated for in accordance with the fee schedule in Clause FB-294.

3-3 Field Services During Construction (Options) ! Clause FB-293

! Clause FB-206

3-3.1 Requirement
The requirements of this section apply if the contract includes in Section A, Items and
Prices, an option for the A/E to provide field support services, which include a
construction administrator, resident engineer, assistant resident engineers, and a clerk/
stenographer. Rates for all services must include both direct and indirect costs and
overhead and profit. In addition to the previous, a mechanization assistant resident
engineer is required on projects with fixed mechanization. The scope of services for
each position is defined in this section.

3-3.2 General Responsibilities Handbook P-2, 6-1

The Postal Service must forward letters of current authorities and limitations to the
Postal Service representatives who are involved in administering the contract to the A/E
and general contractor. A Postal Service decision and signature are required for all
contractual actions and must be accompanied by a written detailed justification and a
specific recommendation by the construction administrator. The A/E or authorized rep-
resentative (i.e., the construction administrator) is not authorized to revoke, alter, en-
large, relax, or release any requirements of the project drawings or specifications; to
approve or accept any portion of the work; or to issue instructions (oral or written) that
would be contrary to the contract documents. All dealings in terms of the contract must
be made with the contractor’s superintendent and not with a subcontractor.

Architect/Engineer Project Requirements Part II, Mail Processing Facilities 73

Handbook AS-506, March 2000 Chapter 3, Construction Phase A/E Services
 3-3.3 Contract Administration
Contract administration responsibilities are as follows:

a. The A/E is responsible for administering the contract between the Postal Service
and the contractor. The A/E’s duties, responsibilities, and limits of authority are
shown below and in Sections G and H, Clauses, of the A/E’s contract. The A/E or
A/E’s representatives, as agents of the Postal Service, must discharge this re-
sponsibility by:

(1) Interpreting the contract documents and all changes made to them.

(2) Establishing the standards of workmanship.

(3) Judging the performance of the contractor (i.e., progress of the project as
constructed) compared with that of the project as planned.

(4) Certifying payments to the contractor on the basis of the schedule of values
of the work-in-place and stored materials.

(5) Inspecting the work to determine the date of substantial completion.

(6) Informing the Postal Service about the status of the project relative to the
above points.

(7) Conducting monthly progress meetings with the contractor and Postal Serv-
ice representatives to evaluate progress of the work and to resolve problems
related to contract compliance.

(8) Submitting the following reports to the construction manager:

(a) The daily log each week.

(b) A weekly summary of progress of the work, problems noted, and ac-
tions taken.

(c) Minutes of the monthly progress meetings.

(d) A monthly status of modifications, along with the contractor’s monthly

payment requests, with the construction administrator’s recommenda-
tion to the contracting officer.

(e) Quarterly minority-owned business reports.

(f) Monthly progress reports.

(g) Updated submittal log.

(h) Updated RFI logs.

(i) Updated request for proposal (RFP) logs.

(9) Negotiating and processing construction modifications for the contracting of-
ficer’s signature.

b. As the Postal Service’s agent, the A/E is responsible for guarding the Postal
Service against defects and deficiencies in the work of the contractor. The A/E
may reject work as failing to conform to the contract documents, a failure that will
keep the building or any portion of it from having the intended appearance or
being capable of full use in the manner and for the purpose for which it was

74 Architect/Engineer Project Requirements Part II, Mail Processing Facilities

Handbook AS-506, March 2000 Chapter 3, Construction Phase A/E Services
 intended. The right to reject work does not extend to the areas of safety
precautions and programs in connection with the work or to the adequacy of
construction means, methods, techniques, sequences, or procedures, all of which
are solely the responsibility of the contractor.

c. The A/E’s construction administrator, who is assigned full-time to projects with a

construction cost greater than $8 million, must be responsible for directing the
overall technical and managerial efforts of the A/E that are required for field serv-
ices during construction.

d. The A/E’s resident engineer, who is normally assigned full-time to the project,
must observe the progress of the work performed by the contractor.

e. The A/E must use due care and exercise reasonable skill and competence in ob-
serving the progress of the work and endeavoring to determine if it is proceeding
in accordance with the requirements of the contract documents.

f. The resident engineer must randomly interview contractor and subcontractor em-
ployees monthly. Their responses regarding their classification and rate of pay
must be checked against payrolls and applicable wage rates. Use DOD Form
1567, Defense Department Labor Standards, for this purpose.

g. The construction administrator, resident engineer, and resident engineer’s staff

must accomplish other activities as may be required by the construction manager.

h. A Postal Service decision or signature is required for all actions that could result in
a modification or change to the contract, and must be accompanied with a written
detailed justification and a specific recommendation by the construction
administrator.

3-3.4 Field Supervision

Field supervision responsibilities are as follows:

a. Field Office Staff. The field staff must consist of personnel capable of observing
the contractor’s effort with a minimum of support from the A/E’s office. The field
staff located at the construction site may consist of the construction administrator,
resident engineer, assistant resident engineers as authorized, and a clerk/
stenographer. The construction administrator, resident engineer, and clerk/
stenographer are generally full-time staff. The assistant resident engineers are
generally part-time staff who are experienced in observing the construction of a
particular discipline (e.g., structural, mechanical, electrical, or mechanization ma-
terial handling). The number of field personnel, therefore, may vary according to
the status of the construction and is subject to Postal Service approval.

Resumes of at least three qualified construction administrators (when applicable)

and resident engineers must be submitted by the A/E, with the A/E’s recommen-
dation, to the contracting officer no later than 10 days after approval of the inter-
mediate design submittal. The selection of the resident engineer is subject to the
approval of the contracting officer. The above personnel must be replaced at the
discretion of the contracting officer if their performance is unacceptable.

b. Field Office. The physical space, furniture, utilities, and telephones that the A/E
field staff will use are provided by the contractor as noted in Division 1 of the
specifications. The A/E must provide all other equipment and materials.

Architect/Engineer Project Requirements Part II, Mail Processing Facilities 75

Handbook AS-506, March 2000 Chapter 3, Construction Phase A/E Services
 c. Contractor Superintendence. The A/E must be aware that the contractor is re-
sponsible for the supervision required to assemble materials and accomplish the
labor to complete the project. The contractor is responsible for delivering to the
Postal Service a project constructed in full conformance with the contract docu-
ments. The contractor’s duty is to manage the construction progress so that con-
tract requirements are met efficiently, expeditiously, and accurately.

d. Safety and Security. The A/E must review and monitor the contractor’s safety
plan and security program. Safety precautions, programs, and requirements are
specified in various safety codes or regulations. Although the resident engineer
must be concerned generally with their observances, compliance with them is
solely the contractor’s responsibility.

3-3.5 Mechanization Coordination

On projects with fixed mechanization, the A/E must provide the services of a mechani-
zation resident engineer to provide specialized coordination, as follows:

a. The A/E must submit the resume of a fully qualified mechanization resident engi-
neer to the contracting officer for approval, along with the resident engineer re-
sumes, at the completion of the intermediate design review. It is anticipated that
the following workdays will be required of the mechanization resident engineer:

(1) Projects with fixed mechanization valued up to $500,000 should have a

mechanization resident engineer on board a total of 6 days a month during
the installation period.

(2) Projects with fixed mechanization valued between $500,000 and $1 million
should have a mechanization resident engineer on board 12 days a month
during the installation period.

(3) Projects with fixed mechanization valued in excess of $1 million should have
a mechanization resident engineer on board on a full-time basis during the
installation period.

b. The mechanization resident engineer must perform the following tasks:

(1) Continually monitor, observe, and evaluate the construction to ensure com-
pliance with the specifications.

(2) Maintain, at the site, a copy of all shop drawings submitted for the record only
and all approved shop drawings.

(3) Examine equipment as it arrives at the site. If it does not conform to specifi-
cations, inform the contractor that the equipment must not be installed until
nonconformance is corrected.

(4) Maintain a list of equipment and systems that have been installed, e.g., con-
veyors, A-1, A-2, and so forth, or G series.

(5) Provide the construction manager with a copy of the monthly estimate of the
completed mechanization, shown as a percentage of the total mechanization.

(6) When an item that does not conform (i.e., a defect) is discovered, record it
on a punch list. When the same defect is repeated on more than one item of
equipment, make only one notation that is referenced to all applicable
equipment on the punch list.

76 Architect/Engineer Project Requirements Part II, Mail Processing Facilities

Handbook AS-506, March 2000 Chapter 3, Construction Phase A/E Services
 The punch list must contain all construction defects noted by the mechaniza-
tion resident engineer. Use a consistent format that includes at least the item
number, defect description, date, and initials of the mechanization resident
engineer or representative who certifies that the equipment has been cor-
rected. Group the mechanization punch list items by discipline (e.g., me-
chanical and electrical controls).

Provide a copy of the current punch list to the construction manager at the
time the contractor is notified to take corrective action. If a punch list item has
already been corrected when the punch list is transmitted, the punch list must
bear an appropriate notation or correction. The mechanization resident engi-
neer must also keep a current copy of the punch list at the construction site
for Postal Service inspection.

(7) During construction, advise the contractor about questionable items being in-
stalled. In addition, when necessary coordinate with the construction man-
ager to obtain technical support relating to questions that arise during
construction.

(8) Evaluate all contractor-originated change requests, proposals, requests for

substitutions, and so forth. The mechanization resident engineer must
transmit these with a recommendation to the construction manager as
quickly as possible. The relative urgency of resolving items must also be
noted on these documents.

(9) Notify the construction manager in advance when construction milestones

will be achieved (when subsystems are installed and operational). Also notify
the construction manager of all changes in test and construction milestones.

(10) Arrange for participation in and report on all operational tests concerning the
mechanization. Coordinate all observation and operational test dates with the
construction manager.

(11) Develop a final list of equipment defects during the final acceptance inspec-
tion.

(12) As required, continue to monitor and evaluate the contractor’s work through
correction of all equipment defects.

3-3.6 Progress Meetings " Building Design

Standards, Master
The construction administrator schedules and chairs all monthly progress meetings Specification 01310
and other required project meetings (attendance by his or her staff is at the discretion
of the construction administrator). The construction administrator forwards the minutes
of all meetings to the construction manager within 5 working days after each meeting.

Before the monthly progress meeting, the construction administrator must spend at
least 1 hour reviewing with the contractor the contractor’s compliance with contract re-
quirements for labor standards, equal employment opportunity (EEO) policies, minority-
owned business participation, payrolls, and safety. The findings must be reviewed at
the progress meeting and included in the minutes of the meeting.

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Handbook AS-506, March 2000 Chapter 3, Construction Phase A/E Services
 3-3.7 Records
A daily log must be maintained by the construction administrator. This log must be
neatly and accurately recorded, since it may subsequently be used in legal proceed-
ings. Enter the following items every day from the start to the completion of the project:

a. Progress Work. Status for work in progress, new work started, and current and
anticipated problems of scheduling and coordination.

b. Workforce. The number of foremen and mechanics for each trade at the site.

c. Weather. The high and low temperatures, precipitation, and a general description
of the 24-hour weather conditions.

d. Telephone Calls. All pertinent conversations.

e. Site Inspections. The names, titles, and official capacity of all persons, with times
and purposes of inspections noted. For Postal Service payment to be approved,
A/E personnel making authorized site inspections must sign in at the site.

f. Miscellaneous Items. The A/E must note all work or material in place that does
not correspond with drawings or specifications, as well as all other problems or
abnormal occurrences that have arisen during each day. Include notations of any
particular lack of activity. Note corrective actions taken.

g. Accidents. For all accidents involving bodily injury, lost time, or property damage,
the A/E must record the names of the injured and witnesses, conditions, extent of
injury or damage, and time lost.

3-3.8 Construction Project File

The A/E must maintain a construction project file, at the project site, that contains all
appropriate and necessary records that document the execution of the construction
contract. The field construction project file must consist of copies of the original docu-
ments, not the original documents. The field file must include, but is not limited to, the
following categories (when applicable):

a. Initial submittals for approval:

# Schedule of values.
# Construction schedule.
# System construction estimate breakdown.
# List of subcontractors.
# Qualifications of testing agencies and project personnel.
# Shop drawings submittal log.

b. Correspondence:

# Correspondence.

c. Meeting minutes:

# Preconstruction conference.
# Monthly progress meetings.
# Coordination meetings.

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Handbook AS-506, March 2000 Chapter 3, Construction Phase A/E Services
d. Job Drawings:

# Contract drawings.
# Supplemental clarification drawings.
# Drawings containing changes.
# Coordination drawings.

e. Shop Drawings:

# Shop drawings (those that have been reviewed and approved as final).
# Shop drawings log.
# Samples.

f. Test reports:

# Testing log.
# Tests.

g. Substitution request:

# Justification and determination, including:

# Contracting officer’s decision.
h. RFI log:

# RFI log.
# General contractor-initiated requests.

i. Schedules:

# Construction progress schedule.

# Equipment and procurement schedules.
# Submittal schedule.
# O&M training schedule.
# Occupancy schedule.

j. Requisitions:

# Approved requisitions for payment.

k. Certified payrolls:

# Certified payrolls.

l. Monthly and quarterly submittals:

# General contractor progress synopsis.

# Labor standards interview.
# Employee utilization report.
# Stored material log and invoices.
# Updated submittal log.
# Subcontractor minority business enterprise (MBE) form.
# Schedule of values.

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Handbook AS-506, March 2000 Chapter 3, Construction Phase A/E Services
 m. Daily construction log:

# Inspector’s daily construction log.

# Contractor’s daily construction log.

n. Photos:

# Photographs.

o. Modifications and/or change orders:

# Form 4909, Findings of Fact for Contract Modifications.

# Scope of modification.
# Request for proposal, including:
# Contractor’s cost proposal.
# Subcontractor’s cost breakdown.
# Independent estimate (A/E or Postal Service).
# Reconciliation of estimates and proposal.
# Analysis of schedules.
# Negotiation record.
# A/E’s recommendation (if applicable).

p. Claims:

# Claims log.
# Claims:
# Independent estimate (A/E or Postal Service) of claim.
# Reconciliation of estimates and claim.
# Analysis of schedules.
# Negotiation record.
# A/E’s recommendation (if applicable).
# Contracting officer’s final decision.

q. Small, minority, and woman-owned business subcontracting:

# Initial subcontracting plan.

# Reports.
# Meeting minutes.

r. Construction reports:

# Employee wages.
# Progress.
# Prefinal.
# Final.

s. Closeout documents and documentation:

# Punch lists:
# Prefinal punch list.
# Final punch list.

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Handbook AS-506, March 2000 Chapter 3, Construction Phase A/E Services
 # Final inspection and acceptance:
# Contractor’s request for inspection.
# Prefinal inspection.
# Final inspection report.
# Certificates:
# Certification of Asbestos and Lead Paint Usage.
# Certificate of lead-free water.
# Certificate of Accessibility and Architectural Barriers Survey.
# Closeout:
# Form 1233, Project Financial Change/Completion Report.
# Inventory sheet.
# Form 1233-A, Project Completion Report (Mechanization Identification
and Cost Allocation).
# Form 1233-B, Project Completion Report (Personal Property Identifi-
cation and Cost Allocation).
# Form 4209, Project Authorization.
# Form 7307, Contractor’s Release.
# Notification to surety, project acceptance, and total contract amount.
t. Project acceptance letter:

# Project acceptance letter.

u. O&M manuals:

# List of required operations and maintenance manuals.

# One copy of each manual.
# List of attendees at operations and maintenance training.

v. Warranties and guarantees:

# Warranty and guarantee log.

# Warranties and guarantees.

w. Performance evaluation:

# Form 5002, Construction Contractor Performance Evaluation.

x. As-built drawings:

# Final contract drawings.

# Final shop drawings.

y. One-year warranty inspection:

# Inspection report.

z. Postoccupancy evaluation and review:

# List of warranty items.

# Resolution of inspection items.
# Notification letter.

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Handbook AS-506, March 2000 Chapter 3, Construction Phase A/E Services
 aa. Administration miscellaneous:

# Cure notice (issue at any time performance is jeopardized except within 10

days of completion).
# Show cause letter.
# Termination for default.

3-3.9 Quality Control and Inspection ! Clause B-33

Handbook P-2, 6.3.1
The A/E must observe the construction, materials, and workmanship daily to ensure
that they comply with plans, specifications, and other contract documents. The follow-
ing must be observed at suitable times during the progress of the work. Items requiring
observation and/or inspection include, but are not limited to,:

a. Benchmarks and building layout.

b. Dimensions and grades.

c. Excavations.

d. Soil under footings.

e. Public utility connections.

f. Foundation sizes and reinforcing.

g. Pile driving.

h. Caisson work.

i. Concrete forms.

j. Concrete tests.

k. Concrete reinforcing.

l. Structural frames.

m. Floor openings, sleeves, and hangers.

n. Quality and placing of concrete.

o. Weather precautions.

p. Masonry layout, materials, bonding, anchorage, and flashings.

q. Setting of frames and prefabricated elements.

r. Partition layout.

s. Temporary enclosures, heat, and light.

t. Protection of finished work and roofing.

u. Setting of doorframes.

v. Partition construction.

w. Plaster work.

x. Tile work.

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Handbook AS-506, March 2000 Chapter 3, Construction Phase A/E Services
y. Electrical work.

z. Mechanical work.

aa. Special equipment.

bb. Elevators.

cc. Furring and lathing.

dd. Plumbing work.

ee. Cabinet work.

ff. Finishes.

gg. Painting and papering.

hh. Hardware.

ii. Inspection and tests.

3-3.10 Progress Photographs

The A/E must provide photographs during construction in the manner indicated below:

a. Twelve pictures are to be taken at each site inspection during construction. If there
is a VMF or other ancillary building on the site, four additional pictures must be
taken of that building at each site inspection. In all cases, the location of the pic-
tures must be approved by the contracting officer.

b. Two 8-inch x 10-inch color prints are to be made of each picture. Include the
name of the project, city, state, date taken, photographer’s name, and the nega-
tive number on the back of each photograph. Photographs are to be delivered to
the contracting officer.

c. In addition, at the discretion of the contracting officer, up to six aerial photographic

flights may be conducted before and during construction. Approximately four
pictures will be taken during each flight. Provide two mounted color prints,
preferably 20-inch x 24-inch, of each picture.

3-3.11 Schedule of Values and Payments ! Clause 1-3

Handbook P-2, 6.4.5
The A/E must review the contract value breakdown on the initial schedule of values
submitted by the contractor. The A/E must notify the contracting officer of construction
activities that are not included on the schedule of values as well as the reasonableness
of the costs assigned to each scheduled item. The A/E must ensure that the schedule
of values is not “front-end loaded.”

The contractor is required to submit to the contracting officer for approval a schedule of
values of the various costs of the work, by trade, aggregating to the total sum of the
contract. This cost breakdown must be realistic because it will be used as a basis for
progress payments to the contractor. The A/E is responsible for the following:

a. Approving the selection and number of activities.

b. Reviewing, evaluating, and analyzing proposed network diagrams, including activ-

ity durations, cost, and workforce loading, when applicable.

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Handbook AS-506, March 2000 Chapter 3, Construction Phase A/E Services
 c. Revising and analyzing the monthly update of network diagrams, when applicable.

The A/E is responsible for certifying Form 4211-B, Invoice and Payment Authorization
(Facility and Fixed Mechanization Contract), which is submitted monthly by the con-
tractor, after reviewing the schedule of values and substantiating data submitted by the
contractor. This form, which certifies the accuracy of the progress payments, must be
signed by a designated representative of the A/E firm and forwarded to the contracting
officer for signature.

3-3.12 Clarifications
The A/E must furnish written interpretations and drawings necessary for the proper
execution of the work with reasonable promptness so that the contractor can execute
the work without delay. All interpretations and decisions must be consistent with the
intent of the contract documents. These interpretations must not cause changes in the
time or money required to execute the construction contract.

" Building Design

3-3.13 Operating Tests Standards, Master
Specification 01450
The A/E must ensure that all required tests are executed at the proper time. The
scheduling of the mechanization operational tests must be coordinated with the Postal Handbook P-2, 6.3.1
Service at least 3 weeks in advance. The resident engineer or the mechanization resi-
dent engineer must be present for all tests.

3-3.14 Training
Training furnished by the contractor must be coordinated with the A/E and the Postal
Service. The A/E must ensure that all maintenance and operational training is sched-
uled and provided to Postal Service personnel as required by the solicitation docu-
ments, and that the operation of the systems is in accordance with the intent of the
design, particularly with regard to energy conservation operation procedures.

Training must not be scheduled or conducted until after all testing has been satisfacto-
rily completed and until after the Postal Service trainees have had ample time to review
the approved operation and maintenance manuals.

3-3.15 Guarantees and Instructions

As the contractor completes the work, he or she must submit the following items to the
A/E for approval:

a. All required operating instructions.

b. The schedule of training on the operation and maintenance of the various systems
and equipment.

c. Complete keying schedule with master, submaster, room, and special keys. All
keys must be properly marked or tagged.

d. All required guarantees, certificates of inspection, and bonds.

e. Certified air balance reports, with a cover letter from the A/E stating that HVAC
systems satisfy the contract requirements.

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Handbook AS-506, March 2000 Chapter 3, Construction Phase A/E Services
The A/E forwards all of the above to the occupying postmaster with copies transmitted
to the construction manager.

3-3.16 Preoccupancy Safety and Health Inspection Handbook P-2, 6.3.1-15

When construction is between 90 percent and 100 percent complete, an on-site Postal
Service team, which includes the A/E, must inspect the construction work and report to
the CO any deficiencies noted during the inspection. The inspection must be conducted
in accordance with Management Instruction AS-510-87-3, Compliance With OSHA
Standards  Facility Construction Program.

3-3.17 Accessibility Inspection Handbook P-2, 6.3.1-16

Before the Postal Service accepts the facility, the COR, the A/E, and the CM (if any)
must inspect the facility, and the designer of record or the construction monitor must
furnish a signed statement certifying that the facility has been constructed to be in
compliance with Handbook RE-4, Standards for Facility Accessibility by the Physically
Handicapped.

The A/E must provide a Certificate of Accessibility prior to contract closeout. Handbook P-2, 6.3.2-30

3-3.18 Preliminary Completion Inspection Handbook P-2, 6.3.2-13

To expedite closeout procedures, a preliminary completion inspection may be con-

ducted jointly with the preoccupancy safety and health inspection. The COR, A/E, or
CM conducts the inspection and assembles a list of work items remaining to be com-
pleted or corrected. This is a “preliminary punch list” that is provided to the contractor to
assist the contractor in expeditiously completing the work.

The contractor should have available at the preliminary inspection all O&M manuals,
instructions, and equipment warranties and guarantees required by the contract speci-
fications. O&M manuals, instructions, and equipment warranties and guarantees not
available at the preliminary inspection should be identified on the preliminary punch list
and must be submitted by the contractor prior to the substantial completion inspection.

3-3.19 Substantial Completion Inspection Handbook P-2,

6.3.2-14 thru 6.3.2-152
A substantial completion inspection must be conducted on every construction project to
accomplish all the following purposes:

a. Determine whether or not the work is substantially complete.

b. Prepare a punch list of work items that must be completed and corrected in order
to conform to the requirements of the construction contract and achieve final
completion.

c. Receive final approval submittals from the contractor.

The substantial completion inspection should be conducted by the COR and the A/E
and/or CM accompanied by the contractor and representatives of the occupying or-
ganization. This inspection team should include the same persons who participated in
the preliminary inspection and environmental professionals as appropriate.

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Handbook AS-506, March 2000 Chapter 3, Construction Phase A/E Services
 The inspection team must review the facility for compliance with the contract docu-
ments, surveying the facility room by room and ensuring that all equipment is in good
working order. All items listed on the preliminary punch list must be reinspected, and all
tests originally listed as unacceptable must be executed again. The inspection team
must proceed with the inspection in order to prepare a substantial completion punch list
of all remaining defects and omissions. The list must be precise, giving all information
necessary to locate and correct deficient items. By the time the inspection is com-
pleted, the COR must recommend whether or not the project is substantially complete.

The A/E must make it clear to the contractor that the Postal Service will not conduct
special inspections to determine substantial completion until there is sufficient evidence
to indicate that this condition may have been attained.

The A/E must ensure that if the following items have not been previously submitted,
they must be submitted by the contractor at the substantial completion inspection for
transfer to appropriate parties, as the contract may require:

a. A complete set of as-built drawings annotated to show all authorized changes and
variations from the original contract drawings.

b. All outstanding operation and maintenance manuals and instructions for equip-
ment items.

c. All environmental operating permits, manifests, etc.

d. All outstanding equipment warranties and guarantees.

e. Keys.

f. Spare parts.

g. Occupancy permit (for leased facilities) and inspection certificates.

3-3.20 Final Completion Inspection Handbook P-2, 6.3.2-16

Upon receipt of notice from the contractor that the substantial completion inspection
punch list items have been completed or corrected, the A/E and the designated postal
representatives must inspect these items by comparing them to the punch list and must
confirm their completion in writing when appropriate. This may be done by sending a
confirming letter to the contractor or by checking off, annotating, and initialing a copy of
the substantial completion inspection punch list for each party. When it has been con-
firmed that the contractor has completed all the items on the substantial completion
inspection punch list, final completion of the contract has been achieved.

3-3.21 Final Payment Review

The contractor must apply for final payment on Form 4211-B, as in the case of the
progress payments, and must attach a completed Form 7307.

The A/E must review the contractor’s request for final payment and recommend to the
Postal Service whether or not it is to be paid.

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Handbook AS-506, March 2000 Chapter 3, Construction Phase A/E Services
Part II
Mail Processing Facilities

4 Postconstruction Phase A/E Services

4-1 Design Services After Construction (Options)

4-1.1 Record Drawings and Specifications ! Clause B-57

The construction contract documents require the contractor to provide the A/E with " Building Design
drawings and specifications incorporating the revisions and changes made during con- Standards, Master
struction up to acceptance of the project. The contractor must, during the progress of Specification 01780
the work, keep a master set of prints at the job site, on which is kept a careful and neat
record of all deviations from the contract drawings prepared by the architect/engineer
that have been made during the course of the work. The A/E must review the contrac-
tor’s as-built drawings monthly to ascertain the contractor’s compliance with this task
before processing payment requests.

Upon completion of the project, these as-built prints must be certified as to their cor-
rectness by the signature of the contractor and turned over to the A/E for use in pre-
paring a permanent set of as-built record drawings. The A/E must revise the original
contract documents to indicate as-built conditions, including revisions in site and build-
ing area tabulations.

4-1.2 Contract Appeals Purchasing Manual

6.8.3
Appeals made by the contractor may be heard by the Postal Service Board of Contract ! Clause B-293
Appeals or the Claims Court. The resident engineer or other professionals having
knowledge of the dispute may be required to support the Postal Service during appeal
hearings. Reimbursement for these services will be at the same daily rates specified for
services included in Clause B-293, Architect/Engineer Field Duties During Construction
(Option), Section A, Items and Prices, of the A/E’s contract. In addition, travel expenses
are reimbursed to the extent that they would be allowable for Postal Service employees
under travel regulations in effect at the time of travel.

4-2 Field Services After Construction (Option)

4-2.1 Six-Month Postoccupancy Evaluations " Building Design

Standards
The purpose of the postoccupancy evaluations is to provide feedback to the Postal
Service that is necessary for improving the design standards. The A/E, at the direction
of the CO, may be required to participate in and/or review and provide an analysis of
postoccupancy evaluations. There are two different levels of postoccupancy
evaluations:

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Handbook AS-506, March 2000 Chapter 4, Postconstruction Phase A/E Services
 a. Level One Postoccupancy Evaluation. A level one postoccupancy evaluation is
to be conducted on all types of newly completed facilities, as follows:

(1) The level one postoccupancy evaluation is accomplished by completing the

Postoccupancy Evaluation Questionnaire. This is completed by the post-
master or facility manager and the manager of the Administrative Support
unit.

(2) The Postoccupancy Evaluation Questionnaire is to be completed between 4

and 6 months after the facility has been occupied.

(3) The manager of Design and Construction at the FSO must send one copy of
the Postoccupancy Evaluation Questionnaire to the postmaster or facility
manager and another copy to the manager of the Administrative Support
unit.

(4) The completed questionnaire is to be returned to the manager of Design and

Construction for review and comments.

b. Level Two Postoccupancy Evaluation. Headquarters, with a specialized con-

sultant, will conduct a site visit and a more extensive evaluation for selected facili-
ties using the following tools:

(1) Employee Questionnaire. The consultant conducts these questionnaire in-

terviews during the site visit.

(2) Customer Interview. The consultant conducts interviews with customers

during the site visit.

The consultant prepares a narrative report with engineering studies of the findings
from the employee and customer interviews.

4-2.2 Guarantee Inspection

If defects become evident during the guarantee period, the Postal Service may author-
ize the A/E to investigate and report on them.

4-2.3 One-Year Warranty Inspection

The purpose of the one-year warranty inspection is to identify construction warranty
and/or guarantee defects before the end of the 1-year warranty period for new con-
struction and major repairs.

At least 4 weeks before expiration of the warranty date, the project manager or COR
will schedule and conduct the final one-year warranty inspection. Participants in the
inspection will be the CO, the contractor, the local postal official, the COR or designee,
and the A/E. Before the one-year warranty inspection is conducted, all earlier noted
deficiencies not corrected should be listed.

The warranty log prepared at final acceptance is to be used as a checklist for each
warranted item to be inspected to ensure that it is performing satisfactorily. All warranty
deficiencies noted during the inspection must be listed, and a “draft” copy of the defi-
ciency list must be given to the contractor at the end of the inspection. The CO will for-
mally transmit the deficiency list to the contractor via a letter.

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Handbook AS-506, March 2000 Chapter 4, Postconstruction Phase A/E Services
The local postal official will monitor the correction of warranty defects until such time as
all defects are corrected. The local postal official will also inform the COR as to the
status of uncorrected warranty deficiencies. The CO will notify the contractor’s surety
company if the contractor does not respond in a timely manner.

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Handbook AS-506, March 2000 Chapter 4, Postconstruction Phase A/E Services
Part III
Customer Service Facilities

Contents
1 Predesign Phase A/E Services .............................................................................. 95
1-1 Survey of New or Existing Facilities ................................................................ 95
1-2 Additional Services (Options) .......................................................................... 95
1-2.1 Boundary and Topographic Site Survey .................................................. 95
1-2.2 Subsurface Investigation.......................................................................... 95
1-2.3 Investigative Services for Existing Facilities ............................................ 95
1-2.4 Environmental Assessment ..................................................................... 96
1-2.5 Hazardous Waste Site Assessment ........................................................ 96
1-2.6 Traffic Impact Studies .............................................................................. 96
2 Design Phase A/E Services ................................................................................... 97
2-1 General Design Services ................................................................................ 97
2-1.1 Table of Design Phases........................................................................... 97
2-1.2 Transmitting Submissions........................................................................ 98
2-1.3 Records Ownership ................................................................................. 99
2-1.4 Postal Service-Furnished Property .......................................................... 99
2-1.5 Changes................................................................................................... 99
2-1.6 Meetings................................................................................................... 99
2-2 Design Phase Services ................................................................................. 100
2-2.1 Prenegotiation Orientation and Negotiations ......................................... 100
2-2.1.1 Prenegotiation Orientation .............................................................. 100
2-2.1.2 Professional Services Estimating Sheets ....................................... 100
2-2.1.3 Negotiations .................................................................................... 100
2-2.1.4 Prenegotiation Orientation and Negotiation Meetings..................... 100
2-2.1.5 Construction Cost Limit................................................................... 101
2-2.2 Preconcept Design Phase ..................................................................... 101
2-2.2.1 Acceptance Criteria......................................................................... 101
2-2.2.2 Submission Requirements .............................................................. 101
2-2.2.3 Preconcept Design Review Meeting ............................................... 107
2-2.3 Concept Design Phase .......................................................................... 108
2-2.3.1 General ........................................................................................... 108
2-2.3.2 Submission Requirements .............................................................. 108
2-2.3.3 Concept Design Review Meeting .................................................... 116
2-2.4 Final Design Phase ................................................................................ 116
2-2.4.1 General ........................................................................................... 116
2-2.4.2 Submission Requirements .............................................................. 116
2-2.4.3 Final Design Review Meeting.......................................................... 121
2-2.5 Solicitation Phase................................................................................... 122

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Handbook AS-506, March 2000 Contents
 2-2.6 Submission Checklist............................................................................. 123
2-3 A/E Modifications of Design .......................................................................... 126
2-4 Additional Design Phase Services (Options) ................................................ 126
2-4.1 Perspective Drawing .............................................................................. 126
2-4.2 Supplementary Drawing......................................................................... 126
2-4.3 Roofing Consultant ................................................................................ 127
2-4.4 Fire Protection Consultant ..................................................................... 128
3 Construction Phase Services ............................................................................... 129
3-1 Design Services During Construction (Options)............................................ 129
3-1.1 General .................................................................................................. 129
3-1.2 A/E Support Services ............................................................................. 129
3-1.3 Submission Review and Approvals........................................................ 130
3-1.3.1 Shop Drawings and Samples.......................................................... 130
3-1.3.2 Coordination Drawings.................................................................... 131
3-1.3.3 Schedule of Values and Progress Payments.................................. 131
3-1.3.4 Schedules ....................................................................................... 132
3-1.3.5 Spare Parts Data............................................................................. 132
3-1.3.6 Warranties and Guarantees............................................................ 132
3-1.3.7 Operation and Maintenance Manuals ............................................. 132
3-1.3.8 Test Reports ................................................................................... 132
3-1.3.9 Change Orders and Contract Modifications.................................... 133
3-1.3.10 As-Built Drawings and Specifications............................................ 133
3-1.3.11 Electronic Format (As-Built Information) ....................................... 133
3-1.3.12 As-Built Photographs .................................................................... 134
3-1.3.13 Closeout Certificates ..................................................................... 134
3-2 Modifications of Design During Construction ................................................ 134
3-3 Field Services During Construction (Options) ............................................... 134
3-3.1 Requirement .......................................................................................... 134
3-3.2 General Responsibility ........................................................................... 134
3-3.3 Contract Administration.......................................................................... 135
3-3.4 Construction Observation and Field Supervision................................... 136
3-3.5 Progress Meetings ................................................................................. 136
3-3.6 Records.................................................................................................. 137
3-3.7 Construction Project File........................................................................ 137
3-3.8 Quality Control and Inspection ............................................................... 141
3-3.9 Progress Photographs ........................................................................... 142
3-3.10 Schedule of Values and Payments ...................................................... 142
3-3.11 Clarifications ........................................................................................ 143
3-3.12 Operating Tests ................................................................................... 143
3-3.13 Training ................................................................................................ 143
3-3.14 Guarantees and Instructions................................................................ 143
3-3.15 Preoccupancy Safety and Health Inspection ....................................... 144
3-3.16 Accessibility Inspection ........................................................................ 144
3-3.17 Preliminary Completion Inspection ...................................................... 144
3-3.18 Substantial Completion Inspection....................................................... 144

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Handbook AS-506, March 2000 Contents
 3-3.19 Final Completion Inspection................................................................. 145
3-3.20 Final Payment Review ......................................................................... 145
4 Postconstruction Phase A/E Services .................................................................. 147
4-1 Design Services After Construction (Options) .............................................. 147
4-1.1 Record Drawings and Specifications ..................................................... 147
4-1.2 Contract Appeals ................................................................................... 147
4-2 Field Services After Construction (Option).................................................... 147
4-2.1 Six-Month Postoccupancy Evaluations .................................................. 147
4-2.2 Guarantee Inspection............................................................................. 148
4-2.3 One-Year Warranty Inspection .............................................................. 148

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94 Architect/Engineer Project Requirements Part III, Customer Service Facilities

Handbook AS-506, March 2000 Contents
Part III
Customer Service Facilities

1 Predesign Phase A/E Services

1-1 Survey of New or Existing Facilities
The architect and/or engineer (A/E) must perform all investigative research and reviews
that are necessary to prepare the design. All new as well as existing facilities must be
surveyed. This survey must include, but is not limited to,:

a. Analysis of the site.

b. Analysis of availability and capacity of underground and aboveground utilities.

On existing facilities, the A/E's survey must analyze their electrical, mechanical, and
structural capabilities as well as review the existing drawings for critical inaccuracies.
The survey must include interviewing Operations and Maintenance personnel and
measuring field conditions.

1-2 Additional Services (Options)

1-2.1 Boundary and Topographic Site Survey Handbook AS-503

The A/E prepares, reviews, and coordinates the topographic and property line surveys, ! Clause FB-291
including easements, setbacks, and utility locations, necessary for completing the so-
licitation documents as described in the Boundary and Topographic Site Survey
(RETB, September 1996) found in Handbook AS-503, Standard Design Criteria. All
available Postal Service survey information must be provided to the A/E. The A/E must
coordinate required soil borings, quantity, locations, depth, analysis, etc., with the envi-
ronmental specialist.

1-2.2 Subsurface Investigation Handbook AS-503,

Module 1, 1-1.2
The A/E prepares, reviews, and coordinates the subsurface soil investigation as nec-
essary for preparation of the solicitation documents. If sufficient information is not ! Clause FB-291
available at the time of contract negotiation, the A/E must submit a proposal afterward.
This must be a technical proposal stating the fixed cost for accomplishing the work,
with breakdown of labor, time, materials, and unit costs sufficient to perform field work,
test soils, analyze results, and compile the report.

1-2.3 Investigative Services for Existing Facilities

The A/E must perform all field investigations, measurements, surveys, and testing of
existing facilities necessary to generate "as-built" drawings for the areas and systems
affected by the proposed work. Investigative tests must be the nondestructive type. The
A/E must visit the site, taking supporting personnel representing appropriate disciplines

Architect/Engineer Project Requirements Part III, Customer Service Facilities 95

Handbook AS-506, March 2000 Chapter 1, Predesign Phase A/E Services
 needed to inspect the existing conditions and to take measurements, notes, and pic-
tures, as needed, for preparing "as-built" drawings for areas and systems affected by
the work.

1-2.4 Environmental Assessment Handbook RE-6

The A/E must evaluate the appropriate requirements for environmental monitoring, as-
sessment, and/or statements if this task is included in the contract. The A/E must per-
form the required ecological studies, including preparation of environmental
assessment and impact reports. The A/E must attend public meetings and hearings as
required and make presentations as necessary to governing authorities.

1-2.5 Hazardous Waste Site Assessment

The A/E must perform a comprehensive waste assessment of the designated site if
this task is included in the contract. The A/E must procure all tests necessary to com-
plete the assessment. The A/E must prepare a hazardous waste site assessment re-
port substantiating the conclusions reached during the assessment. This report must
include a detailed procedure or design for site remediations. The A/E must attend pub-
lic meetings and hearings as required and make presentations as necessary to gov-
erning authorities.

1-2.6 Traffic Impact Studies

The A/E must perform a comprehensive traffic impact study if this task is included in
the contract. The traffic impact study must include analyses and evaluations of the im-
pact that the proposed construction would have on pedestrian and vehicular traffic, in-
cluding public mass transportation and public parking. The traffic impact study must
consider the proposed construction and also all long-term plans for future postal ex-
pansion. The traffic impact study must also address all restrictions due to traffic con-
gestion and the cost of all necessary traffic improvements. The A/E must attend public
meetings and hearings as required and make presentations as necessary to local and
governing authorities.

96 Architect/Engineer Project Requirements Part III, Customer Service Facilities

Handbook AS-506, March 2000 Chapter 1, Predesign Phase A/E Services
Part III
Customer Service Facilities

2 Design Phase A/E Services

This chapter is intended to identify the A/E requirements when designing a customer
service facility for the United States Postal Service. To simplify this work effort, the
Postal Service has developed a series of electronic files within the medium standard
building design (MSBD) program. These files provide the A/E with the information nec-
essary to develop construction documents for medium-size post offices.

The project manager may provide the A/E firm with an electronic sketch of an archi-
tectural floor plan using the Module Assembly Program (MAP), which is used as a ba-
sis for the construction documents. Although MAP facilitates assembly, layouts can
also be accomplished manually. The project manager may also elect to have the A/E
firm use the MAP system. The information provided within these programs will meet
some of the preconcept and/or concept design requirements, which must be verified by
the A/E.

Some of the A/E requirements listed in this part may be a duplication of effort or may
not apply when using the electronic files and MAP system. The postal project manager
determines and agrees on how the design will be created and the actual tasks to be
accomplished by the A/E prior to the prenegotiation orientation meeting. All concerns
relating to the A/E project requirements must be clarified at this time.

2-1 General Design Services

2-1.1 Table of Design Phases

The following list of design phases is arranged to show the percentage of design effort
completed at that phase and the purpose and location of meetings. The "cumulative
percentage of total effort" may be used as a basis of payment, but is not necessarily a
measurement of the completion of the construction documents (i.e., the final submis-
sion is required to be 100 percent complete).

The A/E must provide the Postal Service project manager with a written response to all
Postal Service comments resulting from design reviews within 7 calendar days after
each review meeting.

Architect/Engineer Project Requirements Part III, Customer Service Facilities 97

Handbook AS-506, March 2000 Chapter 2, Design Phase A/E Services
 Cumulative
% of Total Purpose of Meeting or Location of
Phase Effort Review Meeting or Review
Prenegotiation 0 Postal Service orientation for Office of contracting
orientation and A/E and major disciplines. officer (CO) or as
negotiation Negotiate contract and designated by CO
establish construction cost
limit (CCL).
Preconcept 10 Value engineering review. Office of contracting
Provide guidance in officer or as
operational and functional designated by CO
requirements.
Concept 30 Value engineering review. Office of contracting
Accept operational and officer or as
functional requirements. designated by CO
Final 95 Final submission. Verify Office of contracting
completion of construction officer or as
documents. designated by CO
Solicitation 100 Support solicitation. Print, Office of contracting
distribute, and manage officer or as
distribution of construction designated by CO
documents, requests for
information (RFIs),
amendments, and technical
evaluation.
Receive offers Receive offers submitted to Office of contracting
the Postal Service. officer or as
designated by CO

2-1.2 Transmitting Submissions

The minimum quantity of submissions is to be determined at contract negotiations.
Each submission must be delivered on time and must be fully complete, containing all
deliverable items described for the respective phase of the project completion. When
submittals are found to be incomplete or lacking substance, the Postal Service may
reject the submission, and all additional information or drawings submitted, without
further review until the the A/E resolves the deficiencies. Corrections of deficiencies or
makeup of time delays is at the A/E's expense and at no additional cost to the Postal
Service.

To avoid unnecessary delays during the design process and any subsequent potential
for causing the construction cost to escalate, it is normally expedient to use Express
Mail when it is available. Use Priority Mail when mailing design submissions for Postal
Service review. The A/E must include the costs of mailing items in the design expense
as a lump sum price.

98 Architect/Engineer Project Requirements Part III, Customer Service Facilities

Handbook AS-506, March 2000 Chapter 2, Design Phase A/E Services
2-1.3 Records Ownership ! Clause 4-7

The Postal Service may, at its option, demand and take, without additional compensa-
tion, all records relating to the services provided under this agreement. The A/E must
turn over all such records upon request, but may retain copies of documents produced.

2-1.4 Postal Service-Furnished Property " Building Design

Standards, Master
Specification 01116
The A/E is responsible for ensuring that the design includes Postal Service-furnished
items, equipment, and property, as applicable. The A/E must edit and modify the list of Purchasing Manual
Postal Service-furnished items included in the Master Specification, section 01116, 2.2.7
published on the Building Design Standards CD-ROM. The A/E must verify all the di-
! Clause 2-11
mensions and must accommodate the structural and the utility (electrical, mechanical,
etc.) requirements for all Postal Service-furnished items. The A/E must ensure that the
! Clause 2-12

design clearly defines the extents and limits of the items furnished by the Postal Serv- ! Clause 2-13

ice and clearly identifies all components necessary for a complete installation. ! Clause 2-14
! Clause FB-255
! Clause FB-234
2-1.5 Changes
Changes must be administered as follows:

a. The A/E must not undertake work that the firm considers to be a cost or schedule
modification to the contract without prior written authorization from the contracting
officer.

b. Changes in the scope of work or in the initial A/E contract are considered contract
modifications.

c. Modifications required before construction contract award are prepared by the A/E
only after the contracting officer has accepted the proposed modifications in
writing.

d. The A/E must prepare the necessary design drawings and specification revisions
and must fulfill all applicable services related to the modification as though they
were contained in the original scope of work.

e. The A/E must furnish an estimate of how the modification would affect the project
construction cost and scheduling.

f. In accordance with the requirements outlined in the Design Approach and Econ-
omy in Design and Construction section of this handbook (Part I, 1-3), the A/E
must incorporate into the design, without additional design fee, value engineering
items that the Postal Service determines will achieve the maximum life-cycle cost
benefit.

2-1.6 Meetings
The A/E must deliver the required submittals to the Postal Service offices designated
by the project manager in sufficient time to allow for review before the design review
meetings. A minimum of 21 calendar days should be allowed for the Postal Service to
review and schedule the review meeting.

An A/E representative is to attend all local field review meetings.

Architect/Engineer Project Requirements Part III, Customer Service Facilities 99

Handbook AS-506, March 2000 Chapter 2, Design Phase A/E Services
 2-2 Design Phase Services

2-2.1 Prenegotiation Orientation and Negotiations

2-2.1.1 Prenegotiation Orientation

Before the negotiations start, the contracting officer and Postal Service personnel must
review the project with the A/E and answer questions that the A/E may have concern-
ing the project requirements. The prenegotiation orientation must also provide the A/E
with an understanding of the organization of the Postal Service and the name of the
project manager who is the Postal Service contact during the design phase. The proj-
ect manager should provide copies of Form 919, Facility Planning Data, or Form 929,
Major Facilities Planning Data; Decision Analysis Report (DAR); Facilities Planning
Concept (FPC); and all other pertinent data needed to describe the nature and scope
of the project.

2-2.1.2 Professional Services Estimating Sheets

At least 5 days before negotiations, the A/E must submit a fee proposal. Sample pro-
fessional service estimating sheets are provided with the A/E contract solicitation. The
A/E must thoroughly review and complete all parts of the estimating sheets. All ques-
tions about the intent of the scope of work or the required services that have not been
clarified during the prenegotiation orientation must be directed to the contracting officer
or designated representative in writing before the A/E submits the fee proposal and
before negotiations start. The A/E must submit all written questions, clarifications, and
agreements with the fee proposal.

If the contracting officer's review indicates major differences in the fee amount, the CO
must advise the A/E of the differences, and the A/E must clarify all misunderstandings.

2-2.1.3 Negotiations

Fee negotiations are based on the extent of work, not on a percentage of construction
costs. The Postal Service must negotiate the fee on the basis of the costs per discipline
for the production of drawings, calculations, specifications, estimates, and other serv-
ices.

Negotiations may be terminated whenever the contracting officer determines that fur-
ther discussions are not warranted.

2-2.1.4 Prenegotiation Orientation and Negotiation Meetings

The contracting officer determines, based on the size and complexity of the specific
project, whether the prenegotiation orientation meeting and the negotiation meeting will
be held as separate meetings or combined into one single meeting at the A/E’s ex-
pense which is not to be included in the fee proposal.

The prenegotiation orientation and negotiation meetings are held at the office of the
contracting officer or at a location designated by the CO. All expenses associated with
prenegotiation, orientation, and negotiation, such as the preparation of negotiation
forms, travel, lodging, and meals, are paid by the A/E. The amount of time necessary
for prenegotiation orientation and negotiations can vary, depending on the extent of
discussions.

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Handbook AS-506, March 2000 Chapter 2, Design Phase A/E Services
2-2.1.5 Construction Cost Limit

The established maximum construction cost agreed upon must be contractually bind-
ing and is not a cost budget target. The contract maximum must be based on the costs
as though the project proposals were solicited at the time of A/E contract award. This
cost may be adjusted during the life of the design contract in accordance with a building
cost index that is mutually agreed upon during negotiations. The A/E is expected to
provide a facility that is economical in design, construction, operation, and mainte-
nance; satisfies postal functions; and is not to exceed the maximum construction cost
limit permitted by the contract.

2-2.2 Preconcept Design Phase

2-2.2.1 Acceptance Criteria

When the A/E's preconcept designs as submitted do not meet Postal Service functional
requirements, or where additional sketches or revised development plans are required
to clarify and ensure a mutual understanding of the proposed design, additional sub-
mittals or sketches may be required. Such submittals, sketches, or resubmittals neces-
sary to continue the design development of the project are to be supplied at no cost to
the Postal Service provided the scope of work remains unchanged.

The Postal Service bases its acceptance on satisfactory adherence to Postal Service
programmed space allocations, the functional relationship of major building plan ele-
ments, efficient and functional site utilization, and indications of economical design,
which the concept design submission must fully develop. The concept design submis-
sion requirements must be reviewed, and questions about the format will be solved at
that time.

2-2.2.2 Submission Requirements

The A/E must submit the preconcept design to the Postal Service offices designated by
the project manager in sufficient time to allow for it to be reviewed before the precon-
cept design review meeting. The preconcept design consists of the following minimum
components:

a. Site Utilization Plan. The site utilization plan must be prepared as a single overall
plan on one sheet and must include, at a minimum, the following:

(1) Building.

(2) Property lines.

(3) Parking locations (by dimensions).

(4) Topography.

(5) Traffic flow.

(6) Entrances.

(7) Prevailing wind direction.

(8) Availability of utilities.

(9) Proposed utilities.

Architect/Engineer Project Requirements Part III, Customer Service Facilities 101

Handbook AS-506, March 2000 Chapter 2, Design Phase A/E Services
 (10) Building expansion capability.

(11) Stormwater drainage.

(12) Anticipated off-site or on-site easements and construction.

(13) Potential problems associated with site utilization.

(14) Wetland delineation.

(15) Other pertinent information.

b. Site Restrictions and Improvements. The A/E must investigate and identify all
site restrictions and limitations, local ordinances, and legal building requirements
pertaining to the proposed facility. The A/E must identify all site restrictions and
improvements necessary to ensure a complete and comprehensive design for the
construction and operation of the facility. The A/E must include the time and cost
of all items for which the permit process or construction process requires a long-
lead time. The A/E must be prepared to discuss this information at the preconcept
design review meeting. The A/E's investigative effort must include, but not be lim-
ited to, the following:

(1) Utilities.

(2) Easements.

(3) Rights-of-way.

(4) Street improvements.

(5) Bonds.

(6) Fees.

c. Architectural Floor Plans. The floor plan scales for MSBD drawings must be as
specified and provided on the Building Design Standards CD-ROM. Building floor
plans are to be drawn at a scale of 1/8 inch = 1 foot. Lobby plan layouts and other
areas requiring larger detail to fully explain plan concepts may be drawn at a scale
of 1/4 inch = 1 foot. When a 1/8 inch = 1 foot scale building plan does not fit on a
single drawing sheet, provide an additional overall building plan at a smaller scale.
The floor plans at the preconcept design phase are single-line sketches or as-
semblies of MSBD modules that must, at a minimum, include the following:

(1) Location and relationship of all building spaces.

(2) Lookout galleries (LOGs) and closed-circuit television (CCTV) camera loca-
tions) (if applicable).

(3) Breakouts (if applicable).

(4) Major nonfixed mechanization (such as letter sorting machines; cull, face,
cancel machines; and the like) (if applicable).

(5) Registry and key cages.

(6) Locations for future equipment that will require power, etc.

d. Elevations and Perspective Sketches. Perspective sketches must be single-line

drawings, either hard-line ruled or controlled freehand delineations in color, using
watercolor marker or colored pencil (renderings generated on computer-aided

102 Architect/Engineer Project Requirements Part III, Customer Service Facilities

Handbook AS-506, March 2000 Chapter 2, Design Phase A/E Services
 design (CAD) equipment and three-dimensional (3D) modeling are acceptable).
Sketches must indicate materials, finishes, fenestration, and site landscaping. The
A/E must prepare a minimum of three alternate perspective sketches to show the
overall site development, building massing, and design concept. In addition, the
A/E must provide supplementary sketches showing interior and exterior features,
such as customer entrances, employee entrances, and interior views, necessary
to explain the design concepts.

The A/E must furnish black-and-white copies of the alternate perspective sketches
with the preconcept design submission and submit the color sketches during the
preconcept review meeting. The A/E must present the sketches, discuss alter-
nates, and recommend designs, with supporting justifications, to the Postal Serv-
ice during the preconcept design review meeting. All items of discussion and
design direction must be noted by the A/E and incorporated into further design
submission required at the concept design phase.

e. Code Analysis. The A/E must submit a complete code analysis with the precon-
cept design. The A/E must investigate and identify all applicable governing codes,
ordinances, and legal building requirements pertaining to the proposed facility.
The code analysis must include the time and cost of all items for which the permit
process or construction process requires a long-lead time. The code analysis
must include:

(1) Code Listing. The code analysis must include a complete listing of all appli-
cable codes, ordinances, and regulations, including but not limited to,:

(a) All applicable Occupational Safety and Health Administration (OSHA)

codes.

(b) All applicable National Fire Protection Association (NFPA) codes.

(c) All applicable state codes.

(d) All applicable local codes.

(e) Zoning regulations.

(f) Ordinances.

(2) Small-Scale Floor Plan. The code analysis must include a small-scale floor
plan of the total building that shows the following:

(a) Locations of all required fire exits.

(b) Exit units.

(c) Rated walls and structures.

(d) Smoke vents.

(e) Smoke curtains.

(f) Paths of travel indicating actual distances. (Workrooms with long travel
distances are often a problem and must be carefully considered.)

(3) Alternatives. The code analysis must identify conflicts with applicable codes
and provide alternative solutions. For codes for which the Postal Service is
the "authority having jurisdiction," which is often the case with the NFPA; the
A/E must submit a written request with a full justification when

Architect/Engineer Project Requirements Part III, Customer Service Facilities 103

Handbook AS-506, March 2000 Chapter 2, Design Phase A/E Services
 recommending a special ruling, equivalent or superior to the intent of the
codes, the A/E believes is required to provide a safe and economical design.

f. Building Area Tabulations. The A/E must include the following items with the
building area tabulations submitted with the preconcept design:

(1) Single-Line Floor Plan. The A/E must submit a single-line small-scale floor
plan (1/8 inch = 1 foot scale preferred) of the entire customer service facility
and related areas. The single-line floor plan must clearly designate the num-
ber and name of each functional space and the overall building dimensions
and must include the building tabulation lists as they relate to the customer
service areas.

(2) Building Area Tabulation Lists. Building area tabulation lists must be in-
cluded on the single-line floor plan and also must be submitted separately.
The MSBD program calculations are acceptable when applicable. The build-
ing area tabulation lists must include the following information:

(a) The location for each functional area by number and name in the order
in which it appears in Form 919 or 929.

(b) The net area for each functional area shown on the Form 919 or 929.

(c) The net area provided for each functional area.

(d) The percentage of deviation from Form 919 or 929 for each area.

(e) Subtotals for each group of related functional areas.

(3) Building Areas and Calculations. The building or facility areas are calcu-
lated as discussed below:

(a) Gross Area. The gross area of a building is defined as the building
footprint measured to the outside of exterior walls and adding
mezzanine and LOG splines, calculated as 100 percent. Loading dock
platform is calculated as 100 percent for both closed and open loading.
Carrier loading is not included unless the loading area is completely
covered. Covered carrier loading when the entire loading area, including
driveways, is completely covered is calculated as 50 percent of the area
under roof. Enclosed covered carrier loading is calculated as 100
percent.

The gross area of the facility must be kept to a minimum and must not
exceed the estimated gross area agreed upon at the negotiation
meeting.

The following guidelines are used to determine gross areas:

104 Architect/Engineer Project Requirements Part III, Customer Service Facilities

Handbook AS-506, March 2000 Chapter 2, Design Phase A/E Services
 Not
Included Included
in Gross in Gross
Location or Space Area Area
Full area of lookout gallery system X
Mezzanines X
Platforms enclosed by exterior walls X
Covered platforms outside exterior walls X
Necessary circulation aisles X
Door recesses X
Coat closets X
Canopied areas X

(b) Net Area. The net area of a building is defined as the area within each
room or space calculated from finished wall surface to finished wall
surface, exclusive of canopied area. The following spaces must be de-
signed no smaller than the area specified in the Form 919 or 929 and, if
necessary for plan conformity, may be increased up to a maximum of 5
percent of the area specified in the Form 919 or 929:

i. Office spaces of 120 square feet or less.

ii. Postmasters’ offices.

iii. Station or branch managers’ offices.

Except for the three areas identified above, each large office space
must be designed within plus or minus 5 percent of the area specified in
Form 919 or 929. The total net area of all office space provided must be
within plus or minus 5 percent of the total net area specified in the Form
919 or 929.

The workroom net area must be within plus or minus 1 percent of the
area specified in the Form 919 or 929.

(c) Calculations. The building area calculations must comply with those
shown on the Form 919 or 929. The A/E must summarize the area cal-
culations on all submissions, including the solicitation proposal docu-
ments. The building area calculations must show the ratios of the gross
areas over the net floor areas for each major building space (i.e., office,
workroom, lobby, platform, support, mechanical, and electrical spaces)
and for the total building.

If the layout or the orientation of the facility changes the site and floor
plan contained in the design data, the A/E must submit a detailed de-
scription of the effect of the changes on the gross area limitations and
the total estimated cost of the facility. The A/E must explain all changes
to the program requirements with footnotes that reference the source
and date of the document that authorized the change.

g. Building System Comparisons. A schedule of various building systems being

investigated for recommendation within the Master Specification guidelines must

Architect/Engineer Project Requirements Part III, Customer Service Facilities 105

Handbook AS-506, March 2000 Chapter 2, Design Phase A/E Services
 be submitted during the preconcept design phase. The building system compari-
sons must include, at a minimum, the following:

(1) At least three exterior wall systems with a minimum thermal mass of 70
pounds per square foot and a 0.07 maximum "U" value. (Exterior wall sys-
tems with a mass less than 70 pounds per square foot may be considered if
justified by the A/E, e.g., when a facility is to be located in a geographic loca-
tion where the weather is extremely mild or the building may be subjected to
strong earthquake forces.)

(2) At least three roof membrane and insulation systems with a 0.05 maximum
"U" value.

(3) Alternate viable foundation systems.

(4) A written description of the type of analyses and calculations, including cost-
effectiveness, that will accompany the concept design phase submission.

(5) A list of building systems, including interior and exterior finishes, tentatively
proposed that is the basis for the cost estimate.

The building system comparisons must show clear ceiling heights; foundations;
pavements; heating, ventilation, and air-conditioning (HVAC); electrical; plumbing;
and so forth.

h. Energy Conservation Analysis. The A/E must submit a written report identifying Handbook AS-503
the active and passive features that are being considered as potentially cost-
effective for the project. Handbook AS-503 and the Building Design Standards
identify energy conservation features and systems to be considered in a building
design. The active and passive features and systems identified in the preconcept
design submission are to be analyzed on a life-cycle cost basis in the concept de-
sign submission. The A/E must substantiate the items selected on the basis of a
site-specific climatic analysis and a preliminary energy consumption analysis. The
facility design must comply with the prescribed design energy budget established
in the Functional Design Specifications (FDS). The A/E must ensure that the de-
sign complies with the energy budget by performing an energy analysis appropri-
ate to each stage of the design.

a. Postal Service Environmental Policy and Guiding Principals. The A/E must " Building Design
submit a report identifying the environmentally conscious products and proce- Standards
dures that are being considered for use on the project. The Green Addendum to
the Master Specification identifies environmentally conscious products and proce-
dures that are to be considered in the building design. The A/E must ensure that
the environmentally conscious products and procedures used are cost-effective
and provide maximum energy conservation. The life-cycle costs of the environ-
mentally conscious products and procedures identified in the preconcept design
submission are to be analyzed and compared to conventional products and pro-
cedures in the concept design submission.

b. Cost Estimate. The A/E must submit a preliminary cost estimate with the precon-
cept design. This and all subsequent cost estimates must be formatted identically
to allow direct comparison of the estimates as the design phases progress. This
estimate should be accurate and realistic, not a "safe" (high) estimate. The cost
estimate is used to monitor compliance with the budget and to evaluate pricing
proposals from construction contracts. All cost estimates are confidential material
for official Postal Service use only. The A/E must not divulge cost estimates or

106 Architect/Engineer Project Requirements Part III, Customer Service Facilities

Handbook AS-506, March 2000 Chapter 2, Design Phase A/E Services
 working papers used to prepare them to any individual who does not have a need
to have them for performance of services under this A/E contract.

The cost estimate must include information sufficient to provide evidence that the
design is within the construction cost limit. Lump sum amounts for major items
that cannot be readily analyzed will not be accepted. The cost estimate must re-
flect the construction cost that the A/E anticipates on the date the proposal opens.
The A/E must ensure that the cost estimate reflects prices for work and materials,
taking into account possible labor shortages that may occur because of other
known proposed projects in the area, local construction conditions, complexity of
the project, degree of risk, and size of the job. The cost estimate is to be catego-
rized to show material and labor.

All estimates must use hourly labor rates not less than the rates as determined by
the Secretary of Labor. The Postal Service will supply the A/E with a list of wage
rate determinations.

The A/E must provide an overall cost estimate that summarizes all costs in a table
as well as provide separate cost estimates for each facility and building as pro-
vided and site work.

The cost estimates provided by the A/E must be categorized into the following
building systems:

CSI Divisions Building System

1 General requirements
2 Site work
3 Concrete
4 Masonry
5 Metals
6 Wood and plastics
7 Thermal and moisture protection
8 Doors and windows
9 Finishes
10 Specialties
11 Equipment
12 Furnishings
13 Special construction
15 Mechanical
16 Electrical

2-2.2.3 Preconcept Design Review Meeting

The preconcept design review meeting will be held at the office of the contracting offi-
cer or a location as designated by the CO. At the preconcept design review meeting,
the A/E must attend and must be prepared to discuss the following:

a. All items or concerns that may affect or delay the design process.

b. Any specific areas that could cause the project budget to increase.

Architect/Engineer Project Requirements Part III, Customer Service Facilities 107

Handbook AS-506, March 2000 Chapter 2, Design Phase A/E Services
 c. Utility concerns.

d. Environmental concerns.

e. Potential delays or major concerns with long-lead deliverables.

Along with the lead project architect, the A/E is to have the lead designers from each of
the following disciplines present to answer any questions that may arise: civil, struc-
tural, mechanical, electrical, CCTV and communications, plumbing, fire protection, cost
estimating, and others as appropriate.

2-2.3 Concept Design Phase

2-2.3.1 General

The concept design consists of the architectural and engineering plans, elevations,
sketches, diagrams, analyses, estimates, cost benefit justifications, and other data
needed to clearly describe the recommended design. The concept design phase data
must be developed into a comprehensive design development presentation of the
basic design for all disciplines.

All disciplines must justify using the type of building system they recommend (i.e.,
HVAC systems, electrical systems, lighting, fuel, structural, framing, bay spacing, walls,
roofing membrane, and insulations). The recommendations must be substantiated by
detailed cost and supporting analyses. The building area tabulations, cost estimates,
cost-effective energy conservation analyses, and environmental products and proce-
dures analyses that were presented in the preconcept design must be updated and
further developed in the concept design submission.

Postal Service acceptance of the concept design submission establishes the final
building and site layout. Postal Service acceptance of this submission gives the A/E
functional and operational authorization to proceed with the design toward the final so-
licitation proposal documents.

When concept designs as submitted do not meet Postal Service functional require-
ments, or when additional sketches or revised development plans are required to clarify
and ensure mutual understanding of the proposed design, additional submittals or
sketches may be required. The A/E provides such submittals, sketches, or resubmittals
necessary to continue the design development of the project at no cost to the Postal
Service if the scope of work remains unchanged.

2-2.3.2 Submission Requirements

The A/E must submit the concept design to the Postal Service offices designated by
the project manager in sufficient time to allow for it to be reviewed before the concept
design review meeting. The concept design submission must be complete and contain
all of the required material.

Building plans must be at a scale of 1/8 inch = 1 foot as required for MSBD drawings. If
a larger plan detail is necessary to fully explain the development of the design, the
drawing may be drawn at 1/4 inch = 1 foot. The A/E must not anticipate the preparation
of working drawings by using larger than needed drawing scales (thereby increasing
the number of drawings and work effort), because the design development as
represented by the concept submission may need to be further changed and refined to

108 Architect/Engineer Project Requirements Part III, Customer Service Facilities

Handbook AS-506, March 2000 Chapter 2, Design Phase A/E Services
complete the design. Drawings must show Postal Service Data Systems (PSDS)
equipment where required.

The concept design consists of the following minimum components:

a. Site Utilization Plan. The A/E must update and refine the site utilization plan
submitted at the preconcept design.

b. Site Restrictions and Improvements. The A/E must update and refine the site
restrictions and improvements information submitted at the preconcept design.

c. Civil Design. The A/E must provide a comprehensive civil design. The civil design
must include design data and drawings identifying the following:

(1) Stormwater. Include the site’s stormwater drainage design criteria, such as
design storm frequency and duration curves, storm frequency adopted by the
local jurisdiction, and all other considerations to substantiate the proposed
design. Submit the site survey and subsurface investigation reports, if re-
quired, no later than the concept design submission.

(2) Streets. Show street names, directions of traffic, width and number of traffic
lanes, dimensions of pavement, rights-of-way, easements, traffic lights, and
traffic survey data, as required. Provide the names of jurisdictions controlling
street rights-of way.

(3) Driveways and Parkways. Indicate the direction of traffic, dimensions of

driveways, parking spaces, concrete aprons, and the number of each type of
vehicle space. Identify the locations of truck, employee, official, and customer
parking. Indicate buildings and other features on adjacent property that are
within 10 feet of property lines. Show area requirements for future building
expansion by dotted lines.

(4) Pavement Design. Justify the pavement design by design analysis and eco-
nomic rationales.

(5) Grades. Establish a clear understanding of the existing and proposed site
grading and surface drainage requirements.

(6) Site Utilities. Show the layout, size, and invert elevations of all sanitary and
storm sewers, water and gas mains, and telephone and electrical lines avail-
able or required to serve the site.

(7) Miscellaneous Features. Show the locations and extent of site security
fencing, gates, guardhouses, and lighting poles. Indicate areas to be land-
scaped.

(8) Vicinity Map. Provide a small inset vicinity and site location plan showing the
site location with respect to major highways, airport, the business district, and
the like.

(9) Easements. Show the location and extent of all required off-site and on-site
easements or rights-of-way. Note fees required by local ordinances or utilities
to be paid by the Postal Service before construction.

(10) Legal Description. All easements, rights-of-way, and the like must be identi-
fied at this stage by a legal description and a metes and bounds survey tied
to a corner description of the Postal Service site. If an easement or permit

Architect/Engineer Project Requirements Part III, Customer Service Facilities 109

Handbook AS-506, March 2000 Chapter 2, Design Phase A/E Services
 must be acquired, the A/E must notify the Postal Service no later than the
concept design review meeting.

(11) Off-Site Construction. Show the location and extent of all off-site construc-
tion that is required and all easements that must be obtained.

(12) Subsurface Soils Investigation Report. If the A/E is required to provide a

subsurface soils investigation report as an additional predesign phase serv-
ice, the A/E must submit the report, including the boring logs, along with the
concept design.

d. Site Plan. The A/E must provide an overall site plan on one sheet showing
streets, building locations, landscaping, parking, and so forth. This plan may be
combined with the civil design plan if all of the required features can be clearly
shown. The site plan must present a table with the number and types of parking
spaces. The site plan must also include the gross area tabulations for:

(1) Building coverage.

(2) Platform coverage.

(3) Landscaping.

(4) Driveways.

(5) Parking and maneuvering areas.

(6) Sidewalks.

e. Architectural Floor Plans. The A/E must further develop and refine the archi-
tectural floor plans submitted at the preconcept design. Floor plans must be pro-
vided for all levels of all buildings including mezzanines and LOG locations, if
applicable. The level of detail provided on the architectural floor plans must in-
clude:

(1) Show overall dimensions.

(2) Label all rooms and spaces with name and number.

(3) Show major nonfixed mechanization (such as letter sorting machines; cull,
face, cancel machines; etc.) (if applicable).

(4) Show registry and key cages.

(5) Show location for future equipment requiring power, etc.

The A/E must also provide an overall small-scale (1/16-inch preferred) compre-
hensive floor plan on one sheet.

f. Additional Architectural Plans and Designs. In addition to the architectural floor

plans, the A/E must provide the following:

(1) LOG Plan (if applicable). Provide a separate composite LOG plan showing
architectural, structural, and mechanical interfaces and floor elevations. In-
clude typical details showing view points, breakouts, and ladder arrange-
ments.

(2) CCTV Camera and Surveillance Plan (if applicable). Provide a separate
composite CCTV camera plan showing camera locations. The CCTV
camera plan must include major structural, architectural, mechanical, and

110 Architect/Engineer Project Requirements Part III, Customer Service Facilities

Handbook AS-506, March 2000 Chapter 2, Design Phase A/E Services
 electrical elements affecting camera views. Each proposed CCTV camera
location must indicate the camera’s field of view.

(3) Lobby Plan. Provide a separate plan showing post office box, self-service,
and service lobby functional arrangements and equipment locations. Include
a complete list of equipment provided by the Postal Service that is to be in-
stalled by the contractor.

(4) Roof Drainage Plan (if applicable). Provide a small-scale roof plan for all
buildings showing roof slopes, drain locations, overflow protection, and roof-
mounted equipment.

(5) Finish Schedule. Provide an interior finish schedule for principle types of
spaces (i.e., workroom, office, lobby, support, platform, toilet, and locker
rooms) including a proposed color schedule.

(6) Color and Material Panel. Provide a preliminary color and material panel
showing chips of paint colors and samples of material and colors for carpets,
paneling, and floor coverings proposed for interior finishes. The color and
material panel must include samples or chips of colors of exterior building
finishes and materials, especially those related to a renovation project where
the existing material must be matched.

(7) Fire Exit Plan With Code Summary. Provide a fire exit plan that includes a
code summary. The fire exit plan must conform to all national, state, and lo-
cal requirements.

(8) List of Postal Service-Furnished Equipment. Coordinate and confer with

the Postal Service to develop a list of equipment and items that the Postal
Service will furnish to the construction contractor. Provide a list of all Postal
Service-furnished equipment with the concept design submission.

g. Elevations and Perspective Sketches. The A/E must provide two-dimensional

drawings of all proposed building elevations for the recommended final design. In
addition, the A/E must provide two alternate perspective sketches showing overall
site development, building massing, and design concepts. The A/E must also pro-
vide supplemental sketches showing interior and exterior features, such as cus-
tomer and employee entrances and interior concepts, to explain the building
design. Sketches must incorporate the design concepts and revisions discussed
during the preconcept design review meeting.

Perspective sketches must be single-line drawings, either hard-line ruled or con-

trolled freehand delineations in color, using watercolor, marker, or colored pencil;
CAD-prepared renderings; or 3-D models. Sketches must indicate materials, fin-
ishes, fenestration, and site landscaping. The A/E must furnish black-and-white
copies of the alternative perspective sketches with the concept design submission
and submit the color sketches during the concept design review meeting.

The A/E must present the sketches, discuss alternatives, and recommend the
most appropriate final design for the project to Postal Service senior design staff.
The A/E's recommendations for the final design must be justified on the bases of
postal image, economics, and environmental and local design considerations.

The Postal Service intends to establish the design upon completion of the concept
design review. However, if further drawings are required to consolidate items of
discussion resulting from the concept design review submission, then the A/E

Architect/Engineer Project Requirements Part III, Customer Service Facilities 111

Handbook AS-506, March 2000 Chapter 2, Design Phase A/E Services
 must provide additional drawings or necessary revisions within 2 weeks at no cost
to the Postal Service.

h. Sections and Details. The A/E must provide overall cross sections through typi-
cal parts of the building, along with typical wall sections, showing the intended
construction. Sections must clearly show the proposed roof system as well as
ceiling heights of all major spaces. The A/E must show all floor and wall openings.
Details for these openings must be provided at the final design phase.

i. Structural. The A/E must provide structural data defining the applicable building
code, occupancy and “use-group” classification, fire resistive ratings, design loads,
and the design strength of materials. The A/E must include a layout of a typical
workroom bay for the proposed foundation and structural framing system. The A/E
must also evaluate the functional and economic merits of each proposed founda-
tion system and at least three structural framing systems.

j. Space Conditioning. The A/E must describe the proposed heating and air-
conditioning systems, including the detailed functional and economic rationale for
selecting these systems. The proposed space conditioning systems must be
based upon a 20-year life-cycle functional and economic evaluation. The A/E must
provide the following:

(1) Layouts of all heating and air-conditioning systems. The layout drawings
must show:

(a) Equipment and proposed zoning and control for the entire building or
facility.

(b) Room identification, including room name and room number.

(c) Location and arrangement of all major equipment along with the space
allotted for servicing and maintaining the equipment.

(d) Ductwork using double lines.

(2) In addition to the layout drawings:

(a) Drawings and a narrative description of the method of control for all
major equipment and systems.

(b) A schematic flow diagram for each major system.

(c) A tabulation with capacity of each major piece of equipment.

(a) An analysis of the utility systems containing calculations and economic Handbook AS-503,
studies on Form 2215, Energy and Equipment Life Cycle Cost Analysis, Module 2A, Chapter 4,
Appendix
and Form 2238, Thermal Load Estimate Calculations.

k. Plumbing. The A/E must provide plumbing drawings showing the locations and
general arrangements of all plumbing fixtures and major equipment. The A/E must
also submit a list of narrative descriptions of the types of plumbing fixtures and
equipment proposed for use. The A/E must base the proposed plumbing system
on functional and economic considerations.

l. Fire Protection. The A/E must summarize applicable code requirements, includ-
ing fire zone, fire resistance requirements for major components, area and height
limitations, standpipe and sprinkler coverage (if required), and hazard classifica-
tion. The A/E must indicate the method of operation and alarm signaling features

112 Architect/Engineer Project Requirements Part III, Customer Service Facilities

Handbook AS-506, March 2000 Chapter 2, Design Phase A/E Services
 and describe special protection features and the extent of the fire protection sys-
tem. The A/E must obtain and include data such as hydrant flow tests, including
static pressure, flow available in gallons per minute, associated residual pressure
at the point of supply, and the size of the supply main. The A/E must provide basic
information and calculations on the water supply, including its source. The A/E
must take advantage of provisions in applicable building codes that permit in-
creases in building heights and area limits when sprinkler systems are installed.

m. Electrical. The A/E must provide all of the following for the proposed electrical
system:

(1) The A/E must provide a narrative description of the following:

(a) Operation of the proposed electrical distribution system.

(b) Wiring methods and materials.

(c) Details of the proposed typical lighting fixtures for:

i. Offices.

ii. Workrooms.

iii. Platforms.

iv. Lobbies.

v. Exterior.

Selection of the proposed system must be based on the results of preliminary

calculations and economic studies, using representative areas based as
block area loads.

(2) In addition to the narrative description, the A/E must provide:

(a) Single-line diagrams of the electrical distribution system.

(b) Single-line diagrams of the fire alarm system.

(c) Single-line diagrams of the telephone system.

(d) Single-line diagrams of the sound system.

(e) Single-line diagrams showing how the electrical and telephone systems
tie in with local utilities.

(f) Drawings showing proposed locations of major items of electrical

equipment and LOGs.

(g) Partial layouts of typical lighting in major areas showing proposed fix-
tures, spacing, and illumination levels (in foot-candles).

(h) Drawings showing power locations and details for Postal Service spe-
cialized equipment.

(3) The A/E must furnish written confirmation of the availability of service and the
rates from the local utilities.

(4) The workroom and platform illumination levels must be calculated and com-
pared with and without at least two levels of daylight.

Architect/Engineer Project Requirements Part III, Customer Service Facilities 113

Handbook AS-506, March 2000 Chapter 2, Design Phase A/E Services
 (5) The A/E must perform a life-cycle cost evaluation for lighting areas by using
natural light instead of man-made light.

Note: The electrical design (narrative and drawings) must include structured wir-
ing information.

n. Other Utility Systems. The A/E must provide descriptions, locations, tables, and
calculations for all miscellaneous building or facility equipment such as mechani-
cal door operators, dock ramps, scales, and the like.

o. Environmental Studies. The Postal Service provides the A/E with copies of the
required environmental studies (i.e., environmental impact statement, environ-
mental assessment, floodplain impact study, hazardous waste site assessment,
etc.). The A/E must assess all mitigation measures identified in the environmental
studies and ensure that all items identified in these studies as having an adverse
environmental effect are mitigated by the concept design. The A/E must ensure
that all permits listed in the environmental studies as being required for the project
are obtained.

The A/E may be required to provide environmental studies. Environmental studies

are additional services (optional) to the base A/E scope of services and are further
defined in section 1-2 of this part.

p. Code Analysis. The A/E must update the code analysis submitted during the pre-
concept design to justify solutions selected as being economical and meeting
code requirements. The A/E must provide a drawing showing the code analysis,
defining the basis for design.

The A/E must update the fire protection plans, providing a summary of the code
provision used on the drawings.

q. Building Area Tabulations. The A/E must update the building area tabulations
and the small-scale plans included in the preconcept design submission to reflect
all changes and refinements.

r. Building System Comparisons. The A/E must provide a comparison of various

building systems being investigated for recommendation. The building system
comparison, where applicable, must include:

(1) At least three exterior wall systems with a minimum thermal mass of 70
pounds per square foot and a 0.07 maximum "U" value.

(2) At least three roof membrane and insulation systems with a 0.05 maximum
"U" value.

(3) At least three structural framing systems.

(4) Structural bay spacing alternatives.

(5) Alternative viable foundation systems.

(6) Alternative viable roof heights (including a multiple-level versus single-level

roof).

(7) Typical sections and details of each alternative, showing clear ceiling heights,
foundations, pavements, HVAC, electrical, plumbing, and so forth.

(8) Analyses and calculations of the functional use and cost for each building
system.

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Handbook AS-506, March 2000 Chapter 2, Design Phase A/E Services
 The building system comparison must also substantiate the selection of window
types, roof colors, exterior building colors, and the like, taking into account energy
savings.

s. Energy Conservation Analysis. The A/E must update the energy conservation Handbook AS-503,
analysis provided in the preconcept design submission. For each system or fea- Module 2A, Chapter 4,
Appendix
ture recommended, provide a life-cycle cost (LCC) analysis together with climatic
and building energy consumption analyses to substantiate the recommendations.
(Provide analyses for a minimum of three different systems.) The A/E must also
then provide an overall energy analysis, which may be accomplished with a rec-
ognized microcomputer analysis program. The report developed as a result of the
analyses must be coordinated with the deliverables, including Forms 2215 and
2238, as required by Postal Service criteria.

t. LCC Analysis. The A/E must submit a 20-year LCC analysis to justify the selec-
tion of the exterior wall system, roof membrane and insulation system, multiple- or
single-level roof height, and energy-conserving features or systems. The A/E must
follow the National Institute of Building Sciences (NIBS) Handbook 135, Life Cycle
Cost Manual for the Federal Energy Management Program, including its appendi-
ces. The A/E must fully describe each system studied and submit all supporting
calculations with the completed LCC analysis work sheets. The A/E must supple-
ment cost figures with a comparison of the system analyzed.

a. Specifications. The A/E must modify and edit the Master Specification on the Handbook AS-506,
Building Design Standards CD-ROM with the specific requirements of each MSBD Part I, 3-1.1d
project. It is recommended that the A/E use the long version of the Master Specifi-
MSBD Manual 113.3
cation for MSBD projects. For the concept design phase submission, the A/E
must provide the following:

(1) A detailed table of contents of all the specifications (by title and number) that
are to be included in the complete specifications.

(2) A draft of all Division I, General Requirements (edited and customized from
the Master Specification, Building Design Standards).

(3) A complete list of Postal Service-furnished equipment.

(4) A list and draft of all proposed supplementary conditions.

(5) A working draft of the technical specifications, Divisions 2 through 16, in out-
line form, that demonstrates that the A/E is in the process of editing and
customizing the Master Specification for specific project requirements.

The A/E is responsible for coordinating the contract specifications so that they do
not repeat or conflict with supplemental conditions, postal provisions, or contract
clauses.

v. Cost Estimate. The A/E must update and refine the cost estimate submitted at
the preconcept design review meeting. All data necessary to fully support the cost
estimate must be provided. Cost estimates must be provided for alternative sys-
tems in order to justify the economy of the selected systems such as exterior
walls, structural framing, foundations, roofing, pavements, mechanical and electri-
cal systems, and so forth. The cost estimate must clearly indicate the date on
which the estimate was prepared. The cost estimates must be prepared in a Con-
struction Specifications Institute (CSI) format in a form acceptable to the Postal
Service.

Architect/Engineer Project Requirements Part III, Customer Service Facilities 115

Handbook AS-506, March 2000 Chapter 2, Design Phase A/E Services
 w. Project Scheduling. The A/E must comment on the construction schedule as
well as the overall project schedule by reviewing the specific project requirements
including materials, time of year of construction, and potential delays. In addition
to the narrative schedule comments, the A/E must provide a bar chart project
schedule that is shown in weeks.

2-2.3.3 Concept Design Review Meeting

The concept design review meeting will be held at the office of the contracting officer or
a location as designated by the contracting officer. The A/E must have in attendance
the same disciplines that attended the preconcept design review meeting. At the con-
cept design review meeting, the A/E must attend and be prepared to discuss the fol-
lowing:

a. All items or concerns that may affect or delay the design process.

b. Any specific areas that could cause the project budget to increase.

c. Utility concerns.

d. Environmental concerns that require immediate resolution.

e. Any code issues that could delay the design process or long-lead items.

The A/E must mail the submission material to the Postal Service offices designated by
the project manager in sufficient time to allow for it to be adequately reviewed before
the concept design review meeting.

2-2.4 Final Design Phase

2-2.4.1 General

The final design phase submission must consist of a 100-percent completed set of
drawings, specifications, analyses, and calculations that are signed, sealed, and ready
for solicitation of proposals. The final design is to complete, compile, and coordinate
the overall design that has progressed through the previous design phases. The final
design includes completing the requirements outlined in all previous design phases for
each element whether or not it is specifically mentioned in this phase.

The A/E is responsible for coordinating all design documents and ensuring the accu-
racy of the entire overall design.

2-2.4.2 Submission Requirements ! Clause FB-220

The A/E must submit the final design to the Postal Service offices designated by the
project manager in sufficient time to allow for it to be reviewed before the final design
review meeting.

The Postal Service does not sign the completed documents. The A/E must submit a
final design package that is complete for soliciting proposals without further review and
which is expected to result in a construction contract without claims or changes. The
A/E is to sign and seal all documents, which certifies that the A/E has fully complied
with all federal legislative as well as applicable state and local code requirements.

The final design consists of the following minimum components:

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Handbook AS-506, March 2000 Chapter 2, Design Phase A/E Services
a. Site Utilization Plan. The A/E must update and complete the site utilization plan
submitted at the concept design phase.

b. Site Restrictions and Improvements. The A/E must finalize the site restrictions
and improvements information submitted at the concept design phase. All site re-
strictions and improvements necessary for the project, including all necessary off-
site improvements, rights-of-way, easements, permits, and the like, must have
been identified by the final design and must be filed with the appropriate state, city,
or local authority.

The A/E must furnish information concerning the status of all easements, permits,
and so forth, at the final design review. The A/E must state the cost of permits
(and the lead time for obtaining permits and action taken to obtain them to avoid
delays during project construction).

c. Civil Design. The A/E must update and finalize the civil design submitted at the
concept design phase, as follows:

(1) The civil design must contain, as a minimum, all components and features
from the concept design submission including:

(a) Stormwater.

(b) Streets.

(c) Driveways and parkways.

(d) Pavement design.

(e) Grades.

(f) Site utilities.

(g) Miscellaneous features.

(h) Vicinity map.

(i) Easements.

(j) Legal descriptions.

(k) Off-site conditions.

(l) Subsurface soils investigation report, including boring logs.

(2) The A/E must submit a written statement at the completion of the concept
design review and before the final design submission stating that:

(a) The scope and quality of the topographic, site data, and subsurface in-
vestigations are adequate, accurate, and up to date.

(b) All changed conditions are reflected in order to ensure that the latest
and current information is included in the solicitation proposal docu-
ment.

d. Site Plan. The A/E must update and finalize the topographical site plan submitted
at the concept design phase.

e. Architectural Floor Plans. The A/E must update and fully develop the floor plans
submitted at the concept design phase.

Architect/Engineer Project Requirements Part III, Customer Service Facilities 117

Handbook AS-506, March 2000 Chapter 2, Design Phase A/E Services
 f. Additional Architectural Plans and Designs. In addition to the architectural floor
plans, the A/E must update and fully develop the following information submitted
at the concept design phase:

(1) LOG Plan (if applicable). The A/E must obtain Postal Service approval be-
fore designing any penetrations or depressions (mechanical, electrical,
plumbing, structural, mechanization, and the like) through the LOGs that
would limit clear headroom to less than 6 feet, 6 inches inside. The A/E must
show the location of all penetrations or depressions on the LOG plan and
provide adequate details. The A/E must note on the drawings that no other
penetrations are permitted without prior approval from the contracting officer.

(2) CCTV Camera and Surveillance Plan (if applicable). The A/E must update
and fully develop the CCTV camera and surveillance plan submitted at the
concept design phase.

(3) Lobby Plan. The A/E must update and fully develop the lobby plan submitted
at the concept design phase.

(4) Roof Drainage Plan. The A/E must update and fully develop the roof drain-
age plan submitted at the concept design phase, including detailing all roof-
ing systems, roof drainage, roof penetrations, and roof-mounted equipment.

(5) Finish Schedule. The A/E must update and fully develop the finish schedule
submitted at the concept design phase. The finish schedule must show fin-
ishes and colors in all areas.

(1) Color and Material Panel. The A/E must update and fully develop the color ! Clause FB-220
and material panel submitted at the concept design phase:

(a) Display panel showing chips of paint colors, samples of materials, and
colors for carpets, paneling, and resilient flooring tile proposed for inte-
rior finishes of the project.

(b) Display panel with samples of exterior face brick, trim, and metal wall
colors as required.

(7) Fire Exit Plan With Code Summary. The A/E must update and fully develop
the fire exit plan, including the code summary, that was submitted at the con-
cept design phase. The A/E is responsible for submitting the fire exit plan to
and obtaining approval from any governing organization.

(8) Casework Drawings. The A/E must prepare casework drawings and details
necessary to fully define and describe the casework requirements.

(9) List of Postal Service-Furnished Equipment. The A/E must provide a

completed list of Postal Service-furnished equipment in accordance with
MSBD requirements.

The A/E must furnish a separate signed statement on the firm's letterhead certify-
ing that the facility has been designated to be in compliance with Handbook RE-4,
Standards for Facility Accessibility by the Physically Handicapped.

g. Elevations and Perspective Sketches. The A/E must provide fully developed
building elevations of all views showing vertical dimensions, exterior materials,
window and door openings, and the massing of the buildings.

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Handbook AS-506, March 2000 Chapter 2, Design Phase A/E Services
h. Sections and Details. The A/E must update and fully develop wall sections for all
walls and their details.

i. Structural. The A/E must fully develop all structural systems and substantiate
them with appropriate calculations and economic analyses.

j. Space Conditioning. The A/E must provide a fully developed space conditioning
system design including descriptions, diagrams, and sequence of operation to the
following minimum extent:

(1) Provide a complete schedule of all equipment shown on the drawings.

(2) Provide equipment room layouts indicating all equipment, piping, duct work,
and access space required for maintenance.

(3) Indicate zoning controls, duct sizes, and air quantities.

(4) Show the final version of the automated building control systems, including
fire detection and alarm systems.

(5) Provide written confirmation from a fuel supplier of fuel availability and rates.

The A/E must substantiate the designs with up-to-date calculations for all rooms,
zones, and building blocks.

The A/E must prepare a psychometric chart describing the thermodynamic prop-
erties of each air-handling unit.

k. Plumbing. The A/E must provide final plumbing and fuel system drawings show-
ing the locations and arrangements of all fixtures and equipment of the complete
system. Plan and riser diagrams must show the location and size of hot and cold
water piping and the waste and vent system. The A/E must provide a plumbing
fixture schedule which also lists the location and type of fixtures and pipe sizes.

The fuel system drawing must identify the location and arrangements of the com-
plete system.

l. Fire Protection. Generally, complete automatic sprinkler drawings need not be

developed. The fire protection drawings must show the automatic sprinkler risers
and fire zones and must be designated to comply with applicable codes. The fire
protection drawings must also show all spaces that require fire protection. The
specifications must require the contractor to meet all applicable codes.

m. Electrical. The A/E must update and fully develop the electrical design submitted
during the concept design phase, as follows:

(1) The electrical design must include descriptions and updated supportive
calculations for all power, lighting, grounding, communications, and alarm
systems.

(2) The A/E must provide site plans, elevations, schedules, and detail drawings
sufficient to reflect the overall facility design and to locate all equipment.

(3) The A/E must provide final single-line diagrams of the electrical distribution
and communications systems showing tie-ins with local utilities.

(4) The electrical design must include elevations of switchboards, motor control
centers, and other major equipment showing the arrangement of equipment.

Architect/Engineer Project Requirements Part III, Customer Service Facilities 119

Handbook AS-506, March 2000 Chapter 2, Design Phase A/E Services
 (5) The A/E must provide a short-circuit and fully coordinated circuit-interrupting
device summary that includes all analyses and calculations.

n. Other Utility Systems. The A/E must update and fully develop the following
items:

(1) The A/E must provide fully developed drawings and supporting calculations
for all miscellaneous building or facility equipment such as scales, mechani-
cal door operators, dock ramps, and the like.

(2) The A/E must provide complete plans, riser diagrams, schedules, sizes, and
locations for VMF equipment and systems.

(3) The A/E must provide fully developed plans and elevations of LOG utility
systems as applicable.

(4) The A/E must identify and take action to obtain power, sewer, gas, or water
services requiring long lead times for design or construction by others (i.e.,
utility companies). If permits or fees are required, the A/E must identify them
and obtain fees for them from the Postal Service.

o. Code Analysis. The A/E must update the fire protection and code analysis sum-
mary submitted during the concept design phase. The code analysis summary
must include all components and features from the concept design submission in-
cluding, but not limited to,:

(1) Code listing.

(2) Small-scale floor plan.

(3) Alternatives.

p. Building Area Tabulation. The A/E must submit the final building and site area
tabulations. The A/E must correct the small-scale floor plan and space summary
tabulations provided with the concept design submission to accurately reflect the
final solicitation documents. The A/E must include a site summary showing the
area of building coverage, paving for parking and maneuvering, ramps, land-
scaping, and site area as applicable to MSBD requirements.

On the site plan, include updated site area tabulations that reflect changes in
Postal Service-owned land, such as land to be given to municipalities for street
access, rights-of-way, easements, and so forth. Place a note on this drawing
stating that all site and building area tabulations shown are for Postal Service ref-
erence only and that the contractor is responsible for calculating the quantity and
area.

q. Specifications. The A/E must modify and edit the Master Specification on the
Building Design Standards CD-ROM for the specific requirements of each project.
The final design phase submission of the specifications must be fully developed
and must reveal the full intent of the A/E’s design in relation to all proposed sys-
tems, materials, and special design considerations.

The Postal Service is not required to obtain building inspection or occupancy per-
mits. The A/E must determine the cost of all other fees and permits (connection
fees, tap fees, off-site inspection fees, special community development fees, and
so forth) and include a list of all such fees and charges to be paid by the contrac-
tor in Master Specification section 01115, Leased Building [Design-Build] Re-
quirements, or section 01116, General Construction.

120 Architect/Engineer Project Requirements Part III, Customer Service Facilities

Handbook AS-506, March 2000 Chapter 2, Design Phase A/E Services
 The specification must state that the contractor is to pay all costs for utilities (gas,
water, and electricity) used during final Postal Service tests of completely installed
systems and while training Postal Service personnel.

For facilities equipped with a card access system, the submission must specify
that the quantity of access cards supplied by the contractor is to be 1.5 times the
number of the initial complement of postal employees scheduled to work at the
facility.

a. Cost Estimate. The final cost estimate must be developed as a “detailed quantity ! Clause FB-220
survey” type with breakdown of material and labor prices  not a readjustment of
preliminary cost estimates. The A/E must:

(1) Include separate prices for labor and material, and summary sheets listing
the estimated costs of the major building systems for each building and
separate costs for major systems in the site work.

(2) Revise the final cost estimate as required based on Postal Service final re-
view changes and comments.

(3) Submit the revised final estimate for Postal Service approval at least 10 days
before the planned solicitation distribution date.

(4) Provide a construction cost estimate that is within 10 percent of the probable
lowest qualified proposal.

s. Project Scheduling. The A/E must finalize the project schedule provided at the
concept design submission and submit all recommendations necessary for
scheduling long-lead time construction or procurement items.

t. Small, Minority-Owned, and Woman-Owned Business Contracting Goals

and Source List. Provide recommended small, minority-owned, and woman-
owned business contracting goals and the names, addresses, and specialties of
such businesses located in the general area of the project.

u. List of Referenced Publications. The A/E must provide a list of all publications
that the solicitation references.

a. Complete Design Computations. The A/E must provide the complete un- ! Clause FB-220
abridged computations actually used by the designers. All calculations must be
legible, self-explanatory, and indexed.

The cover sheets of the design documents must contain the signature and registration
stamps or seals of the engineer responsible for the work.

The A/E must advise the project manager in writing of all changes to previously ac-
cepted design phase submittals.

The A/E must retain the original tracings, specifications, and/or electronic media for
printing the contract documents unless otherwise directed by the contracting officer.

2-2.4.3 Final Design Review Meeting

The final design review meeting will be held at the office of the contracting officer or a
location as designated by the contracting officer. The A/E must have in attendance the
same disciplines that attended the concept design review meeting. The A/E must at-
tend and be prepared to discuss the following:

Architect/Engineer Project Requirements Part III, Customer Service Facilities 121

Handbook AS-506, March 2000 Chapter 2, Design Phase A/E Services
 a. The A/E’s cost estimate as it relates to the postal construction budget.

b. The A/E’s schedule as it relates to the start of construction.

c. All issues discussed at the concept design review meeting that are still unre-
solved.

The A/E must mail the submission material to the Postal Service offices designated by
the project manager in sufficient time to allow for it to be adequately reviewed before
the final design review meeting.

2-2.5 Solicitation Phase

The A/E is responsible for the following activities, if they are included in the contract,
during the solicitation period:

a. Solicitation Documents. The A/E arranges to have sets of the total solicitation
package reproduced, collated, bound, and packaged for mailing. The A/E must
receive and fill requests for solicitation documents from qualified offerors. The
cost and distribution are detailed below:

(1) Reproduction Costs. Before the solicitation period, the A/E obtains and for-
wards to the Postal Service project manager three price quotations from local
printers for printing solicitation sets and a price quotation for additional sets to
be ordered. The quotations must include the cost for full-size sets of prints
and an itemized cost for sets of half-size prints required by the Postal Serv-
ice. The A/E must include the cost of reproducing an estimated three ad-
denda.

The A/E is reimbursed for the cost of reproducing and mailing solicitation
sets and addenda. For mailing to Postal Service addresses, use Express
Mail (if available); otherwise, use Priority Mail.

The A/E recommends the number of sets to be printed and the price to be
charged per set to offerors for the Postal Service to approve. Only full sets of
drawings and specifications will be sold. The fee an offeror pays for solicita-
tion sets is nonrefundable. The purpose of the fee is to ensure that firms re-
questing documents have a positive interest in submitting a proposal for the
project. The fee is not intended to recover all costs of reproducing and dis-
tributing the solicitation documents.

(2) Accounting. Checks and money orders for payment of solicitation sets are
to be made payable to the Postal Service disbursing officer. These instru-
ments and cash payments received will be held in a secure place by the A/E
until delivered to the Postal Service at the final accounting at the end of the
solicitation period.

The A/E must keep a daily log of all remittances (nonrefundable) received
that shows the name and address of the requesting firm, the amount, the
check or money order number, and the date the request was filled (mailed).
A duplicate of the solicitation list must be kept to facilitate the mailing of ad-
denda and the solicitation list to interested subcontractors.

At the end of the solicitation period, the A/E delivers to the project manager a
copy of the daily log, a Form 1940, Remittance Register, with only the item-
ized portion completed (sheet heading and totals are to be blank), and all

122 Architect/Engineer Project Requirements Part III, Customer Service Facilities

Handbook AS-506, March 2000 Chapter 2, Design Phase A/E Services
 checks. Undistributed sets must be disposed of as directed by the project
manager.

(3) Complimentary Distribution. As approved by the project manager, the A/E

sends one copy of the solicitation at no charge to information organizations
such as Blue Reports, Dodge Reports, local contractor organizations, and lo-
cal trade organizations. Delivery must be recorded in the daily log by the A/E.

b. Requests for Information (RFIs) and Questions. The A/E must respond to ! Clause FB-220
questions from offerors as follows:

(1) All telephone and written questions from offerors received by the A/E are to
be recorded. The A/E must advise the requesting party that the questions will
be replied to within a reasonable time and that the reply will be one of the
following:

(a) An interpretation of solicitation documents that can be rendered without

requiring an addendum.

(b) No change to the solicitation; therefore the proposal should be based on

the documents as prepared.

(c) An addendum to the solicitation that will be issued to clarify the items in
question.

(2) All questions must be reviewed by telephone with the Postal Service project
manager. Backup information and the A/E's recommended answer must be
provided.

(3) A reply to the offeror making the request must be prepared, to be signed by
the contracting officer, in accordance with the project manager's instructions.

c. Addendum. The A/E is responsible for preparing any required addendum as fol- ! Clause FB-220
lows:

(1) When an addendum is required, the A/E must prepare the addendum, obtain
the contracting officer's approval of it, and issue it to all plan holders. Under
no circumstances may an addendum be issued without prior approval of the
contracting officer.

(2) Amendments (addenda) to solicitation documents must be sent (post-

marked) to offerors no later than 2 weeks (14 days) before the proposal-
opening date. This is necessary in order to provide prospective offerors with
sufficient time to incorporate the amendments in their proposals.

d. Preproposal Meetings. The A/E must attend all preproposal meetings as may be
required by the contracting officer.

e. Technical Proposal Evaluations. The Postal Service must open and evaluate all
proposals. The A/E must render such assistance in the proposal evaluation and
preaward period as may be required by the contracting officer. The A/E is not to
be present when proposals are opened.

2-2.6 Submission Checklist

The checklist in Exhibit 2-2.6 identifies the minimum design components that the A/E is
required to submit at each of the design phases.

Architect/Engineer Project Requirements Part III, Customer Service Facilities 123

Handbook AS-506, March 2000 Chapter 2, Design Phase A/E Services
 Exhibit 2-2.6 (p. 1)
Submission Checklist

Design Phase Submission Checklist

Mandatory A/E Services

Prenegotiation Final
Orientation & Preconcept Concept Phase
Negotiations Phase Phase (100%
Design Submittal Required Phase (10%) (30%) Design)
PLANS/DRAWINGS
Site Plans
Site Utilization X X X
Site Restrictions and Improvements X X X
Civil Design X X
Site Plan X X
Architectural
Floor Plans X X X
Elevations and Perspectives X X X
Sections and Details X X
Lookout Gallery Plan X X
CCTV Camera X X
Lobby Plan X X
Roof Drainage Plan X X
Finish Schedule X X
Color and Material Panels X X
Fire Exit Plan With Code Summary X X
Casework Drawings X
Certification Letter for Compliance X
With Handbook RE-4
Complete List of Postal Service- X X
Furnished Equipment
Structural X X
Space Conditioning (HVAC) X X
Plumbing X X
Fire Protection X X
Electrical X X
Other Utility Systems X X

124 Architect/Engineer Project Requirements Part III, Customer Service Facilities

Handbook AS-506, March 2000 Chapter 2, Design Phase A/E Services
Exhibit 2-2.6 (p. 2)
Submission Checklist

Prenegotiation Final
Orientation & Preconcept Concept Phase
Negotiations Phase Phase (100%
Design Submittal Required Phase (10%) (30%) Design)
ANALYSIS/TABULATIONS/
CALCULATIONS
Professional Services Estimating X
Sheets
Environmental Studies X X
Code Analysis Report X X X
Building Area Tabulations X X X
Building System Comparisons X X
Energy Conservation Analysis X X
Environmental Policy X
Life-Cycle Cost Analysis X

SPECIFICATIONS X X

COST ESTIMATES X X X

SCHEDULES X X

SMALL, MINORITY-OWNED, & WOMAN- X

OWNED BUSINESS CONTRACTING
GOALS AND SOURCE LIST

LIST OF REFERENCES PUBLICATIONS X

COMPLETE DESIGN COMPUTATIONS X

Architect/Engineer Project Requirements Part III, Customer Service Facilities 125

Handbook AS-506, March 2000 Chapter 2, Design Phase A/E Services
 2-3 A/E Modifications of Design
Changes in the scope of work or Postal Service requirements not covered in the initial ! Clause B-2
A/E contract are considered to be contract modifications in accordance with Clause
B-2, Changes, in the A/E contract.

Modifications required before the award of the construction contract are prepared by
the A/E when the contracting officer accepts the proposed modification in writing. The
A/E must prepare the necessary design drawing and specification revisions and must
perform all applicable services related to the modification as though they were con-
tained in the original scope of work.

The A/E must furnish an estimate of the effect the modification may have on the project
construction cost and scheduling.

Fees for these services will be based on the rates negotiated and included in Clause ! Clause FB-290
FB-290, Design Services, at the time of A/E contract award. Rates include all costs, di-
rect and indirect, and overhead and profit.

2-4 Additional Design Phase Services (Options)

A separate cost proposal must be prepared for each service described in sections ! Clause FB-291
2-4.1, 2-4.2, 2-4.3, and 2-4.4, and when these additional services (options) are included
in Section A, Items and Prices, of the A/E contract. Each item includes all overhead,
profit, and costs (direct and indirect), including A/E administration and technical support
costs, necessary to complete the services described. The A/E will not be compensated
for optional design phase services unless they are included in the A/E's contract.

The optional services described in this section only apply when specific project re-
quirements are more demanding than those covered in all the sections of 2-2, Design
Phase Services. Some of the optional A/E design phase services are required under
the base scope of A/E services to a more limited extent.

2-4.1 Perspective Drawing

The A/E must provide a 20-inch x 30-inch perspective drawing in color showing the
building to its best advantage. The drawing must be capable of being used for produc-
ing photographic prints of sufficient contrast to ensure good newsprint reproduction.
Also provide a negative and six 8-inch x 10-inch glossy black-and-white prints and two
35-millimeter color slides of the official A/E rendering. The A/E must provide the original
perspective drawing and two copies that are to be matted, glazed with clear nonglare
glass, framed, and prepared for hanging. The original and one copy must be forwarded
to the appropriate facilities service office (FSO) or major facilities office (MFO). One
copy is to be forwarded to the plant manager.

2-4.2 Supplementary Drawing

The A/E must provide the following drawings:

a. Postal Service-Furnished Property. Prepare a drawing of box and service lob-

bies and an elevation of the post office boxes. Show the location and number of

126 Architect/Engineer Project Requirements Part III, Customer Service Facilities

Handbook AS-506, March 2000 Chapter 2, Design Phase A/E Services
 under-counter items and self-service items, and a plan and elevation indicating
the location of post office box modules. Provide a table of all property that is fur-
nished by the Postal Service and installed by the contractor , giving the following
information:

Name and Description No. Quantity Misc. *Date Required

*This column is to be left blank and filled in by the Postal Service with dates fur-
nished by the construction contractor.

A checklist of Postal Service-furnished property is provided by the Postal Service

as required.

b. Outline Floor Plan (Grid). Provide an outline floor plan at 1/8 inch = 1 foot square
with a 1/4-inch background grid. This drawing is for Postal Service operational
planning. Number all rooms and spaces on this plan.

c. Major Milestone Flowchart. Provide a major milestone flowchart for construction

unless directed otherwise by the contracting officer during negotiations. Show the
sequence, starting and completion dates, and duration of each major activity.
Scheduling must be in days, with the date of the notice to proceed as the starting
date for the flowchart. This flowchart is intended only as a guide to the successful
offeror and an aid for Postal Service program planning.

2-4.3 Roofing Consultant

Provide the services of a roofing consultant who is thoroughly qualified in the design,
construction, observation, and testing of all types of roofing systems and materials. The
responsibilities of this consultant during the design phase include:

a. Reviewing specifications, drawings, and other contract documents related to

roofing.

b. Critiquing and commenting on the design, including sketches and alternative de-
tails for consideration by the A/E and the Postal Service.

c. Working with the A/E in developing alternative roof system comparisons and con-
tract documents.

d. Assisting in conducting preconstruction roofing conferences with the contracting

officer’s representative and construction contractor.

e. Reviewing the construction contractor’s submittals and providing comments to the

contracting officer.

f. Providing full-time, on-site observation of the construction to verify that it complies

with the contract documents. Subject to the approval of the contracting officer, the
full-time, on-site construction observation may be carried out by an assistant to the
principal consultant. Primary reviews, attendance at meetings, and periodic super-
visory visits are to be carried out by the principal consultant. Specific services in-
clude, but are not limited to, the following:

(1) Provide daily, weekly, and final observation reports to include photographs
and other data substantiating the findings.

(2) Assist the contracting officer to conduct all progress meetings.

Architect/Engineer Project Requirements Part III, Customer Service Facilities 127

Handbook AS-506, March 2000 Chapter 2, Design Phase A/E Services
 (3) Review roofing-related quality control reports submitted by the contractor.

(4) For built-up roofing, supervise the contractor when samples are cut. Review
and analyze the laboratory reports and submit a report evaluating the findings
to the contracting officer.

(5) For elasto-plastic roofing work, test the materials and workmanship as ap-
propriate to verify that they meet the requirements of the specifications.

(6) When the contractor sends notice of completion of the roofing work, conduct
a final on-site inspection and advise the contracting officer in writing when the
work can be accepted.

(7) Charge construction observation fees on an as-needed, man-day basis. The

consultant must submit, as a part of this proposal, an estimated length of
time for roof installation.

g. Completing a field evaulation of the existing roof system if a project involves an

addition or substantial renovation to an existing building. This evaluation includes
a visual examination, limited cut samplings for visual examination, and laboratory
analyses of the cut samples. The consultant must provide a separate optional
price for a nondestructive evaluation of moisture in the roofing system. The con-
sultant must submit a written report with a summary of findings, list of recommen-
dations, cost estimates, and all background data.

2-4.4 Fire Protection Consultant

The A/E must provide the consulting services of a fire protection engineer. This person
must be a full member of the Society of Fire Protection Engineers and must demon-
strate equivalent qualifying experience or have an applicable state registration as a fire
protection engineer.

128 Architect/Engineer Project Requirements Part III, Customer Service Facilities

Handbook AS-506, March 2000 Chapter 2, Design Phase A/E Services
Part III
Customer Service Facilities

3 Construction Phase Services

3-1 Design Services During Construction (Options)

3-1.1 General ! Clause FB-205

The requirements of this section apply if the A/E’s contract includes in Section A, Items
! Clause FB-292

and Prices, an option for the A/E to provide support services during the construction
phase. A/E services during construction include reviewing contractor submissions, par-
ticipating in meetings, interpreting contract documents, and inspecting the site a mini-
mal number of times during the construction period. These services include time and
effort both in the office and at the work site. Rates for all services must include both di-
rect and indirect costs and overhead and profit.

3-1.2 A/E Support Services Handbook P-2, 6-1.2

The A/E is to provide the following support services:

a. Support Services. Support services supplied by the A/E are services that are
necessary to assist the field office and that require a trip to the site. These include,
but are not limited to, the following:

(1) Participating in preconstruction and progress meetings, including preparation

and distribution of meeting minutes.

(2) Interpreting and clarifying contract documents.

(3) Assisting the Postal Service project manager in maintaining quality control.

(4) Observing field installation conditions and materials in support of the resident
engineer.

(5) Providing administrative support to the field office.

(6) Providing technical support to the field office during construction for preparing
punch lists and accepting the facility.

(7) Participating in prefinal, safety, final, and warranty inspections.

(8) Supporting small, minority-owned, and woman-owned business subcon-

tracting program services, including, but not limited to, the following:

(a) Monitoring the program, giving special attention to the contractor’s ef-
forts at attaining goals, the contractor’s plan for developing minority-
owned business participation, the completeness and accuracy of the

Architect/Engineer Project Requirements Part III, Customer Service Facilities 129

Handbook AS-506, March 2000 Chapter 3, Construction Phase A/E Services
 contractor’s minority-owned business subcontracting reports, and so
forth.

(b) Assisting the contractor in locating and developing potential minority-

owned business subcontractors.

(c) At the preconstruction conference, reviewing the contractor’s initial

minority-owned business reports and giving timely recommendations or
assistance as required to attain the best possible program start.

(d) Reviewing the status of the contractor’s minority-owned business pro-

gram at each monthly construction meeting and reporting about it.

(e) Maintaining an on-site minority-owned business subcontracting file

containing copies of all contractor’s reports, minutes of meetings, and
other pertinent information.

(f) Administering the contractor’s submittals of quarterly reports.

b. Home Office Support Services. Home office support includes field support
services identified in 3-1.2a above that the A/E can accomplish in the office with-
out the need for a trip to the field.

" Building Design

3-1.3 Submission Review and Approvals Standards, Master
Specification 01310
The A/E must review all contractor submittals for compliance with contract documents,
for field dimensions and clearances, in relation to available space, and in relation to
work by the Postal Service or separate contracts. The A/E must review all submittals
promptly so as not to delay the construction progress. The duration of all reviews must
not exceed the time frames required in the construction contracts. The contractor sub-
mittals that the A/E is required to review include, but are not limited to, those discussed
in the following sections.

3-1.3.1 Shop Drawings and Samples " Building Design

Standards, Master
The A/E must review and approve or reject, on the basis of contract documents, all Specification 01330
contractor submittals of shop drawings, samples, color schedules, catalog cuts, and ! Clause B-56
construction schedule.

Shop drawings must be submitted to the A/E for review only after they have been
checked and approved by the contractor. Failure to show that the submittal has been
thoroughly checked may result in the submittal being returned without being reviewed.
When shop drawings reach the A/E’s office, they must be stamped with the date and
assigned the A/E’s file number and an appropriate identifying number. The process of
receiving, examining, approving, and distributing shop drawings is critical. The A/E
must keep a record of the handling of these drawings during review to ensure the or-
derly processing of this work.

The A/E must approve the shop drawings only for conformance with the design con-
cept of the project and with the information given in the contract documents. The ap-
proval does not extend to the shop drawing information related to shop fabrication
process, field construction techniques, or coordination of trades and their work. The
language recommended to stamp shop drawings is as follows:

130 Architect/Engineer Project Requirements Part III, Customer Service Facilities

Handbook AS-506, March 2000 Chapter 3, Construction Phase A/E Services
a. Approved. If “approved” is checked, fabrication, manufacture, or construction
may proceed, provided the work complies with the contract documents. This ac-
tion does not authorize changes to the contract sum unless they are stated in a
separate letter or change order.

b. Approved as Noted. If “approved as noted” is checked, fabrication, manufacture,

or construction may proceed, provided the work complies with the A/E’s notations
and the contract documents. This action does not authorize changes to the con-
tract sum unless they are stated in a separate letter or change order.

c. Rejected; Resubmit. If “rejected; resubmit” is checked, fabrication, manufacture,

or construction may not proceed. The contractor must submit to the A/E a new
shop drawing that has been corrected as marked (no additonal changes are al-
lowed). Any submission marked “rejected; resubmit” is not permitted on the site.

The A/E’s review of samples is only to ensure their conformance with the design con-
cept of the project and compliance with the information given in the contract docu-
ments. The construction contractor is responsible for dimensions that are to be
confirmed and correlated at the site; for information that pertains solely to the fabrica-
tion processes or to the means, methods, techniques, sequences, and procedures of
construction; and for coordination of the work of all the trades. The language the A/E
uses in any stamp or letter pertaining to the approval of samples must parallel the lan-
guage used in shop drawing approval procedures as described in this section.

3-1.3.2 Coordination Drawings " Building Design

Standards, Master
The A/E must provide a general review of contractor-submitted coordination drawings Specification 01310
for their conformance to contract documents; however, the A/E must make it clearly
known to the contractor that coordination is the construction contractor’s responsibility.

3-1.3.3 Schedule of Values and Progress Payments ! Clause 1-3

Handbook P-2, 6.4.5
The A/E must review the contract value breakdown on the initial schedule of values
submitted by the contractor. The A/E must notify the contracting officer of construction
activities that are not included on the schedule of values as well as the reasonableness
of the costs assigned to each scheduled item. The A/E must ensure that the schedule
of values is not “front-end loaded.”

The contractor is required to submit to the contracting officer for approval a schedule of
values of the various costs of the work by trade, equal to the total sum of the contract.
This cost breakdown must be realistic because it will be used as a basis for progress
payments to the contractor. The A/E is responsible for the following:

a. Approving the selection and number of activities.

b. Reviewing, evaluating, and analyzing the proposed network diagrams, including

activity durations, costs, and workforce loading, when applicable.

c. Revising and analyzing the monthly update of network diagrams, when applicable.

The A/E is responsible for certifying Form 4211-B, Invoice and Payment Authorization
(Facility and Fixed Mechanization Contract), which is submitted monthly by the con-
tractor, after reviewing the schedule of values and substantiating data submitted by the
contractor. This form, which certifies the accuracy of the progress payments, must be
signed by a designated representative of the A/E firm and forwarded to the contracting
officer for signature.

Architect/Engineer Project Requirements Part III, Customer Service Facilities 131

Handbook AS-506, March 2000 Chapter 3, Construction Phase A/E Services
 3-1.3.4 Schedules

The contractor is required to submit a construction progress schedule to the contract- ! Clause FB-246
ing officer. The form and complexity of the required schedule can vary depending on ! Clause B-59
the size of the project. The A/E must review the contractor’s initial progress schedule
Handbook P-2, 6.2.3
as well as the monthly schedule updates that this contractor submits with the partial
payment requests. The A/E must verify that this contractor’s schedules, at a minimum:

a. Show the complete sequence of construction by activity, with dates for beginning
and completing each element of construction.

b. Identify each item by specification section number.

c. Identify work of separate stages and other logically grouped activities.

d. Provide subschedules to define critical portions of the entire schedule.

e. Include conferences and meetings in the schedule.

f. Show the accumulated percentage of completion of each item and total percent-
age of work completed as of the first day of each month.

g. Provide a separate schedule of submittal dates for shop drawings, product data,
and samples, including Postal Service-furnished products, and the dates that re-
viewed submittals will be required from the contracting officer as specified in Sec-
tion 01330, Submittal Procedures.

a. Coordinate the content with the schedule of values. ! Clause B-40

3-1.3.5 Spare Parts Data ! Clause B-58

The A/E must review the spare parts data to ensure that it complies with the contract " Building Design
Standards, Master
documents and to ensure that the contractor provides all necessary spare parts. Specification 07180

3-1.3.6 Warranties and Guarantees ! Clause B-61

" Building Design
The A/E must review all warranties and guarantees to ensure their compliance with the Standards, Master
contract documents and to ensure that the contractor provides all special warranties Specification 07180
and guarantees that are required by the contract. Handbook P-2, 6.3

3-1.3.7 Operation and Maintenance Manuals

" Building Design
Standards, Master
The contractor must assemble, coordinate, and index operation and maintenance Specification 07180
(O&M) manuals for each utility system and major component of building equipment.
Handbook P-2, 6.3
The A/E must review the manuals for completeness and accuracy and recommend to
the Postal Service and/or the construction manager whether or not to approve them.

After Postal Service approval, the A/E obtains from the contractor the specified number
of O&M manuals necessary for training and distributes them as directed by the Postal
Service project manager. All O&M manuals must be delivered in sufficient time to pro-
vide training to Postal Service personnel before the facility is occupied.

3-1.3.8 Test Reports " Building Design

Standards, Master
The A/E must review all test reports to ensure that they comply with the contract Specification 01450
documents. Handbook P-2, 6.3.1

132 Architect/Engineer Project Requirements Part III, Customer Service Facilities

Handbook AS-506, March 2000 Chapter 3, Construction Phase A/E Services
The A/E must ensure that all required tests are performed at the proper time.

3-1.3.9 Change Orders and Contract Modifications ! Clause B-10

! Clause B-21
The A/E prepares, assembles, reviews, negotiates, and issues all construction contract ! Clause B-37
modifications directed by the contracting officer. Modification proposals initiated by the
Handbook P-2, 6.5
construction contractor, the Postal Service, or the A/E must be processed by the A/E
as follows:

a. Obtain approval to proceed with the proposal change from the construction man-
ager. Assign a serialized control number to the proposal change and notify the
contractor that the proposal change is in progress.

b. Review field conditions and prepare the necessary design drawings, specifications
and revisions, A/E cost estimate, justification, and recommendations for the pro-
posal change.

c. Issue a copy of the proposal change drawings to the contractor, requesting a pro-
posal and specifying a time for response. Do not include the A/E independent cost
estimate. Simultaneously, provide the Postal Service with a copy of the request for
proposal, including the proposal change and all documents required.

d. Review the contractor’s proposal with the Postal Service and the contractor to re-
solve cost differences. The construction manager must negotiate any conditions
that cannot be resolved between the A/E and the contractor.

e. Upon Postal Service acceptance of the contractor’s proposal, prepare a contract

modification on the Postal Service-provided form, obtain the contractor’s signa-
ture, and submit it to the construction manager complete with all backup material
and Form 4211, Facility and Fixed Mechanization Project Contract.

f. Upon receipt of a signed copy of modifications, ensure that the contractor’s work
is in accordance with the changed scope of work.

Fees for these services are based on the rates negotiated and included in Clause FB- ! Clause FB-294
294, Architect-Engineer Modifications of Design. Rates include all costs, both direct
and indirect, and overhead and profit.

3-1.3.10 As-Built Drawings and Specifications ! Clause B-57

The construction contract documents require the contractor to provide the A/E with
drawings and specifications incorporating the revisions and changes made during con-
struction up to acceptance of the project. The A/E must review the contractor’s as-built
drawings monthly to ascertain the contractor’s compliance before processing payment
requests. The A/E must revise the original contract documents to indicate as-built con-
ditions, including revisions in site and building area tabulations.

The A/E must furnish the Postal Service with a set of reproducible record drawings (as-
built drawings) showing significant changes made during the construction process,
based on the marked-up prints, drawings, and other data furnished to the A/E by the
contractor.

3-1.3.11 Electronic Format (As-Built Information)

The A/E must provide all record drawings (as-built drawings) to the Postal Service in
electronic format that is compatible with design documents.

Architect/Engineer Project Requirements Part III, Customer Service Facilities 133

Handbook AS-506, March 2000 Chapter 3, Construction Phase A/E Services
 3-1.3.12 As-Built Photographs

When construction is completed, the A/E must provide two color 8-inch x 10-inch pho-
tographs, six exterior views, and 20 exterior and interior views, including views that
show the accessibility features of the building, to be submitted in digital format as di-
rected by the CO. Coordinate the selection and location of these views with the con-
tracting officer.

3-1.3.13 Closeout Certificates

The A/E must provide the following certificates to the Postal Service:

a. Handicapped accessibility.

b. Lead-based paint.

c. Asbestos-containing materials.

3-2 Modifications of Design During Construction ! Clause B-2

! Clause FB-294
Changes in the scope of work or Postal Service requirements not covered in the initial
A/E contract are considered to be contract modifications in accordance with Clause
B-2, Changes, in the A/E’s contract.

Modifications of design during construction not due to design errors or omissions will be
compensated for in accordance with the fee schedule in Clause FB-294.

3-3 Field Services During Construction (Options) ! Clause FB-293

! Clause FB-206

3-3.1 Requirement
The requirements of this section apply if the contract includes in Section A, Items and
Prices, an option for the A/E to provide field services. A/E field services during con-
struction are to provide on-site field support services that include, but are not limited to,
construction observation, contract administration, and clerical assistance. Rates for all
services must include both direct and indirect costs and overhead and profit. The scope
of services for each position is defined in this section.

3-3.2 General Responsibility Handbook P-2, 6-1

The Postal Service must forward letters of current authorities and limitations to the
Postal Service representatives who are involved in administering the contract to the A/E
and general contractor. A Postal Service decision and signature are required for all
contractual actions and must be accompanied by a written detailed justification and a
specific recommendation by the construction administrator. The A/E or authorized rep-
resentative (i.e., the construction administrator) is not authorized to revoke, alter, en-
large, relax, or release any requirements of the project drawings or specifications; to
approve or accept any portion of the work; or to issue instructions (oral or written) that
would be contrary to the contract documents. All dealings in terms of the contract must
be made with the contractor’s superintendent and not with a subcontractor.

134 Architect/Engineer Project Requirements Part III, Customer Service Facilities

Handbook AS-506, March 2000 Chapter 3, Construction Phase A/E Services
3-3.3 Contract Administration
Contract administration responsibilities are as follows:

a. The A/E is responsible for administering the contract between the Postal Service
and the contractor. The A/E’s duties, responsibilities, and limits of authority are
shown below and in Sections G and H, Clauses, of the A/E’s contract. The A/E or
A/E’s representatives, as agents of the Postal Service, must discharge this re-
sponsibility by:

(1) Interpreting the contract documents and all changes made to them.

(2) Establishing the standards of workmanship.

(3) Judging the performance of the contractor (i.e., progress of the project as
constructed) compared with that of the project as planned.

(4) Certifying payments to the contractor on the basis of the schedule of values
of the work-in-place and stored materials.

(5) Inspecting the work to determine the date of substantial completion.

(6) Informing the Postal Service about the status of the project relative to the
above points.

(7) Conducting monthly progress meetings with the contractor and Postal Serv-
ice representatives to evaluate progress of the work and to resolve problems
related to contract compliance.

(8) Submitting the following reports to the contracting officer:

(a) The daily log each week.

(b) A weekly summary of progress of the work, problems noted, and ac-
tions taken.

(c) Minutes of the monthly progress meetings.

(d) A monthly status of modifications, along with the contractor’s monthly

payment requests, with the construction administrator’s recommenda-
tion to the contracting officer.

(e) Quarterly minority-owned business reports.

(f) Monthly progress reports.

(g) Updated submittal log.

(h) Updated RFI logs.

(i) Updated request for proposal (RFP) logs.

(9) Negotiating and processing construction modifications for the contracting of-
ficer’s signature.

b. As the Postal Service’s agent, the A/E is responsible for guarding the Postal
Service against defects and deficiencies in the work of the contractor. The A/E
may reject work as failing to conform to the contract documents, a failure that will
keep the building or any portion of it from having the intended appearance or
being capable of full use in the manner and for the purpose for which it was

Architect/Engineer Project Requirements Part III, Customer Service Facilities 135

Handbook AS-506, March 2000 Chapter 3, Construction Phase A/E Services
 intended. The right to reject work does not extend to the areas of safety
precautions and programs in connection with the work or to the adequacy of
construction means, methods, techniques, sequences, or procedures, all of which
are solely the responsibility of the contractor.

c. The A/E’s construction administrator, who is assigned full-time to projects with a

construction cost greater than $8 million, must be responsible for directing the
overall technical and managerial efforts of the A/E that are required for field serv-
ices during construction.

d. The A/E’s resident engineer, who is normally assigned full-time to the project,
must observe the progress of the work performed by the contractor.

e. The construction administrator, resident engineer, and resident engineer’s staff

must accomplish other activities as may be required by the contracting officer.

f. A Postal Service decision or signature is required for all actions that could result in
a modification or change to the contract, and must be accompanied with a written
detailed justification and a specific recommendation by the construction
administrator.

3-3.4 Construction Observation and Field Supervision

Construction observation and field supervision responsibilities are as follows:

a. Site Inspection. Throughout the construction period the A/E is required to inspect
the project site periodically at suitable times to observe the progress of the work.
The construction must be inspected to ensure its compliance with plans, specifi-
cations, and other contract documents. The A/E must advise the Postal Service
project manager of any deviations or deficiencies and recommend corrective ac-
tion. In those cases in which a resident engineer is assigned part- or full-time, he
or she is directed by the A/E’s construction administrator.

b. Labor Interviews. The A/E or representative must randomly interview contractor

and subcontractor employees monthly. Their responses regarding their classifica-
tion and rate of pay must be checked against payrolls and applicable wage rates.
Use DOD Form 1567, Defense Department Labor Standards, for this purpose.

c. Safety and Security. The A/E must review and monitor the contractor's safety
plan and security program. Safety precautions, programs, and requirements are
specified in various safety codes and regulations. Although the contract adminis-
trator must be concerned generally with their observances, compliance with them
is solely the contractor's responsibility.

" Building Design

3-3.5 Progress Meetings Standards, Master
Specification 01310
The A/E must schedule and chair all monthly progress meetings and other required
project meetings and must forward the minutes of all meetings to the contracting officer
within 5 working days after each meeting.

Before the monthly progress meeting, the A/E must spend at least 1 hour reviewing
with the contractor the contractor's compliance with contract requirements for labor
standards, equal employment opportunity (EEO) policies, minority-owned business
participation, payrolls, and safety. The findings must be reviewed at the progress
meeting and included in the minutes of the meeting.

136 Architect/Engineer Project Requirements Part III, Customer Service Facilities

Handbook AS-506, March 2000 Chapter 3, Construction Phase A/E Services
3-3.6 Records
A log must be maintained by the A/E. This log must be neatly and accurately recorded,
since it may subsequently be used in legal proceedings. Enter the following items every
inspection from the start to the completion of the project:

a. Progress Work. Status for work in progress, new work started, and current and
anticipated problems of scheduling and coordination.

b. Workforce. The number of foremen and mechanics for each trade at the site.

c. Weather. The high and low temperatures, precipitation, and a general description
of the 24-hour weather conditions.

d. Telephone Calls. All pertinent conversations.

e. Site Visits. The names, titles, and official capacity of all persons, with times and
purposes of visits noted. For Postal Service payment to be approved, A/E person-
nel making authorized site visits must sign in at the site.

f. Miscellaneous Items. The A/E must note all work or material in place that does
not correspond with drawings or specifications, as well as all other problems or
abnormal occurrences that have arisen during each day. Include notations of any
particular lack of activity. Note corrective actions taken.

3-3.7 Construction Project File

The A/E must maintain a construction project file that contains all appropriate and nec-
essary records that document the execution of the construction contract. The construc-
tion project file must consist of copies of the original documents, not the original
documents. The construction project file must include, but is not limited to, the following
categories (when applicable):

a. Initial submittals for approval:

# Schedule of values.
# Construction schedule.
# System construction estimate breakdown.
# List of subcontractors.
# Qualifications of testing agencies and project personnel.
# Shop drawings submittal log.

b. Correspondence:

# Correspondence.

c. Meeting minutes:

# Preconstruction conference.
# Monthly progress meetings.
# Coordination meetings.

Architect/Engineer Project Requirements Part III, Customer Service Facilities 137

Handbook AS-506, March 2000 Chapter 3, Construction Phase A/E Services
 d. Job drawings:

# Contract drawings.
# Supplemental clarification drawings.
# Drawings containing changes.
# Coordination drawings.

e. Shop drawings:

# Shop drawings (those that have been reviewed and approved as final).
# Shop drawings log.
# Samples.

f. Test reports:

# Testing log.
# Tests.

g. Substitution request:

# Justification and determination, including:

# Contracting officer’s decision.
h. RFI log:

# RFI log.
# General contractor-initiated requests.

i. Schedules:

# Construction progress schedule.

# Equipment and procurement schedules.
# Submittal schedule.
# O&M training schedule.
# Occupancy schedule.

j. Requisitions:

# Approved requisitions for payment.

k. Certified payrolls:

# Certified payrolls.

l. Monthly and quarterly submittals:

# General contract progress synopsis.

# Labor standards interview.
# Employee utilization report.
# Stored material log and invoices.
# Updated submittal log.
# Subcontractor minority business enterprise (MBE) form.
# Schedule of values.

138 Architect/Engineer Project Requirements Part III, Customer Service Facilities

Handbook AS-506, March 2000 Chapter 3, Construction Phase A/E Services
m. Daily construction log:

# Inspector’s daily construction log.

# Contractor’s daily construction log.

n. Photos:

# Photographs.

o. Modifications and/or change orders:

# Form 4909, Findings of Fact for Contract Modifications.

# Scope of modification.
# Request for proposal, including:
# Contractor’s cost proposal.
# Subcontractor’s cost breakdown.
# Independent estimate (A/E or Postal Service).
# Reconciliation of estimates and proposal.
# Analysis of schedules.
# Negotiation record.
# A/E’s recommendation (if applicable).

p. Claims:

# Claims log.
# Claims:
# Independent estimate (A/E or Postal Service) of claim.
# Reconciliation of estimates and claim.
# Analysis of schedules.
# Negotiation record.
# A/E’s recommendation (if applicable).
# Contracting officer’s final decision.

q. Small, minority, and woman-owned business subcontracting:

# Initial subcontracting plan.

# Reports.
# Meeting minutes.

r. Construction reports:

# Employee wages.
# Progress.
# Prefinal.
# Final.

s. Closeout documents and documentation:

# Punch lists:
# Prefinal punch list.
# Final punch list.

Architect/Engineer Project Requirements Part III, Customer Service Facilities 139

Handbook AS-506, March 2000 Chapter 3, Construction Phase A/E Services
 # Final inspection and acceptance:
# Contractor’s request for inspection.
# Prefinal inspection.
# Final inspection report.
# Certificates:
# Certification of Asbestos and Lead Paint Usage.
# Certificate of lead-free water.
# Certificate of Accessibility and Architectural Barriers Survey.
# Closeout:
# Form 1233, Project Financial Change/Completion Report.
# Inventory sheet.
# Form 1233-B, Project Completion Report (Personal Property Identifi-
cation and Cost Allocation).
# Form 4209, Project Authorization.
# Form 7307, Contractor’s Release.
# Notification to surety, project acceptance, and total contract amount.
t. Project acceptance letter:

# Project acceptance letter.

u. O&M manuals:

# List of required operations and maintenance manuals.

# One copy of each manual.
# List of attendees at operations and maintenance training.

v. Warranties and guarantees:

# Warranty and guarantee log.

# Warranties and guarantees.

w. Performance evaluation:

# Form 5002, Construction Contractor Performance Evaluation.

x. As-built drawings:

# Final contract drawings.

# Final shop drawings.

y. One-year warranty inspection:

# Inspection report.

z. Postoccupancy evaluation and review:

# List of warranty items.

# Resolution of inspection items.
# Notification letter.

140 Architect/Engineer Project Requirements Part III, Customer Service Facilities

Handbook AS-506, March 2000 Chapter 3, Construction Phase A/E Services
aa. Administration miscellaneous:

# Cure notice (issue at any time performance is jeopardized except within 10

days of completion).
# Show cause letter.
# Termination for default.

3-3.8 Quality Control and Inspection ! Clause B-33

The A/E must observe the construction, materials, and workmanship to ensure that Handbook P-2, 6.3.1
they comply with plans, specifications, and other contract documents. The following
must be observed at suitable times during the progress of the work:

a. Benchmarks and building layout.

b. Dimensions and grades.

c. Excavations.

d. Soil under footings.

e. Public utility connections.

f. Foundation sizes and reinforcing.

g. Pile driving.

h. Caisson work.

i. Concrete forms.

j. Concrete tests.

k. Concrete reinforcing.

l. Structural frames.

m. Floor openings, sleeves, and hangers.

n. Quality and placing of concrete.

o. Weather precautions.

p. Masonry layout, materials, bonding, anchorage, and flashings.

q. Setting of frames and prefabricated elements.

r. Partition layout.

s. Temporary enclosures, heat, and light.

t. Protection of finished work and roofing.

u. Setting of doorframes.

v. Partition construction.

w. Plaster work.

x. Tile work.

Architect/Engineer Project Requirements Part III, Customer Service Facilities 141

Handbook AS-506, March 2000 Chapter 3, Construction Phase A/E Services
 y. Electrical work.

z. Mechanical work.

aa. Special equipment.

bb. Elevators.

cc. Furring and lathing.

dd. Plumbing work.

ee. Cabinet work.

ff. Finishes.

gg. Painting and papering.

hh. Hardware.

ii. Inspection and tests.

As related to MSBD projects, the amount of time required to properly inspect the con-
struction installation is at the contracting officer’s discretion.

3-3.9 Progress Photographs

The A/E must provide photographs during construction in the manner indicated below:

a. Twelve photographs are to be taken each month during construction to properly

record the sequence of construction and the placement of major building compo-
nents and to show the status of each specific building system. Photographs
should be taken during field visits and should show specific progress of conform-
ing and nonconforming items of work. Follow-up photographs must be taken to
show correction of nonconforming work items. All photographs are to be marked
on the back with the name of the project, city, state, date taken, photographer’s
name, and the negative number.

b. The A/E, in consultation with the contracting officer, is to select two pictures for the
month. Two 8-inch x 10-inch color prints are to be made of these pictures. Photo-
graphs are to be submitted to the contracting officer.

3-3.10 Schedule of Values and Payments ! Clause 1-3

The A/E must review the contract value breakdown on the initial schedule of values Handbook P-2, 6.4.5
submitted by the contractor. The A/E must notify the contracting officer of construction
activities that are not included on the schedule of values as well as the reasonableness
of the costs assigned to each scheduled item. The A/E must ensure that the schedule
of values is not “front-end loaded.”

The contractor is required to submit to the contracting officer for approval a schedule of
values of the various costs of the work, by trade, aggregating to the total sum of the
contract. This cost breakdown must be realistic because it will be used as a basis for
progress payments to the contractor. The A/E is responsible for the following:

a. Approving the selection and number of activities.

142 Architect/Engineer Project Requirements Part III, Customer Service Facilities

Handbook AS-506, March 2000 Chapter 3, Construction Phase A/E Services
b. Revising and analyzing the monthly update of the master schedule and progress
chart, where applicable.

The A/E is responsible for certifying Form 4211-B, Invoice and Payment Authorization
(Facility and Fixed Mechanization Contract), which is submitted monthly by the con-
tractor, after reviewing the schedule of values and substantiating data submitted by the
contractor. This form, which certifies the accuracy of the progress payments, must be
signed by a designated representative of the A/E firm and forwarded to the contracting
officer for signature.

3-3.11 Clarifications
The A/E must furnish written interpretations and drawings necessary for the proper
execution of the work with reasonable promptness so that the contractor can execute
the work without delay. All interpretations and decisions must be consistent with the
intent of the contract documents. These interpretations must not cause changes in the
time or money required to execute the construction contract.

" Building Design

3-3.12 Operating Tests Standards, Master
Specification 01450
The A/E must ensure that all required tests are executed at the proper time. The con-
Handbook P-2, 6.3.1
tract administrator or representative must be present for all tests.

3-3.13 Training
Training furnished by the contractor must be coordinated with the A/E and the Postal
Service. The A/E must ensure that all maintenance and operational training is sched-
uled and provided to Postal Service personnel as required by the solicitation docu-
ments, and that the operation of the systems is in accordance with the intent of the
design, particularly with regard to energy conservation operation procedures.

Training must not be scheduled or conducted until after all testing has been satisfacto-
rily completed and until after the Postal Service trainees have had ample time to review
the approved operation and maintenance manuals.

3-3.14 Guarantees and Instructions

As the contractor completes the work, he or she must submit the following items to the
A/E for approval:

a. All required operating instructions.

b. The schedule of training on the operation and maintenance of the various systems
and equipment.

c. Complete keying schedule with master, submaster, room, and special keys. All
keys must be properly marked or tagged.

d. All required guarantees and certificates of inspection.

e. Certified air balance reports, with a cover letter from the A/E stating that HVAC
systems satisfy the contract requirements.

Architect/Engineer Project Requirements Part III, Customer Service Facilities 143

Handbook AS-506, March 2000 Chapter 3, Construction Phase A/E Services
 The A/E forwards all of the above to the occupying postmaster with copies transmitted
to the contracting officer.

3-3.15 Preoccupancy Safety and Health Inspection Handbook P-2, 6.3.1-15

When construction is between 90 percent and 100 percent complete, an on-site Postal
Service team, which includes the A/E, must inspect the construction work and report to
the CO any deficiencies noted during the inspection. The inspection must be conducted
in accordance with Management Instruction AS-510-87-3, Compliance With OSHA
Standards  Facility Construction Program.

3-3.16 Accessibility Inspection Handbook P-2, 6.3.1-16

Before the Postal Service accepts the facility, the COR, the A/E, and the CM (if any)
must inspect the facility, and the A/E or CM must furnish a signed statement certifying
that the facility has been constructed to be in compliance with Handbook RE-4, Stan-
dards for Facility Accessibility by the Physically Handicapped.

The A/E must provide a Certificate of Accessibility prior to contract closeout. Handbook P-2, 6.3.2-30

3-3.17 Preliminary Completion Inspection Handbook P-2, 6.3.2-13

To expedite closeout procedures, a preliminary completion inspection may be con-

ducted jointly with the preoccupancy safety and health inspection. The COR, A/E, or
CM conducts the inspection and assembles a list of work items remaining to be com-
pleted or corrected. This is a “preliminary punch list” that is provided to the contractor to
assist the contractor in expeditiously completing the work.

The contractor should have available at the preliminary inspection all O&M manuals,
instructions, and equipment warranties and guarantees required by the contract speci-
fications. O&M manuals, instructions, and equipment warranties and guarantees not
available at the preliminary inspection should be identified on the preliminary punch list
and must be submitted prior to the substantial completion inspection.

3-3.18 Substantial Completion Inspection Handbook P-2, 6.3.2-14

thru 6.3.2-152
A substantial completion inspection must be conducted on every construction project to
accomplish all the following purposes:

a. Determine whether or not the work is substantially complete.

b. Prepare a punch list of work items that must be completed and corrected in order
to conform to the requirements of the construction contract and achieve final
completion.

c. Receive final approval submittals from the contractor.

The substantial completion inspection should be conducted by the COR and the A/E
and/or CM accompanied by the contractor and representatives of the occupying or-
ganization. This inspection team should include the same persons who participated in
the preliminary inspection and environmental professionals as appropriate.

The inspection team must review the facility for compliance with the contract docu-
ments, surveying the facility room by room and ensuring that all equipment is in good

144 Architect/Engineer Project Requirements Part III, Customer Service Facilities

Handbook AS-506, March 2000 Chapter 3, Construction Phase A/E Services
working order. All items listed on the preliminary punch list must be reinspected, and all
tests originally listed as unacceptable must be executed again. The inspection team
must proceed with the inspection in order to prepare a substantial completion punch list
of all remaining defects and omissions. The list must be precise, giving all information
necessary to locate and correct deficient items. By the time the inspection is com-
pleted, the COR must recommend whether or not the project is substantially complete.

The A/E must make it clear to the contractor that the Postal Service will not conduct
special inspections to determine substantial completion until there is sufficient evidence
to indicate that this condition may have been attained.

The A/E must ensure that if the following items have not been previously submitted,
they must be submitted by the contractor at the substantial completion inspection for
transfer to appropriate parties, as the contract may require:

a. A complete set of as-built drawings annotated to show all authorized changes and
variations from the original contract drawings.

b. All outstanding operation and maintenance manuals and instructions for equip-
ment items.

c. All environmental operating permits, manifests, etc.

d. All outstanding equipment warranties and guarantees.

e. Keys.

f. Spare parts.

g. Occupancy permit (for leased facilities) and inspection certificates.

3-3.19 Final Completion Inspection Handbook P-2, 6.3.2-16

Upon receipt of notice from the contractor that substantial completion punch list items
have been completed or corrected, the A/E and the designated postal representatives
must inspect these items by comparing them to the punch list and must confirm their
completion in writing when appropriate. This may be done by sending a confirming let-
ter or by checking off, annotating, and initialing a copy of the substantial completion in-
spection punch list for each party. When it has been confirmed that the contractor has
completed all the items on the substantial completion inspection punch list, final com-
pletion of the contract has been achieved.

3-3.20 Final Payment Review

The contractor must apply for final payment on Form 4211-B, as in the case of the
progress payments, and must attach a completed Form 7307.

The A/E must review the contractor’s request for final payment and recommend to the
Postal Service whether or not it is to be paid.

Architect/Engineer Project Requirements Part III, Customer Service Facilities 145

Handbook AS-506, March 2000 Chapter 3, Construction Phase A/E Services
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146 Architect/Engineer Project Requirements Part III, Customer Service Facilities

Handbook AS-506, March 2000 Chapter 3, Construction Phase A/E Services
Part III
Customer Service Facilities

4 Postconstruction Phase A/E Services

4-1 Design Services After Construction (Options)

4-1.1 Record Drawings and Specifications ! Clause B-57

The construction contract documents require the contractor to provide the A/E with " Building Design
drawings and specifications incorporating the revisions and changes made during con- Standards, Master
Specification 01780
struction up to acceptance of the project. The contractor must, during the progress of
the work, keep a master set of prints on the job site, on which is kept a careful and neat
record of all deviations from the contract drawings prepared by the A/E that have been
made during the course of the work. The A/E must review the contractor’s as-built
drawings monthly to ascertain the contractor’s compliance with this task before proc-
essing payment requests.

Upon completion of the project, these as-built prints must be certified as to their cor-
rectness by the signature of the contractor and turned over to the A/E for use in pre-
paring a permanent set of as-built record drawings. The A/E must revise the original
contract documents to indicate as-built conditions, including revisions in site and build-
ing area tabulations.

4-1.2 Contract Appeals Purchasing Manual

6.8.3
Appeals made by the contractor may be heard by the Postal Service Board of Contract ! Clause B-293
Appeals or the Claims Court. The resident engineer or other professionals having
knowledge of the dispute may be required to support the Postal Service during appeal
hearings. Reimbursement for these services will be at the same daily rates specified for
services included in Clause B-293, Architect/Engineer Field Duties During Construction
(Option), Section A, Items and Prices, of the A/E’s contract. In addition, travel expenses
are reimbursed to the extent that they would be allowable for Postal Service employees
under travel regulations in effect at the time of travel.

4-2 Field Services After Construction (Option)

" Building Design

4-2.1 Six-Month Postoccupancy Evaluations Standards

The purpose of the postoccupancy evaluations is to provide feedback to the Postal

Service that is necessary for improving the design standards. The A/E, at the direction
of the CO, may be required to participate in and/or review and provide an analysis of
postoccupancy evaluations. There are two different levels of postoccupancy
evaluations:

Architect/Engineer Project Requirements Part III, Customer Service Facilities 147

Handbook AS-506, March 2000 Chapter 4, Postconstruction Phase A/E Services
 a. Level One Postoccupancy Evaluation. A level one postoccupancy evaluation is
to be conducted on all types of newly completed facilities, as follows:

(1) The level one postoccupancy evaluation is accomplished by completing the

Postoccupancy Evaluation Questionnaire. This is completed by the post-
master or facility manager and the manager of the Administrative Support
unit.

(2) The Postoccupancy Evaluation Questionnaire is to be completed between 4

and 6 months after the facility has been occupied.

(3) The manager of Design and Construction at the FSO must send one copy of
the Postoccupancy Evaluation Questionnaire to the postmaster or facility
manager and another copy to the manager of the Administrative Support
unit.

(4) The completed questionnaire is to be returned to the manager of Design and

Construction for review and comments.

b. Level Two Postoccupancy Evaluation. Headquarters, with a specialized con-

sultant, will conduct a site visit and a more extensive evaluation for selected facili-
ties using the following tools:

(1) Employee Questionnaire. The consultant conducts these questionnaire in-

terviews during the site visit.

(2) Customer Interview. The consultant conducts interviews with customers

during the site visit.

The consultant prepares a narrative report with engineering studies of the findings
from the employee and customer interviews.

4-2.2 Guarantee Inspection

If defects become evident during the guarantee period, the Postal Service may author-
ize the A/E to investigate and report on them.

4-2.3 One-Year Warranty Inspection

The purpose of the one-year warranty inspection is to identify construction warranty
and/or guarantee defects before the end of the 1-year warranty period for new con-
struction and major repairs.

At least 4 weeks before expiration of the warranty date, the project manager or COR
will schedule and conduct the final one-year warranty inspection. Participants in the in-
spection will be the CO, the contractor, the local postal official, the COR or designee,
and the A/E. Before the one-year warranty inspection is conducted, all earlier noted de-
ficiencies not corrected should be listed.

The warranty log prepared at final acceptance is to be used as a checklist for each
warranted item to be inspected to ensure that it is performing satisfactorily. All warranty
deficiencies noted during the inspection must be listed, and a “draft” copy of the defi-
ciency list must be given to the contractor at the end of the inspection. The CO will for-
mally transmit the deficiency list to the contractor via a letter.

148 Architect/Engineer Project Requirements Part III, Customer Service Facilities

Handbook AS-506, March 2000 Chapter 4, Postconstruction Phase A/E Services
The local postal official will monitor the correction of warranty defects until such time as
all defects are corrected. The local postal official will also inform the COR as to the
status of uncorrected warranty deficiencies. The CO will notify the contractor’s surety
company if the contractor does not respond in a timely manner.

Architect/Engineer Project Requirements Part III, Customer Service Facilities 149

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150 Architect/Engineer Project Requirements Part III, Customer Service Facilities

Handbook AS-506, March 2000 Chapter 4, Postconstruction Phase A/E Services
Part IV
Repair and Alteration Contracts

Contents
1 Predesign Phase A/E Services ............................................................................ 153
1-1 Survey of Existing Facilities........................................................................... 153
1-2 Additional Services (Options) ........................................................................ 153
1-2.1 Boundary and Topographic Site Survey ................................................ 153
1-2.2 Subsurface Investigation........................................................................ 153
1-2.3 Investigative Services for Existing Facilities .......................................... 153
1-2.4 Traffic Impact Studies ............................................................................ 154
2 Design Phase A/E Services ................................................................................. 155
2-1 General Design Services .............................................................................. 155
2-1.1 General .................................................................................................. 155
2-1.2 Transmitting Submissions...................................................................... 155
2-1.3 Records Ownership ............................................................................... 156
2-1.4 Postal Service-Furnished Property ........................................................ 156
2-1.5 Changes................................................................................................. 156
2-1.6 Meetings................................................................................................. 156
2-2 Design Phase Services ................................................................................. 157
2-2.1 Concept Design Phase .......................................................................... 157
2-2.1.1 General ........................................................................................... 157
2-2.1.2 Submission Requirements .............................................................. 157
2-2.1.3 Concept Design Review Meeting .................................................... 169
2-2.2 Final Design Phase ................................................................................ 170
2-2.2.1 General ........................................................................................... 170
2-2.2.2 Submission Requirements .............................................................. 170
2-2.2.3 Final Design Review Meeting.......................................................... 175
2-2.3 Solicitation Phase................................................................................... 175
2-2.4 Submission Checklist............................................................................. 177
2-3 A/E Modifications of Design .......................................................................... 180
2-4 Additional Design Phase Services (Options) ................................................ 180
2-4.1 Perspective Drawing .............................................................................. 180
2-4.2 Supplementary Drawing......................................................................... 180
2-4.3 Roofing Consultant ................................................................................ 181
2-4.4 Fire Protection Consultant ..................................................................... 182
3 Construction Phase A/E Services ........................................................................ 183
3-1 Design Services During Construction (Options)............................................ 183
3-1.1 General .................................................................................................. 183
3-1.2 A/E Support Services ............................................................................. 183
3-1.3 Submission Review and Approvals........................................................ 184
3-1.3.1 Shop Drawings, Product Data, and Samples.................................. 184

Architect/Engineer Project Requirements Part IV, Repair and Alteration Contracts 151
Handbook AS-506, March 2000 Contents
 3-1.3.2 Coordination Drawings.................................................................... 186
3-1.3.3 Schedule of Values and Progress Payments.................................. 186
3-1.3.4 Schedules ....................................................................................... 186
3-1.3.5 Spare Parts Data............................................................................. 187
3-1.3.6 Warranties and Guarantees............................................................ 187
3-1.3.7 Operation and Maintenance Manuals ............................................. 187
3-1.3.8 Test Reports ................................................................................... 187
3-1.3.9 Change Orders and Contract Modifications.................................... 188
3-1.3.10 As-Built Drawings and Specifications............................................ 188
3-1.3.11 Electronic Format (As-Built Information) ....................................... 189
3-1.3.12 As-Built Photographs .................................................................... 189
3-1.3.13 Closeout Certificates ..................................................................... 189
3-2 Modifications of Design During Construction ................................................ 189
3-3 Field Services During Construction (Options) ............................................... 189
3-3.1 Requirement .......................................................................................... 189
3-3.2 General Responsibility ........................................................................... 189
3-3.3 Contract Administration.......................................................................... 190
3-3.4 Field Supervision.................................................................................... 191
3-3.5 Progress Meetings ................................................................................. 192
3-3.6 Records.................................................................................................. 192
3-3.7 Construction Project File........................................................................ 193
3-3.8 Quality Control and Inspection ............................................................... 196
3-3.9 Monthly Progress Photographs.............................................................. 197
3-3.10 Schedule of Values and Payments ...................................................... 198
3-3.11 Clarifications ........................................................................................ 198
3-3.12 Operating Tests ................................................................................... 198
3-3.13 Training ................................................................................................ 199
3-3.14 Guarantees and Instructions................................................................ 199
3-3.15 Preoccupancy Safety and Health Inspection ....................................... 199
3-3.16 Accessibility Inspection ........................................................................ 199
3-3.17 Preliminary Completion Inspection ...................................................... 200
3-3.18 Substantial Completion Inspection....................................................... 200
3-3.19 Final Completion Inspection................................................................. 201
3-3.20 Final Payment Review ......................................................................... 201
4 Postconstruction Phase A/E Services .................................................................. 203
4-1 Design Services After Construction (Options) .............................................. 203
4-1.1 Record Drawings and Specifications ..................................................... 203
4-1.2 Contract Appeals ................................................................................... 203
4-2 Field Services After Construction (Option).................................................... 203
4-2.1 Six-Month Postoccupancy Evaluations .................................................. 203
4-2.2 Guarantee Inspection............................................................................. 204
4-2.3 One-Year Warranty Inspection .............................................................. 204

152 Architect/Engineer Project Requirements Part IV, Repair and Alteration Contracts
Handbook AS-506, March 2000 Contents
Part IV
Repair and Alteration Contracts

1 Predesign Phase A/E Services

1-1 Survey of Existing Facilities
The architect and/or engineer (A/E) must perform all investigative survey, research,
and reviews that are necessary to prepare the design. All existing facilities must be sur-
veyed. This survey must include, but is not limited to,:

a. Analysis of the site.

b. Analysis of availability and capacity of underground and aboveground utilities.

The A/E's survey must analyze the existing facility's electrical, mechanical, and struc-
tural capabilities as well as review the existing drawings for critical inaccuracies. The
survey must include interviewing Operations and Maintenance personnel and measur-
ing field conditions.

1-2 Additional Services (Options)

1-2.1 Boundary and Topographic Site Survey Handbook AS-503

The A/E prepares, reviews, and coordinates the topographic and property line surveys, ! Clause FB-291
including easements, setbacks, and utility locations, necessary for completing the so-
licitation documents as described in the Boundary and Topographic Site Survey
(RETB, September 1996) found in Handbook AS-503, Standard Design Criteria. All
available Postal Service survey information must be provided to the A/E. The A/E must
coordinate required soil borings, quantity, locations, depth, analysis, etc., with the envi-
ronmental specialists.

1-2.2 Subsurface Investigation Handbook AS-503,

Module 1, 1-1.2
The A/E prepares, reviews, and coordinates the subsurface soil investigation as nec-
essary for preparation of the solicitation documents. If sufficient information is not ! Clause FB-291
available at the time of contract negotiation, the A/E must submit a proposal afterward.
This must be a technical proposal stating the fixed cost for accomplishing the work,
with breakdown of labor, time, materials, and unit costs sufficient to perform field work,
test soils, analyze results, and compile the report.

1-2.3 Investigative Services for Existing Facilities

The A/E must perform all field investigations, measurements, surveys, and testing of
existing facilities necessary to generate "as-built" drawings for the areas and systems
affected by the proposed work. Investigative tests must be the nondestructive type. The
A/E must visit the site, taking supporting personnel representing appropriate disciplines

Architect/Engineer Project Requirements Part IV, Repair and Alteration Contracts 153
Handbook AS-506, March 2000 Chapter 1, Predesign Phase A/E Services
 needed to inspect the existing conditions and to take measurements, notes, and pic-
tures, as needed, for preparing “as-built” drawings for areas and systems affected the
work.

1-2.4 Traffic Impact Studies

The A/E must perform a comprehensive traffic impact study if this task is included in
the contract. The traffic impact study must include analyses and evaluations of the im-
pact that the proposed construction would have on pedestrian and vehicular traffic, in-
cluding public mass transportation and public parking. The traffic impact study must
consider the proposed construction and also all long-term plans for future postal ex-
pansion. The traffic impact study must also address all restrictions due to traffic con-
gestion and the cost of all necessary traffic improvements. The A/E must attend public
meetings and hearings as required and make presentations as necessary to local and
governing authorities.

154 Architect/Engineer Project Requirements Part IV, Repair and Alteration Contracts
Handbook AS-506, March 2000 Chapter 1, Predesign Phase A/E Services
Part IV
Repair and Alteration Contracts

2 Design Phase A/E Services

2-1 General Design Services

2-1.1 General
These instructions describe the services, specifications, drawings, cost estimates, and
submissions to be provided by the A/E under an indefinite-quantity contract for profes-
sional services to the United States Postal Service. Delivery or performance will be
made only as authorized by work orders issued in accordance with the Ordering and
Work Order clauses of the contract. The listing and limits of the A/E’s scope of work
are delineated on the individual A/E indefinite-quantity contract work order.

During the negotiation of the contract, if the A/E elects to reject any of the performance
criteria listed in these instructions, the Postal Service may take any of the following ac-
tions:

a. Should the A/E be unable to meet a performance guideline contained herein (one
that the Postal Service considers essential to the terms of the contract), the Postal
Service may elect not to enter into a contract. If the A/E does not express reserva-
tions concerning specific performance guidelines during contract negotiations, it is
assumed that the A/E accepts the performance guidelines as written.

b. The Postal Service may modify or delete a specific performance guideline and
negotiate the fee accordingly.

c. The Postal Service may add additional performance guidelines if the A/E is re-
quired to furnish additional services determined to be beneficial to the Postal
Service.

Each of the guidelines stands on its own and relates to services for which the Postal
Service may contract within that work category. Contracts may be negotiated for all
work categories or for any one category.

The A/E services indefinite-quantity contracts are intended to be used on construction

projects that are repair and alteration in nature. These A/E services indefinite-quantity
contracts are performed under individual work orders for design services on in-place
indefinite-quantity contracts or a formally advertised fixed-price single project when the
estimated construction cost is $100,000 to $500,000.

2-1.2 Transmitting Submissions

The minimum quantity of submissions is to be determined at contract negotiations.
Each submission must be delivered on time and must be fully complete, containing all
deliverable items described for the respective phase of the project completion. When
submittals are found to be incomplete or lacking substance, the Postal Service may
reject the submission, and all additional information or drawings submitted, without

Architect/Engineer Project Requirements Part IV, Repair and Alteration Contracts 155
Handbook AS-506, March 2000 Chapter 2, Design Phase A/E Services
 further review until the A/E resolves the deficiencies. Corrections of deficiencies or
makeup of time delays is at the A/E's expense and at no additional cost to the Postal
Service.

To avoid unnecessary delays during the design process and the subsequent potential
for causing the construction cost to escalate, it is normally expedient to use Express
Mail when it is available. Use Priority Mail when mailing design submissions for Postal
Service review. The A/E must include the costs of mailing items in the design expense
as a lump sum price.

2-1.3 Records Ownership ! Clause 4-7

The Postal Service may, at its option, demand and take, without additional compensa-
tion, all records relating to the services provided under this agreement. The A/E must
turn over all such records upon request, but may retain copies of documents produced.

" Building Design

2-1.4 Postal Service-Furnished Property Standards, Master
Specification 01116
The A/E is responsible for ensuring that the design includes Postal Service-furnished
items, equipment, and property, as applicable. The A/E must edit and modify the list of Purchasing Manual
2.2.7
Postal Service-furnished items included in the Master Specification, section 01116,
published on the Building Design Standards CD-ROM. The A/E must verify all the di- ! Clause 2-11
mensions and must accommodate the structural and the utility (electrical, mechanical, ! Clause 2-12
etc.) requirements for all Postal Service-furnished items. The A/E must ensure that the ! Clause 2-13
design clearly defines the extents and limits of the items furnished by the Postal Serv-
! Clause 2-14
ice and clearly identifies all components necessary for a complete installation.
! Clause FB-255
! Clause FB-234
2-1.5 Changes
Changes must be administered as follows:

a. The A/E must not undertake work that the firm considers to be a cost or schedule
modification to the contract without prior written authorization from the contracting
officer.

b. Changes in the scope of work or in the initial A/E contract are considered contract
modifications.

c. Modifications required before construction contract award are prepared by the A/E
only after the contracting officer has accepted the proposed modifications in
writing.

d. The A/E must prepare the necessary design drawings and specification revisions
and must fulfill all applicable services related to the modification as though they
were contained in the original scope of work.

2-1.6 Meetings
The A/E must deliver the required submittals to the Postal Service offices designated
by the project manager in sufficient time to allow for review before the design review
meetings. A minimum of 21 calendar days should be allowed for Postal Service to re-
view and schedule the review meeting.

156 Architect/Engineer Project Requirements Part IV, Repair and Alteration Contracts
Handbook AS-506, March 2000 Chapter 2, Design Phase A/E Services
An A/E representative is to attend all local field review meetings.

2-2 Design Phase Services

2-2.1 Concept Design Phase

2-2.1.1 General

The concept design consists of the architectural and engineering plans, elevations,
sketches, diagrams, analyses, estimates, cost benefit justifications, and other data
needed to clearly describe the recommended design. The concept design phase data
must be developed into a comprehensive design development presentation of the ba-
sic design for all disciplines.

All disciplines must justify using the type of building system they recommend (i.e.,
heating, ventilation, and air-conditioning (HVAC) systems, electrical systems, lighting,
fuel, structural, framing, bay spacing, mechanization, walls, roofing membrane, and
insulations). The recommendations must be substantiated by detailed cost and sup-
porting analyses.

Postal Service acceptance of the concept submission establishes the final building and
site layout. Postal Service acceptance of this submission gives the A/E functional and
operational authorization to proceed with the design toward the final solicitation pro-
posal documents.

When concept designs as submitted do not meet Postal Service functional require-
ments, or when additional sketches or revised development plans are required to clarify
and ensure mutual understanding of the proposed design, additional submittals or
sketches may be required. The A/E provides such submittals, sketches, or resubmittals
necessary to continue the design development of the project at no cost to the Postal
Service if the scope of work remains unchanged.

2-2.1.2 Submission Requirements

The following submission requirements are to be coordinated with the A/E scope of
work in accordance with the individual work order. The A/E must submit the concept
design to the Postal Service offices designated by the project manager in sufficient
time to allow for it to be reviewed before the concept design review meeting. The con-
cept design submission must be complete and contain all of the required material.

Building plans must be at a scale of 1/16 inch = 1 foot except for MSBD drawings. If a
larger plan detail is necessary to fully explain the development of the design, the draw-
ing may be drawn at a larger scale. The A/E must not anticipate preparation of working
drawings by using larger than needed drawing scales (thereby increasing the number
of drawings and work effort), because the design development as represented by the
concept submission may need to be further changed and refined to complete the de-
sign. Drawings must show Postal Service Data Systems (PSDS) equipment where re-
quired.

The concept design consists of the following minimum components (as they apply to
the specific project):

Architect/Engineer Project Requirements Part IV, Repair and Alteration Contracts 157
Handbook AS-506, March 2000 Chapter 2, Design Phase A/E Services
 a. Site Utilization Plan. The site utilization plan must be prepared as a single overall
plan on one sheet and must include, at a minimum, the following:

(1) Building.

(2) Property lines.

(3) Parking locations (by dimensions).

(4) Topography.

(5) Traffic flow.

(6) Entrances.

(7) Prevailing wind direction.

(8) Availability of utilities.

(9) Proposed utilities.

(10) Building expansion capability.

(11) Stormwater drainage.

(12) Anticipated off-site or on-site easements and construction.

(13) Potential problems associated with site utilization.

(14) Wetland delineation.

(15) Other pertinent information.

b. Site Restrictions and Improvements. The A/E must investigate and identify all
site restrictions and limitations, local ordinances, and legal building requirements
pertaining to the proposed facility. The A/E must identify all site restrictions and
improvements necessary to ensure a complete and comprehensive design for the
construction and operation of the facility. The A/E must include the time and cost
of all items for which the permit process or construction process requires a long-
lead time. The A/E must be prepared to discuss this information at the design re-
view meeting. The A/E's investigative effort must include, but not be limited to, the
following:

(1) Utilities.

(2) Easements.

(3) Rights-of-way.

(4) Street improvements.

(5) Bonds.

(6) Fees.

c. Civil Design. The A/E must provide a comprehensive civil design. The civil design
must include design data and drawings identifying the following:

(1) Stormwater. Include the site’s stormwater drainage design criteria, such as
design storm frequency and duration curves, storm frequency adopted by the
local jurisdiction, and all other considerations to substantiate the proposed

158 Architect/Engineer Project Requirements Part IV, Repair and Alteration Contracts
Handbook AS-506, March 2000 Chapter 2, Design Phase A/E Services
 design. Submit the site survey and subsurface investigation reports, if re-
quired, no later than the concept design submission.

(2) Streets. Show street names, directions of traffic, width and number of traffic
lanes, dimensions of pavement, rights-of-way, easements, traffic lights, and
traffic survey data, as required. Provide the names of jurisdictions controlling
street rights-of-way.

(3) Driveways and Parkways. Indicate the direction of traffic, dimensions of

driveways, parking spaces, concrete aprons, and the number of each type of
vehicle space. Identify the locations of truck, employee, official, and customer
parking. Indicate buildings and other features on adjacent property within 10
feet of property lines. Show area requirements for future building expansion
by dotted lines.

(4) Pavement Design. Justify the pavement design by design analysis and eco-
nomic rationales.

(5) Grades. Establish a clear understanding of the existing and proposed site
grading and surface drainage requirements.

(6) Site Utilities. Show the layout, size, and invert elevations of all sanitary and
storm sewers, water and gas mains, and telephone and electrical lines avail-
able or required to serve the site.

(7) Miscellaneous Features. Show the locations and extent of site security
fencing, gates, guardhouses, and lighting poles. Indicate areas to be land-
scaped.

(8) Vicinity Map. Provide a small inset vicinity and site location plan showing the
site location with respect to major highways, airport, the business district, and
the like.

(9) Easements. Show the location and extent of all required off-site and on-site
easements or rights-of-way. Note fees required by local ordinances or utilities
to be paid by the Postal Service before construction.

(10) Legal Description. All easements, rights-of-way, and the like must be identi-
fied at this stage by a legal description and a metes and bounds survey tied
to a corner description of the Postal Service site. If an easement or permit
must be acquired, the A/E must notify the Postal Service no later than the
concept design review meeting.

(11) Off-Site Construction. Show the location and extent of all off-site construc-
tion that is required and all easements that must be obtained.

(12) Subsurface Soils Investigation Report. If the A/E is required to provide a

subsurface soils investigation report as an additional predesign phase serv-
ice, the A/E must submit the report, including the boring logs, along with the
concept design.

d. Site Plan. The A/E must provide an overall site plan on one sheet showing
streets, building locations, landscaping, parking, and so forth. This plan may be
combined with the civil design plan if all the required features can be clearly
shown. The site plan must present a table with the number and types of parking
spaces. The site plan must also include the tabulations (as dictated by the project
requirements) for:

Architect/Engineer Project Requirements Part IV, Repair and Alteration Contracts 159
Handbook AS-506, March 2000 Chapter 2, Design Phase A/E Services
 (1) Building coverage.

(2) Platform coverage.

(3) Landscaping.

(4) Driveways.

(5) Parking and maneuvering areas.

(6) Sidewalks.

e. Architectural Floor Plans. The floor plan scales for drawings must be as speci-
fied and provided on the Building Design Standards CD-ROM. Building floor plans
are to be drawn at a scale of 1/8 inch = 1 foot. Lobby plan layouts and other areas
requiring larger detail to fully explain plan concepts may be drawn at a scale of 1/4
inch = 1 foot. When a 1/8 inch = 1 foot scale building plan does not fit on a single
drawing sheet, provide an additional overall building plan at a smaller scale. The
floor plans at the design phase must, at a minimum, include the following:

(1) Overall dimensions.

(2) Location and relationship of all building spaces.

(3) Mezzanines (if applicable).

(4) Lookout galleries (LOGs) and closed-circuit television (CCTV) camera loca-
tions) (if applicable).

(5) Breakouts (if applicable).

(6) Major nonfixed mechanization (such as letter sorting machines; cull, face,
cancel machines; and the like) (if applicable).

(7) Registry and key cages.

(8) Locations for future equipment that will require power, etc.

The A/E must also provide an overall small-scale (1/16-inch preferred) compre-
hensive floor plan on one sheet.

f. Additional Architectural Plans and Designs. In addition to the architectural floor

plans, the A/E must provide the following (as dictated by the project
requirements):

(1) Lookout Gallery (LOG) Plan (if applicable). Provide a separate composite
LOG plan showing architectural, structural, and mechanical interfaces and
floor elevations. Include typical details showing view points, breakouts, and
ladder arrangements.

(2) CCTV Camera and Surveillance Plan (if applicable). Provide a separate
composite CCTV camera plan showing camera locations. The CCTV cam-
era plan must include major structural, architectural, mechanical, and electri-
cal elements affecting camera view. Each proposed CCTV camera location
must indicate the camera’s field of view.

(3) Lobby Plan (if applicable). Provide a separate plan showing post office box,
self-service, and service lobby functional arrangements and equipment loca-
tions. Include a complete list of equipment that is provided by the Postal
Service that is to be installed by the contractor.

160 Architect/Engineer Project Requirements Part IV, Repair and Alteration Contracts
Handbook AS-506, March 2000 Chapter 2, Design Phase A/E Services
 (4) Roof Drainage Plan (if applicable). Provide a small-scale roof plan for all
buildings showing roof slopes, drain locations, overflow protection, and roof-
mounted equipment.

(5) Finish Schedule. Provide an interior finish schedule for principle types of
spaces (i.e., workroom, office, lobby, support, platform, toilet, and locker
rooms) including a proposed color schedule.

(6) Color and Material Panel. Provide a preliminary color and material panel
showing chips of paint colors and samples of material and colors for carpets,
paneling, and floor covering proposed for interior finishes. The color and
material panel must include samples or chips of colors of exterior building
finishes and materials, especially those related to a renovation project where
the existing material must be matched. Also include samples of chips of col-
ors for fixed mechanization equipment by system, except for tray conveyors
which may be the manufacturer's standard color.

(7) Fire Exit Plan With Code Summary. Provide a fire exit plan that includes a
code summary. The fire exit plan must conform to all national, state, and lo-
cal requirements.

(8) List of Postal Service-Furnished Equipment. Coordinate and confer with

the Postal Service to develop a list of equipment and items that the Postal
Service will furnish to the construction contractor. Provide a list of all Postal
Service-furnished equipment with the concept design submission.

g. Elevations and Perspective Sketches. The A/E must prepare a minimum of

three alternate perspective sketches to show the overall site development, build-
ing massing, and design concept. In addition, the A/E must provide supplementary
sketches showing interior and exterior features, such as customer entrances, em-
ployee entrances, and interior views, necessary to explain the design concepts.

Perspective sketches must be single-line drawings, either hard-line ruled or con-

trolled freehand delineations in color, using watercolor marker or colored pencil
(renderings generated on computer-aided design (CAD) equipment and three-
dimensional (3D) modeling are acceptable). Sketches must indicate materials,
finishes, fenestration, and site landscaping.

The A/E must furnish black-and-white copies of the alternate perspective sketches
with the concept design submission and submit the color sketches during the con-
cept design review meeting. The A/E must present the sketches, discuss alter-
nates, and recommend designs, with supporting justifications, to the Postal
Service during the design review meeting. All items of discussion and design di-
rection must be noted by the A/E and incorporated into further design submission
required at the final design phase.

h. Sections and Details. The A/E must provide overall cross sections through typi-
cal parts of the building, along with typical wall sections, showing the intended
construction. Sections must clearly show the proposed roof system as well as
ceiling heights of all major spaces. The A/E must show all floor and wall openings.
Details for these openings must be provided at the final design phase.

i. Structural (if applicable). The A/E must provide structural data defining the
applicable building code, occupancy and “use-group” classification, fire resistive
ratings, design loads, and the design strength of materials. The A/E must include
a layout of a typical workroom bay for the proposed foundation and structural

Architect/Engineer Project Requirements Part IV, Repair and Alteration Contracts 161
Handbook AS-506, March 2000 Chapter 2, Design Phase A/E Services
 framing system. The A/E must also evaluate the functional and economic merits
of each proposed foundation system and at least three structural framing systems.

j. Space Conditioning (if applicable). The A/E must describe the proposed heat-
ing and air-conditioning systems, including the detailed functional and economic
rationale for selecting these systems. The proposed space conditioning systems
must be based upon a 20-year life-cycle functional and economic evaluation. The
A/E must provide the following:

(1) Layouts of all heating and air-conditioning systems. The layout drawings
must show:

(a) Equipment and proposed zoning and control for the entire building or
facility.

(b) Room identification, including room name and room number.

(c) Location and arrangement of all major equipment along with the space
allotted for servicing and maintaining the equipment.

(d) Ductwork using double lines.

(2) In addition to the layout drawings:

(a) Drawings and a narrative description of the method of control for all
major equipment and systems.

(b) A schematic flow diagram for each major system.

(c) A tabulation with capacity of each major piece of equipment.

(a) An analysis of the utility systems containing calculations and economic Handbook AS-503,
studies on Form 2215, Energy and Equipment Life Cycle Cost Analysis, Module 2A, Chapter 4,
Appendix
and Form 2238, Thermal Load Estimate Calculations.

k. Plumbing (if applicable). The A/E must provide plumbing drawings showing the
locations and general arrangement of all plumbing fixtures and major equipment.
The A/E must also submit a list of narrative descriptions of the types of plumbing
fixtures and equipment proposed for use. The A/E must base the proposed
plumbing system on functional and economic considerations.

l. Fire Protection (if applicable). The A/E must summarize applicable code re-
quirements, including fire zone, fire resistance requirements of major compo-
nents, area and height limitations, standpipe and sprinkler coverage, and hazard
classification. The A/E must indicate the method of operation and alarm signaling
features and describe special protection features and the extent of the fire protec-
tion system. The A/E must obtain and include data such as hydrant flow tests, in-
cluding static pressure, flow available in gallons per minute, associated residual
pressure at the point of supply, and the size of the supply main. The A/E must
provide basic information and calculations on the water supply, including its
source. The A/E must take advantage of provisions in applicable building codes
that permit increases in building heights and area limits when sprinkler systems
are installed.

m. Electrical. The A/E must provide all of the following for the proposed electrical
system:

162 Architect/Engineer Project Requirements Part IV, Repair and Alteration Contracts
Handbook AS-506, March 2000 Chapter 2, Design Phase A/E Services
 (1) The A/E must provide a narrative description of the following:

(a) Operation of the proposed electrical distribution system.

(b) Wiring methods and materials.

(c) Details of the proposed typical lighting fixtures for:

i. Offices.

ii. Workrooms.

iii. Platforms.

iv. Lobbies.

v. Exterior.

Selection of the proposed system must be based on the results of preliminary

calculations and economic studies, using representative areas based as
block area loads.

(2) In addition to the narrative description, the A/E must provide:

(a) Single-line diagrams of the electrical distribution system.

(b) Single-line diagrams of the fire alarm system.

(c) Single-line diagrams of the telephone system.

(d) Single-line diagrams of the sound system.

(e) Single-line diagrams showing how the electrical and telephone systems
tie in with local utilities.

(f) Drawings showing proposed locations of major items of electrical

equipment and LOGs.

(g) Partial layouts of typical lighting in major areas showing proposed fix-
tures, spacing, and illumination levels (in foot-candles).

(h) Drawings showing power locations and details for Postal Service spe-
cialized equipment.

(3) The A/E must furnish written confirmation of the availability of service and the
rates from the local utilities.

(4) The workroom and platform illumination levels must be calculated and com-
pared with and without at least two levels of daylight.

(5) The A/E must perform a life-cycle cost evaluation for lighting areas by using
natural light instead of man-made light.

Note: The electrical design (narrative and drawings) must include structured wir-
ing information.

n. Other Utility Systems. The A/E must provide descriptions, locations, tables, and
calculations for all miscellaneous building or facility equipment such as mechani-
cal door operators, dock ramps, scales, and the like.

Architect/Engineer Project Requirements Part IV, Repair and Alteration Contracts 163
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 o. Environmental Studies (if applicable). The Postal Service provides the A/E with
copies of the required environmental studies (i.e., environmental impact state-
ment, environmental assessment, floodplain impact study, hazardous waste site
assessment, etc.). The A/E must assess all mitigation measures identified in the
environmental studies and ensure that all items identified in these studies as hav-
ing an adverse environmental effect are mitigated by the concept design. The A/E
must ensure that all permits listed in the environmental studies as being required
for the project are obtained.

The A/E may be required to provide environmental studies. Environmental studies

are additional services (optional) to the base A/E scope of services and are further
defined in section 1-2 of this part.

p. Code Analysis. The A/E must submit a complete code analysis with the concept
design. The A/E must investigate and identify all applicable governing codes, ordi-
nances, and legal building requirements pertaining to the proposed facility. The
code analysis must include the time and cost of all items for which the permit pro-
cess or construction process requires a long-lead time. The code analysis must
include:

(1) Code Listing. The code analysis must include a complete listing of all appli-
cable codes, ordinances, and regulations, including but not limited to,:

(a) All applicable Occupational Safety and Health Administration (OSHA)

codes.

(b) All applicable National Fire Protection Association (NFPA) codes.

(c) All applicable state codes.

(d) All applicable local codes.

(e) Zoning regulations.

(f) Ordinances.

(2) Small-Scale Floor Plan. The code analysis must include a small-scale floor
plan of the total building that shows the following:

(a) Locations of all required fire exits.

(b) Exit units.

(c) Rated walls and structures.

(d) Smoke vents.

(e) Smoke curtains.

(f) Paths of travel indicating actual distances. (Workrooms with long travel
distances are often a problem and must be carefully considered.)

(3) Alternatives. The code analysis must identify conflicts with applicable codes
and provide alternative solutions. For codes for which the Postal Service is
the "authority having jurisdiction," which is often the case with the NFPA; the
A/E must submit a written request with a full justification when recommend-
ing a special ruling, equivalent or superior to the intent of the codes, the A/E
believes is required to provide a safe and economical design.

164 Architect/Engineer Project Requirements Part IV, Repair and Alteration Contracts
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q. Building Area Tabulations. The A/E must include the following items with the
building area tabulations submitted with the concept design:

(1) Single-Line Floor Plan. The A/E must submit a single-line small-scale floor
plan (1/8 inch = 1 foot scale preferred) of the entire customer service facility
and related areas. The single-line floor plan must clearly designate the num-
ber and name of each functional space and the overall building dimensions
and must include the building tabulation lists as they relate to the customer
service areas.

(2) Building Area Tabulation Lists. Building area tabulation lists must be in-
cluded on the single-line floor plan and also must be submitted separately.
The MSBD program calculations are acceptable when applicable. The build-
ing area tabulation lists must include the following information:

(a) The location for each functional area by number and name in the order
in which it appears in Form 919 or 929.

(b) The net area for each functional area shown on the Form 919 or 929.

(c) The net area provided for each functional area.

(d) The percentage of deviation from Form 919 or 929 for each area.

(e) Subtotals for each group of related functional areas.

(3) Building Areas and Calculations. The building or facility areas are calcu-
lated as discussed below:

(a) Gross Area. The gross area of a building is defined as the building
footprint measured to the outside of exterior walls and adding mezza-
nine and LOG splines, calculated as 100 percent. Loading dock plat-
form is calculated as 100 percent for both closed and open loading.
Carrier loading is not included unless the loading area is completely
covered. Covered carrier loading when the entire loading area, including
driveways, is completely covered is calculated as 50 percent of the area
under roof. Enclosed covered carrier loading is calculated as 100 per-
cent.

The following guidelines are used to determine gross areas:

Not
Included Included
in Gross in Gross
Location or Space Area Area
Full area of lookout gallery system X
Mezzanines X
Platforms enclosed by exterior walls X
Covered platforms outside exterior walls X
Necessary circulation aisles X
Door recesses X
Coat closets X
Canopied areas X

Architect/Engineer Project Requirements Part IV, Repair and Alteration Contracts 165
Handbook AS-506, March 2000 Chapter 2, Design Phase A/E Services
 The gross area of the facility must be kept to a minimum and must not
exceed the estimated gross area agreed upon at the negotiation meet-
ing.

(b) Net Area. The net area of a building is defined as the area within each
room or space calculated from finished wall surface to finished wall
surface, exclusive of canopied area. The following spaces must be de-
signed no smaller than the area specified in the Form 919 or 929 and, if
necessary for plan conformity, may be increased up to a maximum of 5
percent of the area specified in the Form 919 or 929:

i. Office spaces of 120 square feet or less.

ii. Postmasters’ offices.

iii. Station or branch managers’ offices.

Except for the three areas identified above, each large office space
must be designed within plus or minus 5 percent of the area specified in
Form 919 or 929. The total net area of all office space provided must be
within plus or minus 5 percent of the total net area specified in the Form
919 or 929.

The workroom net area must be within plus or minus 1 percent of the
area specified in the Form 919 or 929.

(c) Calculations. The building area calculations must comply with those
shown on the Form 919 or 929. The A/E must summarize the area cal-
culations on all submissions, including the solicitation proposal docu-
ments. The building area calculations must show the ratios of the gross
areas over the net floor areas for each major building space (i.e., office,
workroom, lobby, platform, support, mechanical, and electrical spaces)
and for the total building.

If the layout or the orientation of the facility changes the site and floor
plan contained in the design data, the A/E must submit a detailed de-
scription of the effect of the changes on the gross area limitations and
the total estimated cost of the facility. The A/E must explain all changes
to the program requirements with footnotes that reference the source
and date of the document that authorized the change.

r. Building System Comparisons. A schedule of various building systems being

investigated for recommendation within the Master Specification guidelines must
be submitted during the concept design phase. The building system comparisons
must include, at a minimum, the following:

(1) At least three exterior wall systems with a minimum thermal mass of 70
pounds per square foot and a 0.07 maximum "U" value. (Exterior wall sys-
tems with a mass less than 70 pounds per square foot may be considered if
justified by the A/E, e.g., when a facility is to be located in a geographic loca-
tion where the weather is extremely mild or the building may be subjected to
strong earthquake forces.)

(2) At least three roof membrane and insulation systems with a 0.05 maximum
"U" value.

(3) Alternate viable foundation systems.

166 Architect/Engineer Project Requirements Part IV, Repair and Alteration Contracts
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 (4) A written description of the type of analyses and calculations, including cost-
effectiveness, that will accompany the concept design phase submission.

(5) A list of building systems, including interior and exterior finishes, tentatively
proposed that is the basis for the cost estimate.

The building system comparisons must show clear ceiling heights, foundations,
pavements, HVAC, electrical, plumbing, and so forth.

s. Energy Conservation Analysis. The A/E must submit a written report identifying Handbook AS-503,
the active and passive features that are being considered as potentially cost- Module 2A, Chapter 4,
Appendix
effective for the project. Handbook AS-503 and the Building Design Standards
identify energy conservation features and systems to be considered in a building
design. The active and passive features and systems identified are to be analyzed
on a life-cycle cost (LCC) basis. The facility design must comply with the pre-
scribed design energy budget established in the Functional Design Specifications
(FDS). The A/E must ensure that the design complies with the energy budget by
performing an energy analysis appropriate to each stage of the design.

For each system or feature recommended, provide an LCC analysis together with
climatic and building energy consumption analyses to substantiate the recom-
mendations. (Provide analyses for a minimum of three different systems.) The A/E
must also then provide an overall energy analysis, which may be accomplished
with a recognized microcomputer analysis program. The report developed as a
result of the analyses must be coordinated with the deliverables, including Forms
2215 and 2238, as required by Postal Service criteria.

t. LCC Analysis (if applicable). The A/E must submit a 20-year LCC analysis to
justify the selection of the exterior wall system, roof membrane and insulation
system, multiple- or single-level roof height, and energy-conserving features or
systems. The A/E must follow the National Institute of Building Sciences (NIBS)
Handbook 135, Life Cycle Cost Manual for the Federal Energy Management Pro-
gram, including its appendices. The A/E must fully describe each system studied
and submit all supporting calculations with the completed LCC analysis work
sheets. The A/E must supplement cost figures with a comparison of the system
analyzed.

a. Postal Service Environmental Policy and Guiding Principals. The A/E must " Building Design
submit a report identifying the environmentally conscious products and proce- Standards
dures that are being considered for use on the project. The Green Addendum to
the Master Specification identifies environmentally conscious products and proce-
dures that are to be considered in the building design. The A/E must ensure that
the environmentally conscious products and procedures used are cost-effective
and provide maximum energy conservation. The life-cycle costs of the environ-
mentally conscious products and procedures identified in the design submission
are to be analyzed and compared to conventional products and procedures in the
concept design submission.

a. Specifications. The A/E must modify and edit the Master Specification on the Handbook AS-506,
Building Design Standards CD-ROM with the specific requirements of each proj- Part I, 3-1.1d
ect. For the concept design phase submission, the A/E must provide the following:

(1) A detailed table of contents of all the specifications (by title and number) that
are to be included in the complete specifications.

Architect/Engineer Project Requirements Part IV, Repair and Alteration Contracts 167
Handbook AS-506, March 2000 Chapter 2, Design Phase A/E Services
 (2) A draft of all Division I, General Requirements (edited and customized from
the Master Specification, Building Design Standards).

(3) A complete list of Postal Service-furnished equipment.

(4) A list and draft of all proposed supplementary conditions.

(5) A working draft of the technical specifications, Divisions 2 through 17, in out-
line form, that demonstrates that the A/E is in the process of editing and
customizing the Master Specification for specific project requirements.

The A/E is responsible for coordinating the contract specifications so that they do
not repeat or conflict with supplemental conditions, postal provisions, or contract
clauses.

w. Cost Estimate. The A/E must submit a preliminary cost estimate with the concept
design. This and all subsequent cost estimates must be formatted identically to
allow direct comparison of the estimates as the design phases progress. This es-
timate should be accurate and realistic, not a "safe" (high) estimate. The cost es-
timate is used to monitor compliance with the budget and to evaluate pricing
proposals from construction contracts. All cost estimates are confidential material
for official Postal Service use only. The A/E must not divulge cost estimates or
working papers used to prepare them to any individual who does not have a need
to have them for performance of services under this A/E contract.

The cost estimate must include information sufficient to provide evidence that the
design is within the construction cost limit. Lump sum amounts for major items
that cannot be readily analyzed will not be accepted. Cost estimates must be pro-
vided for alternative systems in order to economically justify the selection of sys-
tems such as exterior walls, structual framing, foundations, roofing, pavemenets,
mechanical, and electrical systems.

The cost estimate must reflect the construction cost that the A/E anticipates on
the date the proposal opens. The A/E must ensure that the cost estimate reflects
prices for work and materials, taking into account possible labor shortages that
may occur because of other known proposed projects in the area, local construc-
tion conditions, complexity of the project, degree of risk, and size of the job. The
cost estimate is to be categorized to show material and labor. The cost estimates
must be prepared in a Construction Specifications Institute (CSI) format in a form
acceptable to the Postal Service

All estimates must use hourly labor rates not less than the rates as determined by
the Secretary of Labor. The Postal Service will supply the A/E with a list of wage
rate determinations.

The A/E must provide an overall cost estimate that summarizes all costs in a table
as well as provide separate cost estimates for each facility and building as pro-
vided and site work.

The cost estimates provided by the A/E must be categorized into the following
building systems:

168 Architect/Engineer Project Requirements Part IV, Repair and Alteration Contracts
Handbook AS-506, March 2000 Chapter 2, Design Phase A/E Services
 CSI Divisions Building System
1 General requirements
2 Site work
3 Concrete
4 Masonry
5 Metals
6 Wood and plastics
7 Thermal and moisture protection
8 Doors and windows
9 Finishes
10 Specialties
11 Equipment
12 Furnishings
13 Special construction
15 Mechanical
16 Electrical
17 Mechanization

x. Project Scheduling. The A/E must comment on the construction schedule as

well as the overall project schedule by reviewing the specific project requirements
including materials, time of year of construction, and potential delays. In addition
to the narrative schedule comments, the A/E must provide a bar chart project
schedule that is shown in weeks.

2-2.1.3 Concept Design Review Meeting

The concept design review meeting will be held at the office of the contracting officer or
a location as designated by the CO. At this meeting, the A/E must attend and must be
prepared to discuss the following:

a. All items or concerns that may affect or delay the design process.

b. Any specific areas that could cause the project budget to increase.

c. Utility concerns.

d. Environmental concerns.

e. Potential delays or major concerns with long-lead deliverables.

Along with the lead project architect, the A/E is to have the lead designers from each of
the following disciplines present to answer any questions that may arise: civil, struc-
tural, mechanical, electrical, CCTV and communications, plumbing, fire protection, cost
estimating, and others as appropriate.

The A/E must mail the submission material to the Postal Service offices designated by
the project manager in sufficient time to allow for it to be adequately reviewed before
the concept design review meeting.

Architect/Engineer Project Requirements Part IV, Repair and Alteration Contracts 169
Handbook AS-506, March 2000 Chapter 2, Design Phase A/E Services
 2-2.2 Final Design Phase

2-2.2.1 General

The final design phase submission must consist of a 100-percent completed set of
drawings, specifications, analyses, and calculations that are signed, sealed, and ready
for solicitation of proposals. The final design is to complete, compile, and coordinate
the overall design that has progressed through the previous design phase. The final
design includes completing the requirements outlined in the previous design phase for
each element whether or not it is specifically mentioned in this section.

The A/E is responsible for coordinating all design documents and ensuring the accu-
racy of the entire overall design.

2-2.2.2 Submission Requirements ! Clause FB-220

The A/E must submit the final design to the Postal Service offices designated by the
project manager in sufficient time to allow for it to be reviewed before the final design
review meeting.

The Postal Service does not sign the completed documents. The A/E must submit a
final design package that is complete for soliciting proposals without further review and
which is expected to result in a construction contract without claims or changes. The
A/E is to sign and seal all documents, which certifies that the A/E has fully complied
with all federal legislative as well as applicable state and local code requirements.

The final design consists of the following minimum components (as they apply to the
specific project):

a. Site Restrictions and Improvements. The A/E must finalize the site restrictions
and improvements information submitted at the concept design phase. All site re-
strictions and improvements necessary for the project, including all necessary off-
site improvements, rights-of-way, easements, permits, and the like, must have
been identified by the final design and must be filed with the appropriate state, city,
or local authority.

The A/E must furnish information concerning the status of all easements, permits,
and so forth, at the final design review. The A/E must state the cost of permits
(and the lead time for obtaining permits and action taken to obtain them to avoid
delays during project construction).

b. Civil Design. The A/E must update and finalize the civil design submitted at the
concept design phase, as follows:

(1) The civil design must contain, as a minimum, all components and features
from the concept design submission including:

(a) Stormwater.

(b) Streets.

(c) Driveways and parkways.

(d) Pavement design.

(e) Grades.

(f) Site utilities.

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 (g) Miscellaneous features.

(h) Vicinity map.

(i) Easements.

(j) Legal descriptions.

(k) Off-site conditions.

(l) Subsurface soils investigation report, including boring logs.

(2) The A/E must submit a written statement at the completion of the concept
design review and before the final design submission stating that:

(a) The scope and quality of the topographic, site data, and subsurface in-
vestigations are adequate, accurate, and up to date.

(b) All changed conditions are reflected in order to ensure that the latest
and current information is included in the solicitation proposal docu-
ment.

c. Site Plan. The A/E must update and finalize the topographical site plan submitted
at the concept design phase.

d. Architectural Floor Plans. The A/E must update and fully develop the floor plans
submitted at the concept design phase.

e. Additional Architectural Plans and Designs. In addition to the architectural floor

plans, the A/E must update and fully develop the following information submitted
at the concept design phase:

(1) LOG Plan (if applicable). The A/E must obtain Postal Service approval be-
fore designing any penetrations or depressions (mechanical, electrical,
plumbing, structural, mechanization, and the like) through the LOGs that
would limit clear headroom to less than 6 feet, 6 inches inside. The A/E must
show the location of all penetrations or depressions on the LOG plan and
provide adequate details. The A/E must note on the drawings that no other
penetrations are permitted without prior approval from the contracting officer.

(2) CCTV Camera and Surveillance Plan (if applicable). The A/E must update
and fully develop the CCTV camera and surveillance plan submitted at the
concept design phase.

(3) Lobby Plan. The A/E must update and fully develop the lobby plan submitted
at the concept design phase.

(4) Roof Drainage Plan. The A/E must update and fully develop the roof drain-
age plan submitted at the concept design phase, including detailing all roof-
ing systems, roof drainage, roof penetrations, and roof-mounted equipment.

(5) Finish Schedule. The A/E must update and fully develop the finish schedule
submitted at the concept design phase. The finish schedule must show fin-
ishes and colors in all areas.

(1) Color and Material Panel. The A/E must update and fully develop the color ! Clause FB-220
and material panel submitted at the concept design phase:

Architect/Engineer Project Requirements Part IV, Repair and Alteration Contracts 171
Handbook AS-506, March 2000 Chapter 2, Design Phase A/E Services
 (a) Display panel showing chips of paint colors, samples of materials, and
colors for carpets, paneling, and resilient flooring tile proposed for inte-
rior finishes of the project.

(b) Display panel with samples of exterior face brick, trim, and metal wall
colors as required.

(7) Fire Exit Plan With Code Summary. The A/E must update and fully develop
the fire exit plan, including the code summary, that was submitted at the con-
cept design phase. The A/E is responsible for submitting the fire exit plan to
and obtaining approval from any governing organization.

(8) Casework Drawings. The A/E must prepare casework drawings and details
necessary to fully define and describe the casework requirements.

(9) List of Postal Service-Furnished Equipment. The A/E must provide a

completed list of Postal Service-furnished equipment in accordance with re-
quirements.

The A/E must furnish a separate signed statement on the firm's letterhead certify-
ing that the facility has been designated to be in compliance with Handbook RE-4,
Standards for Facility Accessibility by the Physically Handicapped.

f. Elevations and Perspective Sketches. The A/E must provide fully developed
building elevations of all views showing vertical dimensions, exterior materials,
window and door openings, and the massing of the buildings.

g. Sections and Details. The A/E must update and fully develop wall sections for all
walls and their details.

h. Structural. The A/E must fully develop all structural systems and substantiate
them with appropriate calculations and economic analyses.

i. Space Conditioning. The A/E must provide a fully developed space conditioning
system design including descriptions, diagrams, and sequence of operation to the
following minimum extent:

(1) Provide a complete schedule of all equipment shown on the drawings.

(2) Provide equipment room layouts indicating all equipment, piping, duct work,
and access space required for maintenance.

(3) Indicate zoning controls, duct sizes, and air quantities.

(4) Show the final version of the automated building control systems, including
fire detection and alarm systems.

(5) Provide written confirmation from a fuel supplier of fuel availability and rates.

The A/E must substantiate the designs with up-to-date calculations for all rooms,
zones, and building blocks.

The A/E must prepare a psychometric chart describing the thermodynamic prop-
erties of each air-handling unit.

j. Plumbing. The A/E must provide final plumbing and fuel system drawings show-
ing the locations and arrangements of all fixtures and equipment of the complete
system. Plan and riser diagrams must show the location and size of hot and cold

172 Architect/Engineer Project Requirements Part IV, Repair and Alteration Contracts
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 water piping and the waste and vent system. The A/E must provide a plumbing
fixture schedule which also lists the location and type of fixtures and pipe sizes.

The fuel system drawing must identify the location and arrangements of the com-
plete system.

k. Fire Protection. Generally, complete automatic sprinkler drawings need not be

developed. The fire protection drawings must show the automatic sprinkler risers
and fire zones and must be designated to comply with applicable codes. The fire
protection drawings must also show all spaces that require fire protection. The
specifications must require the contractor to meet all applicable codes.

l. Electrical. The A/E must update and fully develop the electrical design submitted
during the concept design phase, as follows:

(1) The electrical design must include descriptions and updated supportive
calculations for all power, lighting, grounding, communications, and alarm
systems.

(2) The A/E must provide site plans, elevations, schedules, and detail drawings
sufficient to reflect the overall facility design and to locate all equipment.

(3) The A/E must provide final single-line diagrams of the electrical distribution
and communications systems showing tie-ins with local utilities.

(4) The electrical design must include elevations of switchboards, motor control
centers, and other major equipment showing the arrangement of equipment.

(5) The A/E must provide a short-circuit and fully coordinated circuit-interrupting
device summary that includes all analyses and calculations.

m. Other Utility Systems. The A/E must update and fully develop the following
items:

(1) The A/E must provide fully developed drawings and supporting calculations
for all miscellaneous building or facility equipment such as scales, mechani-
cal door operators, dock ramps, and the like.

(2) The A/E must provide complete plans, riser diagrams, schedules, sizes, and
locations for VMF equipment and systems.

(3) The A/E must provide fully developed plans and elevations of LOG utility
systems as applicable.

(4) The A/E must identify and take action to obtain power, sewer, gas, or water
services requiring long lead times for design or construction by others (i.e.,
utility companies). If permits or fees are required, the A/E must identify them
and obtain fees for them from the Postal Service.

n. Code Analysis. The A/E must update the fire protection and code analysis sum-
mary submitted during the concept design phase. The code analysis summary
must include all components and features from the concept design submission in-
cluding, but not limited to,:

(1) Code listing.

(2) Small-scale floor plan.

(3) Alternatives.

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Handbook AS-506, March 2000 Chapter 2, Design Phase A/E Services
 o. Building Area Tabulation. The A/E must submit the final building and site area
tabulations. The A/E must correct the small-scale floor plan and space summary
tabulations provided with the intermediate design submission to accurately reflect
the final solicitation documents. The A/E must include a site summary showing the
area of building coverage, paving for parking and maneuvering, ramps, land-
scaping, total site area, and separate site areas allocated for the GMF and the
VMF. The areas are calculated and listed as follows:

(1) The area of the site allocated to the VMF is the sum of the following areas:

(a) Footprint of the VMF structure.

(b) Paved areas specifically allocated to the VMF, such as parking, fueling
island, and maneuvering areas.

(c) VMF employee parking spaces located within the main employee park-
ing lot (allocated at 300 square feet per car).

(d) The area of drives provided solely for the VMF and one-half of the area
of drives designated for the common use of the GMF and VMF.

(e) A proportion of the total landscaped areas, based on the ratio of the
sum of the areas from the four items above to the total used site area
(excluding landscaped areas).

(2) The area of the site allocated to the GMF is the remainder of the entire site
after the site allocated to the VMF is subtracted.

(3) On the site plan, include updated site area tabulations that reflect changes in
Postal Service-owned land, such as land to be given to municipalities for
street access, rights-of-way, easements, and so forth. Place a note on this
drawing stating that all site and building area tabulations shown are for Postal
Service reference only and that the contractor is responsible for calculating
the quantity and area.

p. Specifications. The A/E must modify and edit the Master Specification on the
Building Design Standards CD-ROM for the specific requirements of each project.
The final design phase submission of the specifications must be fully developed
and must reveal the full intent of the A/E’s design in relation to all proposed sys-
tems, materials, and special design considerations.

The Postal Service is not required to obtain building inspection or occupancy per-
mits. The A/E must determine the cost of all other fees and permits (connection
fees, tap fees, off-site inspection fees, special community development fees, and
so forth) and include a list of all such fees and charges to be paid by the contrac-
tor in Master Specification section 01115, Leased Building [Design-Build] Re-
quirements, or section 01116, General Construction.

The specification must state that the contractor is to pay all costs for utilities (gas,
water, and electricity) used during final Postal Service tests of completely installed
systems and while training Postal Service personnel.

For facilities equipped with a card access system, the submission must specify
that the quantity of access cards supplied by the contractor is to be 1.5 times the
number of the initial complement of postal employees scheduled to work at the
facility.

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a. Cost Estimate. The final cost estimate must be developed as a “detailed quantity ! Clause FB-220
survey” type with breakdown of material and labor prices  not a readjustment of
preliminary cost estimates. The A/E must:

(1) Include separate prices for labor and material, and summary sheets listing
the estimated costs of the major building systems for each building and
separate costs for major systems in the site work.

(2) Revise the final cost estimate as required based on Postal Service final re-
view changes and comments.

(3) Submit the revised final estimate for Postal Service approval at least 10 days
before the planned solicitation distribution date.

(4) Provide a construction cost estimate that is within 10 percent of the probable
lowest qualified proposal.

r. Project Scheduling. The A/E must finalize the project schedule provided at the
concept design submission and submit all recommendations necessary for
scheduling long-lead time construction or procurement items.

s. Small, Minority-Owned, and Woman-Owned Business Contracting Goals

and Source List. Provide recommended small, minority-owned, and woman-
owned business contracting goals and the names, addresses, and specialties of
such businesses located in the general area of the project.

t. List of Referenced Publications. The A/E must provide a list of all publications
that the solicitation references.

a. Complete Design Computations. The A/E must provide the complete un- ! Clause FB-220
abridged computations actually used by the designers. All calculations must be
legible, self-explanatory, and indexed.

The cover sheets of the design documents must contain the signature and registration
stamps or seals of the engineer responsible for the work.

The A/E must advise the project manager in writing of all changes to previously ac-
cepted design phase submittals.

The A/E must retain the original tracings, specifications, and/or electronic media for
printing the contract documents unless otherwise directed by the contracting officer.

2-2.2.3 Final Design Review Meeting

The final design review meeting will be held at the office of the contracting officer or a
location as designated by the contracting officer. The A/E must have in attendance the
same disciplines that attended the concept design review meeting. The A/E must mail
the submission material to the Postal Service offices designated by the project man-
ager in sufficient time to allow for it to be adequately reviewed before the final design
review meeting.

2-2.3 Solicitation Phase

The A/E is responsible for the following activities, if they are included in the contract,
during the solicitation period:

Architect/Engineer Project Requirements Part IV, Repair and Alteration Contracts 175
Handbook AS-506, March 2000 Chapter 2, Design Phase A/E Services
 a. Solicitation Documents. The A/E arranges to have sets of the total solicitation
package reproduced, collated, bound, and packaged for mailing. The A/E must
receive and fill requests for solicitation documents from qualified offerors. The
cost and distribution are detailed below:

(1) Reproduction Costs. Before the solicitation period, the A/E obtains and
forwards to the Postal Service project manager three price quotations from
local printers for printing solicitation sets and a price quotation for additional
sets to be ordered. The quotations must include the cost for full-size sets of
prints and an itemized cost for sets of half-size prints required by the Postal
Service. The A/E must include the cost of reproducing an estimated three
addenda.

The A/E is reimbursed for the cost of reproducing and mailing solicitation
sets and addenda. For mailing to Postal Service addresses, use Express
Mail (if available); otherwise, use Priority Mail.

The A/E recommends the number of sets to be printed and the price to be
charged per set to offerors for the Postal Service to approve. Only full sets of
drawings and specifications will be sold. The fee an offeror pays for solicita-
tion sets is nonrefundable. The purpose of the fee is to ensure that firms re-
questing documents have a positive interest in submitting a proposal for the
project. The fee is not intended to recover all costs of reproducing and dis-
tributing the solicitation documents.

(2) Accounting. Checks and money orders for payment of solicitation sets are
to be made payable to the Postal Service disbursing officer. These instru-
ments and cash payments received will be held in a secure place by the A/E
until delivered to the Postal Service at the final accounting at the end of the
solicitation period.

The A/E must keep a daily log of all remittances (nonrefundable) received
that shows the name and address of the requesting firm, the amount, the
check or money order number, and the date the request was filled (mailed).
A duplicate of the solicitation list must be kept to facilitate the mailing of ad-
denda and the solicitation list to interested subcontractors.

At the end of the solicitation period, the A/E delivers to the project manager a
copy of the daily log, a Form 1940, Remittance Register, with only the item-
ized portion completed (sheet heading and totals are to be blank), and all
checks. Undistributed sets must be disposed of as directed by the project
manager.

(3) Complimentary Distribution. As approved by the project manager, the A/E

sends one copy of the solicitation at no charge to information organizations
such as Blue Reports, Dodge Reports, local contractor organizations, and lo-
cal trade organizations. Delivery must be recorded in the daily log by the A/E.

b. Requests for Information (RFIs) and Questions. The A/E must respond to ! Clause FB-220
questions from offerors as follows:

(1) All telephone and written questions from offerors received by the A/E are to
be recorded. The A/E must advise the requesting party that the questions will
be replied to within a reasonable time and that the reply will be one of the
following:

176 Architect/Engineer Project Requirements Part IV, Repair and Alteration Contracts
Handbook AS-506, March 2000 Chapter 2, Design Phase A/E Services
 (a) An interpretation of solicitation documents that can be rendered without
requiring an addendum.

(b) No change to the solicitation; therefore the proposal should be based on

the documents as prepared.

(c) An addendum to the solicitation that will be issued to clarify the items in
question.

(2) All questions must be reviewed by telephone with the Postal Service project
manager. Backup information and the A/E's recommended answer must be
provided.

(3) A reply to the offeror making the request must be prepared, to be signed by
the contracting officer, in accordance with the project manager's instructions.

c. Addendum. The A/E is responsible for preparing any required addendum as ! Clause FB-220
follows:

(1) When an addendum is required, the A/E must prepare the addendum, get
the contracting officer's approval of it, and issue it to all plan holders. Under
no circumstances may an addendum be issued without prior approval of the
contracting officer.

(2) Amendments (addenda) to solicitation documents must be sent (post-

marked) to offerors no later than 2 weeks (14 days) before the proposal-
opening date. This is necessary in order to provide prospective offerors with
sufficient time to incorporate the amendments in their proposals.

d. Preproposal Meetings. The A/E must attend all preproposal meetings as may be
required by the contracting officer.

e. Technical Proposal Evaluations. The Postal Service must open and evaluate all
proposals. The A/E must render such assistance in the proposal evaluation and
preaward period as may be required by the contracting officer. The A/E is not
present when proposals are opened.

2-2.4 Submission Checklist

The checklist in Exhibit 2-2.4 is to be completed by the Postal Service, based on the
scope and the magnitude of the project, to identify the A/E’s scope of work. This check-
list identifies the minimum design components that the A/E is required to submit. Note:
This checklist is not part of the A/E services indefinite-quantity contract work order.

Architect/Engineer Project Requirements Part IV, Repair and Alteration Contracts 177
Handbook AS-506, March 2000 Chapter 2, Design Phase A/E Services
 Exhibit 2-2.4 (p. 1)
Submission Checklist

Design Phase Submission Checklist

Mandatory A/E Services

Concept Design Phase Final Design Phase

Not Not
Design Submittal Required Required Required Required
PLANS/DRAWINGS
Site Plans
Site Utilization
Site Restrictions and Improvements
Civil Design
Site Plan
Architectural
Floor Plans
Elevations and Perspectives
Sections and Details
Lookout Gallery Plan
CCTV Camera and Surveillance
Lobby Plan
Roof Drainage Plan
Finish Schedule
Color and Material Panels
Fire Exit Plan With Code Summary
Casework Drawings
Certification Letter for Compliance With
Handbook RE-4
Complete List of Postal Service-Furnished
Equipment
Structural
Space Conditioning (HVAC)
Plumbing
Fire Protection
Electrical
Other Utility Systems

178 Architect/Engineer Project Requirements Part IV, Repair and Alteration Contracts
Handbook AS-506, March 2000 Chapter 2, Design Phase A/E Services
Exhibit 2-2.4 (p. 2)
Submission Checklist

Concept Design Phase Final Design Phase

Not Not
Design Submittal Required Required Required Required
ANALYSIS/TABULATIONS/CALCULATIONS
Professional Services Estimating Sheets
Environmental Studies
Code Analysis Report
Building Area Tabulations
Building System Comparisons
Energy Conservation Analysis
Environmental Policy
Life-Cycle Cost Analysis

SPECIFICATIONS

COST ESTIMATES

SCHEDULES

SMALL, MINORITY-OWNED, & WOMAN-

OWNED BUSINESS CONTRACTING GOALS
AND SOURCE LIST

LIST OF REFERENCE PUBLICATIONS

COMPLETE DESIGN COMPUTATIONS

Architect/Engineer Project Requirements Part IV, Repair and Alteration Contracts 179
Handbook AS-506, March 2000 Chapter 2, Design Phase A/E Services
 2-3 A/E Modifications of Design
Changes in the scope of work or Postal Service requirements not covered in the initial ! Clause B-2
A/E contract are considered to be contract modifications in accordance with Clause
B-2, Changes, in the A/E contract.

Modifications required before the award of the construction contract are prepared by
the A/E when the contracting officer accepts the proposed modification in writing. The
A/E must prepare the necessary design drawing and specification revisions and must
perform all applicable services related to the modification as though they were con-
tained in the original scope of work.

The A/E must furnish an estimate of the effect the modification may have on the project
construction cost and scheduling.

Fees for these services will be based on the rates negotiated and included in Clause ! Clause FB-290
FB-290, Design Services, at the time of A/E contract award. Rates include all costs,
direct and indirect, and overhead and profit.

2-4 Additional Design Phase Services (Options)

A separate cost proposal must be prepared for the services described in sections ! Clause FB-291
2-4.1, 2-4.2, 2-4.3, and 2-4.4, and when these additional services (options) are included
in Section A, Items and Prices, of the A/E contract. Each item includes all overhead,
profit, and costs (direct and indirect), including A/E administration and technical support
costs, necessary to complete the services described. The A/E will not be compensated
for optional design phase services unless they are included in the A/E's contract.

The optional services described in this section only apply when specific project re-
quirements are more demanding than those covered in all the sections of 2-2, Design
Phase Services. Some of the optional A/E design phase services are required under
the base scope of A/E services to a more limited extent.

2-4.1 Perspective Drawing

The A/E must provide a 20-inch x 30-inch perspective drawing in color showing the
building to its best advantage. The drawing must be capable of being used for produc-
ing photographic prints of sufficient contrast to ensure good newsprint reproduction.
Also provide a negative and six 8-inch x 10-inch glossy black-and-white prints and two
35-millimeter color slides of the official A/E rendering. The A/E must provide the original
perspective drawing and two copies that are to be matted, glazed with clear nonglare
glass, framed, and prepared for hanging. The original and one copy must be forwarded
to the appropriate facilities service office (FSO) or major facilities office (MFO). One
copy is to be forwarded to the plant manager.

2-4.2 Supplementary Drawing

The A/E must provide the following drawings:

a. Postal Service-Furnished Property. Prepare a drawing of box and service lob-

bies and an elevation of the post office boxes. Show the location and number of

180 Architect/Engineer Project Requirements Part IV, Repair and Alteration Contracts
Handbook AS-506, March 2000 Chapter 2, Design Phase A/E Services
 under-counter items and self-service items, and a plan and elevation indicating
the location of post office box modules. Provide a table of all property that is fur-
nished by the Postal Service and installed by the contractor , giving the following
information:

Name and Description No. Quantity Misc. *Date Required

*This column is to be left blank and filled in by the Postal Service with dates fur-
nished by the construction contractor.

A checklist of Postal Service-furnished property is provided by the Postal Service

as required.

b. Outline Floor Plan (Grid). Provide an outline floor plan at 1/8 inch = 1 foot square
with a 1/4-inch background grid. This drawing is for Postal Service operational
planning. Number all rooms and spaces on this plan and show all mechanization
located less than 7-feet 6-inches above the finished floor.

c. Major Milestone Flowchart. Provide a major milestone flowchart for construction

unless otherwise directed by the contracting officer during negotiations. Show the
sequence, starting and completion dates, and duration of each major activity, in-
cluding the mechanization. Scheduling must be in days, with the date of the notice
to proceed as the starting date for the flowchart. This flowchart is intended only as
a guide to the successful offeror and an aid for Postal Service program planning.

2-4.3 Roofing Consultant

Provide the services of a roofing consultant who is thoroughly qualified in the design,
construction, observation, and testing of all types of roofing systems and materials. The
responsibilities of this consultant during the design phase include:

a. Reviewing specifications, drawings, and other contract documents related to

roofing.

b. Critiquing and commenting on the design, including sketches and alternative de-
tails for consideration by the A/E and the Postal Service.

c. Working with the A/E in developing alternative roof system comparisons and con-
tract documents.

d. Assisting in conducting preconstruction roofing conferences with the contracting

officer’s representative and construction contractor.

e. Reviewing the construction contractor’s submittals and providing comments to the

contracting officer.

f. Providing full-time, on-site observation of the construction to verify that it complies

with the contract documents. Subject to the approval of the contracting officer, the
full-time, on-site construction observation may be carried out by an assistant to the
principal consultant. Primary reviews, attendance at meetings, and periodic super-
visory visits are to be carried out by the principal consultant. Specific services in-
clude, but are not limited to, the following:

(1) Provide daily, weekly, and final observation reports to include photographs
and other data substantiating the findings.

Architect/Engineer Project Requirements Part IV, Repair and Alteration Contracts 181
Handbook AS-506, March 2000 Chapter 2, Design Phase A/E Services
 (2) Assist the contracting officer to conduct all progress meetings.

(3) Review roofing-related quality control reports submitted by the contractor.

(4) For built-up roofing, supervise the contractor when samples are cut. Review
and analyze the laboratory reports and submit a report evaluating the findings
to the contracting officer.

(5) For elasto-plastic roofing work, test the materials and workmanship as ap-
propriate to verify that they meet the requirements of the specifications.

(6) When the contractor sends notice of completion of the roofing work, conduct
a final on-site inspection and advise the contracting officer in writing when the
work can be accepted.

(7) Charge construction observation fees on an as-needed, man-day basis. The

consultant must submit, as a part of this proposal, an estimated length of
time for roof installation.

g. Completing a field evaulation of the existing roof system if a project involves an

addition or substantial renovation to an existing building. This evaluation includes
a visual examination, limited cut samplings for visual examination, and laboratory
analyses of the cut samples. The consultant must provide a separate optional
price for a nondestructive evaluation of moisture in the roofing system. The con-
sultant must submit a written report with a summary of findings, list of recommen-
dations, cost estimates, and all background data.

2-4.4 Fire Protection Consultant

The A/E must provide the consulting services of a fire protection engineer. This person
must be a full member of the Society of Fire Protection Engineers and must demon-
strate equivalent qualifying experience or have an applicable state registration as a fire
protection engineer.

182 Architect/Engineer Project Requirements Part IV, Repair and Alteration Contracts
Handbook AS-506, March 2000 Chapter 2, Design Phase A/E Services
Part IV
Repair and Alteration Contracts

3 Construction Phase A/E Services

3-1 Design Services During Construction (Options)

3-1.1 General ! Clause FB-205

The requirements of this section apply if the A/E’s contract includes in Section A, Items
! Clause FB-292

and Prices, an option for the A/E to provide support services during the construction
phase. A/E services during construction include reviewing contractor submissions, par-
ticipating in meetings, interpreting contract documents, and inspecting the site a mini-
mal number of times during the construction period. These services include time and
effort both in the office and at the work site. Rates for all services must include both
direct and indirect costs and overhead and profit.

3-1.2 A/E Support Services Handbook P-2, 6-1.2

The A/E is to provide the following support services:

a. Support Services. Support services supplied by the A/E are services that are
necessary to assist the field office and that require a trip to the site. These include,
but are not limited to, the following:

(1) Participating in preconstruction and progress meetings, including preparation

and distribution of meeting minutes.

(2) Interpreting and clarifying contract documents.

(3) Assisting the Postal Service project manager in maintaining quality control.

(4) Observing field installation conditions and materials in support of the resident
engineer.

(5) Providing administrative support to the field office.

(6) Providing technical support to the field office during construction for preparing
punch lists and accepting the facility.

(7) Participating in prefinal, safety, final, and warranty inspections.

(8) Supporting small, minority-owned, and woman-owned business subcon-

tracting program services, including, but not limited to, the following:

(a) Monitoring the program, giving special attention to the contractor’s ef-
forts at attaining goals, the contractor’s plan for developing minority-
owned business participation, the completeness and accuracy of the

Architect/Engineer Project Requirements Part IV, Repair and Alteration Contracts 183
Handbook AS-506, March 2000 Chapter 3, Construction Phase A/E Services
 contractor’s minority-owned business subcontracting reports, and so
forth.

(b) Assisting the contractor in locating and developing potential minority-

owned business subcontractors.

(c) At the preconstruction conference, reviewing the contractor’s initial

minority-owned business reports and giving timely recommendations or
assistance as required to attain the best possible program start.

(d) Reviewing the status of the contractor’s minority-owned business pro-

gram at each monthly construction meeting and reporting about it.

(e) Maintaining an on-site minority-owned business subcontracting file

containing copies of all contractor’s reports, minutes of meetings, and
other pertinent information.

(f) Administering the contractor’s submittals of quarterly reports.

b. Home Office Support Services. Home office support includes field support
services identified in 3-1.2a above that the A/E can accomplish in the office with-
out the need for a trip to the field.

" Building Design

3-1.3 Submission Review and Approvals Standards, Master
Specification 01310
The A/E must review all contractor submittals for compliance with contract documents
with respect to field dimensions and clearances, relation to available space, and rela-
tion to work by the Postal Service or separate contracts. The A/E must review all sub-
mittals promptly so as not to delay the construction progress. The duration of all
reviews must not exceed the time frames required in the construction contracts.

The A/E must inspect contractor and subcontractor manufacturing, assembling, and
warehousing facilities when required by the Postal Service. The A/E must also accom-
plish factory acceptance tests and accept those items of equipment that require such
acceptance in the mechanization specification. The dates of such visits and inspections
must be approved by the Postal Service at least 1 week in advance in order to permit
the Postal Service to participate. The cost is reimbursed in accordance with the terms
contained in Section F, Payment and Funding, of the A/E’s contract.

The contractor submittals that the A/E is required to review include, but are not limited
to, those discussed in the following sections.

3-1.3.1 Shop Drawings, Product Data, and Samples " Building Design
Standards, Master
The A/E must review and approve or reject, on the basis of contract documents, all Specification 01330
contractor submittals of shop drawings, product data, catalog cuts, samples, manu-
! Clause B-56
facturer’s installation instructions, color schedules, and similar information. In addition
to the normal building shop drawings, the following mechanization shop drawings and
samples require approval and submittal to the Postal Service:

a. Building loads.

b. Computer hardware and software reports.

c. Belting and its certification.

d. Equipment arrangement drawings.

184 Architect/Engineer Project Requirements Part IV, Repair and Alteration Contracts
Handbook AS-506, March 2000 Chapter 3, Construction Phase A/E Services
e. Elevation drawings.

f. Plan views.

g. Electrical elementary drawings of the mechanization systems.

h. Control panel elementary drawings.

i. Master electrical interconnection drawings.

j. Distribution riser diagrams.

k. Electrical, mechanical operations, and maintenance manuals.

l. Spare parts list.

m. Mechanization load drawings.

The A/E must inform the contracting officer of all loads for specific equipment selection
that exceed the loads on the contract documents before the CO grants approval for
that equipment.

The A/E must review formwork and falsework drawings and schedules for their con-
struction submitted by the contractor. The A/E must require the construction contractor
to submit for review all the design drawings associated with formwork and erection of
falsework. These submissions must be reviewed to ensure that the A/E’s design, per
contract documents, is properly executed aesthetically and structurally, including the
layout of forms, ties, embedded items, expansion joints, and water stops. These sub-
missions must contain or be supplemented by a schedule for erecting and removing
falsework, placing construction loads, and doing required testing. The A/E and con-
tractor must coordinate their efforts so that the integrity of the A/E’s design is main-
tained while the contractor remains responsible for the design and erection of falsework
and safe construction.

Shop drawings must be submitted to the A/E for review only after they have been
checked and approved by the contractor. Failure to show that the submittal has been
thoroughly checked may result in the submittal being returned without being reviewed.
When shop drawings reach the A/E’s office, they must be stamped with the date and
assigned the A/E’s file number and an appropriate identifying number. The process of
receiving, examining, approving, and distributing shop drawings is critical. The A/E
must keep a record of the handling of these drawings during review to ensure the or-
derly processing of this work.

The A/E must approve the shop drawings only for conformance with the design con-
cept of the project and with the information given in the contract documents. The ap-
proval does not extend to the shop drawing information related to shop fabrication
process, field construction techniques, or coordination of trades and their work. The
language recommended to stamp shop drawings is as follows:

a. Approved. If “approved” is checked, fabrication, manufacture, or construction

may proceed, provided the work complies with the contract documents. This ac-
tion does not authorize changes to the contract sum unless they are stated in a
separate letter or change order.

b. Approved as Noted. If “approved as noted” is checked, fabrication, manufacture,

or construction may proceed, provided the work complies with the A/E’s notations
and the contract documents. This action does not authorize changes to the con-
tract sum unless they are stated in a separate letter or change order.

Architect/Engineer Project Requirements Part IV, Repair and Alteration Contracts 185
Handbook AS-506, March 2000 Chapter 3, Construction Phase A/E Services
 c. Rejected; Resubmit. If “rejected; resubmit” is checked, fabrication, manufacture,
or construction may not proceed. The contractor must submit to the A/E a new
shop drawing that has been corrected as marked (no additonal changes are al-
lowed). Any submission marked “rejected; resubmit” is not permitted on the site.

The A/E’s review of samples is only to ensure their conformance with the design con-
cept of the project and compliance with the information given in the contract docu-
ments. The construction contractor is responsible for dimensions that are to be
confirmed and correlated at the site; for information that pertains solely to the fabrica-
tion processes or to the means, methods, techniques, sequences, and procedures of
construction; and for coordination of the work of all the trades. The language the A/E
uses in any stamp or letter pertaining to the approval of samples must parallel the lan-
guage used in shop drawing approval procedures as described in this section.

3-1.3.2 Coordination Drawings " Building Design

Standards, Master
The A/E must provide a general review of contractor-submitted coordination drawings Specification 01310
for their conformance to contract documents; however, the A/E must make it clearly
known to the contractor that coordination is the construction contractor’s responsibility.

3-1.3.3 Schedule of Values and Progress Payments ! Clause 1-3

The A/E must review the contract value breakdown on the initial schedule of values Handbook P-2, 6.4.5
submitted by the contractor. The A/E must notify the contracting officer of construction
activities that are not included on the schedule of values as well as the reasonableness
of the costs assigned to each scheduled item. The A/E must ensure that the schedule
of values is not “front-end loaded.”

The contractor is required to submit to the contracting officer for approval a schedule of
values of the various costs of the work by trade, equal to the total sum of the contract.
This cost breakdown must be realistic because it will be used as a basis for progress
payments to the contractor. The A/E is responsible for the following:

a. Approving the selection and number of activities.

b. Reviewing, evaluating, and analyzing the proposed network diagrams, including

activity durations, costs, and workforce loading, when applicable.

c. Revising and analyzing the monthly update of network diagrams, when applicable.

The A/E is responsible for certifying Form 4211-B, Invoice and Payment Authorization
(Facility and Fixed Mechanization Contract), which is submitted monthly by the con-
tractor, after reviewing the schedule of values and substantiating data submitted by the
contractor. This form, which certifies the accuracy of the progress payments, must be
signed by a designated representative of the A/E firm and forwarded to the contracting
officer for signature.

3-1.3.4 Schedules

The contractor is required to submit a construction progress schedule to the contract- ! Clause FB-246
ing officer. The form and complexity of the required schedule can vary depending on ! Clause B-59
the size of the project. The A/E must review the contractor’s initial progress schedule
Handbook P-2, 6.2.3
as well as the monthly schedule updates that this contractor submits with the partial
payment requests. The A/E must verify that this contractor’s schedules, at a minimum:

186 Architect/Engineer Project Requirements Part IV, Repair and Alteration Contracts
Handbook AS-506, March 2000 Chapter 3, Construction Phase A/E Services
a. Show the complete sequence of construction by activity, with dates for beginning
and completing each element of construction.

b. Identify each item by specification section number.

c. Identify work of separate stages and other logically grouped activities.

d. Provide subschedules to define critical portions of the entire schedule.

e. Include conferences and meetings in the schedule.

f. Show the accumulated percentage of completion of each item and total percent-
age of work completed as of the first day of each month.

g. Provide a separate schedule of submittal dates for shop drawings, product data,
and samples, including Postal Service-furnished products, and the dates that re-
viewed submittals will be required from the contracting officer as specified in Sec-
tion 01330, Submittal Procedures.

a. Coordinate the content with the schedule of values. ! Clause B-40

3-1.3.5 Spare Parts Data ! Clause B-58

The A/E must review the spare parts data to ensure that it complies with the contract
" Building Design
Standards, Master
documents and to ensure that the contractor provides all necessary spare parts. Specification 07180

3-1.3.6 Warranties and Guarantees ! Clause B-61

" Building Design
The A/E must review all warranties and guarantees to ensure that they comply with the Standards, Master
contract documents and to ensure that the contractor provides all special warranties Specification 07180
and guarantees that are required by the contract. Handbook P-2, 6.3

3-1.3.7 Operation and Maintenance Manuals

" Building Design
The contractor must assemble, coordinate, and index operation and maintenance Standards, Master
(O&M) manuals for each utility system and major component of building equipment and Specification 07180
maintenance manuals for the mechanization system. The A/E must ensure that the Handbook P-2, 6.3
contractor submits this material in sufficient time for review and approval, not less than
90 days prior to occupancy for the building manuals and as specified by USPS-M-5000
for the mechanization manuals. When it is determined during design that the facility is
to be incrementally or partially occupied, the A/E must specify that the contractor must
supply O&M manuals for training and spare parts on-site in a timely manner for the
affected areas. Training cannot begin until O&M manuals have been approved.

The A/E must review the manuals for completeness and accuracy and recommend to
the contracting officer whether or not to approve them. After Postal Service approval,
the A/E must prepare and deliver eight copies of all building manuals to the postmaster
before the start of training. After Postal Service approval, the contractor must deliver 20
copies of the mechanization maintenance manuals to the A/E, who delivers them to the
postmaster.

3-1.3.8 Test Reports " Building Design

Standards, Master
The A/E must review all test reports to ensure that they comply with the contract Specification 01450
documents. Handbook P-2, 6.3.1

Architect/Engineer Project Requirements Part IV, Repair and Alteration Contracts 187
Handbook AS-506, March 2000 Chapter 3, Construction Phase A/E Services
 The A/E must ensure that all required tests are completed at the proper time. The
scheduling of the mechanization operational tests must be coordinated with the Postal
Service at least 3 weeks in advance. The resident engineer or the mechanization resi-
dent engineer must be present for all tests.

3-1.3.9 Change Orders and Contract Modifications ! Clause B-10

! Clause B-21
The A/E prepares, assembles, reviews, negotiates, and issues all construction contract ! Clause B-37
modifications directed by the contracting officer. Modification proposals initiated by the
construction contractor, the Postal Service, or the A/E must be processed by the A/E Handbook P-2, 6.5
as follows:

a. Obtain approval to proceed with the proposal change from the construction man-
ager. Assign a serialized control number to the proposal change and notify the
contractor that the proposal change is in progress.

b. Review field conditions and prepare the necessary design drawings, specifications
and revisions, A/E cost estimate, justification, and recommendations for the pro-
posal change.

c. Issue a copy of the proposal change drawings to the contractor, requesting a pro-
posal and specifying a time for response. Do not include the A/E independent cost
estimate. Simultaneously, provide the Postal Service with a copy of the request for
proposal, including the proposal change and all documents required.

d. Review the contractor’s proposal with the Postal Service and the contractor to re-
solve cost differences. The construction manager must negotiate any conditions
that cannot be resolved between the A/E and the contractor.

e. Upon Postal Service acceptance of the contractor’s proposal, prepare a contract

modification on the Postal Service-provided form, obtain the contractor’s signa-
ture, and submit it to the construction manager complete with all backup material
and Form 4211, Facility and Fixed Mechanization Project Contract.

f. Upon receipt of a signed copy of modifications, ensure that the contractor’s work
is in accordance with the changed scope of work.

Fees for these services are based on the rates negotiated and included in Clause FB- ! Clause FB-294
294, Architect-Engineer Modifications of Design. Rates include all costs, both direct
and indirect, and overhead and profit.

3-1.3.10 As-Built Drawings and Specifications ! Clause B-57

The construction contract documents require the contractor to provide the A/E with
drawings and specifications incorporating the revisions and changes made during con-
struction up to acceptance of the project. The A/E must review the contractor’s as-built
drawings monthly to ascertain the contractor’s compliance before processing payment
requests. The A/E must revise the original contract documents to indicate as-built con-
ditions, including revisions in site and building area tabulations.

The A/E must furnish the Postal Service with a set of reproducible record drawings (as-
built drawings) showing significant changes made during the construction process,
based on the marked-up prints, drawings, and other data furnished to the A/E by the
contractor.

188 Architect/Engineer Project Requirements Part IV, Repair and Alteration Contracts
Handbook AS-506, March 2000 Chapter 3, Construction Phase A/E Services
3-1.3.11 Electronic Format (As-Built Information)

The A/E must provide all record drawings (as-built drawings) to the Postal Service in
electronic format that is compatible with design documents.

3-1.3.12 As-Built Photographs

When construction is completed, the A/E must provide two color 8-inch x 10-inch pho-
tographs, six exterior views, and 20 exterior and interior views, including views that
show the accessibility features of the building, to be submitted in digital format as di-
rected by the CO. Coordinate the selection and location of these views with the con-
tracting officer.

3-1.3.13 Closeout Certificates

The A/E must provide the following certificates to the Postal Service:

a. Handicapped accessibility.

b. Lead-based paint.

c. Asbestos-containing materials.

3-2 Modifications of Design During Construction ! Clause B-2

! Clause FB-294
Changes in the scope of work or Postal Service requirements not covered in the initial
A/E contract are considered as contract modifications in accordance with Clause B-2,
Changes, in the A/E’s contract.

Modifications of design during construction not due to design errors or omissions will be
compensated for in accordance with the fee schedule in Clause FB-294.

3-3 Field Services During Construction (Options) ! Clause FB-293

! Clause FB-206

3-3.1 Requirement
The requirements of this section apply if the contract includes in Section A, Items and
Prices, an option for the A/E to provide field support services, which include a
construction administrator, resident engineer, assistant resident engineers, and a clerk/
stenographer. Rates for all services must include both direct and indirect costs and
overhead and profit. In addition to the previous, a mechanization assistant resident
engineer is required on projects with fixed mechanization. The scope of services for
each position is defined in this section.

3-3.2 General Responsibility Handbook P-2, 6-1

The Postal Service must forward letters of current authorities and limitations to the
Postal Service representatives who are involved in administering the contract to the A/E
and general contractor. A Postal Service decision and signature are required for all
contractual actions and must be accompanied by a written detailed justification and a
specific recommendation by the construction administrator. The A/E or authorized

Architect/Engineer Project Requirements Part IV, Repair and Alteration Contracts 189
Handbook AS-506, March 2000 Chapter 3, Construction Phase A/E Services
 representative (i.e., the construction administrator) is not authorized to revoke, alter,
enlarge, relax, or release any requirements of the project drawings or specifications; to
approve or accept any portion of the work; or to issue instructions (oral or written) that
would be contrary to the contract documents. All dealings in terms of the contract must
be made with the contractor’s superintendent and not with a subcontractor.

3-3.3 Contract Administration

Contract administration responsibilities are as follows:

a. The A/E is responsible for administering the contract between the Postal Service
and the contractor. The A/E’s duties, responsibilities, and limits of authority are
shown below and in Sections G and H, Clauses, of the A/E’s contract. The A/E or
A/E’s representatives, as agents of the Postal Service, must discharge this re-
sponsibility by:

(1) Interpreting the contract documents and all changes made to them.

(2) Establishing the standards of workmanship.

(3) Judging the performance of the contractor (i.e., progress of the project as
constructed) compared with that of the project as planned.

(4) Certifying payments to the contractor on the basis of the schedule of values
of the work-in-place and stored materials.

(5) Inspecting the work to determine the date of substantial completion.

(6) Informing the Postal Service about the status of the project relative to the
above points.

(7) Conducting monthly progress meetings with the contractor and Postal Serv-
ice representatives to evaluate progress of the work and to resolve problems
related to contract compliance.

(8) Submitting the following reports to the contracting officer:

(a) The daily log each week.

(b) A weekly summary of progress of the work, problems noted, and ac-
tions taken.

(c) Minutes of the monthly progress meetings.

(d) A monthly status of modifications, along with the contractor’s monthly

payment requests, with the construction administrator’s recommenda-
tion to the contracting officer.

(e) Quarterly minority-owned business reports.

(f) Monthly progress reports.

(g) Updated submittal log.

(h) Updated RFI logs.

(i) Updated request for proposal (RFP) logs.

190 Architect/Engineer Project Requirements Part IV, Repair and Alteration Contracts
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 (9) Negotiating and processing construction modifications for the contracting of-
ficer’s signature.

b. As the Postal Service’s agent, the A/E is responsible for guarding the Postal
Service against defects and deficiencies in the work of the contractor. The A/E
may reject work as failing to conform to the contract documents, a failure that will
keep the building or any portion of it from having the intended appearance or be-
ing capable of full use in the manner and for the purpose for which it was in-
tended. The right to reject work does not extend to the areas of safety precautions
and programs in connection with the work or to the adequacy of construction
means, methods, techniques, sequences, or procedures, all of which are solely
the responsibility of the contractor.

c. The A/E’s resident engineer, who is normally assigned full-time to the project,
must observe the progress of the work performed by the contractor.

d. The A/E must use due care and exercise reasonable skill and competence in ob-
serving the progress of the work and endeavoring to determine if it is proceeding
in accordance with the requirements of the contract documents.

e. The resident engineer must randomly interview contractor and subcontractor em-
ployees monthly. Their responses regarding their classification and rate of pay
must be checked against payrolls and applicable wage rates. Use DOD Form
1567, Defense Department Labor Standards, for this purpose.

f. The construction administrator, resident engineer, and resident engineer’s staff

must accomplish other activities as may be required by the construction manager.

g. A Postal Service decision or signature is required for all actions that could result in
a modification or change to the contract, and must be accompanied with a written
detailed justification and a specific recommendation by the construction
administrator.

3-3.4 Field Supervision

Field supervision responsibilities are as follows:

a. Field Office Staff. The field staff must consist of personnel capable of observing
the contractor’s effort with a minimum of support from the A/E’s office. The field
staff located at the construction site may consist of the construction administrator,
resident engineer, assistant resident engineers as authorized, and a clerk/
stenographer. The construction administrator, resident engineer, and clerk/
stenographer are generally full-time staff. The assistant resident engineers are
generally part-time staff who are experienced in observing the construction of a
particular discipline (e.g., structural, mechanical, electrical, or mechanization ma-
terial handling). The number of field personnel, therefore, may vary according to
the status of the construction and is subject to Postal Service approval.

Resumes of at least three qualified construction administrators (when applicable)

and resident engineers must be submitted by the A/E, with the A/E’s recommen-
dation, to the contracting officer no later than 10 days after approval of the inter-
mediate design submittal. The selection of the resident engineer is subject to the
approval of the contracting officer. The above personnel must be replaced at the
discretion of the contracting officer if their performance is unacceptable.

Architect/Engineer Project Requirements Part IV, Repair and Alteration Contracts 191
Handbook AS-506, March 2000 Chapter 3, Construction Phase A/E Services
 b. Field Office. The physical space, furniture, utilities, and telephones that the A/E
field staff will use are provided by the contractor as noted in Division 1 of the
specifications. The A/E must provide all other equipment and materials.

c. Contractor Superintendence. The A/E must be aware that the contractor is re-
sponsible for the supervision required to assemble materials and accomplish the
labor to complete the project. The contractor is responsible for delivering to the
Postal Service a project constructed in full conformance with the contract docu-
ments. The contractor’s duty is to manage the construction progress so that con-
tract requirements are met efficiently, expeditiously, and accurately.

d. Safety and Security. The A/E must review and monitor the contractor’s safety
plan and security program. Safety precautions, programs, and requirements are
specified in various safety codes or regulations. Although the resident engineer
must be concerned generally with their observances, compliance with them is
solely the contractor’s responsibility.

" Building Design

3-3.5 Progress Meetings Standards, Master
Specification 01310
The construction administrator schedules and chairs all monthly progress meetings
and other required project meetings (attendance by his or her staff is at the discretion
of the construction administrator). The construction administrator forwards the minutes
of all meetings to the construction manager within 5 working days after each meeting.

Before the monthly progress meeting, the construction administrator must spend at
least 1 hour reviewing with the contractor the contractor’s compliance with contract re-
quirements for labor standards, equal employment opportunity (EEO) policies, minority-
owned business participation, payrolls, and safety. The findings must be reviewed at
the progress meeting and included in the minutes of the meeting.

3-3.6 Records
A daily log must be maintained by the construction administrator. This log must be
neatly and accurately recorded, since it may subsequently be used in legal proceed-
ings. Enter the following items every day from the start to the completion of the project:

a. Progress Work. Status for work in progress, new work started, and current and
anticipated problems of scheduling and coordination.

b. Workforce. The number of foremen and mechanics for each trade at the site.

c. Weather. The high and low temperatures, precipitation, and a general description
of the 24-hour weather conditions.

d. Telephone Calls. All pertinent conversations.

e. Site Inspections. The names, titles, and official capacity of all persons, with times
and purposes of inspections noted. For Postal Service payment to be approved,
A/E personnel making authorized site inspections must sign in at the site.

f. Miscellaneous Items. The A/E must note all work or material in place that does
not correspond with drawings or specifications, as well as all other problems or
abnormal occurrences that have arisen during each day. Include notations of any
particular lack of activity. Note corrective actions taken.

192 Architect/Engineer Project Requirements Part IV, Repair and Alteration Contracts
Handbook AS-506, March 2000 Chapter 3, Construction Phase A/E Services
g. Accidents. For all accidents involving bodily injury, lost time, or property damage,
the A/E must record the names of the injured and witnesses, conditions, extent of
injury or damage, and time lost.

3-3.7 Construction Project File

The A/E must maintain a construction project file, at the project site, that contains all
appropriate and necessary records that document the execution of the construction
contract. The field construction project file must consist of copies of the original docu-
ments, not the original documents. The field file must include, but is not limited to, the
following categories (when applicable):

a. Initial submittals for approval:

# Schedule of values.
# Construction schedule.
# System construction estimate breakdown.
# List of subcontractors.
# Qualifications of testing agencies and project personnel.
# Shop drawings submittal log.

b. Correspondence:

# Correspondence.

c. Meeting minutes:

# Preconstruction conference.
# Monthly progress meetings.
# Coordination meetings.

d. Job Drawings:

# Contract drawings.
# Supplemental clarification drawings.
# Drawings containing changes.
# Coordination drawings.

e. Shop Drawings:

# Shop drawings (those that have been reviewed and approved as final).
# Shop drawings log.
# Samples.

f. Test reports:

# Testing log.
# Tests.

g. Substitution request:

# Justification and determination, including:

# Contracting officer’s decision.

Architect/Engineer Project Requirements Part IV, Repair and Alteration Contracts 193
Handbook AS-506, March 2000 Chapter 3, Construction Phase A/E Services
 h. RFI log:

# RFI log.
# General contractor-initiated requests.

i. Schedules:

# Construction progress schedule.

# Equipment and procurement schedules.
# Submittal schedule.
# O&M training schedule.
# Occupancy schedule.

j. Requisitions:

# Approved requisitions for payment.

k. Certified payrolls:

# Certified payrolls.

l. Monthly and quarterly submittals:

# General contractor progress synopsis.

# Labor standards interview.
# Employee utilization report.
# Stored material log and invoices.
# Updated submittal log.
# Subcontractor minority business enterprise (MBE) form.
# Schedule of values.

m. Daily construction log:

# Inspector’s daily construction log.

# Contractor’s daily construction log.

n. Photos:

# Photographs.

o. Modifications and/or change orders:

# Form 4909, Findings of Fact for Contract Modifications.

# Scope of modification.
# Request for proposal, including:
# Contractor’s cost proposal.
# Subcontractor’s cost breakdown.
# Independent estimate (A/E or Postal Service).
# Reconciliation of estimates and proposal.
# Analysis of schedules.
# Negotiation record.
# A/E’s recommendation (if applicable).

194 Architect/Engineer Project Requirements Part IV, Repair and Alteration Contracts
Handbook AS-506, March 2000 Chapter 3, Construction Phase A/E Services
p. Claims:

# Claims log.
# Claims:
# Independent estimate (A/E or Postal Service) of claim.
# Reconciliation of estimates and claim.
# Analysis of schedules.
# Negotiation record.
# A/E’s recommendation (if applicable).
# Contracting officer’s final decision.

q. Small, minority, and woman-owned business subcontracting:

# Initial subcontracting plan.

# Reports.
# Meeting minutes.

r. Construction reports:

# Employee wages.
# Progress.
# Prefinal.
# Final.

s. Closeout documents and documentation:

# Punch lists:
# Prefinal punch list.
# Final punch list.
# Final inspection and acceptance:
# Contractor’s request for inspection.
# Prefinal inspection.
# Final inspection report.
# Certificates:
# Certification of Asbestos and Lead Paint Usage.
# Certificate of lead-free water.
# Certificate of Accessibility and Architectural Barriers Survey.
# Closeout:
# Form 1233, Project Financial Change/Completion Report.
# Inventory sheet.
# Form 1233-A, Project Completion Report (Mechanization Identification
and Cost Allocation).
# Form 1233-B, Project Completion Report (Personal Property Identifi-
cation and Cost Allocation).
# Form 4209, Project Authorization.
# Form 7307, Contractor’s Release.
# Notification to surety, project acceptance, and total contract amount.

Architect/Engineer Project Requirements Part IV, Repair and Alteration Contracts 195
Handbook AS-506, March 2000 Chapter 3, Construction Phase A/E Services
 t. Project acceptance letter:

# Project acceptance letter.

u. O&M manuals:

# List of required operations and maintenance manuals.

# One copy of each manual.
# List of attendees at operations and maintenance training.

v. Warranties and guarantees:

# Warranty and guarantee log.

# Warranties and guarantees.

w. Performance evaluation:

# Form 5002, Construction Contractor Performance Evaluation.

x. As-built drawings:

# Final contract drawings.

# Final shop drawings.

y. One-year warranty inspection:

# Inspection report.

z. Postoccupancy evaluation and review:

# List of warranty items.

# Resolution of inspection items.
# Notification letter.

aa. Administration miscellaneous:

# Cure notice (issue at any time performance is jeopardized except within 10

days of completion).
# Show cause letter.
# Termination for default.

3-3.8 Quality Control and Inspection ! Clause B-33

Handbook P-2, 6.3.1

The A/E must observe the construction, materials, and workmanship daily to ensure
that they comply with plans, specifications, and other contract documents. The follow-
ing must be observed at suitable times during the progress of the work. Items requiring
observation and/or inspection include, but are not limited to,:

a. Benchmarks and building layout.

b. Dimensions and grades.

c. Excavations.

d. Soil under footings.

e. Public utility connections.

196 Architect/Engineer Project Requirements Part IV, Repair and Alteration Contracts
Handbook AS-506, March 2000 Chapter 3, Construction Phase A/E Services
f. Foundation sizes and reinforcing.

g. Pile driving.

h. Caisson work.

i. Concrete forms.

j. Concrete tests.

k. Concrete reinforcing.

l. Structural frames.

m. Floor openings, sleeves, and hangers.

n. Quality and placing of concrete.

o. Weather precautions.

p. Masonry layout, materials, bonding, anchorage, and flashings.

q. Setting of frames and prefabricated elements.

r. Partition layout.

s. Temporary enclosures, heat, and light.

t. Protection of finished work and roofing.

u. Setting of doorframes.

v. Partition construction.

w. Plaster work.

x. Tile work.

y. Electrical work.

z. Mechanical work.

aa. Special equipment.

bb. Elevators.

cc. Furring and lathing.

dd. Plumbing work.

ee. Cabinet work.

ff. Finishes.

gg. Painting and papering.

hh. Hardware.

ii. Inspection and tests.

3-3.9 Monthly Progress Photographs

The A/E must provide photographs during construction in the manner indicated below:

Architect/Engineer Project Requirements Part IV, Repair and Alteration Contracts 197
Handbook AS-506, March 2000 Chapter 3, Construction Phase A/E Services
 a. Twelve pictures are to be taken at each site inspection during construction. If there
is a VMF or other ancillary building on the site, four additional pictures must be
taken of that building at each site inspection. In all cases, the location of the pic-
tures must be approved by the contracting officer.

b. Two 8-inch x 10-inch color prints are to be made of each picture. Include the
name of the project, city, state, date taken, photographer’s name, and the nega-
tive number on the back of each photograph. Photographs are to be delivered to
the contracting officer.

c. In addition, at the discretion of the contracting officer, up to six aerial photographic

flights may be conducted before and during construction. Approximately four
pictures will be taken during each flight. Provide two mounted color prints,
preferably 20-inch x 24-inch, of each picture.

3-3.10 Schedule of Values and Payments ! Clause 1-3

Handbook P-2, 6.4.5

The A/E must review the contract value breakdown on the initial schedule of values
submitted by the contractor. The A/E must notify the contracting officer of construction
activities that are not included on the schedule of values as well as the reasonableness
of the costs assigned to each scheduled item. The A/E must ensure that the schedule
of values is not “front-end loaded.”

The contractor is required to submit to the contracting officer for approval a schedule of
values of the various costs of the work, by trade, aggregating to the total sum of the
contract. This cost breakdown must be realistic because it will be used as a basis for
progress payments to the contractor. The A/E is responsible for the following:

a. Approving the selection and number of activities.

b. Reviewing, evaluating, and analyzing proposed network diagrams, including activ-

ity durations, cost, and workforce loading, when applicable.

c. Revising and analyzing the monthly update of network diagrams, when applicable.

The A/E is responsible for certifying Form 4211-B, Invoice and Payment Authorization
(Facility and Fixed Mechanization Contract), which is submitted monthly by the con-
tractor, after reviewing the schedule of values and substantiating data submitted by the
contractor. This form, which certifies the accuracy of the progress payments, must be
signed by a designated representative of the A/E firm and forwarded to the contracting
officer for signature.

3-3.11 Clarifications
The A/E must furnish written interpretations and drawings necessary for the proper
execution of the work with reasonable promptness so that the contractor can execute
the work without delay. All interpretations and decisions must be consistent with the
intent of the contract documents. These interpretations must not cause changes in the
time or money.

3-3.12 Operating Tests " Building Design

Standards, Master
The A/E must ensure that all required tests are executed at the proper time. The Specification 01450
scheduling of the mechanization operational tests must be coordinated with the Postal Handbook P-2, 6.3.1

198 Architect/Engineer Project Requirements Part IV, Repair and Alteration Contracts
Handbook AS-506, March 2000 Chapter 3, Construction Phase A/E Services
Service at least 3 weeks in advance. The resident engineer or the mechanization resi-
dent engineer must be present for all tests.

3-3.13 Training
Training furnished by the contractor must be coordinated with the A/E and the Postal
Service. The A/E must ensure that all maintenance and operational training is sched-
uled and provided to Postal Service personnel as required by the solicitation docu-
ments, and that the operation of the systems is in accordance with the intent of the
design, particularly with regard to energy conservation operation procedures.

Training must not be scheduled or conducted until after all testing has been satisfacto-
rily completed and until after the Postal Service trainees have had ample time to review
the approved operation and maintenance manuals.

3-3.14 Guarantees and Instructions

As the contractor completes the work, he or she must submit the following items to the
A/E for approval:

a. All required operating instructions.

b. The schedule of training on the operation and maintenance of the various systems
and equipment.

c. Complete keying schedule with master, submaster, room, and special keys. All
keys must be properly marked or tagged.

d. All required guarantees, certificates of inspection, and bonds.

e. Certified air balance reports, with a cover letter from the A/E stating that HVAC
systems satisfy the contract requirements.

The A/E forwards all of the above to the occupying postmaster with copies transmitted
to the construction manager.

3-3.15 Preoccupancy Safety and Health Inspection Handbook P-2, 6.3.1-15

When construction is between 90 percent and 100 percent complete, an on-site Postal
Service team, which includes the A/E, must inspect the construction work and report to
the CO any deficiencies noted during the inspection. The inspection must be conducted
in accordance with Management Instruction AS-510-87-3, Compliance With OSHA
Standards  Facility Construction Program.

3-3.16 Accessibility Inspection Handbook P-2, 6.3.1-16

Before the Postal Service accepts the facility, the COR, the A/E, and the CM (if any)
must inspect the facility, and the designer of record or the construction monitor must
furnish a signed statement certifying that the facility has been constructed to be in
compliance with Handbook RE-4, Standards for Facility Accessibility by the Physically
Handicapped.

The A/E must provide a Certificate of Accessibility prior to contract closeout. Handbook P-2, 6.3.2-30

Architect/Engineer Project Requirements Part IV, Repair and Alteration Contracts 199
Handbook AS-506, March 2000 Chapter 3, Construction Phase A/E Services
 3-3.17 Preliminary Completion Inspection Handbook P-2, 6.3.2-13

To expedite closeout procedures, a preliminary completion inspection may be con-

ducted jointly with the preoccupancy safety and health inspection. The COR, A/E, or
CM conducts the inspection and assembles a list of work items remaining to be com-
pleted or corrected. This is a “preliminary punch list” and is provided to the contractor to
assist the contractor in expeditiously completing the work.

The contractor should have available at the preliminary inspection all O&M manuals,
instructions, and equipment warranties and guarantees required by the contract speci-
fications. O&M manuals, instructions, and equipment warranties and guarantees not
available at the preliminary inspection should be identified on the preliminary punch list
and must be submitted prior to the substantial completion inspection.

3-3.18 Substantial Completion Inspection Handbook P-2, 6.3.2-14

thru 6.3.2-152
A substantial completion inspection must be conducted on every construction project to
accomplish all the following purposes:

a. Determine whether or not the work is substantially complete.

b. Prepare a punch list of work items that must be completed and corrected in order
to conform to the requirements of the construction contract and achieve final
completion.

c. Receive final approval submittals from the contractor.

The substantial completion inspection should be conducted by the COR and the A/E
and/or CM accompanied by the contractor and representatives of the occupying or-
ganization. This inspection team should include the same persons who participated in
the preliminary inspection and environmental professionals as appropriate.

The inspection team must review the facility for compliance with the contract docu-
ments, surveying the facility room by room and ensuring that all equipment is in good
working order. All items listed on the preliminary punch list must be reinspected, and all
tests originally listed as unacceptable must be executed again. The inspection team
must proceed with the inspection in order to prepare a substantial completion punch list
of all remaining defects and omissions. The list must be precise, giving all information
necessary to locate and correct deficient items. By the time the inspection is com-
pleted, the COR must recommend whether or not the project is substantially complete.

The A/E must make it clear to the contractor that the Postal Service will not conduct
special inspections to determine substantial completion until there is sufficient evidence
to indicate that this condition may have been attained.

The A/E must ensure that if the following items have not been previously submitted,
they must be submitted by the contractor at the substantial completion inspection for
transfer to appropriate parties, as the contract may require:

a. A complete set of as-built drawings annotated to show all authorized changes and
variations from the original contract drawings.

b. All outstanding operation and maintenance manuals and instructions for equip-
ment items.

c. All environmental operating permits, manifests, etc.

200 Architect/Engineer Project Requirements Part IV, Repair and Alteration Contracts
Handbook AS-506, March 2000 Chapter 3, Construction Phase A/E Services
d. All outstanding equipment warranties and guarantees.

e. Keys.

f. Spare parts.

g. Occupancy permit (for leased facilities) and inspection certificates.

3-3.19 Final Completion Inspection Handbook P-2, 6.3.2-16

Upon receipt of notice from the contractor that the substantial completion inspection
punch list items have been completed or corrected, the A/E and the designated postal
representatives must inspect these items by comparing them to the punch list and must
confirm their completion in writing when appropriate. This may be done by sending a
confirming letter to the contractor or by checking off, annotating, and initialing a copy of
the substantial completion inspection punch list for each party. When it has been con-
firmed that the contractor has completed all the items on the substantial completion
inspection punch list, final completion of the contract has been achieved.

3-3.20 Final Payment Review

The contractor must apply for final payment on Form 4211-B, as in the case of the
progress payments, and must attach a completed Form 7307.

The A/E must review the contractor’s request for final payment and recommend to the
Postal Service whether or not it is to be paid.

Architect/Engineer Project Requirements Part IV, Repair and Alteration Contracts 201
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202 Architect/Engineer Project Requirements Part IV, Repair and Alteration Contracts
Handbook AS-506, March 2000 Chapter 3, Construction Phase A/E Services
Part IV
Repair and Alteration Contracts

4 Postconstruction Phase A/E Services

4-1 Design Services After Construction (Options)

4-1.1 Record Drawings and Specifications ! Clause B-57

The construction contract documents require the contractor to provide the A/E with " Building Design
drawings and specifications incorporating the revisions and changes made during con- Standards, Master
Specification 01780
struction up to acceptance of the project. The contractor must, during the progress of
the work, keep a master set of prints on the job site, on which is kept a careful and neat
record of all deviations from the contract drawings prepared by the A/E that have been
made during the course of the work. The A/E must review the contractor’s as-built
drawings monthly to ascertain the contractor’s compliance before processing payment
requests.

Upon completion of the project, these as-built prints must be certified as to their cor-
rectness by the signature of the contractor and turned over to the A/E for use in pre-
paring a permanent set of record as-built drawings. The A/E must revise the original
contract documents to indicate as-built conditions, including revisions in site and build-
ing area tabulations.

4-1.2 Contract Appeals Purchasing Manual

6.8.3
Appeals made by the contractor may be heard by the Postal Service Board of Contract
Appeals or the Claims Court. The resident engineer or other professionals having ! Clause B-293
knowledge of the dispute may be required to support the Postal Service during appeal
hearings. Reimbursement for these services will be at the same daily rates specified for
services included in Clause B-293, Architect/Engineer Field Duties During Construction
(Option), Section A, Items and Prices, of the A/E’s contract. In addition, travel expenses
are reimbursed to the extent that they would be allowable for Postal Service employees
under travel regulations in effect at the time of travel.

4-2 Field Services After Construction (Option)

4-2.1 Six-Month Postoccupancy Evaluations " Building Design

Standards
The purpose of the postoccupancy evaluations is to provide feedback to the Postal
Service that is necessary for improving the design standards. The A/E, at the direction
of the CO, may be required to participate in and/or review and provide an analysis of
postoccupancy evaluations. There are two different levels of postoccupancy
evaluations:

Architect/Engineer Project Requirements Part IV, Repair and Alteration Contracts 203
Handbook AS-506, March 2000 Chapter 4, Postconstruction Phase A/E Services
 a. Level One Postoccupancy Evaluation. A level one postoccupancy evaluation is
to be conducted on all types of newly completed facilities, as follows:

(1) The level one postoccupancy evaluation is accomplished by completing the

Postoccupancy Evaluation Questionnaire. This is completed by the post-
master or facility manager and the manager of the Administrative Support
unit.

(2) The Postoccupancy Evaluation Questionnaire is to be completed between 4

and 6 months after the facility has been occupied.

(3) The manager of Design and Construction at the FSO must send one copy of
the Postoccupancy Evaluation Questionnaire to the postmaster or facility
manager and another copy to the manager of the Administrative Support
unit.

(4) The completed questionnaire is to be returned to the manager of Design and

Construction for review and comments.

b. Level Two Postoccupancy Evaluation. Headquarters, with a specialized con-

sultant, will conduct a site visit and a more extensive evaluation for selected facili-
ties using the following tools:

(1) Employee Questionnaire. The consultant conducts these questionnaire in-

terviews during the site visit.

(2) Customer Interview. The consultant conducts interviews with customers

during the site visit.

The consultant prepares a narrative report with engineering studies of the findings
from the employee and customer interviews.

4-2.2 Guarantee Inspection

If defects become evident during the guarantee period, the Postal Service may author-
ize the A/E to investigate and report on them.

4-2.3 One-Year Warranty Inspection

The purpose of the one-year warranty inspection is to identify construction warranty
and/or guarantee defects before the end of the 1-year warranty period for new con-
struction and major repairs.

At least 4 weeks before expiration of the warranty date, the project manager or COR
will schedule and conduct the final one-year warranty inspection. Participants in the
inspection will be the CO, the contractor, the local postal official, the COR or designee,
and the A/E. Before the one-year warranty inspection is conducted, all earlier noted
deficiencies not corrected should be listed.

The warranty log prepared at final acceptance is to be used as a checklist for each
warranted item to be inspected to ensure that it is performing satisfactorily. All warranty
deficiencies noted during the inspection must be listed, and a “draft” copy of the defi-
ciency list must be given to the contractor at the end of the inspection. The CO will for-
mally transmit the deficiency list to the contractor via a letter.

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The local postal official will monitor the correction of warranty defects until such time as
all defects are corrected. The local postal official will also inform the COR as to the
status of uncorrected warranty deficiencies. The CO will notify the contractor’s surety
company if the contractor does not respond in a timely manner.

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206 Architect/Engineer Project Requirements Part IV, Repair and Alteration Contracts
Handbook AS-506, March 2000 Chapter 4, Postconstruction Phase A/E Services
Part V
Design-Build Contracts

Contents
1 Predesign Phase Design-Build Contractor Services ............................................ 211
1-1 Survey of Existing Facilities........................................................................... 211
1-2 Additional Services (Options) ........................................................................ 211
1-2.1 Boundary and Topographic Site Survey ................................................ 211
1-2.2 Subsurface Investigation........................................................................ 211
1-2.3 Investigative Services for Existing Facilities .......................................... 212
1-2.4 Environmental Assessment ................................................................... 212
1-2.5 Wetlands Impact Study.......................................................................... 212
1-2.6 Hazardous Waste Site Assessment ...................................................... 212
1-2.7 Traffic Impact Studies ............................................................................ 212
2 Design Phase Design-Build Contractor Services ................................................. 213
2-1 General Design Services .............................................................................. 213
2-1.1 Table of Design Phases......................................................................... 213
2-1.2 Transmitting Submissions...................................................................... 213
2-1.3 Records Ownership ............................................................................... 214
2-1.4 Postal Service-Furnished Property ........................................................ 214
2-1.5 Changes................................................................................................. 214
2-1.6 Meetings................................................................................................. 215
2-2 Design Phase Services ................................................................................. 215
2-2.1 Preconcept Design Phase ..................................................................... 215
2-2.1.1 Acceptance Criteria......................................................................... 215
2-2.1.2 Submission Requirements .............................................................. 215
2-2.1.3 Preconcept Design Review Meeting ............................................... 222
2-2.2 Concept Design Phase .......................................................................... 223
2-2.2.1 General ........................................................................................... 223
2-2.2.2 Submission Requirements .............................................................. 223
2-2.2.3 Concept Design Review Meeting .................................................... 232
2-2.3 Intermediate Design Phase.................................................................... 232
2-2.3.1 General ........................................................................................... 232
2-2.3.2 Submission Requirements .............................................................. 232
2-2.3.3 Intermediate Design Review Meeting ............................................. 238
2-2.4 Final Design Phase ................................................................................ 238
2-2.4.1 General ........................................................................................... 238
2-2.4.2 Submission Requirements .............................................................. 239
2-2.4.3 Final Design Review Meeting.......................................................... 242
2-2.5 Submission Checklist............................................................................. 242
2-3 Design-Build Contractor Modifications of Design.......................................... 242

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 2-4 Additional Design Phase Services (Options) ................................................ 245
2-4.1 Perspective Drawing .............................................................................. 245
2-4.2 Supplementary Drawings ....................................................................... 245
2-4.3 Mechanization Systems Description Manual ......................................... 246
2-4.4 Roofing Consultant ................................................................................ 246
2-4.5 Fire Protection Consultant ..................................................................... 247
3 Construction Phase Design-Build Contractor Services ........................................ 249
3-1 Design Services During Construction (Options)............................................ 249
3-1.1 General .................................................................................................. 249
3-1.2 Design-Build Contractor Support Services ............................................ 249
3-1.3 Submission Reviews and Approvals ...................................................... 250
3-1.3.1 Shop Drawings, Product Data, and Samples.................................. 251
3-1.3.2 Coordination Drawings.................................................................... 252
3-1.3.3 Schedule of Values and Progress Payments.................................. 252
3-1.3.4 Schedules ....................................................................................... 252
3-1.3.5 Spare Parts Data............................................................................. 253
3-1.3.6 Warranties and Guarantees............................................................ 253
3-1.3.7 Operation and Maintenance Manuals ............................................. 253
3-1.3.8 Test Reports ................................................................................... 253
3-1.3.9 Change Orders and Contract Modifications.................................... 254
3-1.3.10 As-Built Drawings and Specifications............................................ 254
3-1.3.11 Electronic Format of As-Built Information ..................................... 254
3-1.3.12 As-Built Photographs .................................................................... 254
3-1.3.13 Closeout Certificates ..................................................................... 254
3-2 Modifications of Design During Construction ................................................ 255
3-3 Field Services During Construction (Options) ............................................... 255
3-3.1 Requirement .......................................................................................... 255
3-3.2 General Responsibilities ........................................................................ 255
3-3.3 Contract Administration.......................................................................... 255
3-3.4 Field Supervision.................................................................................... 256
3-3.5 Mechanization Coordination................................................................... 257
3-3.6 Progress Meetings ................................................................................. 258
3-3.7 Records.................................................................................................. 259
3-3.8 Construction Project File........................................................................ 259
3-3.9 Quality Control and Inspection ............................................................... 263
3-3.10 Progress Photographs ......................................................................... 264
3-3.11 Schedule of Values and Payments ...................................................... 264
3-3.12 Clarifications ........................................................................................ 265
3-3.13 Operating Tests ................................................................................... 265
3-3.14 Training ................................................................................................ 265
3-3.15 Guarantees and Instructions................................................................ 265
3-3.16 Preoccupancy Safety and Health Inspection ....................................... 266
3-3.17 Accessibility Inspection ........................................................................ 266
3-3.18 Preliminary Completion Inspection ...................................................... 266

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 3-3.19 Substantial Completion Inspection....................................................... 266
3-3.20 Final Completion Inspection................................................................. 267
3-3.21 Final Payment Review ......................................................................... 267
4 Postconstruction Phase Design-Build Contractor Services ................................. 269
4-1 Design Services After Construction (Options) .............................................. 269
4-1.1 Record Drawings and Specifications ..................................................... 269
4-1.2 Contract Appeals ................................................................................... 269
4-2 Field Services After Construction (Option).................................................... 269
4-2.1 Six-Month Postoccupancy Evaluations .................................................. 269
4-2.2 Guarantee Inspection............................................................................. 270
4-2.3 One-Year Warranty Inspection .............................................................. 270

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210 Architect/Engineer Project Requirements Part V, Design-Build Contracts

Handbook AS-506, March 2000 Contents
Part V
Design-Build Contracts

1 Predesign Phase Design-Build

Contractor Services
1-1 Survey of Existing Facilities
The design-build contractor must perform all investigative survey, research, and re-
views that are necessary to prepare the design. This survey must include, but is not
limited to,:

a. Analysis of the site.

b. Analysis of availability and capacity of underground and aboveground utilities.

On existing facilities, the design-build contractor’s survey must analyze their electrical,
mechanical, and structural capabilities as well as review the existing drawings for criti-
cal inaccuracies. The survey must include interviewing Operations and Maintenance
personnel and measuring existing conditions.

1-2 Additional Services (Options)

1-2.1 Boundary and Topographic Site Survey Handbook AS-503

The design-build contractor may be required to provide or assist the Postal Service in
providing a site survey, including a site plot plan showing the site boundary and topo-
graphic information. This would also include modifying on-site utility systems, off-site
utility work, drainage systems, and existing paved surfaces.

The design-build contractor prepares, reviews, and coordinates the topographic and
property line surveys, including easements, setbacks, and utility locations, necessary
for completing the construction documents as described in the Boundary and Topo-
graphic Site Survey (RETB, September 1996) found in Handbook AS-503, Standard
Design Criteria. All available Postal Service survey information must be provided to the
design-build contractor. The design-build contractor must coordinate required soil bor-
ings, quantity, locations, depth, analysis, etc., with the environmental specialist.

1-2.2 Subsurface Investigation

The design-build contractor prepares, reviews, and coordinates the subsurface soil
investigation as necessary for preparation of the construction documents.

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 1-2.3 Investigative Services for Existing Facilities
The design-build contractor must perform all field investigations, measurements, sur-
veys, and testing of existing facilities necessary to generate "as-built" drawings for the
areas and systems affected by the proposed work. Investigative tests must be the non-
destructive type. The design-build contractor must visit the site, taking supporting per-
sonnel representing appropriate disciplines needed to inspect the existing conditions
and to take measurements, notes, and pictures, as needed, for preparing as-built
drawings for areas and systems affected by the work.

1-2.4 Environmental Assessment Handbook RE-6

The design-build contractor must evaluate the appropriate requirements for environ-
mental monitoring, assessment, and/or statements if this task is included in the con-
tract. The design-build contractor must perform the required ecological studies,
including preparation of environmental assessment and impact reports. The design-
build contractor must attend public meetings and hearings as required and make pres-
entations as necessary to governing authorities.

1-2.5 Wetlands Impact Study Handbook RE-6

The design-build contractor must evaluate the impact that the proposed project will
have on the wetlands at the proposed site if this task is included in the contract. The
design-build contractor must provide construction guidelines and procedures required
for compliance with all regulations. The design-build contractor must attend public
meeting and hearings as required and make presentations as necessary to governing
authorities.

1-2.6 Hazardous Waste Site Assessment

The design-build contractor must perform a comprehensive waste assessment of the
designated site if this task is included in the contract. The design-build contractor must
procure all tests necessary to complete the assessment. The design-build contractor
must prepare a hazardous waste site assessment report substantiating the conclusions
reached during the assessment. This report must include a detailed procedure or de-
sign for site remediations. The design-build contractor must attend public meetings and
hearings as required and make presentations as necessary to governing authorities.

1-2.7 Traffic Impact Studies

The design-build contractor must perform a comprehensive traffic impact study if this
task is included in the contract. The traffic impact study must include analyses and
evaluations of the impact that the proposed construction would have on pedestrian and
vehicular traffic, including public mass transportation and public parking. The traffic
impact study must consider the proposed construction and also all long-term plans for
future postal expansion. The traffic impact study must also address all restrictions due
to traffic congestion and the cost of all necessary traffic improvements. The design-
build contractor must attend public meetings and hearings as required and make pres-
entations as necessary to local and governing authorities.

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Part V
Design-Build Contracts

2 Design Phase Design-Build Contractor

Services
2-1 General Design Services

2-1.1 Table of Design Phases

The following list of design phases is arranged to show the percentage of design effort
completed at that phase and the purpose and location of meetings. The "cumulative
percentage of total effort” may be used as a basis of payment, but is not necessarily a
measurement of the completion of the construction documents; however, the progress
of the construction documents should be close to this percentage.

Cumulative
% of Total Purpose of Meeting or Location of
Phase Effort Review Meeting or Review
Preconcept 10 Value engineering review. Office of contracting
Provide guidance in operational officer (CO) or as
and functional requirements. designated by CO
Concept 30 Value engineering review. Office of contracting
Accept operational and officer or as
functional requirements. designated by CO
Intermediate 70 Final review for compliance with Office of contracting
value engineering comments. officer or as
Verify progress of construction designated by CO
documents.
Final 100 Final submission. Verify Office of contracting
completion of construction officer or as
documents. designated by CO

The design-build contractor must provide the Postal Service project manager with a
written response to all Postal Service comments resulting from design reviews within 7
calendar days after each review meeting.

2-1.2 Transmitting Submissions

The minimum quantity of submissions is to be determined at contract negotiations.
Each submission must be delivered on time and must be fully complete, containing all
deliverable items described for the respective phase of the project completion. When
submittals are found to be incomplete or lacking substance, the Postal Service may

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 reject the submission, and all additional information or drawings submitted, without
further review until the design-build contractor resolves the deficiencies. Corrections of
deficiencies or makeup of time delays is at the design-build contractor’s expense and
at no additional cost to the Postal Service.

To avoid unnecessary delays during the design process and any subsequent potential
for causing the construction cost to escalate, it is normally expedient to use Express
Mail when it is available. Use Priority Mail when mailing design submissions for Postal
Service review. The design-build contractor must include the costs of mailing items in
the design expense as a lump sum price.

2-1.3 Records Ownership ! Clause 4-7

The Postal Service may, at its option, demand and take, without additional compensa-
tion, all records relating to the services provided under this agreement. The design-
build contractor must turn over all such records upon request, but may retain copies of
documents produced.

" Building Design

2-1.4 Postal Service-Furnished Property Standards, Master
Specification 01116
The design-build contractor is responsible for ensuring that the design includes Postal
Service-furnished items, equipment, and property, as applicable. The design-build Purchasing Manual
2.2.7
contractor must edit and modify the list of Postal Service-furnished items included in
the Master Specification, section 01116, published on the Building Design Standards ! Clause 2-11
CD-ROM. The design-build contractor must verify all the dimensions and must ac- ! Clause 2-12
commodate the structural and the utility (electrical, mechanical, etc.) requirements for ! Clause 2-13
all Postal Service-furnished items. The design-build contractor must ensure that the
! Clause 2-14
design clearly defines the extents and limits of the items furnished by the Postal Serv-
ice and clearly identifies all components necessary for a complete installation.
! Clause FB-255
! Clause FB-234
! Clause DB-41
2-1.5 Changes
Changes must be administered as follows:

a. The design-build contractor must not undertake work that the firm considers to be
a cost or schedule modification to the contract without prior written authorization
from the contracting officer.

b. Changes in the scope of work or in the initial design-build contractor contract are
considered contract modifications.

c. Modifications required before construction contract award are prepared by the

design-build contractor only after the contracting officer has accepted the
proposed modifications in writing.

d. The design-build contractor must prepare the necessary design drawings and
specification revisions and must fulfill all applicable services related to the modifi-
cation as though they were contained in the original scope of work.

e. The design-build contractor must furnish an estimate of how the modification

would affect the project construction cost and scheduling.

f. In accordance with the requirements outlined in the Design Approach and Econ-
omy in Design and Construction section of this handbook (Part I, 1-3), the design-

214 Architect/Engineer Project Requirements Part V, Design-Build Contracts

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 build contractor must incorporate into the design, without additional design fee,
value engineering items that the Postal Service determines will achieve the maxi-
mum life-cycle cost benefit.

2-1.6 Meetings
The design-build contractor must deliver the required submittals to the Postal Service
offices designated by the project manager in sufficient time to allow for review before
the design review meetings. A minimum of 21 calendar days should be allowed for the
Postal Service to review and schedule the review meeting.

A design-build contractor representative is to attend all local field review meetings.

2-2 Design Phase Services

2-2.1 Preconcept Design Phase

2-2.1.1 Acceptance Criteria

When the design-build contractor’s preconcept designs as submitted do not meet

Postal Service functional requirements, or where additional sketches or revised devel-
opment plans are required to clarify and ensure a mutual understanding of the pro-
posed design, additional submittals or sketches may be required. Such submittals,
sketches, or resubmittals necessary to continue the design development of the project
are to be supplied at no cost to the Postal Service provided the scope of work remains
unchanged.

The Postal Service bases its acceptance on satisfactory adherence to Postal Service
programmed space allocations, the functional relationship of major building plan ele-
ments, efficient and functional site utilization, and indications of economical design,
which the concept design submission must fully develop. The concept design submis-
sion requirements must be reviewed, and questions about the format will be solved at
that time.

2-2.1.2 Submission Requirements

The design-build contractor must submit the preconcept design to the Postal Service
offices designated by the project manager in sufficient time to allow for it to be reviewed
before the preconcept design review meeting. The preconcept submission is normally
scheduled for 30 calendar days after the contract award for major facilities and for re-
pair and alteration projects, and 15 calendar days after the contract award for customer
service projects.The preconcept design consists of the following minimum compo-
nents:

a. Site Utilization Plan. The site utilization plan must be prepared as a single overall
plan on one sheet and must include, at a minimum, the following:

(1) Building.

(2) Property lines.

(3) Parking locations (by dimensions).

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 (4) Topography.

(5) Traffic flow.

(6) Entrances.

(7) Prevailing wind direction.

(8) Availability of utilities.

(9) Proposed utilities.

(10) Building expansion capability.

(11) Stormwater drainage.

(12) Anticipated off-site or on-site easements and construction.

(13) Potential problems associated with site utilization.

(14) Wetland delineation.

(15) Other pertinent information.

b. Site Restrictions and Improvements. The design-build contractor must investi-

gate and identify all site restrictions and limitations, local ordinances, and legal
building requirements pertaining to the proposed facility. The design-build con-
tractor must identify all site restrictions and improvements necessary to ensure a
complete and comprehensive design for the construction and operation of the fa-
cility. The design-build contractor must include the time and cost of all items for
which the permit process or construction process requires a long-lead time. The
design-build contractor must be prepared to discuss this information at the pre-
concept design review meeting. The design-build contractor’s investigative effort
must include, but not be limited to, the following:

(1) Utilities.

(2) Easements.

(3) Rights-of-way.

(4) Street improvements.

(5) Bonds.

(6) Fees.

c. Architectural Floor Plans. Except for medium building design standard (MSBD)
drawings, building floor plans are to be drawn at a scale of 1/16 inch = 1 foot. The
floor plan scales for MSBD drawings must be as specified and provided on the
Building Design Standards CD-ROM. Lobby plan layouts, cafeteria seating plan
layouts, or other areas requiring larger detail to fully explain plan concepts may be
drawn at a larger scale. When a 1/16 inch = 1 foot scale building plan does not fit
on a single drawing sheet, provide an additional overall building plan at a smaller
scale. The floor plans provided at the preconcept design phase are single-line
sketches or assemblies of MSBD modules that must, at a minimum, include the
following:

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 (1) Location and relationship of all building spaces.

(2) Lookout galleries (LOGs) and closed-circuit television (CCTV) camera loca-
tions) (if applicable).

(3) Breakouts (if applicable).

(4) Fixed mechanization (if applicable).

(5) Major nonfixed mechanization (such as letter sorting machines; cull, face,
cancel machines; and the like) (if applicable).

(6) Registry and key cages.

(7) Locations for future equipment that will require power, etc.

d. Elevations and Perspective Sketches. Perspective sketches must be single-line

drawings, either hard-line ruled or controlled freehand delineations in color, using
watercolor marker or colored pencil (renderings generated on computer-aided de-
sign (CAD) equipment and three-dimensional (3D) modeling are acceptable).
Sketches must indicate materials, finishes, fenestration, and site landscaping. The
design-build contractor must prepare a minimum of three alternate perspective
sketches to show the overall site development, building massing, and design con-
cept. In addition, the design-build contractor must provide supplementary
sketches showing interior and exterior features, such as customer entrances, em-
ployee entrances, and interior views, necessary to explain the design concepts.

The design-build contractor must furnish black-and-white copies of the alternate

perspective sketches with the preconcept design submission and submit the color
sketches during the preconcept design review meeting. The design-build con-
tractor must present the sketches, discuss alternates, and recommend designs,
with supporting justifications, to the Postal Service during the preconcept design
review meeting. All items of discussion and design direction must be noted by the
design-build contractor and incorporated into the further design submission re-
quired at the concept design phase.

e. Mechanization. As part of the preconcept design on projects involving mechani-

zation, the design-build contractor must submit the following:

(1) A single-line diagram of the conveyor system showing control elements.

(2) A detailed outline of Specification Section 17-7.

(3) A single-line plan layout to scale of the fixed mechanization showing critical
building elements such as columns, aisles, and lookout galleries.

(4) Elevation drawings to scale of the mechanization demonstrating proper

clearances between conveyors and between mechanization and building
elements.

f. Code Analysis. The design-build contractor must submit a complete code analy-
sis with the preconcept design. The design-build contractor must investigate and
identify all applicable governing codes, ordinances, and legal building require-
ments pertaining to the proposed facility. The code analysis must include the time
and cost of all items for which the permit process or construction process requires
a long-lead time. The code analysis must include:

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 (1) Code Listing. The code analysis must include a complete listing of all appli-
cable codes, ordinances, and regulations, including but not limited to,:

(a) All applicable Occupational Safety and Health Administration (OSHA)

codes.

(b) All applicable National Fire Protection Association (NFPA) codes.

(c) All applicable state codes.

(d) All applicable local codes.

(e) Zoning regulations.

(f) Ordinances.

(2) Small-Scale Floor Plan. The code analysis must include a small-scale floor
plan of the total building that shows the following:

(a) Locations of all required fire exits.

(b) Exit units.

(c) Rated walls and structures.

(d) Smoke vents.

(e) Smoke curtains.

(f) Paths of travel indicating actual distances. (Workrooms with long travel
distances are often a problem and must be carefully considered.)

(3) Alternatives. The code analysis must identify conflicts with applicable codes
and provide alternative solutions. For codes for which the Postal Service is
the "authority having jurisdiction," which is often the case with the NFPA, the
design-build contractor must submit a written request with a full justification
when recommending a special ruling, equivalent or superior to the intent of
the codes, the design-build contractor believes is required to provide a safe
and economical design.

g. Building Area Tabulations. The design-build contractor must include the follow-
ing items with the building area tabulations submitted with the preconcept design:

(1) Single-Line Floor Plan. The design-build contractor must submit a single-
line small-scale floor plan (1/16-inch scale preferred) of the entire building for
both a general mail facility (GMF) and vehicle maintenance facility (VMF).
The single-line floor plan must clearly designate the number and name of
each functional space and the overall building dimensions and must include
the building area tabulation lists.

(2) Building Area Tabulation Lists. Building area tabulation lists must be in-
cluded on the single-line floor plan and also must be submitted separately.
The building area tabulation lists must include the following information:

(a) The location for each functional area by number and name in the order
in which it appears in Form 919 or 929.

(b) The net area for each functional area shown on the Form 919 or 929.

(c) The net area provided for each functional area.

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 (d) The percentage of deviation from Form 919 or 929 for each area.

(e) Subtotals for each group of related functional areas.

(3) Building Areas and Calculations. The building areas are calculated as dis-
cussed below:

(a) Gross Area. The gross area of a building is defined as the building
footprint measured to the outside of exterior walls and adding mezza-
nine and LOG splines, calculated as 100 percent. Loading dock plat-
form is calculated as 100 percent for both closed and open loading.
Carrier loading is not included unless the loading area is completely
covered. Covered carrier loading when the entire loading area, including
driveways, is completely covered is calculated as 50 percent of the area
under roof. Enclosed covered carrier loading is calculated as 100 per-
cent.

The following guidelines are used to determine gross areas:

Not
Included Included
in Gross in Gross
Location or Space Area Area
Full area of lookout gallery system X
Mezzanines X
Platforms enclosed by exterior walls X
Covered platforms outside exterior walls X
Necessary circulation aisles X
Door recesses X
Coat closets X
Fuel dispensing booths X
Canopied areas X
Open wash bays X

The gross area of the facility must be kept to a minimum and must not
exceed the estimated gross area agreed upon at the negotiation
meeting.

(b) Net Area. The net area of a building is definied as the area within each
room or space calculated from finished wall surface to finished wall
surface, exclusive of canopied area and open wash bays. The following
spaces must be designed no smaller than the area specified in the
Form 919 or 929 and, if necessary for plan conformity, may be in-
creased up to a maximum of 5 percent of the area specified in the Form
919 or 929:

i. Office spaces of 120 square feet or less.

ii. Postmasters’ offices.

iii. Station or branch managers’ offices.

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 Except for the three areas identified above, each large office space
must be designed within plus or minus 5 percent of the area specified in
Form 919 or 929. The total net area of all office space provided must be
within plus or minus 5 percent of the total net area specified in the Form
919 or 929.

The workroom net area must be within plus or minus 1 percent of the
area specified in the Form 919 or 929.

(c) Calculations. The building area calculations must comply with those
shown on the Form 919 or 929. The design-build contractor must sum-
marize the area calculations on all submissions, including the construc-
tion proposal documents. The building area calculations must show the
ratios of the gross areas over the net floor areas for each major building
space (i.e., office, workroom, lobby, platform, support, mechanical, and
electrical spaces) and for the total building.

If the layout or the orientation of the facility changes the site and floor
plan contained in the design data, the design-build contractor must
submit a detailed description of the effect of the changes on the gross
area limitations and the total estimated cost of the facility. The design-
build contractor must explain all changes to the program requirements
with footnotes that reference the source and date of the document that
authorized the change.

h. Building System Comparisons. A schedule of various building systems being

investigated for recommendation must be submitted during the preconcept design
phase. The building system comparisons must include, at a minimum, the
following:

(1) At least three exterior wall systems with a minimum thermal mass of 70
pounds per square foot and a 0.07 maximum "U" value. (Exterior wall sys-
tems with a mass less than 70 pounds per square foot may be considered if
justified by the design-build contractor, e.g., when a facility is to be located in
a geographic location where the weather is extremely mild or the building
may be subjected to strong earthquake forces.)

(2) At least three roof membrane and insulation systems with a 0.05 maximum
"U" value.

(3) Alternate viable foundation systems.

(4) Alternate roof heights (including a multiple-level versus single-level roof com-
parison).

(5) The types of fuel available.

(6) A written description of the type of analyses and calculations, including cost-
effectiveness, that will accompany the concept design phase submission.

(7) A list of building systems, including interior and exterior finishes, tentatively
proposed that is the basis for the cost estimate.

The building system comparisons must show clear ceiling heights; foundations;
pavements; heating, ventilation, and air-conditioning (HVAC); electrical; plumbing;
and so forth.

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i. Energy Conservation Analysis. The design-build contractor must submit a writ- Handbook AS-503
ten report identifying the active and passive features that are being considered as
potentially cost-effective for the project. Handbook AS-503 and the Building De-
sign Standards identify energy conservation features and systems to be consid-
ered in a building design. The active and passive features and systems identified
in the preconcept design submission are to be analyzed on a life-cycle cost basis
in the concept design submission. The design-build contractor must substantiate
the items selected on the basis of a site-specific climatic analysis and a prelimi-
nary energy consumption analysis. The facility design must comply with the pre-
scribed design energy budget established in the Functional Design Specifications
(FDS). The design-build contractor must ensure that the design complies with the
energy budget by performing an energy analysis appropriate to each stage of the
design.

a. Postal Service Environmental Policy and Guiding Principals. The design- " Building Design
build contractor must submit a report identifying the environmentally conscious Standards
products and procedures that are being considered for use on the project. The
Green Addendum to the Master Specification identifies environmentally conscious
products and procedures that are to be considered in a building design. The
design-build contractor must ensure that the environmentally conscious products
and procedures used are cost-effective and provide maximum energy conserva-
tion. The life-cycle costs of the environmentally conscious products and proce-
dures identified in the preconcept design submission are to be analyzed and
compared to conventional products and procedures in the concept design sub-
mission.

b. Cost Estimate. The design-build contractor must submit a preliminary cost esti-
mate with the preconcept design. This and all subsequent cost estimates must be
formatted identically to allow direct comparison of the estimates as the design
phases progress. This estimate should be accurate and realistic, not a "safe"
(high) estimate. The cost estimate is used to monitor compliance with the budget.
All cost estimates are confidential material for official Postal Service use only. The
design-build contractor must not divulge cost estimates or working papers used to
prepare them to any individual who does not have a need to have them for per-
formance of services under this design-build contractor contract.

The cost estimate must include information sufficient to provide evidence that the
design is within the construction cost limit. Lump sum amounts for major items
that cannot be readily analyzed will not be accepted. The cost estimate must re-
flect the construction cost that the design-build contractor anticipates on the date
the work begins. The design-build contractor must ensure that the cost estimate
reflects prices for work and materials, taking into account possible labor shortages
that may occur because of other known proposed projects in the area, local con-
struction conditions, complexity of the project, degree of risk, and size of the job.
The cost estimate is to be categorized to show material and labor.

All estimates must use hourly labor rates not less than the rates as determined by
the Secretary of Labor. The Postal Service will supply the design-build contractor
with a list of wage rate determinations.

The design-build contractor must provide an overall cost estimate that summa-
rizes all costs in a table as well as provide separate cost estimates for each mail
facility building, vehicle maintenance building, other building as provided, and site
work.

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 The cost estimates provided by the design-build contractor must be categorized
into the following building systems:

CSI
Divisions Building System
1 General requirements
2 Site work
3 Concrete
4 Masonry
5 Metals
6 Wood and plastics
7 Thermal and moisture protection
8 Doors and windows
9 Finishes
10 Specialties
11 Equipment
12 Furnishings
13 Special construction
15 Mechanical
16 Electrical
17 Mechanization

2-2.1.3 Preconcept Design Review Meeting

The preconcept design review meeting will be held at the office of the contracting offi-
cer or a location as designated by the CO. If the facility has fixed mechanization, repre-
sentatives of the mechanization disciplines must also attend. At the preconcept design
review meeting, the design-build contractor must be prepared to discuss the following:

a. The control and operational concepts to be implemented in the mechanization

design.

b. The rationale to be followed in specifying and locating structural supports for

mechanization.

c. The special requirements of the project’s mechanization specifications, including

the requirement of the mechanization maintenance manual and considerations
relating to interfacing the mechanization and building specifications.

Along with the lead project architect, the design-build contractor is to have the lead de-
signers from each of the following disciplines present to answer any questions that may
arise: civil, structural, mechanical, electrical, CCTV and communications, plumbing,
fire protection, cost estimating, and others as appropriate.

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2-2.2 Concept Design Phase

2-2.2.1 General

The concept design consists of the architectural and engineering plans, elevations,
sketches, diagrams, analyses, estimates, cost benefit justifications, and other data
needed to clearly describe the recommended design. The concept design phase data
must be developed into a comprehensive design development presentation of the ba-
sic design for all disciplines.

All disciplines must justify using the type of building system they recommend (i.e.,
HVAC systems, electrical systems, lighting, fuel, structural, framing, bay spacing,
mechanization, walls, roofing membrane, and insulations). The recommendations must
be substantiated by detailed cost and supporting analyses. The building area tabula-
tions, cost estimates, cost-effective energy conservation analyses, and environmental
products and procedures analyses that were presented in the preconcept design must
be updated and further developed in the concept design submission.

Postal Service acceptance of the concept design submission establishes the final
building and site layout. Postal Service acceptance of this submission gives the design-
build contractor functional and operational authorization to proceed with the design to-
ward the final construction documents.

When concept designs as submitted do not meet Postal Service functional require-
ments, or when additional sketches or revised development plans are required to clarify
and ensure mutual understanding of the proposed design, additional submittals or
sketches may be required. The design-build contractor provides such submittals,
sketches, or resubmittals necessary to continue the design development of the project
at no cost to the Postal Service if the scope of work remains unchanged.

2-2.2.2 Submission Requirements

The design-build contractor must submit the concept design to the Postal Service of-
fices designated by the project manager in sufficient time to allow for it to be reviewed
before the concept design review meeting. The concept design submission must be
complete and contain all of the required material.

Building plans must be drawn at a scale of 1/16 inch = 1 foot except for MSBD draw-
ings. If a larger plan detail is necessary to fully explain the development of the design,
the drawing may be drawn at a larger scale. The design-build contractor must not an-
ticipate the preparation of working drawings by using larger than needed drawing
scales (thereby increasing the number of drawings and work effort), because the de-
sign development as represented by the concept submission may need to be further
changed and refined to complete the design. Drawings must show Postal Service Data
Systems (PSDS) equipment where required.

The concept design consists of the following minimum components:

a. Site Restrictions and Improvements. The design-build contractor must update

and refine the site restrictions and improvements information submitted at the
preconcept design.

b. Civil Design. The design-build contractor must provide a comprehensive civil

design. The civil design must include design data and drawings identifying the
following:

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 (1) Stormwater. Include the site’s stormwater drainage design criteria, such as
design storm frequency and duration curves, storm frequency adopted by the
local jurisdiction, and all other considerations to substantiate the proposed
design. Submit the site survey and subsurface investigation reports, if re-
quired, no later than the concept design submission.

(2) Streets. Show street names, directions of traffic, width and number of traffic
lanes, dimensions of pavement, rights-of-way, easements, traffic lights, and
traffic survey data. Provide the names of jurisdictions controlling street rights-
of-way.

(3) Driveways and Parkways. Indicate the direction of traffic, dimensions of

driveways, parking spaces, concrete aprons, and the number of each type of
vehicle space. Identify the locations of truck, employee, official, and customer
parking. Indicate buildings and other features on adjacent property that are
within 10 feet of property lines. Show area requirements for future building
expansion by dotted lines.

(4) Pavement Design. Justify the pavement design by design analysis and eco-
nomic rationales.

(5) Grades. Establish a clear understanding of the existing and proposed site
grading and surface drainage requirements.

(6) Site Utilities. Show the layout, size, and invert elevations of all sanitary and
storm sewers, water and gas mains, and telephone and electrical lines avail-
able or required to serve the site.

(7) Miscellaneous Features. Show the locations and extent of site security
fencing, gates, guardhouses, and lighting poles. Indicate areas to be land-
scaped.

(8) Vicinity Map. Provide a small inset vicinity and site location plan showing the
site location with respect to major highways, airport, the business district, and
the like.

(9) Easements. Show the location and extent of all required off-site and on-site
easements or rights-of-way. Note fees required by local ordinances or utilities
to be paid by the Postal Service before construction.

(10) Legal Description. All easements, rights-of-way, and the like must be identi-
fied at this stage by a legal description and a metes and bounds survey tied
to a corner description of the Postal Service site. If an easement or permit
must be acquired, the design-build contractor must notify the Postal Service
no later than the concept design review meeting.

(11) Off-Site Construction. Show the location and extent of all off-site construc-
tion that is required and all easements that must be obtained.

(12) Subsurface Soils Investigation Report. If the design-build contractor is re-

quired to provide a subsurface soils investigation report as an additional pre-
design phase service, the design-build contractor must submit the report,
including the boring logs, along with the concept design.

c. Site Plan. The design-build contractor must provide an overall site plan on one
sheet showing streets, building locations, landscaping, parking, and so forth. This
plan may be combined with the civil design plan if all of the required features can

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 be clearly shown. The site plan must present a table with the number and types of
parking spaces. The site plan must also include the gross area tabulations for:

(1) Building coverage.

(2) Platform coverage.

(3) Landscaping.

(4) Driveways.

(5) Parking and maneuvering areas.

(6) Sidewalks.

d. Architectural Floor Plans. The design-build contractor must further develop and
refine the architectural floor plans submitted at the preconcept design. Floor plans
must be provided for all levels of all buildings including mezzanines and LOG lo-
cations. The level of detail provided in the architectural floor plans must include:

(1) Show overall dimensions.

(2) Label all rooms and spaces with name and number.

(3) Show fixed mechanization (if applicable).

(4) Show major nonfixed mechanization (such as letter sorting machines; cull,
face, cancel machines; etc.) (if applicable).

(5) Show registry and key cages.

(6) Show location for future equipment requiring power, etc.

The design-build contractor must also provide an overall small-scale (1/16-inch

preferred) comprehensive floor plan on one sheet.

e. Additional Architectural Plans and Designs. In addition to the architectural floor

plans, the design-build contractor must provide the following:

(1) LOG Plan (if applicable). Provide a separate composite LOG plan showing
architectural, structural, and mechanical interfaces and floor elevations.
Include typical details showing view points, breakouts, and ladder
arrangements.

(2) CCTV Camera and Surveillance Plan (if applicable). Provide a separate
composite CCTV camera plan showing camera locations. The CCTV cam-
era plan must include major structural, architectural, mechanical, and electri-
cal elements affecting camera views. Each proposed CCTV camera location
must indicate the camera’s field of view.

(3) Lobby Plan. Provide a separate plan showing post office box, self-service,
and service lobby functional arrangements and equipment locations. Include
a complete list of equipment provided by the Postal Service that is to be in-
stalled by the contractor.

(4) Roof Drainage Plan. Provide a small-scale roof plan for all buildings show-
ing roof slopes, drain locations, overflow protection, and roof-mounted
equipment.

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 (5) Finish Schedule. Provide an interior finish schedule for principle types of
spaces (i.e., workroom, office, lobby, support, platform, toilet, and locker
rooms) and include a proposed color schedule.

(6) Color and Material Panel. Provide a preliminary color and material panel
showing chips of paint colors and samples of material and colors for carpets,
paneling, and floor coverings proposed for interior finishes. The color and
material panel must also include samples or chips of colors of exterior build-
ing finishes and materials and samples or chips of colors for fixed mechani-
zation equipment by system, except for tray conveyors which may be the
manufacturer’s standard color.

(7) Fire Exit Plan With Code Summary. Provide a fire exit plan that includes a
code summary. The fire exit plan must conform to all national, state, and lo-
cal requirements.

(8) List of Postal Service-Furnished Equipment. Coordinate and confer with

the Postal Service to develop a list of equipment and items that the Postal
Service will furnish to the construction contractor. Provide a list of all Postal
Service-furnished equipment with the concept design submittal.

f. Elevations and Perspective Sketches. The design-build contractor must provide

two-dimensional drawings of all proposed building elevations for the recom-
mended final design. In addition, the design-build contractor must provide two al-
ternate perspective sketches showing overall site development, building massing,
and design concepts. The design-build contractor must also provide supplemental
sketches showing interior and exterior features, such as customer and employee
entrances and interior concepts, to explain the building design. Sketches must in-
corporate the design concepts and revisions discussed during the preconcept de-
sign review meeting.

Perspective sketches must be single-line drawings, either hard-line ruled or con-

trolled freehand delineations in color, using watercolor, marker, or colored pencil;
CAD-prepared renderings; or 3-D models. Sketches must indicate materials, fin-
ishes, fenestration, and site landscaping. The design-build contractor must furnish
black-and-white copies of the alternative perspective sketches with the concept
design submission and submit the color sketches during the concept design re-
view meeting.

The design-build contractor must present the sketches, discuss alternatives, and
recommend the most appropriate final design for the project to Postal Service
senior design staff. The design-build contractor’s recommendations for the final
design must be justified on the bases of postal image, economics, and environ-
mental and local design considerations.

The Postal Service intends to establish the design upon completion of the concept
design review. However, if further drawings are required to consolidate items of
discussion resulting from the concept design review submission, then the design-
build contractor must provide additional drawings or necessary revisions within 2
weeks at no cost to the Postal Service.

g. Sections and Details. The design-build contractor must provide overall cross
sections through typical parts of the building, along with typical wall sections,
showing the intended construction. Sections must clearly show the proposed roof
system as well as ceiling heights of all major spaces. The design-build contractor

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 must coordinate with the mechanization designer to show floor and wall openings.
Details for these openings must be provided at the intermediate design phase.

h. Structural. The design-build contractor must provide structural data defining the
applicable building code, the occupancy and “use-group” classification, fire resis-
tive ratings, design loads, and the design strength of materials. The design-build
contractor must include a layout of a typical workroom bay for the proposed foun-
dation and structural framing system. The design-build contractor must also
evaluate the functional and economic merits of each proposed foundation system
and at least three structural framing systems.

i. Space Conditioning. The design-build contractor must describe the proposed

heating and air-conditioning systems, including the detailed functional and eco-
nomic rationale for selecting those systems. The proposed space conditioning
systems must be based upon a 20-year life-cycle functional and economic
evaluation. The design-build contractor must provide the following:

(1) Layouts of all heating and air-conditioning systems. The layout drawings
must show:

(a) Equipment and proposed zoning and control for the entire building.

(b) Room identification, including room name and room number.

(c) Location and arrangement of all major equipment along with the space
allotted for servicing and maintaining the equipment.

(d) Ductwork using double lines.

(2) In addition to the layout drawings:

(a) Drawings and a narrative description of the method of control for all
major equipment and systems.

(b) A schematic flow diagram for each major system.

(c) A tabulation with capacity of each major piece of equipment.

(a) An analysis of the utility systems containing calculations and economic Handbook AS-503,
studies on Form 2215, Energy and Equipment Life Cycle Cost Analysis, Module 2A, Chapter 4,
Appendix
and Form 2238, Thermal Load Estimate Calculations.

j. Plumbing. The design-build contractor must provide plumbing drawings showing

the locations and general arrangements of all plumbing fixtures and major plumb-
ing equipment. The design-build contractor must also submit narrative descrip-
tions of the types of plumbing fixtures and equipment proposed for use. The
design-build contractor must base the proposed plumbing system on functional
and economic considerations.

k. Fire Protection. The design-build contractor must summarize applicable code

requirements, including fire zone, fire resistance requirements for major
components, area and height limitations, standpipe and sprinkler coverage, and
hazard classification. The design-build contractor must indicate the method of
operation and alarm signaling features and describe special protection features
and the extent of the fire protection system. The design-build contractor must
obtain and include data such as hydrant flow tests, including static pressure, flow
available in gallons per minute, associated residual pressure at the point of supply,
and the size of the supply main. The design-build contractor must provide basic

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 information and calculations on the water supply, including its source. The design-
build contractor must take advantage of provisions in applicable building codes
that permit increases in building heights and area limits when sprinkler systems
are installed.

l. Electrical. The design-build contractor must provide all of the following for the
proposed electrical system:

(1) The design-build contractor must provide a narrative description of the

following:

(a) Operation of the proposed electrical distribution system.

(b) Wiring methods and materials.

(c) Details of the proposed typical lighting fixtures for:

i. Offices.

ii. Workrooms.

iii. Platforms.

iv. Lobbies.

v. Exterior.

Selection of the proposed system must be based on the results of preliminary

calculations and economic studies, using representative areas based as
block area loads.

(2) In addition to the narrative description, the design-build contractor must pro-
vide:

(a) Single-line diagrams of the electrical distribution system.

(b) Single-line diagrams of the fire alarm system.

(c) Single-line diagrams of the telephone system.

(d) Single-line diagrams of the sound system.

(e) Single-line diagrams showing how the electrical and telephone systems
tie in with local utilities.

(f) Drawings showing proposed locations of major items of electrical

equipment and LOGs.

(g) Partial layouts of typical lighting in major areas showing proposed fix-
tures, spacing, and illumination levels (in foot-candles).

(h) Drawings showing power locations and details for Postal Service spe-
cialized equipment.

(3) The design-build contractor must furnish written confirmation of the availabil-
ity of service and the rates from the local utilities.

(4) The workroom and platform illumination levels must be calculated and com-
pared with and without at least two levels of daylight.

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 (5) The design-build contractor must perform a life-cycle cost evaluation for
lighting areas by using natural light instead of man-made light.

Note: The electrical design (narrative and drawings) must include structured wir-
ing information.

m. Other Utility Systems. The design-build contractor must provide descriptions,

locations, tables, and calculations for all miscellaneous building and VMF equip-
ment such as compressed air systems, lifts, mechanical door operators, dock
ramps, scales, and the like.

n. Mechanization. The design-build contractor must update and further develop the
mechanization design submittal that was included as part of the preconcept
design. As part of the concept design, on projects involving mechanization the
design-build contractor must provide the following:

(1) Plan views and elevations of the mail handling system, with all mail process-
ing equipment located dimensionally to the nearest column centerline.

(2) Complete drawings of building mechanization requirements, including floor

openings and wall openings. Coordinate opening requirements with archi-
tectural plans. In establishing openings, indicate conveyor slopes to the
nearest minute; on final elevation drawings, however, indicate conveyor
slopes to the nearest degree.

(3) Layouts, calculations, and design studies required for the preparation of
items (1) and (2) above.

(4) List of power panels, with the following data for each panel:

(a) The panel designation in the format MP-XXX, where X equals the panel
number.

(b) The location by floor and column coordinates.

(c) The total connected load (horsepower and amperes).

(d) Total amperes and horsepower of largest motor connected to this panel.

(e) The number of circuit breakers required, including spares.

(f) A tabulation, by circuit breaker, of the conveyors and other equipment

connected to each circuit breaker.

(5) Conveyor schedules, including conveyor numbers, conveyor width, types of

mail handled, live load, approximate true conveyor length, conveyor speed,
rise or drop in elevation, horsepower, diameter of pulleys, special equipment
in conveyors, and information as required for the sorting machines and
deflectors.

(6) Electrical control drawings.

(7) Copies in rough draft, double-spaced, of Specification Sections 17.8, 17.9,

and 17.10. Section 17.8 must include all special requirements of the
mechanization, including requirements for the mechanization maintenance
manual. On the basis of the complexity of the mechanization, determine the
applicability of USPS-STD-101B, Preparation of Advanced Maintenance
Series Handbooks (For Fielded Production Run Postal Systems and

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 Equipment), or USPS-M-378B, Preparing Maintenance Series Handbooks
(For Fielded Production Run Postal Systems and Equipment), or portions of
these standards and determine the applicability of any other special
maintenance manual requirements. Include these requirements in Section 8
of the project specifications.

(8) When applicable, include a copy of USPS-STD-101B and USPS-M-378B in

the project construction set. Coordinate with the contracting officer to ensure
that sufficient copies will be on hand at all times to meet construction needs.

o. Environmental Studies. The Postal Service provides the design-build contractor

with copies of the required environmental studies (i.e., environmental impact
statement, environmental assessment, wetland impact study, floodplain impact
study, hazardous waste site assessment, etc.). The design-build contractor must
assess all mitigation measures identified in the environmental studies and ensure
that all items identified in these studies as having an adverse environmental effect
are mitigated by the concept design. The design-build contractor must ensure that
all permits listed in the environmental studies as being required for the project are
obtained.

The design-build contractor may be required to provide environmental studies.

Environmental studies are additional services (optional) to the base design-build
contractor scope of services and are further defined in section 1-2 of this part.

p. Code Analysis. The design-build contractor must update the code analysis sub-
mitted during the preconcept design to justify solutions selected as being eco-
nomical and meeting code requirements. The design-build contractor must
provide a drawing showing the code analysis, defining the basis for design.

The design-build contractor must update the fire protection plans, providing a
summary of the code provision used on the drawings.

q. Building Area Tabulations. The design-build contractor must update the building
area tabulations and the small-scale plans included in the preconcept design
submission to reflect all changes and refinements.

r. Building System Comparisons. The design-build contractor must provide com-

parisons of various building systems being investigated for recommendation. The
building system comparisons must include:

(1) At least three exterior wall systems with a minimum thermal mass of 70
pounds per square foot and a 0.07 maximum "U" value.

(2) At least three roof membrane and insulation systems with a 0.05 maximum
"U" value.

(3) At least three structural framing systems.

(4) Structural bay spacing alternatives.

(5) Alternative viable foundation systems.

(6) Alternative viable roof heights (including a multiple-level versus single-level

roof comparison).

(7) Typical sections and details of each alternative, showing clear ceiling heights,
foundations, pavements, HVAC, electrical, plumbing, and so forth.

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 (8) Analyses and calculations of the functional use and cost for each building
system.

The building system comparisons must also substantiate the selection of window
types, roof colors, exterior building colors, and the like, taking into account energy
savings.

s. Energy Conservation Analysis. The design-build contractor must update the Handbook AS-503,
energy conservation analysis provided in the preconcept design submission. For Module 2A, Chapter 4,
Appendix
each system or feature recommended, provide a life-cycle cost (LCC) analysis to-
gether with climatic and building energy consumption analyses to substantiate the
recommendations. (Provide analyses for a minimum of three different systems.)
The design-build contractor must also then provide an overall energy analysis,
which may be accomplished with a recognized microcomputer analysis program.
The report developed as a result of the analyses must be coordinated with the de-
liverables, including Forms 2215 and 2238, as required by Postal Service criteria.

t. LCC Analysis. The design-build contractor must submit a 20-year LCC analysis
to justify the selection of the exterior wall system, roof membrane and insulation
system, multiple- or single-level roof height, and energy-conserving features or
systems. The design-build contractor must follow the National Institute of Building
Sciences (NIBS) Handbook 135, Life Cycle Cost Manual for the Federal Energy
Management Program, including its appendices. The design-build contractor must
fully describe each system studied and submit all supporting calculations with the
completed LCC analysis work sheets. The design-build contractor must supple-
ment cost figures with a comparison of the system analyzed.

a. Specifications. The design-build contractor must modify and edit the Master Handbook AS-506,
Specification on the Building Design Standards CD-ROM with the specific re- Part I, 3-1.1d.
quirements of each project. For the concept design phase submission, the design-
build contractor must provide the following:

(1) A detailed table of contents of all the specifications (by title and number) that
are to be included in the complete specifications.

(2) A draft of all Division I, General Requirements (edited and customized from
the Master Specification, Building Design Standards).

(3) A complete list of Postal Service-furnished equipment.

(4) A list and draft of all proposed supplementary conditions.

(5) A working draft of the technical specifications, Divisions 2 through 17, in out-
line form, that demonstrates that the design-build contractor is in the process
of editing and customizing the Master Specification for specific project re-
quirements.

The design-build contractor is responsible for coordinating the contract specifica-

tions so that they do not repeat or conflict with supplemental conditions, postal
provisions, or contract clauses.

v. Cost Estimate. The design-build contractor must update and refine the cost
estimate submitted at the preconcept design review meeting. All data necessary
to fully support the cost estimate must be provided. Cost estimates must be
provided for alternative systems in order to justify the economy of the selected
systems such as exterior walls, structural framing, foundations, roofing,
pavements, mechanical and electrical systems, and so forth. The cost estimate

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 must clearly indicate the date on which the estimate was prepared. The cost
estimates must be prepared in a Construction Specifications Institute (CSI) format
in a form acceptable to the Postal Service.

w. Project Scheduling. The design-build contractor must comment on the construc-

tion schedule as well as the overall project schedule by reviewing the specific
project requirements including materials, time of year of construction, and poten-
tial delays. In addition to the narrative schedule comments, the design-build con-
tractor must provide a bar chart project schedule that is shown in weeks.

2-2.2.3 Concept Design Review Meeting

The concept design review meeting will be held at the office of the contracting officer or
a location as designated by the contracting officer. The design-build contractor must
have in attendance the same disciplines that attended the preconcept design review
meeting.

The design-build contractor must mail the submission material to the Postal Service
offices designated by the project manager in sufficient time to allow for it to be ade-
quately reviewed before the concept design review meeting.

2-2.3 Intermediate Design Phase

2-2.3.1 General

The intermediate design consists of at least 70-percent completed working drawings

and other documents, including a detailed cost estimate, complete updated design
analyses and calculations, and updated energy analysis indicating compliance with the
design energy budget. The intent of the intermediate design phase is to ensure that the
working drawings and specifications are proceeding in a timely manner and that the
requirements set forth in the design-build contractor contract documents and previous
review comments are being correctly interpreted.

As stated in Part I, section 1-3.2, the Postal Service may review the design for value
engineering, if deemed necessary, and will advise the design-build contractor of find-
ings to be incorporated into the intermediate and/or final designs.

2-2.3.2 Submission Requirements

The design-build contractor must submit the intermediate design to the Postal Service
offices designated by the project manager in sufficient time to allow for it to be reviewed
before the intermediate design review meeting. The intermediate design submission
must be complete and contain all of the required material. The design-build contractor
must continue with the development of the final documents during the Postal Service
review period.

The intermediate design consists of the following minimum components:

a. Site Restrictions and Improvements. The design-build contractor must finalize

the site restrictions and improvements information submitted at the concept de-
sign phase. All site restrictions and improvements necessary for the project, in-
cluding all necessary off-site improvements, rights-of-way, easements, permits,
and the like, must have been identified by the intermediate design and must be
filed with the appropriate state, city, or local authority.

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 The design-build contractor must furnish information concerning the status of all
easements, permits, and so forth, at the intermediate design review. The design-
build contractor must state the cost of permits (and the lead time for obtaining
permits and action taken to obtain them to avoid delays during project construc-
tion).

b. Civil Design. The design-build contractor must update and finalize the civil design
submitted at the concept design phase, as follows:

(1) The civil design must contain, as a minimum, all components and features
from the concept design submission including:

(a) Stormwater.

(b) Streets.

(c) Driveways and parkways.

(d) Pavement design.

(e) Grades.

(f) Site utilities.

(g) Miscellaneous features.

(h) Vicinity map.

(i) Easements.

(j) Legal descriptions.

(k) Off-site conditions.

(l) Subsurface soils investigation report, including boring logs.

(2) The design-build contractor must submit a written statement at the comple-
tion of the intermediate design review and before the final design submission
stating that:

(a) The scope and quality of the topographic, site data, and subsurface in-
vestigations are adequate, accurate, and up to date.

(b) All changed conditions are reflected in order to ensure that the latest
and current information is included in the construction document.

c. Site Plan. The design-build contractor must update and finalize the topographical
site plan submitted at the concept design phase.

d. Architectural Floor Plans. The design-build contractor must update and fully
develop the floor plans submitted at the concept design phase.

e. Additional Architectural Plans and Designs. In addition to the architectural floor

plans, the design-build contractor must update and fully develop the following in-
formation submitted at the concept design phase:

(1) LOG Plan (if applicable). The design-build contractor must obtain Postal
Service approval before designing any penetrations or depressions (me-
chanical, electrical, plumbing, structural, mechanization, and the like) through
the LOGs that would limit clear headroom to less than 6 feet, 6 inches inside.

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 The design-build contractor must show the location of all penetrations or de-
pressions on the LOG plan and provide adequate details. The design-build
contractor must note on the drawings that no other penetrations are permit-
ted without prior approval from the contracting officer.

(2) CCTV Camera and Surveillance Plan (if applicable). The design-build
contractor must update and fully develop the CCTV camera and surveillance
plan submitted at the concept design phase.

(3) Lobby Plan. The design-build contractor must update and fully develop the
lobby plan submitted at the concept design phase.

(4) Roof Drainage Plan. The design-build contractor must update and fully de-
velop the roof drainage plan submitted at the concept design phase, includ-
ing detailing all roofing systems, roof drainage, roof penetrations, and roof-
mounted equipment.

(5) Finish Schedule. The design-build contractor must update and fully develop
the finish schedule submitted at the concept design phase. The finish sched-
ule must show finishes and colors in all areas.

(6) Color and Material Panel. The design-build contractor must update and fully
develop the color and material panel submitted at the concept design phase.

(7) Fire Exit Plan With Code Summary. The design-build contractor must up-
date and fully develop the fire exit plan, including the code summary, that
was submitted at the concept design phase. The design-build contractor is
responsible for submitting the fire exit plan to and obtaining approval from
any governing organization.

(8) Casework Drawings. The design-build contractor must prepare casework

drawings and details necessary to fully define and describe the casework
requirements.

(9) List of Postal Service-Furnished Equipment. The design-build contractor

must update and fully develop the list of Postal Service-furnished equipment
that was submitted with the concept design.

f. Elevations and Perspective Sketches. The design-build contractor must provide

fully developed building elevations of all views showing vertical dimensions, exte-
rior materials, window and door openings, and the massing of the buildings.

g. Sections and Details. The design-build contractor must update and fully develop
wall sections for all walls and their details to the degree that the full intent of the
design is obvious.

h. Structural. The design-build contractor must fully develop all structural systems
and substantiate them with appropriate calculations and economic analyses.
Foundation, structural floor, and roofing framing plans and all subsurface features,
such as pilings, must be developed to the extent that the full intent of the design is
apparent.

i. Space Conditioning. The design-build contractor must provide a fully developed

space conditioning system design including descriptions, diagrams, and sequence
of operation to the following minimum extent:

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 (1) Provide a complete schedule of all equipment shown on the drawings.

(2) Provide equipment room layouts indicating all equipment, piping, duct work,
and access space required for maintenance.

(3) Indicate zoning controls, duct sizes, and air quantities.

(4) Show the final version of the automated building control systems, including
fire detection and alarm systems.

(5) Provide written confirmation from a fuel supplier of fuel availability and rates.

The design-build contractor must substantiate the designs with up-to-date calcula-
tions for all rooms, zones, and building blocks.

The design-build contractor must prepare a psychometric chart describing the

thermodynamic properties of each air-handling unit.

j. Plumbing. The design-build contractor must provide plumbing and fuel system
drawings showing the locations and arrangements of all fixtures and equipment of
the complete system. Plan and riser diagrams must show the location and size of
hot and cold water piping and the waste and vent system. The design-build con-
tractor must provide a plumbing fixture schedule which also lists the location and
type of fixtures and pipe sizes.

The fuel system drawing must identify the location and arrangements of the com-
plete system.

k. Fire Protection. Generally, complete automatic sprinkler drawings need not be

developed. The fire protection drawings must show the automatic sprinkler risers
and fire zones and must be designated to comply with applicable codes. The fire
protection drawings must also show all spaces that require fire protection.

l. Electrical. The design-build contractor must update and fully develop the electri-
cal design submitted during the concept design phase, as follows:

(1) The electrical design must include descriptions and updated supportive
calculations for all power, lighting, grounding, communications, and alarm
systems.

(2) The design-build contractor must provide site plans, elevations, schedules,
and detail drawings sufficient to reflect the overall facility design and to locate
all equipment.

(3) The design-build contractor must provide final single-line diagrams of the
electrical distribution and communications systems showing tie-ins with local
utilities.

(4) The electrical design must include elevations of switchboards, motor control
centers, and other major equipment showing the arrangement of equipment.

(5) The design-build contractor must provide a short-circuit and fully coordinated
circuit-interrupting device summary that includes all analyses and
calculations.

m. Other Utility Systems. The design-build contractor must update and fully develop
the following items:

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 (1) The design-build contractor must provide fully developed drawings and sup-
porting calculations for all miscellaneous building and VMF equipment such
as scales, automatic door operators, dock ramps, and compressed air.

(2) The design-build contractor must provide complete plans, riser diagrams,
schedules, sizes, and locations for VMF equipment and systems.

(3) The design-build contractor must provide fully developed plans and eleva-
tions of LOG utility systems as applicable.

(4) The design-build contractor must identify and take action to obtain power,
sewer, gas, or water services requiring long lead times for design or con-
struction by others (i.e., utility companies). If permits or fees are required, the
design-build contractor must identify them and obtain fees for them from the
Postal Service.

n. Mechanization. The design-build contractor must accomplish the following items

related to the mechanization design:

(1) The design-build contractor must revise, correct, and complete the mechani-
zation design submitted during the concept design phase, as follows:

(a) Conveyor schedules.

(b) Conveyor plans.

(c) Conveyor elevations.

(d) Dust pan location.

(e) Mechanization equipment layout.

(f) Central drawing details.

(2) The design-build contractor must advise the project manager in writing of all
changes made to previously submitted or accepted drawings or
specifications.

(3) The design-build contractor must provide fully developed mechanization load
drawings and maintenance walkway, loader, and motor platform drawings.
Mechanization load drawings must indicate both static and dynamic loads.
The design-build contractor must ensure that this information is provided to
the structural designer for consideration.

(4) On projects requiring the optional design-build contractor services for

mechanization system descriptions, at the intermediate design phase the
design-build contractor must provide the following:

(a) A detailed, complete outline of the mechanization systems’ description.

(b) A rough draft of the first two sections of the text (General Facilities In-
formation and Description of Systems).

(c) A description of the operation of one subsystem with full-size supporting

drawings and illustrations.

o. Code Analysis. The design-build contractor must update the fire protection and
code analysis summary submitted during the concept design phase. The code

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 analysis summary must include all components and features from the concept
design submission including, but not limited to,:

(1) Code listing.

(2) Small-scale floor plan.

(3) Alternatives.

p. Building Area Tabulations. The design-build contractor must update the small-
scale floor plans for the building and area tabulations that were submitted during
the concept design phase to reflect all changes and refinements. The building
area tabulations must include all components and features from the concept de-
sign submission including, but not limited to,:

(1) Single-line floor plan.

(2) Building area tabulation lists.

(3) Building areas and calculations.

q. Energy Conservation Analysis. The design-build contractor must update and

fully develop the energy conservation analysis submitted during the concept de-
sign phase. The updated energy conservation analysis must demonstrate that it
complies with the design energy budget.

a. Specifications. The design-build contractor must modify and edit the Master Handbook AS-506
Specification on the Building Design Standards CD-ROM for the specific require- Part I, 3-3.3
ments of each project. The intermediate design phase submission of the specifi-
cations must be developed to a degree comparable to the drawings and must
reveal the full intent of the design-build contractor’s design in relation to all pro-
posed systems, materials, and special design considerations. For the intermediate
design phase submission, the design-build contractor must provide the following:

(1) A detailed table of contents of all the specifications (by title and number) that
are to be included in the project specification manual.

(2) A final, fully developed draft of all Division I, General Requirements (edited
and customized from the Building Design Standards, Master Specification).

(3) A complete list of Postal Service-furnished equipment.

(4) A fully developed section identifying all proposed supplemental conditions.

(5) A substantially complete draft of Divisions 2 through 16, Technical Specifica-

tions, developed to a degree comparable to the drawings.

(6) Fully developed Division 17, Mechanization Specifications, in final form.

The design-build contractor is responsible for coordinating the contract specifica-

tions so that they do not repeat or conflict with supplemental conditions or postal
provisions or contract clauses.

The Postal Service is not required to obtain building inspection or occupancy per-
mits. The design-build contractor must determine the cost of all other fees and
permits (connection fees, tap fees, off-site inspection fees, special community de-
velopment fees, and so forth) and include a list of all such fees and charges to be
paid by the contractor in Master Specification section 01115, Leased Building [De-
sign-Build] Requirements, or section 01116, General Construction.

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 The specification must state that the contractor is to pay all costs for utilities (gas,
water, and electricity) used during final Postal Service tests of completely installed
systems and while training Postal Service personnel.

For facilities equipped with a card access system, the submission must specify
that the quantity of access cards supplied by the contractor is to be 1.5 times the
number of the initial complement of postal employees scheduled to work at the
facility.

s. Cost Estimate. The design-build contractor must update and refine the cost esti-
mate submitted during the concept design phase. All data necessary to fully sup-
port the cost estimate must be provided. The cost estimate must be formatted the
same as the estimates submitted in the preconcept and concept design submis-
sions to permit direct comparison.

The cost estimate must be a "material and labor quantity takeoff" type. The esti-
mate must include separate prices for labor and material, and summary sheets
listing the estimated costs for the major building systems for each building and
separate costs for major systems in site work. The cost estimate must be as de-
tailed as possible based on the design information available.

t. Project Scheduling. The design-build contractor must update the project sched-
ule provided at the concept design submission and submit all recommendations
necessary for scheduling long-lead time construction or procurement items.

u. Small, Minority-Owned, and Woman-Owned Business Contracting Goals

and Source List. Provide recommended small, minority-owned, and woman-
owned business contracting goals and the names, addresses, and specialties of
such businesses located in the general area of the project.

2-2.3.3 Intermediate Design Review Meeting

The intermediate design review meeting will be held at the office of the contracting offi-
cer or a location as designated by the contracting officer. The design-build contractor
must have in attendance the same disciplines that attended the concept design review
meeting.

The design-build contractor must mail the submission material to the Postal Service
offices designated by the project manager in sufficient time to allow for it to be ade-
quately reviewed before the intermediate design review meeting.

2-2.4 Final Design Phase

2-2.4.1 General

The final design phase submission must consist of a 100-percent completed set of
drawings, specifications, analyses, and calculations that are signed, sealed, and ready
for completing the work. The final design is to complete, compile, and coordinate the
overall design that has progressed through the previous design phases. The final de-
sign includes completing the requirements outlined in all previous design phases for
each element whether or not it is specifically mentioned in this phase.

The design-build contractor is responsible for coordinating all design documents and
ensuring the accuracy of the entire overall design.

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2-2.4.2 Submission Requirements
! Clause FB-220
The design-build contractor must submit the final design to the Postal Service offices
designated by the project manager in sufficient time to allow for it to be reviewed before
the final design review meeting.

The Postal Service does not sign the completed documents. The design-build con-
tractor must submit a final design package that is complete without further review and
which is expected to result in a construction contract without claims or changes. The
design-build contractor is to sign and seal all documents, which certifies that the de-
sign-build contractor has fully complied with all federal legislative as well as applicable
state and local code requirements.

The final design consists at a minimum of the following completed components:

a. Site restrictions and improvements.

b. Civil design, as follows:

(1) Stormwater.

(2) Streets.

(3) Driveways and parkways.

(4) Pavement design.

(5) Grades.

(6) Site utilities.

(7) Miscellaneous features.

(8) Vicinity map.

(9) Easements.

(10) Legal descriptions.

(11) Off-site conditions.

(12) Subsurface soils investigation report, including boring logs.

c. Site plan.

d. Architectural floor plans.

e. Additional architectural plans and designs, as follows:

(1) LOG plan and designs (if applicable).

(2) CCTV camera and surveillance plan (if applicable).

(3) Lobby plan.

(4) Roof drainage plan.

(5) Finish schedule.

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 (1) Display panel showing chips of paint colors, samples of materials, and colors ! Clause FB-220
for carpets, paneling, and resilient flooring tile proposed for interior finishes of
the project. See 2-2.3.2e(6).

(1) Display panel with samples of exterior face brick, trim, and metal wall colors. ! Clause FB-220
See 2-2.3.2e(6).

(2) Fire exit plan with code summary.

(3) Casework drawings.

(4) Completed list of Postal Service-furnished equipment.

The design-build contractor must furnish a separate signed statement on the

firm’s letterhead certifying that the facility has been designated to be in compliance
with Handbook RE-4, Standards for Facility Accessibility by the Physically
Handicapped.

f. Elevations and perspective sketches.

g. Sections and details.

h. Structural design.

i. Space conditioning design.

j. Plumbing design.

k. Fire protection design.

l. Electrical design, including short-circuit and fully coordinated circuit-interrupting

devices study.

m. Designs for other utility systems.

n. Mechanization design, including all Postal Service-furnished drawings. When the

optional design-build contractor service for a mechanization system description
manual is required, a draft in final format is required with the final design phase
submittal. Within 30 days after approval of the final draft or as outlined in the
design-build contractor contract scope of work, the design-build contractor must
provide the completed manuals and prints of all plans of the workroom floor in
accordance with the scope of work.

o. Code analysis, as follows:

(1) Code listing.

(2) Small-scale floor plan.

(3) Alternatives.

p. Building Area Tabulations. The design-build contractor must submit the final
building and site area tabulations. The design-build contractor must correct the
small-scale floor plan and space summary tabulations provided with the interme-
diate design submission to accurately reflect the final construction documents.
The design-build contractor must include a site summary showing the area of
building coverage, paving for parking and maneuvering, ramps, landscaping, total
site area, and separate site areas allocated for the GMF and the VMF. The areas
are calculated and listed as follows:

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 (1) The area of the site allocated to the VMF is the sum of the following areas:

(a) Footprint of the VMF structure.

(b) Paved areas specifically allocated to the VMF, such as parking, fueling
island, and maneuvering areas.

(c) VMF employee parking spaces located within the main employee park-
ing lot (allocated at 300 square feet per car).

(d) The area of drives provided solely for the VMF and one-half of the area
of drives designated for the common use of the GMF and VMF.

(e) A proportion of the total landscaped areas, based on the ratio of the
sum of the areas from the four items above to the total used site area
(excluding landscaped areas).

(2) The area of the site allocated to the GMF is the remainder of the entire site
after the site allocated to the VMF is subtracted.

(3) On the site plan, include updated site area tabulations that reflect changes in
Postal Service-owned land, such as land to be given to municipalities for
street access, rights-of-way, easements, and so forth. Place a note on this
drawing stating that all site and building area tabulations shown are for Postal
Service reference only and that the contractor is responsible for calculating
the quantity and area.

q. Specifications.

a. Cost Estimate. The final cost estimate must be developed as a “detailed quantity ! Clause FB-220
survey” type with breakdown of material and labor prices  not a readjustment of
preliminary cost estimates. The design-build contractor must:

(1) Include separate prices for labor and material, and summary sheets listing
the estimated costs of the major building systems for each building and
separate costs for major systems in the site work.

(2) Revise the final cost estimate as required based on Postal Service final re-
view changes and comments.

(3) Submit the revised final estimate for Postal Service approval at least 10 days
before the planned construction date.

(4) Provide a construction cost estimate that is within 10 percent of the probable
cost.

s. Project schedules.

t. Small, minority-owned, and woman-owned business contracting goals and source

list.

u. List of referenced publications.

a. Complete unabridged design computations actually used by the designers. All ! Clause FB-220
calculations must be legible, self-explanatory, and indexed.

The cover sheets of the design documents must contain the signature and registration
stamps or seals of the engineer responsible for the work.

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 The design-build contractor must advise the project manager in writing of all changes
to previously accepted design phase submittals.

The design-build contractor must retain the original tracings, specifications, and/or
electronic media for printing the contract documents unless otherwise directed by the
contracting officer.

2-2.4.3 Final Design Review Meeting ! Clause DB-345

The final design review meeting will be held at the office of the contracting officer or a
location as designated by the contracting officer. The design-build contractor must
have in attendance the same disciplines that attended the intermediate design review
meeting.

The design-build contractor must mail the submission material to the Postal Service
offices designated by the project manager in sufficient time to allow for it to be ade-
quately reviewed before the final design review meeting.

2-2.5 Submission Checklist

The checklist in Exhibit 2-2.5 is to be completed by the Postal Service, based on the
scope and the magnitude of the project, to identify the design-build contractor’s scope
of work. This checklist identifies the minimum design components that the design-build
contractor is required to submit.

2-3 Design-Build Contractor Modifications of Design

Changes in the scope of work or Postal Service requirements not covered in the initial ! Clause B-2
design-build contractor contract are considered to be contract modifications in
accordance with Clause B-2, Changes, in the design-build contractor contract.

Modifications required before the award of the construction contract are prepared by
the design-build contractor when the contracting officer accepts the proposed modifica-
tion in writing. The design-build contractor must prepare the necessary design drawing
and specification revisions and must perform all applicable services related to the
modification as though they were contained in the original scope of work.

The design-build contractor must furnish an estimate of the effect the modification may
have on the project construction cost and scheduling.

Fees for these services will be based on the rates negotiated and included in Clause ! Clause FB-290
FB-290, Design Services, at the time of design-build contractor contract award. Rates
include all costs, direct and indirect, and overhead and profit.

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Exhibit 2-2.5 (p. 1)
Submission Checklist

Design Phase Submission Checklist

Design-Build Contractor Services

Preconcept Design Concept Design Intermediate Design

Phase Phase Phase Final Design Phase
Not Not Not Not
Design Submittal Required Required Required Required Required Required Required Required
PLANS/DRAWINGS
Site Plans
Site Utilization
Site Restrictions and Improvements
Civil Design
Site Plan
Architectural
Floor Plans
Elevations and Perspectives
Sections and Details
Lookout Gallery Plan
CCTV Camera and Surveillance
Lobby Plan
Roof Drainage Plan
Finish Schedule
Color and Material Panels
Fire Exit Plan With Code Summary
Casework Drawings
Certification Letter for Compliance
With Handbook RE-4
Complete List of Postal Service-
Furnished Equipment
Structural
Space Conditioning (HVAC)
Plumbing
Fire Protection
Electrical
Other Utility Systems
Mechanization

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 Exhibit 2-2.5 (p. 2)
Submission Checklist

Preconcept Design Concept Design Intermediate Design

Phase Phase Phase Final Design Phase
Not Not Not Not
Design Submittal Required Required Required Required Required Required Required Required
ANALYSIS/TABULATIONS/
CALCULATIONS
Professional Services Estimating
Sheets
Environmental Studies
Code Analysis Report
Building Area Tabulations
Building System Comparisons
Energy Conservation Analysis
Environmental Policy
Life-Cycle Cost Analysis

SPECIFICATIONS

COST ESTIMATES

SCHEDULES

SMALL, MINORITY-OWNED, &

WOMAN-OWNED BUSINESS
CONTRACTING GOALS AND
SOURCE LIST

LIST OF REFERENCE
PUBLICATIONS

COMPLETE DESIGN
COMPUTATIONS

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2-4 Additional Design Phase Services (Options) ! Clause FB-291

A separate cost proposal must be prepared for each service described in sections
2-4.1, 2-4.2, 2-4.3, 2-4.4, and 2-4.5, and when these additional services (options) are
included in Section A, Items and Prices, of the design-build contractor contract. Each
item includes all overhead, profit, and costs (direct and indirect), including design-build
contractor administration and technical support costs, necessary to complete the serv-
ices described. The design-build contractor will not be compensated for optional design
phase services unless they are included in the design-build contractor’s contract.

The optional services described in this section only apply when specific project re-
quirements are more demanding than those covered in all the sections of 2-2, Design
Phase Services. Some of the optional design-build contractor design phase services
are required under the base scope of design-build contractor services to a more limited
extent.

2-4.1 Perspective Drawing

The design-build contractor must provide a 20-inch x 30-inch perspective drawing in
color showing the building to its best advantage. The drawing must be capable of being
used for producing photographic prints of sufficient contrast to ensure good newsprint
reproduction. Also provide a negative and six 8-inch x 10-inch glossy black-and-white
prints and two 35-millimeter color slides of the design-build contractor rendering. The
design-build contractor must provide the original perspective drawing and two copies
that are to be matted, glazed with clear nonglare glass, framed, and prepared for
hanging. The original and one copy must be forwarded to the appropriate facilities
service office (FSO) or major facilities office (MFO). One copy is to be forwarded to the
plant manager.

2-4.2 Supplementary Drawings

The design-build contractor must provide the following drawings:

a. Postal Service-Furnished Property. Prepare a drawing of box and service lob-

bies and an elevation of the post office boxes. Show the location and number of
under-counter items and self-service items, and a plan and elevation indicating
the location of post office box modules. Provide a table of all property that is fur-
nished by the Postal Service and installed by the contractor, giving the following
information:

Name and Description No. Quantity Misc. *Date Required

*This column is to be left blank and filled in by the Postal Service with dates
furnished by the construction contractor.

A checklist of Postal Service-furnished property is provided by the Postal Service

as required.

b. Outline Floor Plan (Grid). Provide an outline floor plan at 1/8 inch = 1 foot square
with a 1/4-inch background grid. This drawing is for Postal Service operational

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 planning. Number all rooms and spaces on this plan and show all mechanization
located less than 7 feet 6 inches above the finished floor.

c. Major Milestone Flowchart. Provide a major milestone flowchart for construction

unless directed otherwise by the contracting officer during negotiations. Show the
sequence, starting and completion dates, and duration of each major activity, in-
cluding the mechanization. Scheduling must be in days, with the date of the notice
to proceed as the starting date for the chart. This flowchart is intended only as a
guide and an aid for Postal Service program planning.

2-4.3 Mechanization Systems Description Manual ! Clause DB-360

The design-build contractor must provide a systems description manual in accordance

with the scope of work for fixed mechanization, "Systems Description." This service is
required as determined by the Postal Service for certain projects having fixed mechani-
zation.

2-4.4 Roofing Consultant

Provide the services of a roofing consultant who is thoroughly qualified in the design,
construction, observation, and testing of all types of roofing systems and materials. The
responsibilities of this consultant include:

a. Reviewing specifications, drawings, and other contract documents related to

roofing.

b. Critiquing and commenting on the design, including sketches and alternative de-
tails for consideration by the design-build contractor and the Postal Service.

c. Working with the design-build contractor in developing alternative roof system

comparisons and contract documents.

d. Assisting in conducting preconstruction roofing conferences with the contracting

officer’s representative and design-build contractor.

e. Reviewing the design-build contractor’s submittals and providing comments to the

contracting officer.

f. Providing full-time, on-site observation of the construction to verify that it complies

with the contract documents. Subject to the approval of the contracting officer, the
full-time, on-site construction observation may be carried out by an assistant to the
principal consultant. Primary reviews, attendance at meetings, and periodic super-
visory visits are to be carried out by the principal consultant. Specific services in-
clude, but are not limited to, the following:

(1) Provide daily, weekly, and final observation reports to include photographs
and other data substantiating the findings.

(2) Assist the contracting officer to conduct all progress meetings.

(3) Review roofing-related quality control reports submitted by the contractor.

(4) For built-up roofing, supervise the contractor when samples are cut. Review
and analyze the laboratory reports and submit a report evaluating the findings
to the contracting officer.

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 (5) For elasto-plastic roofing work, test the materials and workmanship as ap-
propriate to verify that they meet the requirements of the specifications.

(6) When the contractor sends notice of completion of the roofing work, conduct
a final on-site inspection and advise the contracting officer in writing when the
work can be accepted.

(7) Charge construction observation fees on an as-needed, man-day basis. The

consultant must submit, as a part of this proposal, an estimated length of
time for roof installation.

g. Completing a field evaulation of the existing roof system if a project involves an

addition or substantial renovation to an existing building. This evaluation includes
a visual examination, limited cut samplings for visual examination, and laboratory
analyses of the cut samples. The consultant must provide a separate optional
price for a nondestructive evaluation of moisture in the roofing system. The con-
sultant must submit a written report with a summary of findings, list of recommen-
dations, cost estimates, and all background data.

2-4.5 Fire Protection Consultant

The design-build contractor must provide the consulting services of a fire protection
engineer. This person must be a full member of the Society of Fire Protection Engi-
neers and must demonstrate equivalent qualifying experience or have an applicable
state registration as a fire protection engineer.

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248 Architect/Engineer Project Requirements Part V, Design-Build Contracts

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Part V
Design-Build Contracts

3 Construction Phase Design-Build

Contractor Services

3-1 Design Services During Construction (Options)

3-1.1 General ! Clause FB-205

The requirements and services in this section include time and effort both in the office
! Clause FB-292

and at the work site. The services are to be performed by the design-build contractor’s
design agent. Costs for the requirements and services in this section are to be included
in Section A, Items and Prices (work sheet), of the contract and are included in the
design-build contractor’s guaranteed maximum price (GMP).

If the Postal Service uses the services of a construction management firm, the design-
build contractor’s services will be coordinated by the postal construction manager.
Responsibilities and limits of the authority of the construction management firm, vis-à-
vis the design-build contractor, will be delineated in writing by the Postal Service.

Design-build contractor services during construction include reviewing contractor sub-

missions, participating in meetings, interpreting contract documents, and inspecting the
site a minimal number of times during the construction period. These services include
time and effort both in the office and at the work site.

3-1.2 Design-Build Contractor Support Services Handbook P-2, 6-1.2

The design-build contractor is to provide the following support services:

a. Support Services. Support services supplied by the design-build contractor are

services that are necessary to assist the field office and that require a trip to the
field. These include, but are not limited to, the following:

(1) Participating in preconstruction and progress meetings, including preparation

and distribution of meeting minutes.

(2) Interpreting and clarifying contract documents.

(3) Assisting the field office in maintaining quality control.

(4) Observing field installation conditions and materials in support of the resident
engineer.

(5) Providing administrative support to the field office.

Architect/Engineer Project Requirements Part V, Design-Build Contracts 249

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 (6) Providing technical support to the field office during construction for preparing
punch lists and accepting the facility.

(7) Participating in prefinal, safety, final, and warranty inspections.

(8) Supporting small, minority-owned, and woman-owned business subcon-

tracting program services, including, but not limited to, the following:

(a) Monitoring the program, giving special attention to efforts at attaining

goals, the plan for developing minority-owned business participation, the
completeness and accuracy of the minority-owned business subcon-
tracting reports, and so forth.

(b) Assisting in locating and developing potential minority-owned business

subcontractors.

(c) At the preconstruction conference, reviewing the initial minority-owned

business reports and giving timely recommendations or assistance as
required to attain the best possible program start.

(d) Reviewing the status of the minority-owned business program at each

monthly construction meeting and reporting about it.

(e) Maintaining an on-site minority-owned business subcontracting file

containing copies of all reports, minutes of meetings, and other pertinent
information.

(f) Administering the submittals of quarterly reports.

b. Home Office Support Services. Home office support includes field support
services identified in 3-1.2a above that the design-build contractor can accomplish
in the office without the need for a trip to the field.

" Building Design

3-1.3 Submission Reviews and Approvals Standards, Master
Specification 01310
The design agent for the design-build contractor must review all contractor submittals
for compliance with contract documents with respect to field dimensions and clear-
ances, relation to available space, and relation to work by the Postal Service or sepa-
rate contracts. The design agent must review all submittals promptly so as not to delay
the construction progress. The duration of all reviews must not exceed the time frames
required in the construction contracts.

The design agent must inspect contractor and subcontractor manufacturing, assem-
bling, and warehousing facilities when required by the Postal Service. The design agent
must also accomplish factory acceptance tests and accept those items of equipment
that require such acceptance in the mechanization specification. The dates of such
visits and inspections must be approved by the Postal Service at least 1 week in ad-
vance in order to permit the Postal Service to participate.

The design-build contractor submittals that the design agent is required to review in-
clude, but are not limited to, those discussed in the following sections.

250 Architect/Engineer Project Requirements Part V, Design-Build Contracts

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3-1.3.1 Shop Drawings, Product Data, and Samples " Building Design
Standards, Master
The design agent must review and approve or reject, on the basis of contract docu- Specification 01330
ments, all design-build contractor submittals of shop drawings, product data, catalog
! Clause B-56
cuts, samples, manufacturer’s installation instructions, color schedules, and similar
information. In addition to the normal building shop drawings, the following mechaniza-
tion shop drawings and samples require approval and submittal to the Postal Service:

a. Building loads.

b. Computer hardware and software reports.

c. Belting and its certification.

d. Equipment arrangement drawings.

e. Elevation drawings.

f. Plan views.

g. Electrical elementary drawings of the mechanization systems.

h. Control panel elementary drawings.

i. Master electrical interconnection drawings.

j. Distribution riser diagrams.

k. Electrical, mechanical operations, and maintenance manuals.

l. Spare parts list.

m. Mechanization load drawings.

The design-build contractor must inform the contracting officer of all loads for specific
equipment selection that exceed the loads on the contract documents before the CO
grants approval for that equipment.

The design agent must review formwork and falsework drawings and schedules for
their construction submitted by the design-build contractor. The design agent must re-
quire the design-build contractor to submit for review all the design drawings associ-
ated with formwork and erection of falsework. These submissions must be reviewed to
ensure that the design-build contractor’s design, per contract documents, is properly
executed aesthetically and structurally, including the layout of forms, ties, embedded
items, expansion joints, and water stops. These submissions must contain or be sup-
plemented by a schedule for erecting and removing falsework, placing construction
loads, and doing required testing. The design agent and design-build contractor must
coordinate their efforts so that the integrity of the design-build contractor’s design is
maintained.

Shop drawings must be submitted to the design agent for review only after they have
been checked and approved by the design-build contractor. Failure to show that the
submittal has been thoroughly checked may result in the submittal being returned with-
out being reviewed. When shop drawings reach the design agent’s office, they must be
stamped with the date and assigned the design agent’s file number and an appropriate
identifying number. The process of receiving, examining, approving, and distributing
shop drawings is critical. The design agent must keep a record of the handling of these
drawings during review to ensure the orderly processing of this work. The language
recommended to stamp shop drawings is as follows:

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 a. Approved. If “approved” is checked, fabrication, manufacture, or construction
may proceed, provided the work complies with the contract documents. This ac-
tion does not authorize changes to the contract sum unless they are stated in a
separate letter or change order.

b. Approved as Noted. If “approved as noted” is checked, fabrication, manufacture,

or construction may proceed, provided the work complies with the design-build
contractor’s notations and the contract documents. This action does not authorize
changes to the contract sum unless they are stated in a separate letter or change
order.

c. Rejected; Resubmit. If “rejected; resubmit” is checked, fabrication, manufacture,

or construction may not proceed. The contractor must submit to the design-build
contractor a new shop drawing that has been corrected as marked (no additonal
changes are allowed). Any submission marked “rejected; resubmit” is not permit-
ted on the site.

The design agent’s review of samples is only to ensure their conformance with the de-
sign concept of the project and compliance with the information given in the contract
documents. The design-build contractor is responsible for dimensions that are to be
confirmed and correlated at the site; for information that pertains solely to the fabrica-
tion processes or to the means, methods, techniques, sequences, and procedures of
construction; and for coordination of the work of all the trades. The language the de-
sign-build contractor uses in any stamp or letter pertaining to the approval of samples
must parallel the language used in shop drawing approval procedures as described in
this section.

3-1.3.2 Coordination Drawings " Building Design

Standards, Master
The design agent must provide a general review of design-build contractor-submitted Specification 01310
coordination drawings for their conformance to contract documents.

3-1.3.3 Schedule of Values and Progress Payments ! Clause 1-3

The design-build contractor must submit to the contracting officer’s representative Handbook P-2, 6.4.5
(COR) for approval the contract value breakdown on the initial schedule of values The
design-build contractor must ensure that the schedule of values is not “front-end
loaded.”

3-1.3.4 Schedules ! Clause FB-246

! Clause B-59
The design-build contractor is required to submit a construction progress schedule to
the contracting officer. The form and complexity of the required schedule may vary de- Handbook P-2, 6.2.3
pending on the size of the project. The design-build contractor must submit the initial
progress schedule as well as the monthly schedule with the partial payment requests.
The design-build contractor’s schedules must, at a minimum:

a. Show the complete sequence of construction by activity, with dates for beginning
and completing each element of construction.

b. Identify each item by specification section number.

c. Identify work of separate stages and other logically grouped activities.

d. Provide subschedules to define critical portions of the entire schedule.

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e. Include conferences and meetings in the schedule.

f. Show the accumulated percentage of completion of each item and total percent-
age of work completed as of the first day of each month.

g. Provide a separate schedule of submittal dates for shop drawings, product data,
and samples, including Postal Service-furnished products, and the dates that re-
viewed submittals will be required from the contracting officer as specified in Sec-
tion 01330, Submittal Procedures.

a. Coordinate the content with the schedule of values. ! Clause B-40

3-1.3.5 Spare Parts Data ! Clause B-58

The design agent must review the spare parts data to ensure that it complies with the " Building Design
contract documents and to ensure that the design-build contractor provides all neces- Standards, Master
Specification 07180
sary spare parts.

3-1.3.6 Warranties and Guarantees ! Clause B-61

" Building Design
The design agent must review all warranties and guarantees to ensure their compli- Standards, Master
ance with the contract documents and to ensure that the design-build contractor pro- Specification 07180
vides all special warranties and guarantees that are required by the contract. Handbook P-2, 6.3

3-1.3.7 Operation and Maintenance Manuals " Building Design

Standards, Master
The design-build contractor must assemble, coordinate, and index operation and Specification 07180
maintenance (O&M) manuals for each utility system and major component of building Handbook P-2, 6.3
equipment and maintenance manuals for the mechanization system. The design agent
must ensure that the design-build contractor submits this material in sufficient time for
review and approval, not less than 90 days prior to occupancy for the building manuals
and as specified by USPS-M-5000 for the mechanization manuals. When it is deter-
mined during design that the facility is to be incrementally or partially occupied, the de-
sign-build contractor must supply O&M manuals for training and spare parts on-site in a
timely manner for the affected areas. Training cannot begin until O&M manuals have
been approved.

The design agent must review the manuals for completeness and accuracy and rec-
ommend to the contracting officer whether or not to approve them. After Postal Service
approval, the design-build contractor must prepare and deliver eight copies of all build-
ing manuals to the COR before the start of training. After Postal Service approval, the
design-build contractor must deliver 20 copies of the mechanization maintenance
manuals to the COR.

3-1.3.8 Test Reports " Building Design

Standards, Master
The design agent must review all test reports to ensure that they comply with the Specification 01450
contract documents. Handbook P-2, 6.3.1

The design agent must ensure that all required tests are completed at the proper time.
The scheduling of the mechanization operational tests must be coordinated with the
Postal Service at least 3 weeks in advance. The resident engineer or the mechaniza-
tion resident engineer must be present for all tests.

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 3-1.3.9 Change Orders and Contract Modifications ! Clause B-10
! Clause B-21
The COR reviews, negotiates, and issues all contract modifications directed by the ! Clause B-37
contracting officer. The design agent must :
Handbook P-2, 6.5
a. Review field conditions and prepare the necessary design drawings, specifications
and revisions, and cost estimates.

b. Upon Postal Service acceptance of the design-build contractor’s cost proposal,

prepare a contract modification on the Postal Service-provided form and submit it
to the COR complete with all backup material and Form 4211, Facility and Fixed
Mechanization Project Contract.

c. Upon receipt of a signed copy of modifications, ensure that the design-build con-
tractor’s work is in accordance with the changed scope of work.

3-1.3.10 As-Built Drawings and Specifications ! Clause B-57

The construction contract documents require the design-build contractor to provide

drawings and specifications incorporating the revisions and changes made during con-
struction up to acceptance of the project. The design-build contractor must revise the
original contract documents to indicate as-built conditions, including revisions in site
and building area tabulations.

The design-build contractor must furnish the Postal Service with a set of reproducible
record drawings (as-built drawings) showing changes made during the construction
process, based on the marked-up prints, drawings, and other data.

3-1.3.11 Electronic Format of As-Built Information

The design-build contractor must provide all record drawings (as-built drawings) to the
Postal Service in electronic format that is compatible with design documents.

3-1.3.12 As-Built Photographs

When construction is completed, the design-build contractor must provide two color
8-inch x 10-inch photographs, six exterior views, and 20 exterior and interior views,
including views that show the accessibility features of the building, to be submitted in
digital format as directed by the CO. Coordinate the selection and location of these
views with the contracting officer.

3-1.3.13 Closeout Certificates

The design-build contractor must provide the following certificates to the Postal
Service:

a. Handicapped accessibility.

b. Lead-based paint.

c. Asbestos-containing materials.

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3-2 Modifications of Design During Construction ! Clause B-2
Changes in the scope of work or Postal Service requirements not covered in the initial
design-build contractor contract are considered to be contract modifications in accor-
dance with Clause B-2, Changes, in the design-build contractor’s contract.

3-3 Field Services During Construction (Options) ! Clause FB-293

! Clause FB-206

3-3.1 Requirement
The requirements of this section apply if the contract includes in Section A, Items and
Prices, an option for the design-build contractor to provide field support services to
supervise and administer the project. The cost for these services is to be included in
the GMP.

3-3.2 General Responsibilities Handbook P-2, 6-1

The Postal Service must forward letters of current authorities and limitations to the
Postal Service representatives who are involved in administering the contract to the
design-build contractor. A Postal Service decision and signature are required for all
contractual actions and must be accompanied by a written detailed justification and a
specific recommendation by the construction administrator. The authorized representa-
tive (i.e., the construction administrator) is not authorized to revoke, alter, enlarge, re-
lax, or release any requirements of the project drawings or specifications; to approve or
accept any portion of the work; or to issue instructions (oral or written) that would be
contrary to the contract documents. All dealings in terms of the contract must be made
with the desing-build contractor’s representative and not with a subcontractor.

3-3.3 Contract Administration

Contract administration responsibilities are as follows:

a. The design-build contractor is responsible for administering the contract. The de-
sign agent’s duties, responsibilities, and limits of authority are shown below and in
Sections G and H, Clauses, of the design-build contractor’s contract. The design
agent’s representatives must discharge this responsibility by:

(1) Interpreting the contract documents and all changes made to them.

(2) Establishing the standards of workmanship.

(3) Judging the performance of the contractor (i.e., progress of the project as
constructed) compared with that of the project as planned.

(4) Inspecting the work to determine the date of substantial completion.

(5) Informing the Postal Service about the status of the project relative to the
above points.

(6) Conducting monthly progress meetings with the contractor and Postal Serv-
ice representatives to evaluate progress of the work and to resolve problems
related to contract compliance.

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 (7) Submitting the following reports to the COR:

(a) The daily log each week.

(b) A weekly summary of progress of the work, problems noted, and ac-
tions taken.

(c) Minutes of the monthly progress meetings.

(d) A monthly status of modifications, along with the contractor’s monthly

payment requests, with the construction administrator’s recommenda-
tion to the contracting officer.

(e) Quarterly minority-owned business reports.

(f) Monthly progress reports.

(g) Updated submittal log.

(h) Updated request for information (RFI) logs.

(i) Updated request for proposal (RFP) logs.

(8) Processing construction modifications for the contracting officer’s signature.

b. The design agent is responsible for guarding against defects and deficiencies in
the work. The design agent may reject work as failing to conform to the contract
documents, a failure that will keep the building or any portion of it from having the
intended appearance or being capable of full use in the manner and for the
purpose for which it was intended.

c. The design-build contractor’s construction administrator, who is assigned full-time

to projects with a construction cost greater than $8 million, must be responsible for
directing the overall technical and managerial efforts during construction.

d. The design-build contractor must observe the progress of the work.

e. The design-build contractor must use due care and exercise reasonable skill and
competence in observing the progress of the work and endeavoring to determine
if it is proceeding in accordance with the requirements of the contract documents.

f. The design-build contractor must accomplish other activities as required by the

COR.

g. A Postal Service decision or signature is required for all actions that could result in
a modification or change to the contract, and must be accompanied with a written
detailed justification and a specific recommendation by the design-build
contractor.

3-3.4 Field Supervision

Field supervision responsibilities are as follows:

a. Field Office Staff. The field staff must consist of personnel capable of supervising
and observing the contractor’s effort. The field staff must be located at the con-
struction site. The number of field personnel, therefore, may vary according to the
status of the construction and is subject to Postal Service approval.

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b. Field Office. The physical space, furniture, utilities, and telephones are provided
by the contractor as noted in Division 1, General Requirements, of the contract.

c. Contractor Superintendence. The design-build contractor is responsible for the

supervision required to assemble materials and accomplish the labor to complete
the project. The contractor is responsible for delivering to the Postal Service a
project constructed in full conformance with the contract documents. The con-
tractor’s duty is to manage the construction progress so that contract require-
ments are met efficiently, expeditiously, and accurately.

d. Safety and Security. The design agent must review and monitor the design-build
contractor’s safety plan and security program. Safety precautions, programs, and
requirements are specified in various safety codes or regulations.

3-3.5 Mechanization Coordination

On projects with fixed mechanization, the design-build contractor must provide the
services of a mechanization resident engineer to provide specialized coordination, as
follows:

a. The design-build contractor must submit the resume of a fully qualified mechani-
zation resident engineer to the contracting officer for approval, along with the resi-
dent engineer resumes, at the completion of the intermediate design review. It is
anticipated that the following workdays will be required of the mechanization resi-
dent engineer:

(1) Projects with fixed mechanization valued up to $500,000 should have a

mechanization resident engineer on board a total of 6 days a month during
the installation period.

(2) Projects with fixed mechanization valued between $500,000 and $1 million
should have a mechanization resident engineer on board 12 days a month
during the installation period.

(3) Projects with fixed mechanization valued in excess of $1 million should have
a mechanization resident engineer on board on a full-time basis during the
installation period.

b. The mechanization resident engineer must perform the following tasks:

(1) Continually monitor, observe, and evaluate the construction to ensure com-
pliance with the specifications.

(2) Maintain, at the site, a copy of all shop drawings submitted for the record only
and all approved shop drawings.

(3) Examine equipment as it arrives at the site. If it does not conform to specifi-
cations, inform the contractor that the equipment must not be installed until
nonconformance is corrected.

(4) Maintain a list of equipment and systems that have been installed, e.g., con-
veyors, A-1, A-2, and so forth, or G series.

(5) Provide the COR with a copy of the monthly estimate of the completed
mechanization, shown as a percentage of the total mechanization.

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 (6) When an item that does not conform (i.e., a defect) is discovered, record it
on a punch list. When the same defect is repeated on more than one item of
equipment, make only one notation that is referenced to all applicable
equipment on the punch list.

The punch list must contain all construction defects noted by the mechaniza-
tion resident engineer. Use a consistent format that includes at least the item
number, defect description, date, and initials of the mechanization resident
engineer or representative who certifies that the equipment has been cor-
rected. Group the mechanization punch list items by discipline (e.g., me-
chanical and electrical controls).

Provide a copy of the current punch list to the COR at the time the contractor
is notified to take corrective action. If a punch list item has already been cor-
rected when the punch list is transmitted, the punch list must bear an appro-
priate notation or correction. The mechanization resident engineer must also
keep a current copy of the punch list at the construction site for Postal Serv-
ice inspection.

(7) During construction, advise the contractor about questionable items being in-
stalled. In addition, when necessary coordinate with the COR to obtain tech-
nical support relating to questions that arise during construction.

(8) Evaluate all contractor-originated change requests, proposals, requests for

substitutions, and so forth. The mechanization resident engineer must
transmit these with a recommendation to the COR as quickly as possible.
The relative urgency of resolving the items must also be noted on these
documents.

(9) Notify the COR in advance when construction milestones will be achieved
(when subsystems are installed and operational). Also notify the construction
manager of all changes in test and construction milestones.

(10) Arrange for participation in and report on all operational tests concerning the
mechanization. Coordinate all observation and operational test dates with the
COR.

(11) Develop a final list of equipment defects during the final acceptance
inspection.

(12) As required, continue to monitor and evaluate the contractor’s work through
correction of all equipment defects.

3-3.6 Progress Meetings " Building Design

Standards, Master
The design-build contractor schedules and chairs all monthly progress meetings and Specification 01310
other required project meetings and forwards the minutes of all meetings to the COR
within 5 working days after each meeting. Before the monthly progress meeting, the
design-build contractor must review compliance with contract requirements for labor
standards, equal employment opportunity (EEO) policies, minority-owned business
participation, payrolls, and safety. The findings must be reviewed at the progress
meeting and included in the minutes of the meeting.

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3-3.7 Records
A daily log must be maintained by the design-build contractor. This log must be neatly
and accurately recorded. Enter the following items every day from the start to the com-
pletion of the project:

a. Progress Work. Status for work in progress, new work started, and current and
anticipated problems of scheduling and coordination.

b. Workforce. The number of foremen and mechanics for each trade at the site.

c. Weather. The high and low temperatures, precipitation, and a general description
of the 24-hour weather conditions.

d. Telephone Calls. All pertinent conversations.

e. Site Inspections. The names, titles, and official capacity of all persons, with times
and purposes of inspections noted. For Postal Service payment to be approved,
design-build contractor personnel making authorized site inspections must sign in
at the site.

f. Miscellaneous Items. The design-build contractor must note all work or material
in place that does not correspond with drawings or specifications, as well as all
other problems or abnormal occurrences that have arisen during each day. In-
clude notations of any particular lack of activity. Note corrective actions taken.

g. Accidents. For all accidents involving bodily injury, lost time, or property damage,
the design-build contractor must record the names of the injured and witnesses,
conditions, extent of injury or damage, and time lost.

3-3.8 Construction Project File

The design-build contractor must maintain a construction project file, at the project site,
that contains all appropriate and necessary records that document the execution of the
construction contract. The field construction project file must consist of copies of the
original documents, not the original documents. The field file must include, but is not
limited to, the following categories (when applicable):

a. Initial submittals for approval:

# Schedule of values.
# Construction schedule.
# System construction estimate breakdown.
# List of subcontractors.
# Qualifications of testing agencies and project personnel.
# Shop drawings submittal log.

b. Correspondence:

# Correspondence.

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 c. Meeting minutes:

# Preconstruction conference.
# Monthly progress meetings.
# Coordination meetings.

d. Job Drawings:

# Contract drawings.
# Supplemental clarification drawings.
# Drawings containing changes.
# Coordination drawings.

e. Shop Drawings:

# Shop drawings (those that have been reviewed and approved as final).
# Shop drawings log.
# Samples.

f. Test reports:

# Testing log.
# Tests.

g. Substitution request:

# Justification and determination, including:

# Contracting officer’s decision.
h. RFI log:

# RFI log.
# General contractor-initiated requests.

i. Schedules:

# Construction progress schedule.

# Equipment and procurement schedules.
# Submittal schedule.
# O&M training schedule.
# Occupancy schedule.

j. Requisitions:

# Approved requisitions for payment.

k. Certified payrolls:

# Certified payrolls.

l. Monthly and quarterly submittals:

# General contractor progress synopsis.

# Labor standards interview.
# Employee utilization report.

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 # Stored material log and invoices.
# Updated submittal log.
# Subcontractor minority business enterprise (MBE) form.
# Schedule of values.

m. Daily construction log:

# Inspector’s daily construction log.

# Contractor’s daily construction log.

n. Photos:

# Photographs.

o. Modifications and/or change orders:

# Form 4909, Findings of Fact for Contract Modifications.

# Scope of modification.
# Request for proposal, including:
# Contractor’s cost proposal.
# Subcontractor’s cost breakdown.
# Estimate.
# Reconciliation of estimates and proposal.
# Analysis of schedules.
# Negotiation record.

p. Claims:

# Claims log.
# Claims:
# Estimate of claim.
# Reconciliation of estimates and claim.
# Analysis of schedules.
# Negotiation record.
# Contracting officer’s final decision.

q. Small, minority, and woman-owned business subcontracting:

# Initial subcontracting plan.

# Reports.
# Meeting minutes.

r. Construction reports:

# Employee wages.
# Progress.
# Prefinal.
# Final.

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 s. Closeout documents and documentation:

# Punch lists:
# Prefinal punch list.
# Final punch list.
# Final inspection and acceptance:
# Contractor’s request for inspection.
# Prefinal inspection.
# Final inspection report.
# Certificates:
# Certification of Asbestos and Lead Paint Usage.
# Certificate of lead-free water.
# Certificate of Accessibility and Architectural Barriers Survey.
# Closeout:
# Form 1233, Project Financial Change/Completion Report.
# Inventory sheet.
# Form 1233-A, Project Completion Report (Mechanization Identification
and Cost Allocation).
# Form 1233-B, Project Completion Report (Personal Property Identifi-
cation and Cost Allocation).
# Form 4209, Project Authorization.
# Form 7307, Contractor’s Release.
# Notification to surety, project acceptance, and total contract amount.
t. Project acceptance letter:

# Project acceptance letter.

u. O&M manuals:

# List of required operations and maintenance manuals.

# One copy of each manual.
# List of attendees at operations and maintenance training.

v. Warranties and guarantees:

# Warranty and guarantee log.

# Warranties and guarantees.

w. Performance evaluation:

# Form 5002, Construction Contractor Performance Evaluation.

x. As-built drawings:

# Final contract drawings.

# Final shop drawings.

y. One-year warranty inspection:

# Inspection report.

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z. Postoccupancy evaluation and review:

# List of warranty items.

# Resolution of inspection items.
# Notification letter.

aa. Administration miscellaneous:

# Cure notice (issue at any time performance is jeopardized except within 10

days of completion).
# Show cause letter.
# Termination for default.

3-3.9 Quality Control and Inspection ! Clause B-33

Handbook P-2, 6.3.1
The design-build contractor must observe the construction, materials, and workman-
ship daily to ensure that they comply with plans, specifications, and other contract ! Clause DB-394
documents. The following must be observed at suitable times during the progress of
the work. Items requiring observation and/or inspection include, but are not limited to,:

a. Benchmarks and building layout.

b. Dimensions and grades.

c. Excavations.

d. Soil under footings.

e. Public utility connections.

f. Foundation sizes and reinforcing.

g. Pile driving.

h. Caisson work.

i. Concrete forms.

j. Concrete tests.

k. Concrete reinforcing.

l. Structural frames.

m. Floor openings, sleeves, and hangers.

n. Quality and placing of concrete.

o. Weather precautions.

p. Masonry layout, materials, bonding, anchorage, and flashings.

q. Setting of frames and prefabricated elements.

r. Partition layout.

s. Temporary enclosures, heat, and light.

t. Protection of finished work and roofing.

Architect/Engineer Project Requirements Part V, Design-Build Contracts 263

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 u. Setting of doorframes.

v. Partition construction.

w. Plaster work.

x. Tile work.

y. Electrical work.

z. Mechanical work.

aa. Special equipment.

bb. Elevators.

cc. Furring and lathing.

dd. Plumbing work.

ee. Cabinet work.

ff. Finishes.

gg. Painting and papering.

hh. Hardware.

ii. Inspection and tests.

3-3.10 Progress Photographs

The design-build contractor must provide photographs during construction in the man-
ner indicated below:

a. Pictures are to be taken each month during construction. If there is a VMF or other ! Clause DB-348
ancillary building on the site, four additional pictures must be taken of that building
each month. In all cases, the location of the pictures must be approved by the
contracting officer. The number of views, normally one each month, are to be de-
termined to highlight the work completed and in progress each month.

b. Two 8-inch x 10-inch color prints are to be made of each picture. Include the
name of the project, city, state, date taken, photographer’s name, and the nega-
tive number on the back of each photograph. Photographs are to be delivered to
the contracting officer.

c. In addition, at the discretion of the contracting officer, up to six aerial photographic

flights may be conducted before and during construction. Approximately four
pictures will be taken during each flight. Provide two mounted color prints,
preferably 20-inch x 24-inch, of each picture.

3-3.11 Schedule of Values and Payments ! Clause 1-3

Handbook P-2, 6.4.5

The design-build contractor must submit to the COR for approval the contract value
breakdown on the initial schedule of values. The design-build contractor must ensure
that the schedule of values is not “front-end loaded.”

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The design-build contractor is responsible for certifying Form 4211-B, Invoice and
Payment Authorization (Facility and Fixed Mechanization Contract), which is submitted
monthly by the contractor. This form, which certifies the accuracy of the progress pay-
ments, must be signed by a designated representative of the design-build contractor
firm and forwarded to the contracting officer for signature.

3-3.12 Clarifications
The design agent must furnish written interpretations and drawings necessary for the
proper execution of the work with reasonable promptness so that the contractor can
execute the work without delay. All interpretations and decisions must be consistent
with the intent of the contract documents. These interpretations must not cause
changes in the time or money required to execute the construction contract.

" Building Design

3-3.13 Operating Tests Standards, Master
Specification 01450
The design-build contractor must ensure that all required tests are executed at the
Handbook P-2, 6.3.1
proper time. The scheduling of the mechanization operational tests must be coordi-
nated with the Postal Service at least 3 weeks in advance. The resident engineer or the
mechanization resident engineer must be present for all tests.

3-3.14 Training
Training furnished by the design-build contractor must be coordinated with the Postal
Service. The design-build contractor must ensure that all maintenance and operational
training is scheduled and provided to Postal Service personnel as required by the so-
licitation documents, and that the operation of the systems is in accordance with the
intent of the design, particularly with regard to energy conservation operation proce-
dures.

Training must not be scheduled or conducted until after all testing has been satisfacto-
rily completed and until after the Postal Service trainees have had ample time to review
the approved operation and maintenance manuals.

3-3.15 Guarantees and Instructions

As the design-build contractor completes the work, he or she must submit the following
items to the COR for approval:

a. All required operating instructions.

b. The schedule of training on the operation and maintenance of the various systems
and equipment.

c. Complete keying schedule with master, submaster, room, and special keys. All
keys must be properly marked or tagged.

d. All required guarantees, certificates of inspection, and bonds.

e. Certified air balance reports, with a cover letter stating that HVAC systems satisfy
the contract requirements.

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 3-3.16 Preoccupancy Safety and Health Inspection Handbook P-2, 6.3.1-15

When construction is between 90 percent and 100 percent complete, an on-site Postal
Service team, which includes the design-build contractor, must inspect the construction
work and report to the CO any deficiencies noted during the inspection. The inspection
must be conducted in accordance with Management Instruction AS-510-87-3, Compli-
ance With OSHA Standards  Facility Construction Program.

3-3.17 Accessibility Inspection Handbook P-2, 6.3.1-16

Before the Postal Service accepts the facility, the COR, the design-build contractor,
and the CM (if any) must inspect the facility, and the designer of record or the con-
struction monitor must furnish a signed statement certifying that the facility has been
constructed to be in compliance with Handbook RE-4, Standards for Facility Accessi-
bility by the Physically Handicapped.

The design-build contractor must provide a Certificate of Accessibility prior to contract Handbook P-2, 6.3.2-30
closeout.

3-3.18 Preliminary Completion Inspection Handbook P-2, 6.3.2-13

To expedite closeout procedures, a preliminary completion inspection may be con-

ducted jointly with the preoccupancy safety and health inspection. The COR, design-
build contractor, or CM conducts the inspection and assembles a list of work items re-
maining to be completed or corrected. This is a “preliminary punch list” that is provided
to the design-build contractor to assist the contractor in expeditiously completing the
work.

The design-build contractor should have available at the preliminary inspection all O&M
manuals, instructions, and equipment warranties and guarantees required by the con-
tract specifications. O&M manuals, instructions, and equipment warranties and guar-
antees not available at the preliminary inspection should be identified on the preliminary
punch list and must be submitted by the contractor prior to the substantial completion
inspection.

3-3.19 Substantial Completion Inspection Handbook P-2,

6.3.2-14 thru 6.3.2-152
A substantial completion inspection must be conducted on every construction project to
accomplish all the following purposes:

a. Determine whether or not the work is substantially complete.

b. Prepare a punch list of work items that must be completed and corrected in order
to conform to the requirements of the construction contract and achieve final
completion.

c. Receive final approval submittals from the contractor.

The substantial completion inspection should be conducted by the COR and the
design-build contractor and/or CM accompanied by representatives of the occupying
organization. This inspection team should include the same persons who participated
in the preliminary inspection and environmental professionals as appropriate.

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The inspection team must review the facility for compliance with the contract docu-
ments, surveying the facility room by room and ensuring that all equipment is in good
working order. All items listed on the preliminary punch list must be reinspected, and all
tests originally listed as unacceptable must be executed again. The inspection team
must proceed with the inspection in order to prepare a substantial completion punch list
of all remaining defects and omissions. The list must be precise, giving all information
necessary to locate and correct deficient items. By the time the inspection is com-
pleted, the COR must recommend whether or not the project is substantially complete.

The CORmust make it clear to the design-build contractor that the Postal Service will
not conduct special inspections to determine substantial completion until there is suffi-
cient evidence to indicate that this condition may have been attained.

The design-build contractor must ensure that if the following items have not been pre-
viously submitted, they must be submitted at the substantial completion inspection for
transfer to appropriate parties, as the contract may require:

a. A complete set of as-built drawings annotated to show all authorized changes and
variations from the original contract drawings.

b. All outstanding operation and maintenance manuals and instructions for equip-
ment items.

c. All environmental operating permits, manifests, etc.

d. All outstanding equipment warranties and guarantees.

e. Keys.

f. Spare parts.

g. Occupancy permit (for leased facilities) and inspection certificates.

3-3.20 Final Completion Inspection Handbook P-2, 6.3.2-16

Upon receipt of notice from the design-build contractor that the substantial completion
inspection punch list items have been completed or corrected, the design agent and
the designated postal representatives must inspect these items by comparing them to
the punch list and must confirm their completion in writing when appropriate. This may
be done by sending a confirming letter to the contractor or by checking off, annotating,
and initialing a copy of the substantial completion inspection punch list for each party.
When it has been confirmed that the contractor has completed all the items on the
substantial completion inspection punch list, final completion of the contract has been
achieved.

3-3.21 Final Payment Review

The design-build contractor must apply for final payment on Form 4211-B, as in the
case of the progress payments, and must attach a completed Form 7307.

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Handbook AS-506, March 2000 Chapter 3, Construction Phase Design-Build
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Part V
Design-Build Contracts

4 Postconstruction Phase Design-Build

Contractor Services

4-1 Design Services After Construction (Options)

4-1.1 Record Drawings and Specifications ! Clause B-57

The construction contract documents require the design-build contractor to provide the " Building Design
design agent with drawings and specifications incorporating the revisions and changes Standards, Master
made during construction up to acceptance of the project. The design-build contractor Specification 01780
must, during the progress of the work, keep a master set of prints at the job site, on
which is kept a careful and neat record of all deviations from the contract drawings pre-
pared by the design agent that have been made during the course of the work.

Upon completion of the project, these as-built prints must be certified as to their cor-
rectness by the signature of the design-build contractor and turned over to the design
agent for use in preparing a permanent set of as-built record drawings. The design-
build contractor must revise the original contract documents to indicate as-built condi-
tions, including revisions in site and building area tabulations.

4-1.2 Contract Appeals Purchasing Manual

6.8.3
Appeals made by the design-build contractor may be heard by the Postal Service
Board of Contract Appeals or the Claims Court. The resident engineer or other profes- ! Clause B-293
sionals having knowledge of the dispute may be required to support the Postal Service
during appeal hearings.

4-2 Field Services After Construction (Option)

" Building Design

4-2.1 Six-Month Postoccupancy Evaluations Standards

The purpose of the postoccupancy evaluations is to provide feedback to the Postal

Service that is necessary for improving the design standards. The design-build
contractor, at the direction of the CO, may be required to participate in and/or review
and provide an analysis of postoccupancy evaluations. There are two different levels of
postoccupancy evaluations:

a. Level One Postoccupancy Evaluation. A level one postoccupancy evaluation is

to be conducted on all types of newly completed facilities, as follows:

Architect/Engineer Project Requirements Part V, Design-Build Contracts

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Handbook AS-506, March 2000 Chapter 4, Postconstruction Phase Design-Build
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 (1) The level one postoccupancy evaluation is accomplished by completing the
Postoccupancy Evaluation Questionnaire. This is completed by the post-
master or facility manager and the manager of the Administrative Support
unit.

(2) The Postoccupancy Evaluation Questionnaire is to be completed between 4

and 6 months after the facility has been occupied.

(3) The manager of Design and Construction at the FSO must send one copy of
the Postoccupancy Evaluation Questionnaire to the postmaster or facility
manager and another copy to the manager of the Administrative Support
unit.

(4) The completed questionnaire is to be returned to the manager of Design and

Construction for review and comments.

b. Level Two Postoccupancy Evaluation. Headquarters, with a specialized con-

sultant, will conduct a site visit and a more extensive evaluation for selected facili-
ties using the following tools:

(1) Employee Questionnaire. The consultant conducts these questionnaire in-

terviews during the site visit.

(2) Customer Interview. The consultant conducts interviews with customers

during the site visit.

The consultant prepares a narrative report with engineering studies of the findings
from the employee and customer interviews.

4-2.2 Guarantee Inspection

If defects become evident during the guarantee period, the Postal Service may author-
ize the design-build contractor to investigate and report on them.

4-2.3 One-Year Warranty Inspection

The purpose of the one-year warranty inspection is to identify construction warranty
and/or guarantee defects before the end of the 1-year warranty period for new con-
struction and major repairs. At least 4 weeks before expiration of the warranty date, the
project manager or COR will schedule and conduct the final one-year warranty inspec-
tion. Participants in the inspection will be the CO, the design-build contractor, the local
postal official, and the COR or designee. Before the one-year warranty inspection is
conducted, all earlier noted deficiencies not corrected should be listed.

The warranty log prepared at final acceptance is to be used as a checklist for each
warranted item to be inspected to ensure that it is performing satisfactorily. All warranty
deficiencies noted during the inspection must be listed, and a “draft” copy of the defi-
ciency list must be given to the design-build contractor at the end of the inspection. The
CO will formally transmit the deficiency list to the design-build contractor via a letter.

The local postal official will monitor the correction of warranty defects until such time as
all defects are corrected. The local postal official will also inform the COR as to the
status of uncorrected warranty deficiencies. The CO will notify the design-build con-
tractor’s surety company if the contractor does not respond in a timely manner.

Architect/Engineer Project Requirements Part V, Design-Build Contracts

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Part VI
Attachments

Contents
1 Professional Services Estimate Work Sheets...................................................... 273
2 Background Information ....................................................................................... 283
2-1 Information Provided by the Postal Service .................................................. 283
2-2 Additional Information ................................................................................... 283
3 A/E Services Checklists ....................................................................................... 285

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272 Architect/Engineer Project Requirements Part VI, Attachments

Handbook AS-506, March 2000 Contents
Part VI
Attachments

1 Professional Services Estimate Work

Sheets
Exhibit 1 consists of eight work sheets. The first page of the work sheets provides in-
formation about the specific project and then summarizes the costs computed on the
remaining work sheets.

Architect/Engineer Project Requirements Part VI, Attachments 273

Handbook AS-506, March 2000 Chapter 1, Professional Services Estimate Work
Sheets
 Exhibit 1 (p. 1)
Professional Services Estimate Work Sheets

Project Summary Sheet

Project
Location
A/E Firm

A. Cost Estimate Summary

Services Subtotal $ Total Fee $

Predesign Phase Services
a. Direct Labor
b. Expenses
Design Phase Services
a. Direct Labor
b. Expenses

Additional A/E Services (Options) Subtotal $ Subtotal $ Total Fee $

Predesign Phase Optional Services
Design Phase Optional Services
Construction Phase Optional Services
a. Design Services
1. Direct Labor
2. Expenses
b. Field Services
Postconstruction Phase Optional Services

B. Project Data Summary

Project Data Total

Construction cost limit ($)
Design duration (weeks)
Construction duration (weeks)
Building area (square foot) (gross)
Building area (square foot) (net)

A/E Signature Date

274 Architect/Engineer Project Requirements Part VI, Attachments

Handbook AS-506, March 2000 Chapter 1, Professional Services Estimate Work
Sheets
Exhibit 1 (p. 2)
Professional Services Estimate Work Sheets

Predesign Phase Services

A. Direct Labor

Rate
Discipline $/Hour Hours Cost $
Project Manager
Architect
Architect, Jr.
Civil Engineer
Civil Engineer, Jr.
Electrical Engineer
Electrical Engineer, Jr.
Mechanical Engineer
Mechanical Engineer, Jr.
Structural Engineer
Structural Engineer, Jr.
Mechanization Engineer
Designer
Draftsperson
Cost Estimator
Specification Writer
Other
Subtotal
Overhead ( %)
Total Direct Labor (TDL) + Overhead (OH)
a. Profit Allowance ( %)
b. Total Direct Labor

B. Expenses

Item Quantity Units Unit $ Total $

Travel Trips
Per Diem Days
Reproduction Drawings
Reproduction Pages
Telephone Calls
Postage Packages
Total Expenses:

Architect/Engineer Project Requirements Part VI, Attachments 275

Handbook AS-506, March 2000 Chapter 1, Professional Services Estimate Work
Sheets
 Exhibit 1 (p. 3)
Professional Services Estimate Work Sheets

Design Phase Services

A. Direct Labor

Rate
Discipline $/Hour Hours Cost $
Project Manager
Architect
Architect, Jr.
Civil Engineer
Civil Engineer, Jr.
Electrical Engineer
Electrical Engineer, Jr.
Mechanical Engineer
Mechanical Engineer, Jr.
Structural Engineer
Structural Engineer, Jr.
Mechanization Engineer
Designer
Draftsperson
Cost Estimator
Specification Writer
Other
Subtotal
Overhead ( %)
Total Direct Labor (TDL) + Overhead (OH)
a. Profit Allowance ( %)
b. Total Direct Labor

B. Expenses

Item Quantity Units Unit $ Total $

Travel Trips
Per Diem Days
Reproduction Drawings
Reproduction Pages
Telephone Calls
Postage Packages
Total Expenses:

276 Architect/Engineer Project Requirements Part VI, Attachments

Handbook AS-506, March 2000 Chapter 1, Professional Services Estimate Work
Sheets
Exhibit 1 (p. 4)
Professional Services Estimate Work Sheets

A/E Additional Predesign Phase Services (Options)

Fees shown indicate all costs, both direct and indirect, including
overhead and profit.

Service Cost $

Boundary and Topographic Site Survey

Subsurface Investigation

Investigative Services for Existing Facilities

Environmental Assessment

Wetlands Impact Study

Hazardous Waste Site Assessment

Traffic Impact Study

Total:

When sufficient information is not available at the time of contract

negotiations, fees for services under this price section may be
submitted at a later date as separate proposals.

Comments:

Architect/Engineer Project Requirements Part VI, Attachments 277

Handbook AS-506, March 2000 Chapter 1, Professional Services Estimate Work
Sheets
 Exhibit 1 (p. 5)
Professional Services Estimate Work Sheets

A/E Additional Design Phase Services (Options)

Fees shown indicate all costs, both direct and indirect, including
overhead and profit.

Service Cost $

Perspective Drawings

Supplemental Drawings

Mechanization Systems Descriptions

Roofing Consultant

Fire Protection Consultant

Total:

When sufficient information is not available at the time of contract

negotiations, fees for services under this price section may be
submitted at a later date as separate proposals.

Comments:

278 Architect/Engineer Project Requirements Part VI, Attachments

Handbook AS-506, March 2000 Chapter 1, Professional Services Estimate Work
Sheets
Exhibit 1 (p. 6)
Professional Services Estimate Work Sheets

A/E Services During Construction Phase (Options)

Fees for all services included in this section indicate all costs, both direct and indirect,
including overhead and profit. All services are to be paid on a fixed-fee basis.

A. Direct Labor
Rate
Discipline $/Hour Hours Cost $
Project Manager
Architect
Architect, Jr.
Civil Engineer
Civil Engineer, Jr.
Electrical Engineer
Electrical Engineer, Jr.
Mechanical Engineer
Mechanical Engineer, Jr.
Structural Engineer
Structural Engineer, Jr.
Mechanization Engineer
Designer
Draftsperson
Cost Estimator
Specification Writer
Other
Subtotal
Overhead ( %)
Total Direct Labor (TDL) + Overhead (OH)
a. Profit Allowance ( %)
b. Total Direct Labor
B. Expenses
Item Quantity Units Unit $ Total $
Travel Trips
Per Diem Days
Reproduction Drawings
Reproduction Pages
Telephone Calls
Postage Packages
Total Expenses:

Architect/Engineer Project Requirements Part VI, Attachments 279

Handbook AS-506, March 2000 Chapter 1, Professional Services Estimate Work
Sheets
 Exhibit 1 (p. 7)
Professional Services Estimate Work Sheets

A/E Field Services During Construction Phase (Option)

Fees shown indicate all costs, both direct and indirect, including overhead and profit.
Payment is to be made for days worked.

No. of Days Calendar Working

Estimated Construction Duration

Service $/Day No. Days Cost $

Construction Administrator
Project Manager
Construction Inspector
Scheduler
Resident Engineer (RE)
Assistant RE (ARE)
Mechanization RE
Roofing ARE
Clerk-Typist
Acoustical ARE
Fire Protection ARE
Total Services:
Service No. Photos $/Photo Cost $
Progress Photos

Total All Costs:

Comments:

280 Architect/Engineer Project Requirements Part VI, Attachments

Handbook AS-506, March 2000 Chapter 1, Professional Services Estimate Work
Sheets
Exhibit 1 (p. 8)
Professional Services Estimate Work Sheets

A/E Postconstruction Phase Services (Options)

Six-Month Postoccupancy Evaluations

Total Rate
Personnel Rate $/Hour OH $ Profit $/Hour

Project Manager

Architect

Engineer

Cost Estimator

Technical Writer

Draftsperson

Clerk-Typist

Architect/Engineer Project Requirements Part VI, Attachments 281

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Sheets
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282 Architect/Engineer Project Requirements Part VI, Attachments

Handbook AS-506, March 2000 Chapter 1, Professional Services Estimate Work
Sheets
Part VI
Attachments

2 Background Information

2-1 Information Provided by the Postal Service

The Postal Service is to attach the following listed items to the solicitation package if
they are applicable. A check mark in the box indicates that the item is attached.

a. Environmental Studies:

! Environmental Assessment.
! Wetlands Impact Study.
! Hazardous Waste Site Assessment.
! Asbestos-Free Certification.
! Certification on Asbestos-Containing Material in a Building.

b. Site Engineering:

! Boundary and Topographical Survey.

! Report on Soils Exploration.

c. Planning Design:

! Functional Design Specification (FDS), if applicable.

! Computerized Facility Planning Concept for Small Standard Building De-
signs, if applicable.
! Form 919, Facility Planning Data, if applicable.
! Form 929, Major Facility Planning Data, if applicable.
! Operational Space Layout (OSL), if applicable.

2-2 Additional Information

The A/E is responsible for obtaining and for using and implementing the following
documentation (most current version in effect):

a. Division I, General Requirements. These are included in the Master Specifica-

tion found on the Building Design Standards CD-ROM.

b. Design Standards. The following design standards are to be used:

(1) Building Design Standards (CD-ROM):

(a) Handbook AS-503, Standard Design Criteria.

(b) Standard Detail Library.

Architect/Engineer Project Requirements Part VI, Attachments 283

Handbook AS-506, March 2000 Chapter 2, Background Information
 (c) Standard Building Designs.

(d) Master Specification.

(e) Green Addendum (when applicable).

(f) Modular Post Office Standards (when applicable).

(g) Medium Standard Building Designs Project Manager’s Manual.

(2) Handbook RE-4, Standards for Facility Accessibility by the Physically

Handicapped.

(3) Handbook RE-5, Building and Site Security Requirements.

(4) Handbook AS-819, Universal Wiring Standards.

(5) Publication 500-D, Exterior Signage: Graphics Guidelines.

(6) Handbook RE-6, Facilities Environmental Guide.

(7) Handbook AS-504, Space Requirements.

(8) Management Instruction AS-620-94-1, Safety Inspection of Heating Boilers,

Unfired Pressure Vessels, Elevators, Escalators, and Dumbwaiters.

(9) Handbook AS-556, Asbestos Management Guide.

(10) Management Instruction EL-810-98-1, Asbestos-Containing Building Materi-

als Control Program.

(11) Management Instruction AS-550-92-7, Stormwater Management

(12) Handbook AS-551, Clear Air Act Compliance Guide.

(13) Management Instruction AS-550-95-18, Clean Air Act Compliance.

(14) Specification Number USPS-M-5000, Specification Standards for Mecha-

nized Mail Processing Systems.

(15) Handbook AS-558, Facility Energy Managment Guide.

284 Architect/Engineer Project Requirements Part VI, Attachments

Handbook AS-506, March 2000 Chapter 2, Background Information
Part VI
Attachments

3 A/E Services Checklists

Exhibits 3a through 3d, the A/E services checklists, identify the potential A/E services
that are described in Parts II through V, Chapters 1 through 4, of this handbook. Other
A/E services not identified in this handbook may be required depending on the size,
complexity, or unique requirements for each specific project.

These checklists are intended to aid the Postal Service in preparing solicitations and
contracts for A/E services. These checklists may also be used for monitoring and veri-
fying A/E performance and submissions over the course of a project.

Exhibit 3a
A/E Services Checklist  Predesign Phase

Reference to Reference to Reference to Reference to

Predesign Phase (Chapter 1) Part II Part III Part IV Part V
Predesign Services 1 1 1 1
Survey of Existing Facilities 1-1 1-1 1-1 1-1
Additional Services (Options) 1-2 1-2 1-2 1-2
Boundary and Topographic Site Survey 1-2.1 1-2.1 1-2.1 1-2.1
Subsurface Investigation 1-2.2 1-2.2 1-2.2 1-2.2
Investigative Services for Existing 1-2.3 1-2.3 1-2.3 1-2.3
Facilities
Environmental Assessment 1-2.4 1-2.4 n/a 1-2.4
Wetlands Impact Study 1-2.5 n/a n/a 1-2.5
Hazardous Waste Site Assessment 1-2.6 1-2.5 n/a 1-2.6
Traffic Impact Studies 1-2.7 1-2.6 1-2.4 1-2.7

Architect/Engineer Project Requirements Part VI, Attachments 285

Handbook AS-506, March 2000 Chapter 3, A/E Services Checklists
 Exhibit 3b (p. 1)
A/E Services Checklist  Design Phase

Reference to Reference to Reference to Reference to

Design Phase (Chapter 2) Part II Part III Part IV Part V
Prenegotiation Orientation and 2-2.1 2-2.1 n/a n/a
Negotiations
Professional Services Estimating Sheets 2-2.1.2 2-2.1.2 n/a n/a
Prenegotiation Orientation and Negotiation 2-2.1.4 2-2.1.4 n/a n/a
Meeting
Construction Cost Limit 2-2.1.5 2-2.1.5 n/a n/a

Preconcept Design Phase 2-2.2 2-2.2 n/a 2-2.1

Site Utilization Plan 2-2.2.2a 2-2.2.2a n/a 2-2.1.2a
Site Restrictions and Improvements 2-2.2.2b 2-2.2.2b n/a 2-2.1.2b
Architectural Floor Plans 2-2.2.2c 2-2.2.2c n/a 2-2.1.2c
Elevations and Perspective Sketches 2-2.2.2d 2-2.2.2d n/a 2-2.1.2d
Mechanization 2-2.2.2e n/a n/a 2-2.1.2e
Code Analysis 2-2.2.2f 2-2.2.2e n/a 2-2.1.2f
Code Listing 2-2.2.2f(1) 2-2.2.2e(1) n/a 2-2.1.2f(1)
Small-Scale Floor Plan 2-2.2.2f(2) 2-2.2.2e(2) n/a 2-2.1.2f(2)
Alternatives 2-2.2.2f(3) 2-2.2.2e(3) n/a 2-2.1.2f(3)
Building Area Tabulations 2-2.2.2g 2-2.2.2f n/a 2-2.1.2g
Single-Line Floor Plan 2-2.2.2g(1) 2-2.2.2f(1) n/a 2-2.1.2g(1)
Building Area Tabulation Lists 2-2.2.2g(2) 2-2.2.2f(2) n/a 2-2.1.2g(2)
Building Areas and Calculations 2-2.2.2g(3) 2-2.2.2f(3) n/a 2-2.1.2g(3)
Gross Area 2-2.2.2g(3)(a) 2-2.2.2f(3)(a) n/a 2-2.1.2g(3)(a)
Net Area 2-2.2.2g(3)(b) 2-2.2.2f(3)(b) n/a 2-2.1.2g(3)(b)
Calculations 2-2.2.2g(3)(c) 2-2.2.2f(3)(c) n/a 2-2.1.2g(3)(c)
Building System Comparisons 2-2.2.2h 2-2.2.2g n/a 2-2.1.2h
Energy Conservation Analysis 2-2.2.2i 2-2.2.2h n/a 2-2.1.2i
Postal Service Environmental Policy and 2-2.2.2j 2-2.2.2i n/a 2-2.1.2j
Guiding Principals
Cost Estimate 2-2.2.2k 2-2.2.2j n/a 2-2.1.2k
Preconcept Design Review Meeting 2-2.2.3 2-2.2.3 n/a 2-2.1.3

286 Architect/Engineer Project Requirements Part VI, Attachments

Handbook AS-506, March 2000 Chapter 3, A/E Services Checklists
Exhibit 3b (p. 2)
A/E Services Checklist  Design Phase

Reference to Reference to Reference to Reference to

Design Phase (Chapter 2) Part II Part III Part IV Part V
Concept Design Phase 2-2.3 2-2.3 2-2.1 2-2.2
Site Utilization Plan 2-2.3.2a 2-2.3.2a 2-2.1.2a n/a
Site Restrictions and Improvements 2-2.3.2b 2-2.3.2b 2-2.1.2b 2-2.2.2a
Civil Design 2-2.3.2c 2-2.3.2c 2-2.1.2c 2-2.2.2b
Stormwater 2-2.3.2c(1) 2-2.3.2c(1) 2-2.1.2c(1) 2-2.2.2b(1)
Streets 2-2.3.2c(2) 2-2.3.2c(2) 2-2.1.2c(2) 2-2.2.2b(2)
Driveways and Parkways 2-2.3.2c(3) 2-2.3.2c(3) 2-2.1.2c(3) 2-2.2.2b(3)
Pavement Design 2-2.3.2c(4) 2-2.3.2c(4) 2-2.1.2c(4) 2-2.2.2b(4)
Grades 2-2.3.2c(5) 2-2.3.2c(5) 2-2.1.2c(5) 2-2.2.2b(5)
Site Utilities 2-2.3.2c(6) 2-2.3.2c(6) 2-2.1.2c(6) 2-2.2.2b(6)
Miscellaneous Features 2-2.3.2c(7) 2-2.3.2c(7) 2-2.1.2c(7) 2-2.2.2b(7)
Vicinity Map 2-2.3.2c(8) 2-2.3.2c(8) 2-2.1.2c(8) 2-2.2.2b(8)
Easements 2-2.3.2c(9) 2-2.3.2c(9) 2-2.1.2c(9) 2-2.2.2b(9)
Legal Description 2-2.3.2c(10) 2-2.3.2c(10) 2-2.1.2c(10) 2-2.2.2b(10)
Off-Site Construction 2-2.3.2c(11) 2-2.3.2c(11) 2-2.1.2c(11) 2-2.2.2b(11)
Subsurface Soils Investigation Report 2-2.3.2c(12) 2-2.3.2c(12) 2-2.1.2c(12) 2-2.2.2b(12)
(Including Boring Logs)
Site Plan 2-2.3.2d 2-2.3.2d 2-2.1.2d 2-2.2.2c
Architectural Floor Plans 2-2.3.2e 2-2.3.2e 2-2.1.2e 2-2.2.2d
Additional Architectural Plans and Designs 2-2.3.2f 2-2.3.2f 2-2.1.2f 2-2.2.2e
LOG Plan 2-2.3.2f(1) 2-2.3.2f(1) 2-2.1.2f(1) 2-2.2.2e(1)
CCTV Camera and Surveillance Plan 2-2.3.2f(2) 2-2.3.2f(2) 2-2.1.2f(2) 2-2.2.2e(2)
Lobby Plan 2-2.3.2f(3) 2-2.3.2f(3) 2-2.1.2f(3) 2-2.2.2e(3)
Roof Drainage Plan 2-2.3.2f(4) 2-2.3.2f(4) 2-2.1.2f(4) 2-2.2.2e(4)
Finish Schedule 2-2.3.2f(5) 2-2.3.2f(5) 2-2.1.2f(5) 2-2.2.2e(5)
Color and Material Panel 2-2.3.2f(6) 2-2.3.2f(6) 2-2.1.2f(6) 2-2.2.2e(6)
Fire Exit Plan With Code Summary 2-2.3.2f(7) 2-2.3.2f(7) 2-2.1.2f(7) 2-2.2.2e(7)
List of Postal Service-Furnished 2-2.3.2f(8) 2-2.3.2f(8) 2-2.1.2f(8) 2-2.2.2e(8)
Equipment
Elevations and Perspective Sketches 2-2.3.2g 2-2.3.2g 2-2.1.2g 2-2.2.2f
Sections and Details 2-2.3.2h 2-2.3.2h 2-2.1.2h 2-2.2.2g
Structural 2-2.3.2i 2-2.3.2i 2-2.1.2i 2-2.2.2h
Space Conditioning 2-2.3.2j 2-2.3.2j 2-2.1.2j 2-2.2.2i
Plumbing 2-2.3.2k 2-2.3.2k 2-2.1.2k 2-2.2.2j
Fire Protection 2-2.3.2l 2-2.3.2l 2-2.1.2l 2-2.2.2k
Electrical 2-2.3.2m 2-2.3.2m 2-2.1.2m 2-2.2.2l

Architect/Engineer Project Requirements Part VI, Attachments 287

Handbook AS-506, March 2000 Chapter 3, A/E Services Checklists
 Exhibit 3b (p. 3)
A/E Services Checklist  Design Phase

Reference to Reference to Reference to Reference to

Design Phase (Chapter 2) Part II Part III Part IV Part V
Concept Design Phase (continued)
Other Utility Systems 2-2.3.2n 2-2.3.2n 2-2.1.2n 2-2.2.2m
Mechanization 2-2.3.2o n/a n/a 2-2.2.2n
Environmental Studies 2-2.3.2p 2-2.3.2o 2-2.1.2o 2-2.2.2o
Code Analysis 2-2.3.2q 2-2.3.2p 2-2.1.2p 2-2.2.2p
Code Listing 2-2.1.2p(1)
Small-Scale Floor Plan 2-2.1.2p(2)
Alternatives 2-2.1.2p(3)
Building Area Tabulations 2-2.3.2r 2-2.3.2q 2-2.1.2q 2-2.2.2q
Single-Line Floor Plan 2-2.1.2q(1)
Building Area Tabulation Lists 2-2.1.2q(2)
Building Areas and Calculations 2-2.1.2q(3)
Gross Area 2-2.1.2q(3)(a)
Net Area 2-2.1.2q(3)(b)
Calculations 2-2.1.2q(3)(c)
Building System Comparisons 2-2.3.2s 2-2.3.2r 2-2.1.2r 2-2.2.2r
Energy Conservation Analysis 2-2.3.2t 2-2.3.2s 2-2.1.2s 2-2.2.2s
Life-Cycle Cost (LCC) Analysis 2-2.3.2u 2-2.3.2t 2-2.1.2t 2-2.2.2t
Postal Service Environmental Policy and n/a n/a 2-2.1.2u n/a
Guiding Principals
Specifications 2-2.3.2v 2-2.3.2u 2-2.1.2v 2-2.2.2u
Cost Estimate 2-2.3.2w 2-2.3.2v 2-2.1.2w 2-2.2.2v
Project Scheduling 2-2.3.2x 2-2.3.2w 2-2.1.2x 2-2.2.2w
Concept Design Review Meeting 2-2.3.3 2-2.3.3 2-2.1.3 2-2.2.3

288 Architect/Engineer Project Requirements Part VI, Attachments

Handbook AS-506, March 2000 Chapter 3, A/E Services Checklists
Exhibit 3b (p. 4)
A/E Services Checklist  Design Phase

Reference to Reference to Reference to Reference to

Design Phase (Chapter 2) Part II Part III Part IV Part V
Intermediate Design Phase 2-2.4 n/a n/a 2-2.3
Site Utilization Plan 2-2.4.2a n/a n/a n/a
Site Restrictions and Improvements 2-2.4.2b n/a n/a 2-2.3.2a
Civil Design 2-2.4.2c n/a n/a 2-2.3.2b
Stormwater 2-2.4.2c(1)(a) n/a n/a 2-2.3.2b(1)(a)
Streets 2-2.4.2c(1)(b) n/a n/a 2-2.3.2b(1)(b)
Driveways and Parkways 2-2.4.2c(1)(c) n/a n/a 2-2.3.2b(1)(c)
Pavement Design 2-2.4.2c(1)(d) n/a n/a 2-2.3.2b(1)(d)
Grades 2-2.4.2c(1)(e) n/a n/a 2-2.3.2b(1)(e)
Site Utilities 2-2.4.2c(1)(f) n/a n/a 2-2.3.2b(1)(f)
Miscellaneous Features 2-2.4.2c(1)(g) n/a n/a 2-2.3.2b(1)(g)
Vicinity Map 2-2.4.2c(1)(h) n/a n/a 2-2.3.2b(1)(h)
Easements 2-2.4.2c(1)(i) n/a n/a 2-2.3.2b(1)(i)
Legal Description 2-2.4.2c(1)(j) n/a n/a 2-2.3.2b(1)(j)
Off-Site Conditions 2-2.4.2c(1)(k) n/a n/a 2-2.3.2b(1)(k)
Subsurface Soils Investigation Report 2-2.4.2c(1)(l) n/a n/a 2-2.3.2b(1)(l)
(Including Boring Logs)
Site Plan 2-2.4.2d n/a n/a 2-2.3.2c
Architectural Floor Plans 2-2.4.2e n/a n/a 2-2.3.2d
Additional Architectural Floor Plans and 2-2.4.2f n/a n/a 2-2.3.2e
Designs
LOG Plan 2-2.4.2f(1) n/a n/a 2-2.3.2e(1)
CCTV Camera and Surveillance Plan 2-2.4.2f(2) n/a n/a 2-2.3.2e(2)
Lobby Plan 2-2.4.2f(3) n/a n/a 2-2.3.2e(3)
Roof Drainage Plan 2-2.4.2f(4) n/a n/a 2-2.3.2e(4)
Finish Schedule 2-2.4.2f(5) n/a n/a 2-2.3.2e(5)
Color and Material Panel 2-2.4.2f(6) n/a n/a 2-2.3.2e(6)
Fire Exit Plan With Code Summary 2-2.4.2f(7) n/a n/a 2-2.3.2e(7)
Casework Drawings 2-2.4.2f(8) n/a n/a 2-2.3.2e(8)
List of Postal Service-Furnished 2-2.4.2f(9) n/a n/a 2-2.3.2e(9)
Equipment
Elevations and Perspective Sketches 2-2.4.2g n/a n/a 2-2.3.2f
Sections and Details 2-2.4.2h n/a n/a 2-2.3.2g
Structural 2-2.4.2i n/a n/a 2-2.3.2h
Space Conditioning 2-2.4.2j n/a n/a 2-2.3.2i
Plumbing 2-2.4.2k n/a n/a 2-2.3.2j
Fire Protection 2-2.4.2l n/a n/a 2-2.3.2k

Architect/Engineer Project Requirements Part VI, Attachments 289

Handbook AS-506, March 2000 Chapter 3, A/E Services Checklists
 Exhibit 3b (p. 5)
A/E Services Checklist  Design Phase

Reference to Reference to Reference to Reference to

Design Phase (Chapter 2) Part II Part III Part IV Part V
Intermediate Design Phase (continued)
Electrical 2-2.4.2m n/a n/a 2-2.3.2l
Short-Circuit and Fully Coordinated 2-2.4.2m(5) n/a n/a 2-2.3.2l(5)
Circuit-Interrupting Device Summary
Other Utility Systems 2-2.4.2n n/a n/a 2-2.3.2m
Mechanization 2-2.4.2o n/a n/a 2-2.3.2n
Code Analysis 2-2.4.2p n/a n/a 2-2.3.2o
Code Listing n/a n/a
Small-Scale Floor Plan n/a n/a
Alternatives n/a n/a
Building Area Tabulations 2-2.4.2q n/a n/a 2-2.3.2p
Single-Line Floor Plan n/a n/a
Building Area Tabulation Lists n/a n/a
Building Areas and Calculations n/a n/a
Gross Area n/a n/a
Net Area n/a n/a
Calculations n/a n/a
Energy Conservation Analysis 2-2.4.2r n/a n/a 2-2.3.2q
Specifications 2-2.4.2s n/a n/a 2-2.3.2r
Cost Estimate 2-2.4.2t n/a n/a 2-2.3.2s
Project Scheduling 2-2.4.2u n/a n/a 2-2.3.2t
Small, Minority-Owned, and Woman- 2-2.4.2v n/a n/a 2-2.3.2u
Owned Business Contracting Goals and
Source List
Intermediate Design Review Meeting 2-2.4.3 n/a n/a 2-2.3.3

290 Architect/Engineer Project Requirements Part VI, Attachments

Handbook AS-506, March 2000 Chapter 3, A/E Services Checklists
Exhibit 3b (p. 6)
A/E Services Checklist  Design Phase

Reference to Reference to Reference to Reference to

Design Phase (Chapter 2) Part II Part III Part IV Part V
Final Design Phase 2-2.5 2-2.4 2-2.2 2-2.4
Site Utilization Plan 2-2.5.2a 2-2.4.2a n/a n/a
Site Restrictions and Improvements 2-2.5.2b 2-2.4.2b 2-2.2.2a 2-2.4.2a
Civil Design 2-2.5.2c 2-2.4.2c 2-2.2.2b 2-2.4.2b
Stormwater 2-2.5.2c(1) 2-2.4.2c(1)(a) 2-2.2.2b(1)(a) 2-2.4.2b(1)
Streets 2-2.5.2c(2) 2-2.4.2c(1)(b) 2-2.2.2b(1)(b) 2-2.4.2b(2)
Driveways and Parkways 2-2.5.2c(3) 2-2.4.2c(1)(c) 2-2.2.2b(1)(c) 2-2.4.2b(3)
Pavement Design 2-2.5.2c(4) 2-2.4.2c(1)(d) 2-2.2.2b(1)(d) 2-2.4.2b(4)
Grades 2-2.5.2c(5) 2-2.4.2c(1)(e) 2-2.2.2b(1)(e) 2-2.4.2b(5)
Site Utilities 2-2.5.2c(6) 2-2.4.2c(1)(f) 2-2.2.2b(1)(f) 2-2.4.2b(6)
Miscellaneous Features 2-2.5.2c(7) 2-2.4.2c(1)(g) 2-2.2.2b(1)(g) 2-2.4.2b(7)
Vicinity Map 2-2.5.2c(8) 2-2.4.2c(1)(h) 2-2.2.2b(1)(h) 2-2.4.2b(8)
Easements 2-2.5.2c(9) 2-2.4.2c(1)(i) 2-2.2.2b(1)(i) 2-2.4.2b(9)
Legal Description 2-2.5.2c(10) 2-2.4.2c(1)(j) 2-2.2.2b(1)(j) 2-2.4.2b(10)
Off-Site Conditions 2-2.5.2c(11) 2-2.4.2c(1)(k) 2-2.2.2b(1)(k) 2-2.4.2b(11)
Subsurface Soils Investigation Report 2-2.5.2c(12) 2-2.4.2c(1)(l) 2-2.2.2b(1)(l) 2-2.4.2b(12)
(Including Boring Logs)
Site Plan 2-2.5.2d 2-2.4.2d 2-2.2.2c 2-2.4.2c
Architectural Floor Plans 2-2.5.2e 2-2.4.2e 2-2.2.2d 2-2.4.2d
Additional Architectural Plans and Designs 2-2.5.2f 2-2.4.2f 2-2.2.2e 2-2.4.2e
LOG Plan 2-2.5.2f(1) 2-2.4.2f(1) 2-2.2.2e(1) 2-2.4.2e(1)
CCTV Camera and Surveillance Plan 2-2.5.2f(2) 2-2.4.2f(2) 2-2.2.2e(2) 2-2.4.2e(2)
Lobby Plan 2-2.5.2f(3) 2-2.4.2f(3) 2-2.2.2e(3) 2-2.4.2e(3)
Roof Drainage Plan 2-2.5.2f(4) 2-2.4.2f(4) 2-2.2.2e(4) 2-2.4.2e(4)
Finish Schedule 2-2.5.2f(5) 2-2.4.2f(5) 2-2.2.2e(5) 2-2.4.2e(5)
Color and Material Panel 2-2.5.2f(6),(7) 2-2.4.2f(6) 2-2.2.2e(6) 2-2.4.2e(6),(7)
Fire Exit Plan With Code Summary 2-2.5.2f(8) 2-2.4.2f(7) 2-2.2.2e(7) 2-2.4.2e(8)
Casework Drawings 2-2.5.2f(9) 2-2.4.2f(8) 2-2.2.2e(8) 2-2.4.2e(9)
List of Postal Service-Furnished 2-2.5.2f(10) 2-2.4.2f(9) 2-2.2.2e(9) 2-2.4.2e(10)
Equipment
Elevations and Perspective Sketches 2-2.5.2g 2-2.4.2g 2-2.2.2f 2-2.4.2f
Sections and Details 2-2.5.2h 2-2.4.2h 2-2.2.2g 2-2.4.2g
Structural 2-2.5.2i 2-2.4.2i 2-2.2.2h 2-2.4.2h
Space Conditioning 2-2.5.2j 2-2.4.2j 2-2.2.2i 2-2.4.2i
Plumbing 2-2.5.2k 2-2.4.2k 2-2.2.2j 2-2.4.2j
Fire Protection 2-2.5.2l 2-2.4.2l 2-2.2.2k 2-2.4.2k

Architect/Engineer Project Requirements Part VI, Attachments 291

Handbook AS-506, March 2000 Chapter 3, A/E Services Checklists
 Exhibit 3b (p. 7)
A/E Services Checklist  Design Phase

Reference to Reference to Reference to Reference to

Design Phase (Chapter 2) Part II Part III Part IV Part V
Final Design Phase (continued)
Electrical 2-2.5.2m 2-2.4.2m 2-2.2.2l 2-2.4.2l
Short-Circuit and Fully Coordinated 2-2.5.2m(5) 2-2.4.2m(5) 2-2.2.2l(5)
Circuit-Interrupting Device Summary
Other Utility Systems 2-2.5.2n 2-2.4.2n 2-2.2.2m 2-2.4.2m
Mechanization 2-2.5.2o n/a n/a 2-2.4.2n
Code Analysis 2-2.5.2p 2-2.4.2o 2-2.2.2n 2-2.4.2o
Code Listing
Small-Scale Floor Plan
Alternatives
Building Area Tabulations 2-2.5.2q 2-2.4.2p 2-2.2.2o 2-2.4.2p
Single-Line Floor Plan
Building Area Tabulation Lists
Building Areas and Calculations
Gross Area
Net Area
Calculations
Specifications 2-2.5.2r 2-2.4.2q 2-2.2.2p 2-2.4.2q
Cost Estimate 2-2.5.2s 2-2.4.2r 2-2.2.2q 2-2.4.2r
Schedules 2-2.5.2t 2-2.4.2s 2-2.2.2r 2-2.4.2s
Small, Minority-Owned, and Woman- 2-2.5.2u 2-2.4.2t 2-2.2.2s 2-2.4.2t
Owned Business Contracting Goals and
Source List
List of Referenced Publications 2-2.5.2v 2-2.4.2u 2-2.2.2t 2-2.4.2u
Complete Set of Design Calculations 2-2.5.2w 2-2.4.2v 2-2.2.2u 2-2.4.2v
Final Design Review Meeting 2-2.5.3 2-2.4.3 2-2.2.3 2-2.4.3

292 Architect/Engineer Project Requirements Part VI, Attachments

Handbook AS-506, March 2000 Chapter 3, A/E Services Checklists
Exhibit 3b (p. 8)
A/E Services Checklist  Design Phase

Reference to Reference to Reference to Reference to

Design Phase (Chapter 2) Part II Part III Part IV Part V
Additional Design Phase Services 2-4 2-4 2-4 2-4
(Options)
Perspective Drawing 2-4.1 2-4.1 2-4.1 2-4.1
Supplementary Drawings 2-4.2 2-4.2 2-4.2 2-4.2
Postal-Service Furnished Property 2-4.2a 2-4.2a 2-4.2a 2-4.2a
Outline Floor Plan (Grid) 2-4.2b 2-4.2b 2-4.2b 2-4.2b
Major Milestone Flowchart 2-4.2c 2-4.2c 2-4.2c 2-4.2c
Mechanization Systems Description 2-4.3 n/a n/a 2-4.3
Manual
Roofing Consultant 2-4.4 2-4.3 2-4.3 2-4.4
Fire Protection Consultant 2-4.5 2-4.4 2-4.4 2-4.5

Solicitation Phase 2-2.6 2-2.5 2-2.3 n/a

Solicitation Documents 2-2.6a 2-2.5a 2-2.3a n/a
Reproduction Costs 2-2.6a(1) 2-2.5a(1) 2-2.3a(1) n/a
Distribution of Solicitation Documents 2-2.6a(3) 2-2.5a(3) 2-2.3a(3) n/a
Requests for Information and Questions 2-2.6b 2-2.5b 2-2.3b n/a
Addendum 2-2.6c 2-2.5c 2-2.3c n/a
Preproposal Meetings 2-2.6d 2-2.5d 2-2.3d n/a
Technical Proposal Evaluations 2-2.6e 2-2.5e 2-2.3e n/a

Architect/Engineer Project Requirements Part VI, Attachments 293

Handbook AS-506, March 2000 Chapter 3, A/E Services Checklists
 Exhibit 3c (p. 1)
A/E Services Checklist  Construction Phase

Reference to Reference to Reference to Reference to

Construction Phase (Chapter 3) Part II Part III Part IV Part V
Design Services During Construction 3-1 3-1 3-1 3-1
(Options)
Support Services 3-1.2 3-1.2 3-1.2 3-1.2
Preconstruction Meetings 3-1.2a(1) 3-1.2a(1) 3-1.2a(1) 3-1.2a(1)
Interpretations and Clarifications 3-1.2a(2) 3-1.2a(2) 3-1.2a(2) 3-1.2a(2)
Assistance to Field Office for Maintaining 3-1.2a(3) 3-1.2a(3) 3-1.2a(3) 3-1.2a(3)
Quality Control
Observation of Field Installations and 3-1.2a(4) 3-1.2a(4) 3-1.2a(4) 3-1.2a(4)
Tests
Administrative Support to the Field Office 3-1.2a(5) 3-1.2a(5) 3-1.2a(5) 3-1.2a(5)
Technical Support to the Field Office 3-1.2a(6) 3-1.2a(6) 3-1.2a(6) 3-1.2a(6)
Preparation of Punchlists
Closeout and Completion Inspections 3-1.2a(7) 3-1.2a(7) 3-1.2a(7) 3-1.2a(7)
Small, Minority-Owned, and Woman- 3-1.2a(8) 3-1.2a(8) 3-1.2a(8) 3-1.2a(8)
Owned Business Subcontracting
Program Services
Other
Submission Reviews and Approvals 3-1.3 3-1.3 3-1.3 3-1.3
Shop Drawings, Product Data, and 3-1.3.1 3-1.3.1 3-1.3.1 3-1.3.1
Samples
Coordination Drawings 3-1.3.2 3-1.3.2 3-1.3.2 3-1.3.2
Schedule of Values and Progress 3-1.3.3 3-1.3.3 3-1.3.3 3-1.3.3
Payments
Schedules 3-1.3.4 3-1.3.4 3-1.3.4 3-1.3.4
Spare Parts Data 3-1.3.5 3-1.3.5 3-1.3.5 3-1.3.5
Warranties and Guarantees 3-1.3.6 3-1.3.6 3-1.3.6 3-1.3.6
Operation and Maintenance Manuals 3-1.3.7 3-1.3.7 3-1.3.7 3-1.3.7
Test Reports 3-1.3.8 3-1.3.8 3-1.3.8 3-1.3.8
Change Orders and Contract 3-1.3.9 3-1.3.9 3-1.3.9 3-1.3.9
Modifications
As-Built Drawings and Specifications 3-1.3.10 3-1.3.10 3-1.3.10 3-1.3.10
Electronic Format of As-Built Information 3-1.3.11 3-1.3.11 3-1.3.11 3-1.3.11
As-Built Photographs 3-1.3.12 3-1.3.12 3-1.3.12 3-1.3.12

294 Architect/Engineer Project Requirements Part VI, Attachments

Handbook AS-506, March 2000 Chapter 3, A/E Services Checklists
Exhibit 3c (p.2)
A/E Services Checklist  Construction Phase

Reference to Reference to Reference to Reference to

Construction Phase (Chapter 3) Part II Part III Part IV Part V
Field Services During Construction 3-3 3-3 3-3 3-3
(Options)
Contract Administration 3-3.3 3-3.3 3-3.3 3-3.3
Progress Meetings 3-3.6 3-3.5 3-3.5 3-3.6
Records 3-3.7 3-3.6 3-3.6 3-3.7
Construction Project File 3-3.8 3-3.7 3-3.7 3-3.8
Schedule of Values and Payments 3-3.11 3-3.10 3-3.10 3-3.11
Clarifications 3-3.12 3-3.11 3-3.11 3-3.12
Progress Photographs 3-3.10 3-3.9 3-3.9 3-3.10
Training 3-3.14 3-3.13 3-3.13 3-3.14
Guarantees and Instructions 3-3.15 3-3.14 3-3.14 3-3.15
Preoccupancy Safety and Health 3-3.16 3-3.15 3-3.15 3-3.16
Inspection
Accessibility Inspection 3-3.17 3-3.16 3-3.16 3-3.17
Preliminary Completion Inspection 3-3.18 3-3.17 3-3.17 3-3.18
Substantial Completion Inspection 3-3.19 3-3.18 3-3.18 3-3.19
Final Completion Inspection 3-3.20 3-3.19 3-3.19 3-3.20
Final Payment Review 3-3.21 3-3.20 3-3.20 3-3.21
Field Supervision 3-3.4 3-3.4 3-3.4 3-3.4
Field Office Staff 3-3.4a n/a 3-3.4a 3-3.4a
Field Office 3-3.4b n/a 3-3.4b 3-3.4b
Contractor Superintendence 3-3.4c n/a 3-3.4c 3-3.4c
Safety and Security 3-3.4d 3-3.4c 3-3.4d 3-3.4d
Mechanization Coordination 3-3.5 n/a n/a 3-3.5
Quality Control and Inspection 3-3.9 3-3.8 3-3.8 3-3.9
Operating Tests 3-3.13 3-3.12 3-3.12 3-3.13

Architect/Engineer Project Requirements Part VI, Attachments 295

Handbook AS-506, March 2000 Chapter 3, A/E Services Checklists
 Exhibit 3d
A/E Services Checklist  Postconstruction Phase

Reference to Reference to Reference to Reference to

Postconstruction Phase (Chapter 4) Part II Part III Part IV Part V
Design Services After Construction 4-1 4-1 4-1 4-1
(Options)
Record Drawings and Specifications 4-1.1 4-1.1 4-1.1 4-1.1
Contract Appeals 4-1.2 4-1.2 4-1.2 4-1.2

Field Services After Construction 4-2 4-2 4-2 4-2

(Options)
Six-Month Postoccupancy Evaluations 4-2.1 4-2.1 4-2.1 4-2.1
Guarantee Inspection 4-2.2 4-2.2 4-2.2 4-2.2
One-Year Warranty Inspection 4-2.3 4-2.3 4-2.3 4-2.3

296 Architect/Engineer Project Requirements Part VI, Attachments

Handbook AS-506, March 2000 Chapter 3, A/E Services Checklists