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HomeMy WebLinkAboutAttachment C - Exhibit A - CP 01-11 Scope of Services Exhibit “A” Page 1 of 33 EXHIBIT “A” CONSTRUCTION MANAGEMENT SERVICES INDIAN CANYON DRIVE WIDENING & UPRR BRIDGE REPLACEMENT FEDERAL-AID PROJECT NO. BRLO-5282(017); CITY PROJECT NO. 01-11 SCOPE OF WORK 1 - Project Information 1.1 Project Description The Project will replace the existing 2 lane UPRR bridge (Bridge No. 56C0025) with a new 6 lane bridge, including the widening of Indian Canyon Dr. between Palm Springs Station Road and Garnet Avenue, located 0.6 miles south of Interstate-10. The Project is identified by FTIP ID No. RIV990727. 1.2 General Requirements • Provide a qualified construction manager (California registration required) who will serve as the Resident Engineer and will be held responsible for all work performed by the consultant during the duration of the project. The Resident Engineer shall have minimum 10 years relevant bridge construction management experience. The construction manager will be the City’s primary point of contact with the consulting firm; the City’s primary representative with the construction contractor and general public; and the party responsible for administering the construction contract for the City • Assignment of a Construction Inspector (California Registration required, who may or may not be the Resident Engineer) for the duration of the project. The Structures Representative shall have qualifying experience working on structures that involve UPRR. The Resident Engineer will be the point of contact for handling structure issues related to the construction contract. • Provide qualified staff to support the construction manager. Necessary qualified staff shall be available as needed to perform the services required by the RFP. • Coordinate with the Design Engineer (Dokken Engineering). • Consultant shall designate one full time qualified personnel to act as Construction Inspector to perform inspection and one full time qualified personnel as Resident Engineer to perform construction management, engineering, and contract administration. No substitutions of these individuals will be allowed unless approved by the City. Exhibit “A” Page 2 of 33 2 – Construction Management General Services 2.1 Project Controls System Development Purpose: To develop an integrated cost and schedule information system to provide up to date and accurate information regarding schedule, budgets, expenditures, and change orders to Consultant managers, contractors, Caltrans, and City staff. . The master schedule of the Project Controls System (PCS) will enable critical activities and interrelationships between the contractors, suppliers, the City, the City’s Project Manager, design engineers, environmental monitors, CHP, utility companies, biologist and construction manager (including its subcontractors) to be monitored efficiently during the construction phase of the project. The master schedule will identify permit constraints, work area restrictions and other known work and/or coordination constraints. The cost-monitoring element of the PCS will enable project-wide monitoring of expenditures for comparison with the original budgets and budget updates resulting from change orders processed during the life of the project. Monthly reporting will enable accurate cost forecasting at any time. The automation of the above information will enable timely analysis, intervention, and decision making to enable efficient control of the project. Approach: Consultant will develop the PCS using software similar to Primavera P6 and Expedition, Microsoft Word and Excel software. A master schedule will be developed summarizing all significant activities of project related entities including the contractor, equipment suppliers, the City project manager, design consultants, biologist, and the construction manager. The schedule will be structured to include the following: • Primary contractor work activities, including major submittals required accomplishing the work. • Principal work activities of the Consultant’s construction manager, the City’s project manager, design consultants, biologist, contractors, and suppliers. • Activities necessary for regulatory compliance. • Activities related to utility relocations. • Relationships between submittals, approvals, procurement, and delivery of materials. • Milestones associated with permitting and approvals. Exhibit “A” Page 3 of 33 • Any activity requiring coordination with the City, Cities, Caltrans oversight, and other local utility/regulatory agencies. Substantial and final completion dates. The cost accounting format will use a work breakdown structure and cost categories that will be compatible with the City’s cost accounting system. The work breakdown structure will be based on contractor's activities and will provide the basis for cost-loading activities in the schedule. Assumptions: 1. The initial master project schedule will be developed based on information available before the award of contracts for construction. 2. The City will provide a description of the City invoicing requirements and guidelines for project work breakdown structure and cost reporting format. 3. City will provide copies of all consultant contracts including scope of services and budgets. Deliverables: 1. Implementation of Project Control System. 2. Draft master project schedule. 3. Initial master project schedule following review and approval by the City. 4. Initial project cost. 2.2 Monthly Project Progress Meetings and Reports Purpose: To apprise City management and other stakeholders of Consultant’s activities under this contract via written report and monthly meeting. Approach: Consultant will provide a brief written report covering a summary of the status and expenditures associated with each of the tasks described in this scope of work; including highlights of any unusual contractual issues that arise during the reporting period and a listing of approved work that is beyond the boiler plate scope with a determination of who is responsible for the associated additional costs (contractor, project, etc.). Consultant will schedule monthly progress meetings, which will provide for discussion of progress reports and issues related to (a) this agreement and (b) the construction agreements. Assumptions: 1. The project monthly progress report will be provided throughout the contract period. 2. A regular monthly meeting date and time will be established. Meeting date is typically the first week of each month, the same day of the week, i.e., Monday, Tuesday, etc. Exhibit “A” Page 4 of 33 3. Written progress reports will be provided to the City at least 5 working days in advance of each progress meeting. 4. City to submit proposed changes/amendments to the monthly progress reports, in writing, to Consultant for its use. 5. Additional project budget expenditures determined to be the responsibility of the contractor will be addressed quarterly with adjustments being made to progress payments. Deliverables: 1. Monthly project progress report. 2. One page summary report. 3. Monthly progress review meetings with minutes/summaries. 2.3 Document Management System Purpose: To establish a system for the timely logging, filing, and tracking of project related correspondence to assure timely responses, and provide a record of communications to enable efficient retrieval and establish the chronology of events for use in dispute resolution. Approach: Consultant will set up a document t racking system; using software similar to Primavera Expedition to maintain project files. Assumptions: 1. Actual logging, filing, and tracking of project information will be performed under separate tasks and subtasks. 2. The Consultant File Index will conform to the Caltrans filing numbering system. Deliverables: Implementation of a computerized document management system that includes written procedures for use of the Consultant project team. 2.4 Neighborhood Liaison Strategy Purpose: To provide a strategy for dealing with issues related to the impacts of construction on the residential neighborhoods and businesses located adjacent to and within the limits of the project, to respond to public inquiries regarding the project, and to coordinate with law enforcement, emergency services providers, transit agencies, school districts and others as needed regarding construction activities that may impact public safety. As part of the public outreach effort it is anticipated that the team will conduct public meetings before and during construction. The team will also need to attend City Council meetings to provide updates and information as requested. Approach: Exhibit “A” Page 5 of 33 Consultant will develop in conjunction with the City a strategy for neighborhood and local community communication related to construction phase impacts and mitigation. Assumptions: Consultant will be responsible for development of the neighborhood liaison strategy. However, the City will provide general guidelines for community and neighborhood affairs, dictate protocol, and initiate contact with local elected officials, as required. The City will be responsible for the review and approval of the overall plan. Deliverables: 1. Consultant: Draft Neighborhood Affairs Strategy memorandum. 2. City: Review and comment on draft Affairs Strategy memorandum. 3. Consultant: Final Neighborhood Affairs Strategy memorandum. 2.5 Sub-Consultant Management: Purpose: To coordinate and manage sub-consultant services contracted with Consultant. Sub- consultants include inspectors, surveyors, landscape architects, materials testing consultants, biologists, and/or others, to be determined at a later date and secured at reasonable rates. Approach: Consultant will coordinate and manage the utilization of sub-consultants for the City in order to comply with the terms of the contract documents and the requirements of regulatory agencies. At the City’s direction, Consultant will negotiate and enter into sub-consultant agreements with select sub-consultants. Consultant will work with consultants contracted directly with the City. Consultant will review and approve invoices provided by City consultants and forward said invoices to the City for processing and payment. Assumptions: 1. The City will retain final approval rights over invoices for City contracted consultants. 2. All costs associated with Consultant’s sub-consultant services will be billed to the City in conjunction with Consultant’s services on a monthly basis. Deliverables: 1. Copies of all sub consultant reports. Original reports will remain with Consultant until project closeout, at which time all originals will be forwarded to the City with the project documentation. 2. Copies of all sub-consultant invoices billed through Consultant. 3. Original invoices reviewed and approved by Consultant for City contracted consultants. Exhibit “A” Page 6 of 33 3 – Pre-Construction Phase Services Consultant shall provide specialized services during the project Pre-Construction phase, including the bidding periods of the project. These services are intended to involve the construction manager early in the project and to provide advanced planning for construction phase activities. 3.1 Pre-Construction Coordination Purpose: In order to minimize the project construction time there will be a need to have a concentrated effort to do as much work in advance of the contractor moving on site and to coordinate with other projects in the vicinity. Approach: The Consultant will coordinate with UPRR, other agencies, companies, local residents and the contractor to ensure that there are no delays to the start of construction. This will involve close coordination with utility companies to ensure that any relocation work done prior to construction is properly managed. Also, the Consultant needs to assist the utility companies to plan any relocation work scheduled during construction. Once the low bid contractor is selected the Consultant is to work closely with the construction team to ensure that they obtain all necessary approvals, permits, supplies, etc. Consultant will need to be aware of other public and private construction projects in the vicinity and ensure that there is close coordination between the projects. Coordination with Union Pacific Railroad – Consultant shall provide coordination with UPRR, including, but not limited to: • Comply with all applicable UPRR requirements stated in the Construction Contract Documents, Contractor’s Right-of-Entry Agreement, insurance guidelines, and the Project Construction and Maintenance Agreement. • Monitor contractor’s compliance with Construction Contract Documents, Contractor’s Right-of-Entry Agreement, and the Project Construction and Maintenance Agreement. • Maintain current UPRR Contractor Safety Training Certificates for all CM staff that will enter UPRR right-of-way. • Invite UPRR Manager of Public Projects to the Pre-Construction Conference at least 30 days prior to construction start and allow him to present UPRR policies, procedures, concerns to the project team/contractor. Record and distribute meeting minutes. • Coordinate/schedule all UPRR flagging at least 30 days in advance of construction start. • Coordinate location of all temporary fencing, construction equipment storage, and barrier placement within UPRR Property. 3.2 Construction Management Plan Purpose: Exhibit “A” Page 7 of 33 To provide the City and Consultant with uniform procedures and standards for the administration of the construction contract. Approach: Consultant will develop a procedures manual that is usable for the construction project utilizing the Caltrans Construction Management Manual and portions of the Local Assistance Manual. The Manual will be a compilation of both manuals, using various parts from both manuals as appropriate and incorporating a section concerning emergencies. The City approved manual will used by the City, as it deems appropriate. Assumptions: The final project manual will be bound in a three ring binder to facilitate future revisions. Deliverables: 1. Draft project manual for review by the City. Consultant will provide two (2) copies of the draft. 2. After review and comments, provide two (2) copies of final project manual to the City. 3.3 Contract Bidding Support Purpose: To provide support to the City during the Bidding Phase of the project and selection of the contractor follows proper standards and procedures. Assumptions: Consultant will be available as needed to coordinate activities, review documents, provide recommendations and attend meetings during the Contract Bidding phase. Deliverables: Consultant will: 1. Attend pre-bid conferences and provide information to bidders regarding City expectations of them throughout the project duration and familiarize bidders with the bidding documents, proposed management techniques and with any special systems, materials or methods. 2. Assist the City and Design Engineers with the receipt of questions and timely responses to bidders. 3. Conduct a pre-construction “kick-off meeting” that includes all agencies, utilities, and contractors that will be participating in the Project. Attend any other pre-construction meetings that may be required. Exhibit “A” Page 8 of 33 3.4 Local Assistance Documentation / Federal Contract Management Requirements Purpose: To assist the City in field observation, testing and preparation of documentation required for compliance with FHWA Contract Management Requirements as detailed in the Caltrans’s Local Assistance Procedures Manual. Approach: Consultant in conjunction with the City will review the Local Assistance Procedures Manual to insure that all contract administration procedures, documentations, and filing systems are in accordance with the Local assistance Procedures Manual. Subsections included in various chapters have been discussed in detail throughout the sections of the Scope of Services for this project: • Chapter 1, Introduction and Overview • Chapter 5, Invoicing • Chapter 7, Field Review • Chapter 12, Plans, Specifications & Estimate • Chapter 14, Utility Facility • Chapter 15, Advertise and Award Project; including the following sections:  Approval for Local Agency to Administer Projects.  Project Advertisement,  Contract Bid Opening  Contract Award  Award Package • Chapter 16, Administer Construction Contracts, including the following:  Project Supervision and Inspection  Pre-Construction Conference and Partnering  Contract Time  Subcontractors  Engineer’s Daily Reports  Project Files  Construction Records and Accounting Procedures  Safety Provisions  Labor Compliance  Equal Employment Opportunity  Contract Change Orders  Quality Assurance Program  Contract Claims  Traffic Safety in Highway and Street Work Zones  Construction Engineering Review by the State. • Chapter 17, Project Completion includes the following:  Final Inspection Procedures for Federal-Aid Projects  “As-Built” plans  Report of Expenditures  Consequences for Non-Compliance Exhibit “A” Page 9 of 33 • Chapter 19, Oversight and Process Reviews • Chapter 20, Deficiencies and Sanctions All the above Chapters and sections have specific formats, checklists, and procedures that must be implemented as required by the Local Assistance Procedures Manual and Contract Provisions. The City and Consultant will incorporate specific deliverables within the Consultant’s scope of services and designate the party or parties responsible. Assumptions: The City will review the Consultant’s Contract scope of services and deliverables to ensure that all tasks required are identified and an individual party is assigned responsibility for that task. Deliverables: Individual tasks required for compliance with the Local Assistance Procedures Manual are identified as specific tasks including all required checklists, forms, filing system, procedures for progress payments, change orders, claims, correspondence, as-builts, reporting, permit compliance, permit renewals, final invoicing and claims mitigations and resolutions. Compliance with the Caltrans Construction Manual, Traffic Manual, MUTCD, ADA Guidelines, CAL OSHA Safety Orders, SWPPP & PMP preparation Handbook, and all Bridge Manuals is also required, as applicable. 3.5 Pre-construction Walk Through Purpose: To review, document and agree to the existing conditions of the project site and neighboring area conditions prior to the start of construction. Approach: Prior to the issuance of a Notice to Proceed, Consultant, the Contractor, Caltrans, utility company representatives, biologist, City and the Cities representatives will walk the entire project and record existing conditions via a written log, still photographs, and videotape where required. Consultant will provide copies of all documentation to the Contractor and the City. Consultant will keep documentation originals in the project files until project completion. Assumptions: Project walk will not take longer than two days with approximately the same amount of time to log, file and copy the information. Deliverables: A written log, still photographs and any videotape depicting existing site conditions, as recorded prior to the start of construction. Exhibit “A” Page 10 of 33 4 – Construction Management Services Consultant, on behalf of the City, will provide construction management services for administration of the construction contract in conformance with the requirements set forth in the State’s Construction Manual, State’s Local Programs and Procedures Manual, and the City’s requirements. Construction Management services will encompass the Quality Assurance and enforcement of all construction contract requirements. It can be expected that the contractor will be working on site 8 hours per day. CM services are to be provided to enforce construction contract requirements. 4.1 Pre-construction Conferences Purpose: To provide a forum for all essential project participants to meet prior to the start of work. This meeting will outline the City’s administration of the contract, introduction of the participants, and record all comments and questions submitted by the contractor. Provides an understanding of the procedures to be used on the project and what the Contractor can expect from the City and its consultants. Approach: Consultant will schedule, prepare the agenda, chair and take minutes of the pre- construction meeting. The meeting will outline project specifics and inform the Contractor of project administration procedures. Assumptions: 1. The City will provide the meeting venue. 2. The City will assist Consultant in developing the attendee list. 3. Consultant will prepare a draft agenda for City approval prior to the meeting. Deliverables: 1. Written agenda and minutes of pre-construction conference. 2. Electronic copies of pre-construction meeting minutes to the attendees. 3. Review and comment on contractor’s base-line schedule. 4. Establish ground rules of coordination & communications with contractor and designer concerning the processing and reviewing of submittals and RFI’s. 5. Maintain construction documents per federal requirements and as detailed in Chapters 15, 16, 17 and other relevant Chapters of the Local Assistance procedures Manual. 6. Enforcement of DBE requirements. 7. Enforcement of Labor Compliance Requirements, including completion federal Labor Compliance Pre-job Checklist. 8. Enforcement of Quality Assurance Program 9. Completion of the Federal Resident Bridge Engineer’s Construction Contract Administration Checklist, including all necessary attachments as detailed in Local Assistance Procedures Manual. 10. Discussion of environmental permits requirements. 11. Discussion of utility company requirements. 12. Preparation of invoices for federal reimbursement. Exhibit “A” Page 11 of 33 4.2 Communications and Correspondence Purpose: To provide for and/or facilitate effective communication, on behalf of the City and Cities, and among all stakeholders in the administration of the construction contract. Approach: Consultant will obtain all pertinent information as required to develop a project directory of all key personnel and stakeholders working on the project. Consultant will develop a graphic chart indicating the proper flow of correspondence. Consultant will log all information received from the Contractor and others, in Expedition, or similar format. Lastly, Consultant will prepare and/or forward appropriate responses, obtaining City approval when required. Assumptions: 1. The Consultant Correspondence Log will be used for all correspondence received from the City, the Contractor and others. 2. All original correspondence will remain with the Consultant project files. Only copies will be distributed, with the exception of shop drawing submittals. 3. The Consultant project files will be turned over to the City upon the conclusion of the project. Deliverables: 1. Communication flow chart. 2. Written logs of information received from the City, the Contractor, design consultants, biologist, testing firm, citizens and/or others. 4.3 Project Changes and Construction Change Order Management Purpose: To reviewing proposed changes to the project and determine if the change is necessary and/or beneficial to the project, and if such changes constitute a change order. To provide a system for logging and tracking all changes on the project. To provide the City with assurance that the Contractor is not presenting requests to be paid for additional work included in the original contract. To assure the City that the associated extra work costs and time extension requests are fair and reasonable to both the City and the Contractor. Approach: Consultant will review potential changes to the project for contractual and technical merit, prepare independent cost estimates and schedule analysis of work, discuss proposed changes with City, and negotiate change order costs with the Contractor. Consultant will prepare change orders with all required support documentation for execution by the City. Consultant will keep the City apprised of cumulative changes in project cost and project duration. Consultant will negotiate change orders on behalf of the City and will use the following approach in assisting & coordinating the process with the City: Exhibit “A” Page 12 of 33 Requests for Changes by the City 1. Consultant will forward a Request for Quote (RFQ) to the Contractor for pricing and stipulation of proposed time extension, if requested work can be shown to impact the project’s critical path. The RFQ shall contain a description of the extra work (normally provided by the Designer) to fairly price the work. 2. Consultant will prepare an independent cost estimate of the extra work. 3. Consultant will review the cost quote from the Contractor for completeness, negotiate cost and time extension requests as required and, obtaining City concurrence throughout the process. Obtain City authorization for proceeding with the change, based on definitive cost and time extension values. 4. Should Consultant and the Contractor be unable to negotiate a reasonable price, the City will be consulted prior to directing the work via alternative contract change options such as proceeding on a time and material basis or proceeding by force account. Requests for Changes by Contractor 1. Consultant will review requests of proposed cost and/or time impacts for merit. If Consultant determines the request fails on merit, the Contractor will be informed of the reasons why the request is denied. Should Consultant determine the request has merit; Consultant will proceed with steps 2 and 3. 2. Consultant will prepare an independent cost estimate and schedule analysis of the work. 3. Consultant will negotiate extra work cost and time extensions with the Contractor. 4. Consultant will prepare change order documents for approval and execution by the City. Assumptions: 1. Consultant will have authority to make minor changes to work that it determines to have no cost or time impacts to the construction project. 2. Consultant will be allowed to use their own judgment regarding how best to handle cost negotiations with the Contractor, but will keep the City informed throughout the process. 3. Consultant will prepare official change order documentation to be processed with the Contractor’s regular application for payment. 4. Consultant will transmit electronic copies (MS Word *.docx files) of change order documentation to the City’s Project Manager or City Engineer. 5. Consultant will obtain final approval of all project cost and/or project time changes from the City prior to authorizing the Contractor to proceed with changes. Deliverables: 1. Perform quantity and cost analysis as required for negotiation of change orders 2. Analyze additional compensation claims that are submitted during the construction period and prepare responses. 3. Perform claims administration including coordinating and monitoring claim responses, logging claims and tracking claim status. 4. Change order documentation ready for approval and execution by the City. 4.4 Monthly Construction Progress Reports Purpose: To keep the City apprised of the project status during the prescribed construction period. Exhibit “A” Page 13 of 33 Approach: Consultant will prepare a monthly report that provides construction status to the City and other involved parties. The monthly report shall contain the following: 1. Status of contractor’s schedule and what the contractor is doing to maintain or catch up if the schedule has slipped. While the focus will be on critical path items, other items that might become critical will be discussed in the report. 2. Construction and construction manager’s costs incurred for the month. 3. Cash flow projections for both the contractor and Construction manager. 4. Identify actual and potential problems associated with the construction project and consult with the Project Manager and design engineer. 5. Evaluate Cost Reduction Incentive Proposals (CRIP) and provide recommendations to the City Engineer for acceptance or denial. 6. Potential Issues, pending change orders and executed change orders. 7. Photographs to show construction activities and for clarity regarding special issues. 8. Other information deemed necessary for the City to have a concise understanding of the construction Projects. Assumptions: The City will assist Consultant in the initial formatting of the first report. Deliverables: 1. Monthly progress report. 2. One page summary report for distribution to Senior City staff or elected officials. 4.5 Schedule Monitoring Purpose: To monitor and review the Contractor’s schedule, after acceptance of the baseline schedule, to ensure that the project is not being delayed over issues within the control of the Contractor. Approach: Consultant will develop procedures, using available software, to review the Contractor’s monthly schedule updates for logic, duration, and resource changes. Consultant will notify the Contractor of discovered changes and document the Contractor’s response, for the record. Consultant will keep the City apprised of the Contractor’s current construction schedule. Assumptions: Contract specifications will require the Contractor to use Critical Path Method (CPM) scheduling tools/software. The preferred scheduling software is P6 or Suretrak by Primavera. Deliverables: 1. Consultant will prepare and transmit to the Contractor schedule review comments. Exhibit “A” Page 14 of 33 2. Monthly review of contractor’s schedule updates and provide a summary to City on schedule status and impact of changes to completion date. 3. Monitor and facilitate utility coordination with various utility companies and the Contractor. 4. Incorporate relocations in the schedule and report any delays and impacts to the completion date. 4.6 Cost Monitoring Purpose: To provide the City with a system that is easy to understand and provides up-to-date cost information for making timely decisions. Approach: Using a combination of software like Expedition and Excel, Consultant will generate spreadsheets and graphs for the purpose of monitoring anticipated and actual cost outlays. Assumptions: The City will provide direction regarding desired cost monitoring information and report formats. Deliverables: 1. Monthly cost monitoring reports in a format to be determined. 2. Monthly progress report for the City describing key issues, cost vs. budget status, and schedule status. 4.7 Progress / Coordination Meetings Purpose: To provide a forum for the review of the project status, the look-ahead schedule including activity sequence and duration, schedule for delivery of long lead items, outstanding RFIs, submittals, and other project issues. Approach: Consultant will conduct weekly progress/coordination meetings, to be attended by the City, the Contractor, Consultant, UPRR, CVAG, and other invitees. Consultant will request the City, other affected cities (if any), UPRR, CVAG, and the Contractor to submit agenda items for the meetings. Using the proposed agenda items and agenda items developed in house, Consultant will prepare a comprehensive agenda for the meeting and distribute the agenda to all parties scheduled to attend. Following the meeting, Consultant will distribute meeting minutes, requesting either the concurrence of those who attended, or suggested corrections to the minutes. Minutes will be filed as either approved or amended. Assumptions: 1. The City’s and Contractor’s staffs will be able to meet on a regular basis with minimal absences. 2. The meeting room will be able to seat a minimum of 15 people. Exhibit “A” Page 15 of 33 3. Meetings will not take place more than once a week and will not last longer than one hour. 4. The Contractor will submit a look-ahead schedule (2 or 3 week) at each meeting. Deliverables: 1. Agenda with status of open items from previous meetings. 2. Meeting minutes, for review, with action items noted. 3. Amended meeting minutes, if required. 4. Submittal, Issues log, Change Order log and RFI and RFQ working logs. 4.8 UPRR Coordination Coordination with Union Pacific Railroad – Consultant shall provide coordination with UPRR, including, but not limited to: • Process all contractor submittals, and subsequently forward complete submittal packages to UPRR for review/approval. Track review times for each submittal and notify UPRR of the deadlines for each submittal. Request status updates from UPRR bi-weekly. • Coordinate/schedule all UPRR flagging. Maintain records of when UPRR flaggers are on site. • Assist the City in reviewing UPRR invoices. • Participate in meetings and audits as required by UPRR. • Obtain UPRR concurrence for change orders related to the bridge and any improvements within UPRR right-of-way. • Obtain written acceptance of improvements from UPRR. 4.9 Payment Recommendations Purpose: To verify that the Contractor’s request for payment does not represent more than an amount that is reasonable for the work done on a monthly basis. To prepare progress payment recommendations on behalf of the City for work completed and materials stored on hand (if allowed). Approach: Consultant will review and approve the Contractor’s monthly progress based on the percentage of work activities complete. The Contractor will submit a certified application for payment to Consultant for final review. Once approved, City will prepare a payment application certificate, using software similar to Excel, for approval and execution by the City. Assumptions: 1. The City will make payments in accordance with the contract stipulations and State Law to the Contractor once each month. 2. The Consultant will use software that is acceptable to the City for use preparing progress payment application certificates. Deliverables: 1. Contractor’s certified application for payment. 2. Progress payment request documents suitable for approval and execution by the City. Exhibit “A” Page 16 of 33 4.10 Safety Purpose: To review the Contractor’s work site safety and notify the Contractor of unsafe conditions, as observed. Implement the CAL OSHA Safety Orders requirements for providing safe work site conditions. Approach: Consultant will observe contractors’ work area. Contractor is to be informed if unsafe work conditions and/or areas are observed. Immediate shutdown of contractors’ work may be required if conditions endanger property and/or life. Random attendance of contractor’s tailgate meeting. Consultant will conduct its own bi-weekly staff safety meeting to discuss specific safety procedures and issues relating to current or upcoming construction activities requiring unique safety procedures. Assumptions: 1. Contract document requires Contractor to submit its safety program and safety officer prior to the start of work 2. Contract documents or Contractor’s safety program requires contractor to submit accident reports. 3. Consultant assumes no responsibility for safety of Contractor’s work areas. 4. Consultant assumes no responsibility for implementation of Contractor safety program or its construction means and methods. Deliverables: 1. Accident reports from Contractor. 2. Bi-weekly safety meeting minutes 3. Copies of safety issues discussed during contractors tailgate meetings. 4.11 Environmental Coordination & Biological Monitoring Purpose: To verify the contractor has copies of applicable permits and that the work activities abide by the requirements of the permits granted by regulatory agencies. All permits shall be kept current and renewed prior to expiration throughout the project duration. Approach: Consultant will review and enforce requirements stipulated in permits issued by regulatory agencies. Consultant will mobilize the services of its sub-consultant for Biological Monitoring who will provide a certified Biologist (Monitor). Assumptions: 1. All permits will be provided to Consultant for review. 2. All permits will be included in the contract documents. 3. A certified Biologist will be provided by Consultant’s sub-consultant. Exhibit “A” Page 17 of 33 4. If applicable, the USFWS must approve the Biological Monitor. Biological Monitor will be responsible for oversight of Programmatic Biological Opinion for any listed or protected species within or adjacent to the project site. Deliverables: The Consultant’s sub-consultant Biological Monitor will: 1. Develop an employee education program. Each employee (including temporary, contractors, and subcontractors) will receive a training/awareness program within two weeks of working on the proposed project. They will be advised of the potential impact to the listed species and the potential penalties for taking such species. At a minimum, the program will include the following topics: occurrence of the listed and sensitive species in the area, their general ecology, sensitivity of the species to human activities, legal protection afforded these species, penalties for violation of Federal and State laws, reporting requirements, and project features designed to reduce the impacts to these species and promote continued successful occupation of the project area environs. Included in this program will be color photos of the listed species, which will be shown to the employees. Following the education program, the photos will be posted in the resident engineer's office and contractor's office, where they will remain throughout the duration of the project. The Resident Engineer, Contractor, and USFWS-approved biological monitor will be responsible for ensuring that employees are aware of the listed species. 2. Ensure that ESAs will be designated by erecting protective fencing delineating the project impact boundary and sensitive habitats and that this barrier fencing will be constructed in such a way as to restrict the movement of fauna into impacted areas. Be present for all ESA fence construction. Inform all parties associated with this project to strictly avoid these areas and that no construction activities, materials, or equipment will be permitted in the ESAs. Minimum monitoring frequency after the fence is constructed: Weekly 3. Relocate any specified animal using traps or other methods acceptable to the USFWS if necessary. Relocation sites must be identified by the USFWS. 4. Be present at all pre-construction and pre-grade meetings and on site during vegetation removal. 5. Will have the authority to halt all associated project activities that may be in violation of any biological opinion. In such an event, the biologist will contact the Service within 24 hours. 6. Monitor that the construction work areas are delineated and marked clearly in the field prior to any habitat removal, and the marked boundaries maintained and clearly visible to personnel on foot and be heavy equipment operators. Shall strictly limit their personal as well as the contractor personal from activities and vehicles to the proposed project areas, staging areas, and routes of travel. The biological monitor will work with the City to contact the USFWS to verify that the limits of construction have been properly staked and are readily identifiable. Exhibit “A” Page 18 of 33 7. Monitor construction to ensure that vegetation removal, Best Management Practices (BMPs), ESA fencing, and all avoidance and minimization measures are properly constructed and followed. 8. Monitor that all equipment maintenance, staging, and dispensing of fuel, oil, or any other such activities, will occur in designated upland areas. The designated upland areas will be located in such a manner as to prevent any runoff from entering waters of the United States, including wetlands. 9. Monitor that the typical erosion control measures, BMPs, in the vicinity of streams will be employed in accordance with the conditions in the 401 Water Quality Certification requirements of the Regional Water Quality Control Board. 10. Monitor the restriction of the use of invasive exotic plant species in landscaped areas adjacent to or near sensitive vegetation communities. In compliance with Executive Order 13112, impacted areas will be revegetated with plant species native to the area. 11. Monitor that all construction equipment will be inspected and cleaned prior to use in the proposed project footprint to minimize the importation of non-native plant material. Also monitor/verify that all mulch, topsoil and seed mixes used during post construction landscaping activities and erosion control BMPs will be free of invasive plant species propagules. Ensure that a weed abatement program will be implemented should invasive plant species colonize the area within the project footprint post-construction. 12. Monitor that no off-road vehicle activity from construction personnel or other persons affiliated with the project will occur outside of the project footprint. 13. Monitor that the all trash will be placed in raven-proof containers and promptly removed from the site to reduce the attraction of ravens and crows, which may eat protected species. 14. Monitor that no pets or firearms will be permitted inside the project’s construction boundaries or other associated work areas. 15. Monitor that all soil/rock removal and storage activities will be restricted to the project footprint and that no maintenance activities will be authorized that extend beyond the boundaries of the project footprint. 16. Monitor that proper signage be implemented to advise motorists that the vehicle speeds on unpaved construction access roads will be restricted to a maximum of 25 MPH. 17. Monitor that all culverts, bridges, and associated water passage structures will be maintained such that water and sediment may pass between upstream and downstream locations and so as not to block the passage of wildlife. 18. Monitor is to insure compliance with any U.S. Army Corps of Engineers 404 permit authorization and the California Regional Water Quality Control. Exhibit “A” Page 19 of 33 19. Monitor shall wear Class II or Class III safety vests and hard hats at all times on the job site and shall be aware of the location of all heavy equipment in the vicinity as they may not be visible to the equipment operator. 20. All materials submitted will become the property of the City. 4.12 Neighborhood Communication /Public Information Purpose: To provide an efficient means for keeping traveling public, adjacent residents and businesses appraised of the work activities they will encounter during construction. To provide a local contact telephone number that residents and businesses may contact to pose questions and discuss concerns. Approach: Using the Neighborhood affairs strategy memorandum, developed per Section 2 of this scope, Consultant will prepare “Dear Neighbor” letters and door hangers as a means to communicate with adjacent residents and businesses. Attending and facilitating public meetings, responding to citizens and business owner’s inquiries. Working with the City’s public information office. Assumptions: All information for public use is to be reviewed for concurrence by the City and provided to the City as requested. Deliverables: 1. Attend Consultant’s weekly Neighborhood/Business meetings on an as needed basis. 2. Minutes of any meetings listing questions posed by residents and business owners. 3. Work progress flyers (Dear Neighbor letters). 4. Door hangers if not provided by the Contractor. 5. Local contact number for Consultant. 6. 24-hour hot line 7. Installation of a construction site video camera 8. Project web page development and maintenance and updates including current schedule, progress updates, costs, public meeting information, camera feed, and project exhibits 9. Provide Draft “Friday” report items to the City and draft news releases as needed. 10. Coordinate with CHP, law enforcement, emergency services, transit, schools, etc. regarding construction activities that may impact public safety. 4.13 Traffic Control and Signal Timing Purpose: To provide an efficient means for keeping traffic flowing through the site to adjacent residents and businesses during construction. Exhibit “A” Page 20 of 33 Approach: Using a Traffic Engineer, Consultant will provide the necessary expertise to evaluate and modify permanent and temporary traffic controls, including signal timing as necessary to ensure the safe and efficient handling of traffic through the project site. Work with the City’s traffic engineering offices. Assumptions: 1. Any City, Caltrans and city desired changes to the traffic handling will be communicated to Consultant in a timely manner. 2. Any Contractor desired changes to the traffic handling plans will be handled per Section 4.3 of this scope and require City concurrence prior to implementation. Deliverables: 1. Monitor, review and provide recommendations for modifications to traffic handling during the course of construction. 2. Prepare signal timing charts for traffic signals within and adjacent to project site as necessary to promote improved traffic flow for the various phases of construction and maintain coordinated timing to the extent possible (i.e. time based coordination/gps or wireless communication). 3. Work with the City to implement those signal timing charts. 4. Provide a recommended signal timing chart for implementation at project completion based on the ultimate configuration. 4.14 Submittal Management and Review Purpose: To provide an efficient means of processing and reviewing submittals, including working drawings, shop drawings, product data, sample and other items furnished in accordance with Sections 5-1.02 and 5-1.02A of the State Standard Specifications, from the Contractor and forwarding applicable submittals to the Project Designer as may be appropriate. Approach: Using software similar to Expedition, Consultant will develop a comprehensive submittal list for distribution to the Contractor and the Designer. Consultant will update and submit status submittal logs for review at each coordination meeting. Consultant will work with the Contractor and Designer (where applicable) to encourage timely submission, review and approval of submittals as outlined in the Contract Documents, prior to inclusion of submitted materials in the progress of the work. In addition, Consultant will perform the engineering reviews and approvals for working drawings and calculations provided by the Contractor in accordance with Sections 5-1.02 and 5-1.02A of the State Standard Specifications and within the review timeframes as specified in the applicable sections of the contract documents and specifications. The following steps will be taken in reviewing the Contractor’s submittals: 1. Log all submittals by Specification Section. 2. Ensure that the Contractor has provided a complete submittal, coordinated with the work of other trades, and that all deviations have been noted. Submittal is returned to the contractor if it is not complete. Exhibit “A” Page 21 of 33 3. Construction Manager reviews submittal for general compliance with the specification. 4. Applicable Submittals are forwarded to Designer for formal review. Submittal status is logged. 5. Submittals sent to Designer are returned to Consultant. Submittal status is logged. 6. Consultant to perform engineering review of submittals consisting of working drawings and calculations furnished in accordance with Sections 5-1.02 and 5-1.02A of the State Standard Specifications. Such submittals shall be reviewed and approved by Consultant’s Resident Engineer in accordance the above sections, other applicable sections of the State Standard Specifications and the Caltrans Inspection Manuals for the associated work (i.e. Falsework, Prestressing, Trenching and Shoring, etc.). 7. Approved submittals are returned to the Contractor for use in work. Submittal status is logged. 8. Consultant to inform Contractor if a re-submittal is required. Assumptions: 1. Consultant will not be responsible for errors or omissions in submittal lists. 2. Coordination and submission of submittals in accordance with requirements of the contract is the responsibility of the Contractor. 3. City will provide a listing of submittals to be reviewed by the Designer or others including City staff. 4. Consultant will not make an exhaustive review of Contractor’s submittals except as noted above. 5. Consultant will forward to the Designer all submittals designated by the City to be reviewed and approved by Designer. These submittals are typically for pre-manufactured materials and assemblies specified in the Contract. Deliverables: 1. Submittal status log. 2. Check Calculations, where required. 3. Copy of all approval letters, approved working drawings, submittals and final submittal log. 4. Request for Information (RFI) Management 4.15 Request for Information (RFI) Management and Review Purpose: To provide an efficient means of processing Requests for Information (RFIs) submitted by the Contractor. The efficient management of RFIs permits timely communication between the Designer and the Contractor. Approach: Consultant will receive, log and review all RFIs for completeness and verify the question is reasonable and understandable. Consultant will provide a short technical review of the RFI to determine if the issue is addressed adequately in the contract documents. Consultant will return the RFI if the question is unclear or, in the opinion of Consultant staff, the answer is contained in the contract documents, noting where the requested information can be found in the contract documents. Consultant will track RFIs, using the software similar to Expedition, and facilitate the timely response from the Designer. Exhibit “A” Page 22 of 33 Assumptions: The Designer will respond with an answer to all RFIs within the contract stipulated time period for response. Facsimile or e-mail will be used to forward RFIs to the Designer and return responses to the Contractor, with original documents to follow. Deliverables: 1. Comprehensive log of all outstanding RFIs and their status. 2. Prepare responses to RFI’s related construction issues 3. Transmit design related RFI’s to design engineer and copy City Project Manager. 4. Conduct meetings with the Contractor and other parties as needed to discuss and resolve RFI’s. 4.16 Document Management Purpose: To provide the City with an electronic means of tracking all documents exchanged between the parties involved in the construction of the project. Approach: Consultant will use software similar to Primavera Expedition and the Consultant File Index modified to conform to the Caltrans filing system to log all documents in the project field office. Documents will be scanned into the document control system and attached to the file index categories. All documents will be filed as an electronic file and hardcopy. Assumptions: 1. Consultant will use software similar to Primavera Expedition. 2. The City may not use the chosen software. Deliverables: 1. Comprehensive logs of all documents in the project files (electronic and hardcopy). Electronic files shall not require special software to read or access. 2. All hardcopy project documents exchanged on the project between the various parties. 3. Establish and process project control documents to include:  Daily inspection and Resident Engineer’s diaries  Weekly News Letter and Weekly Statement of Working Days  Monthly progress report and monthly progress pay estimate  RFI’s, Submittals  Correspondences with Contractor, Caltrans, Permitting Agencies, Utility Companies, Regulatory Agencies, and other stake holders  Survey requests and survey notes  Materials receipts, materials testing results, and certificate of compliance  Mix designs for PCC, CTPB, AC, AB Exhibit “A” Page 23 of 33 4.17 Review Certified Payrolls Purpose: To verify the Contractor provides certified payroll reports in conformance with the provisions of the contract and applicable State and Federal Law. To verify the certified payroll reports contain information required by the Labor Code. Approach: Consultant will receive and review certified payrolls from the Contractor and each of its subcontractors. Consultant will check for the “Statement of Compliance” from the Contractor and/or subcontractors, and spot-check wages for each classification of laborer or craftsperson. Consultant will notify the City and the Contractor of all discrepancies and/or errors and request a corrected Certified Payroll. Assumptions: 1. Consultant will conduct employee interviews, for the purpose of verifying payment of prevailing wages. Consultant will perform a minimum of one interview per trade, per contractor per month. 2. Consultant will not be held responsible for enforcement of the Labor Code. 3. Consultant will maintain a weekly list of subcontractors working on the project. 4. Consultant will not be responsible for identifying every worker on site. Deliverables: Hardcopies of the Contractor’s certified payrolls maintained in the project files. 4.18 Storm Water Pollution Prevention Plan (SWPPP) Purpose: To protect the City from potential fines from regulatory agencies by monitoring contractors' activities regarding pollution prevention controls and/or activities for general compliance with the contractor’s SWPPP Best Management Practices (BMP). Approach: Consultant will review the Contractor’s submitted SWPPP. Consultant will observe the contractor’s work area for general compliance with the SWPPP Best Management Practices (BMP) and notify the contractor if the pollution prevention controls are not in accordance with the SWPPP. Failure to revise and correct conditions will be cause to have the City take corrective action. Immediate shutdown of the contractor’s work may be required, if conditions are in non-compliance with the SWPPP or other permit conditions. Consultant shall be responsible for uploading appropriate document, reports, and other pertinent project information into SMARTs. Assumptions: 1. Consultant will not provide full time inspections of contractor’s work areas for compliance with the contractor(s) SWPPP and BMP. 2. Consultant will not be responsible for contractor(s) means and methods for complying with the BMP listed in the SWPPP. Exhibit “A” Page 24 of 33 3. Consultant will not be responsible for costs incurred by the contractor(s) for its failure to comply with its SWPPP. 4. Consultant will document site conditions with respect to SWPPP and BMP weekly and maintain a separate file for said reports. Deliverables: Contractor(s)’ SWPPP monitoring reports and Consultant documentation of site conditions kept in project file for the record. Proof of uploading all necessary reports and close out information into SMARTs. 5 – Construction Inspection Services 5.1 Inspection and Documentation Purpose: To provide the City with documentation of construction activities, duration of activities, manpower and equipment allocation, inspections, and work conditions. Approach: Consultant will provide experienced and qualified inspectors (qualified by the state of California Department of Transportation) acceptable to the City, Caltrans and cities. Inspectors will document the Contractors’ daily activities, manpower loading, on-site equipment and items considered pertinent to the project. Construction contractor may be working on site 8 hours per day. CM services are to be provided to enforce the construction contract requirements. Consultant will coordinate and manage the utilization of Consultant’s inspectors for the purpose of providing daily inspections and/or special inspections as deemed necessary and beneficial for proper completion of the project, or, at the City’s direction, Consultant will negotiate and enter into sub-consultant agreements with qualified inspectors including special inspectors, as needed and defined in Task 2.5. Assumptions: 1. Consultant shall provide inspectors who are experienced and qualified for the inspection required. 2. All inspections will be within the project limits. Deliverables: 1. The Inspectors will ensure compliance with all aspects of this construction contract by continuously monitoring, evaluating, approving or rejecting the contractor’s work in accordance with the approved construction contract and Caltrans requirements. 2. Consultant Inspector’s daily and/or special inspection reports maintained in the Consultant project files and turned over to the City at the completion of the project. Copies of these daily reports will be submitted on a weekly basis or upon request. 3. Take and maintain digital photographs and videos as necessary to provide documentation of construction activities. All photos will be logged, dated and kept at the field office in a bound folder (hard copies and CD copy). Exhibit “A” Page 25 of 33 4. Verify field measurements for compliance with contract plans and specifications and provide quantity calculations for progress payments. 5. Continue to update an As-Built set of plans and review contractor’s marked set. 6. Conduct weekly project meetings, prepare and distribute to all designated parties. 7. Review the updated construction schedule and maintain record. 8. Review laboratory, shop and mill test reports of materials and equipment, and coordinate with design engineers as required, to ensure compliance with contract and Caltrans requirements to guard against defects and deficiencies in the project work. 9. As appropriate, require special inspection or testing, or make recommendations to the City regarding special inspections or testing of work not in accordance with the provisions of the contract documents whether or not such work is fabricated, installed or completed. Subject to review by Caltrans, City and cities, Inspector may reject work which does not conform to the provisions of the contract and approving agencies. 10. Establish and process job control documents including:  Daily inspection diaries  Weekly Resident Engineers News Letter  Monthly construction progress payment  Request for information  Survey requests  Materials receipts  Weigh master certificates  Materials submittals  Weekly statements of working days  Construction change orders  Review of certified payrolls 5.2 Materials Testing, Construction Testing & Quality Assurance Program (QAP) Purpose: To provide project site and laboratory testing of construction materials used in the project for the purpose of determining quality and acceptability of materials and workmanship incorporated into the project and in compliance with the contract documents. Approach: Consultant will coordinate and manage the utilization of the materials and testing laboratory for the purpose of providing laboratory and field-testing of materials in accordance with test methods and frequencies specified in the contract documents, as required by the California Test Methods, and Caltrans’ Quality Assurance Manual. Assumptions: 1. It is assumed that the City will not provide the Materials Testing services on this contract under the direction of the CM. 2. Consultant shall provide material testers and laboratory technicians who are experienced and qualified for the inspection required. 3. Consultant will insure the implementation of the Quality Assurance Program for source inspections, materials acceptance, and special inspections as required by the contract. Exhibit “A” Page 26 of 33 4. All material testing, materials acceptance and special inspections will be within the project limits or as required by the contract. 5. Contractor must formally request testing in writing. If no formal request is made (at what time), the CM will ensure the contractor will stop the effected work until testing is complete and materials are deemed acceptable. 6. Consultant will perform all Independent Assurance that may be necessary in accordance with the City’s QAP, if not already done by Caltrans METS (applicable to CTM Tests Only). Deliverables: 1. Laboratory test reports maintained in the Consultant project files and turned over to the City at the completion of the project. 2. Summary sheet of all test reports submitted by others to substantiate compliance with contract documents. 3. Summary sheets of all Certificates of Compliance or source release tags furnished by the Contractor along with the applicable delivered materials at the job site. 4. Testing summary sheets. 5. Coordinate source inspections and special inspections as required by the contract document and the Quality Assurance Program. 6. Documentation of Independent Assurance performed. 5.3 Surveying Purpose: To review and approve Contractor’s construction survey staking for the construction of storm drains, curb & gutters, other utilities, street sections, sub-grades, bridges, walls and for monitoring settlement and other appurtenances as may be required for completion of the Project. Approach: Contractor is required to furnish and supply all construction surveying staking services necessary for the construction of this project. Resident Engineer will review contractor’s survey staking for completeness and adherence to the boiler plate of approved survey activities (including interval spacing). Consultant shall ensure the contractor provides survey staking services in conformance with Section 11 “Engineering Surveys” and Section 12 “Construction Surveys”, both of the Caltrans Survey Manual, the Land Surveyors Act and the following requirements: 1. Responsible Charge for the work shall reside with a Registered Civil Engineer possessing a license issues prior to January 1, 1982, or a licensed Land Surveyor, issued by the State of California. 2. Construction staking shall begin no later than two working days after the initial request is made through the Consultant’s Resident Engineer and received by the Land Surveyor; working days will be determined by the Land Surveyor’s standard work week. 3. Consultant will ensure that review of all Contractor’s survey-staking services are coordinated to meet the contractor’s operations schedule. Any penalties associated with time delays that are a result of a failure to review staking requests in a timely manner will be borne by the Consultant. Exhibit “A” Page 27 of 33 4. Consultant will check field staking notes after staking. Assumptions: 1. It is assumed that the City and Consultant will not provide the Survey services on this contract; all survey will be provided by and under the direction of the Contractor. 2. A minimum standard of survey quality shall be that of similar surveys performed by Caltrans. Deliverables: 1. Maintain log of construction staking requests. 2. Maintain a construction-staking plan set in the field office for review, reference, and document any as-built changes. 3. Maintain files of all field notes for review and reference. 4. Limits of clearing and grubbing will be flagged at 100-foot intervals. 5. Slope Stakes will be placed at 50-foot intervals. Rough grade will be staked at all grade breaks and at 50-foot intervals. Slope stakes will be provided for roadway. 6. Finished grading stakes will be provided at all grade breaks and points of curvature (BC, EC, PRC, PCC, etc.) with curb and gutter stakes placed at 25-foot intervals, and edge pavement stakes placed at 50-foot intervals. Additional stakes at intermittent intervals can be provided where project conditions require, such as tight radius curves, etc. 7. Utilities will generally be controlled by adjacent construction staking or adjacent facilities with the Land Surveyor providing staking of project features and/or project right-of-way in the vicinity of the utility in question. Storm drains will be staked at 50-foot intervals. Water and sewer lines, when required, will be staked at grade breaks, angle points, appurtenances (valves, crosses, ends, etc.) and at 50-foot intervals; 25-foot interval spacing will be used when the grade is less than 0.3 percent. Stakes will be provided at the ends of pipes (with a corresponding “Line Only Point” stake) and at appurtenances, Drop inlets shall be staked with two 5-foot offset stakes parallel to curb, showing offset to curb line; the local depression is the contractor’s responsibility. 8. Retaining walls, bridge abutments and bents: one set of stakes will be provided for bridge construction as follows: At each abutment, pier or bent the corners of each footing will be staked, and three stakes will be provided: One stake will be provided at the intersection of the control line and abutment/bent/pier centerline. The other two stakes will be placed on the centerline of the abutment/pier/bent, one on either side of the structure, offset as requested by the Contractor. Approach slabs will be established at limits of slabs, with one set of stakes to offset requested by the Contractor. Retaining wall staking will be provided at not less than 20- foot intervals, or exceed 50-foot intervals. The Contractor shall provide retaining wall intermediate staking and additional survey controls as required to construct the structure to the grades and tolerances required by the Standard Specifications and Special provisions. 9. Other improvements such as permanent delineation, signs, lighting, signals, traffic detector loops, guard rails, etc., will be staked by the Contractor. 10. Monuments established by the Contractor shall be marked by the Contractor with appropriate disks, plugs, or tags. In addition, the Consultant shall ensure the Contractor identifies established monuments by tagging or stamping the monuments with the license or registration number of the Contractor’s surveyor who is in “responsible charge” of the work. Replacement of Survey monuments shall be the responsibility of the Contractor. All Exhibit “A” Page 28 of 33 new monuments shall be set in accordance with current Caltrans, City and Land Surveyors Act requirements. 5.4 Review and maintain “As Constructed Schedule” Purpose: To track contractor’s progress during construction of the project. Approach: Consultant will use the daily inspection reports prepared by Consultant inspectors, the contractors’ schedule, site observations, and other sources of information, to track and document the contractor’s actual progress. The contractor’s baseline critical path schedule or most recent accepted update will be used as a basis for comparing planned versus actual progress. The CPM software described in Section 3 will be used to track the contractor’s progress and build a schedule based on the contractor’s activities. Assumptions: Monitoring will be on a continuous basis and the “as constructed” schedule will be updated monthly. Deliverables: An “As Constructed Schedule” with one electronic file (readable by software used by the City) and one hardcopy. 5.5 Maintain Photographic and Video Records of Construction Progress Purpose: To provide the City with a photographic record of the project, before, during and after construction. Approach: Using 35mm and/or digital photography, and construction video recording cameras, Consultant will record the Contractor's progress during construction on a daily basis or otherwise as approved by the City. Care will be taken to record all items and/or conditions that have or may have a bearing on claimed extra work. Still photographs will be labeled with captions indicating subject matter, date taken, and any description required to further clarify the item/issue being photographed. Assumptions: All photographs will remain at the Consultant office until the end of the project. Video will be recoded and saved as part of the protect records. Video will also be made available to the public via the Project website. Deliverables: 1. A detailed photographic history of all phases of the project will be maintained in an album and the photographs will be indexed for ease of retrieval. Each photograph will be labeled Exhibit “A” Page 29 of 33 as to location, direction of view, date, time, and description of work. Photos will include, but not be limited to, the following: • Showing existing conditions prior to construction • When opening or changing a detour • Barricade placement • Disputed work item • Work that has to be duplicated, replaced or removed • Completed work • Extra work 2. Construction video cameras, with pan, zoom, tilt capabilities are to be installed prior to construction start and maintained throughout the project. One camera at each end of the Project, with additional camera(s) at the UPRR bridge shall be placed so as to capture the widest range of activity and clearest views of the project to the extent possible. Cameras may be required to be relocated as project phase’s change. Coordination with City to provide live video feed via the City website is required. Consultant shall provide an appropriate power source for the cameras. Solar power may be considered. 5.6 Review and Maintain “As Built” Drawings Purpose: To provide the City with accurate record drawings for the project. Approach: Consultant will monitor the contractor’s required record drawings on a monthly basis. In addition to monitoring the contractor’s drawings, Consultant will maintain a copy of the contract plans for the project. Consultant will ensure that items that may not normally be shown on the contractor’s set of record drawings, but are of importance to the City, cities and Caltrans, are included in the as-built drawings. This information is not necessarily construction related, but is project related and may be important in future maintenance and/or construction projects. Assumptions: 1. Contract documents will require contractor to prepare redline as-built drawings to reflect as- built conditions during the course of construction. 2. The Consultant will be responsible for ensuring the contactor maintains red line changes and will responsible for making redline changes to one complete set of plans. 3. Consultant will assist in answering questions regarding the red line drawings, providing sketches or other clarifications to the design engineers for preparation of final as built record drawings. Deliverables: One set of marked up contract drawings. This set will be in addition to the contractor’s marked up set of contract drawings. Exhibit “A” Page 30 of 33 5.7 Final Inspection and Punch-list Purpose: To identify elements of construction requiring correction prior to final acceptance by the City. Approach: Consultant will perform a project inspection of the completed construction following substantial completion. During the inspection, the Consultant will develop a list of contract work requiring correction or rework. The written list of deficient work (punch-list) will be delivered to the City and CONTRACTOR within three (3) working days of the final inspection. The final punch-list will include items to be corrected that were identified previously during the course of construction. Coordinate with UPRR on all punch list and final inspection requirements. Assumptions: 1. The City will identify any key City or other permitting agency (Caltrans, City) personnel to be included in the final inspection. 2. Consultant will contact and schedule all required final inspection personnel 48 hour prior to the final inspection. 3. Consultant will prepare the final punch-list. Deliverables: Final punch-list 5.8 Final Acceptance – Punch List Assistance Purpose: To provide the City with reasonable assurance that the work of the project has been completed in compliance with the general intent of the contract documents. Approach: Consultant will coordinate a walk-through with the City, UPRR, the Designer, Caltrans, the City, and the Contractor. Consultant, with assistance from the City, the Designer and Caltrans will prepare a punch list indicating all deficiencies and/or omissions noted in the walk-through. Consultant will then forward the punch list to the Contractor for correction of the work in accordance with timelines defined in the contract. Consultant, in conjunction with the City, UPRR, and Caltrans as necessary, will inspect items on the punch list once the Contractor has notified the Consultant that the work is complete. Completed items on the punch list will be signed off by the Consultant. Upon completion of the punch list work the Consultant will notify the City that the work is complete and forward a copy of the completed punch list. Assumptions: Consultant will provide a preliminary punch list of outstanding work items to the Contractor. Cm will ensure all punch list items are completed prior to requesting a final walk-through from the City, the City, the Designer and Caltrans. Exhibit “A” Page 31 of 33 Deliverables: Completed and signed-off punch-list submitted to the City with the closeout documents. 6 – Construction Closeout Activities 6.1 Contract Closeout Purpose: To provide the City with final closeout documentation, including any permit completion documentation. Approach: Consultant will turn over all project files, contract correspondence and documents including final logs at time of project completion. Assumptions: City will file final Notice of Completion and Acceptance of Work. Deliverables: 1. Notice of Completion form for City. 2. Notices of Completion for any Permits, including “duplicate” permits for project and documentation showing the NOT has been recorded. 3. Copy of the Contractor’s performance bond, good for the warranty period. 4. Final project documentation in accordance with the requirements of the Caltrans local assistance manual and FHWA requirements. 5. Close out documents in SMARTs. 6.2 Project As-Built Drawings Purpose: To provide the City and Caltrans with accurate record drawings indicating all changes and as-built conditions. Approach: In addition to monitoring the Contractor’s record drawings, Consultant will maintain a copy of up-to-date contract plans for the purpose of aiding the Designer in final review of the record drawings. Assumptions: 1. The Contractor will be responsible for preparing the record drawings in both reproducible and electronic formats. 2. Consultant will assist the Designer in review and final approval of the as-built record drawings. Exhibit “A” Page 32 of 33 Deliverables: One set of contract drawings indicating recorded changes to the contract, as maintained by Consultant. This set will be in addition to the Contractor’s marked up set of contract drawings. Provide one copy of the revised Mylar drawings. The design consultant will prepare the record drawings for the project. 6.3 Final Project Report Purpose: To provide the City with a written history of the construction contract. The contents of the final report are to fulfill federal requirements for federal financial participation. Approach: Consultant will review the project documents and prepare a written report for the City. As a minimum, the report will include the following: 1. Names of all organizations involved with the Projects, i.e., City managers, Caltrans, construction manager, contractor and any other parties that may have a significant part in the construction of the projects. 2. Chronological history of the construction effort, to include all significant dates. 3. Contract amounts at bid time with all other bids in tabular form. 4. Change order history, to include summary statement about each change, negotiated cost of each change and other information deemed necessary by Consultant and the City’s Project Manager. 5. Summary of Requests for Information, in tabular or matrix form. 6. Summary of outstanding claims not resolved when the notice of completion is filed. 7. Summary of final contract amount. 8. Final DBE Report. 9. Project photographs. 10. “Lessons learned” Assumptions: City will provide input to Consultant regarding the form of the final report and federal required documents to be included in the report. Deliverables: One hard copy and one electronic file will be provided. 6.4 Final Payment, Final Report of Expenditure Checklist Purpose: To provide the City with the final contract cost and final balance due the Contractor. Also prepare Report of Expenditure Checklist for federal reimbursement including all necessary attachments. Exhibit “A” Page 33 of 33 Approach: Following completion of the contract work, Consultant will, in accordance with the Designer, determine the final quantities and cost of all outstanding unit price work and all outstanding approved change order work. Consultant will prepare for the City and the Contractor, a final balancing change order quantifying the final contract amount. Contractor will include amount of final balancing change order in submission of last certified application for payment, submitted to Consultant. Once approved, Consultant will forward application for payment to the City for final approval and processing. Assumptions: 1. There are no outstanding issues or claims. 2. The City is responsible for filing Notice of Completion and addressing all subcontractor claims prior to release of final payment. The City will file the Report of Expenditure Checklist for federal reimbursement. Deliverables: 1. Final Pay Estimate including finalized bid items, claims, change orders, punch-list items, and corrected shop drawings. 2. Contractor’s last certified application for payment with application certificate. 3. Report of Expenditure Checklist with attachments 4. Federal final report including all attachments. 6.5 Audit Support Purpose: To assist City during any future audits of the project. Assumptions: City may be audited one or more times following project close-out. The City will issue a future task order to pay for support services during any such audits, should they request these services. Deliverables: Consultant will participate in the audit process at the City offices and provide any and all documentation from the project as requested by the auditors, and attend meetings as needed.