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HomeMy WebLinkAbout2017-11-07; City Council; ; Adopt a Resolution authorizing execution of an Agreement with SchneiderCM, Inc. to provide construction management services during the design and reconstruction of Fire Station 2, Project No. 4060CA Review HS (i) S~~fiR~port Meeting Date: To: From: Staff Contact: Subject: Nov. 7, 2017 Mayor and City Council Kevin Crawford, City Manager Steven Stewart, Municipal Projects Manager Steven.Stewart@carlsbadca.gov or 760-602-7543 Mike Lopez, Fire Division Chief Mike.Lopez@carlsbadca.gov or 760-931-2141 Adopt a Resolution authorizing execution of an Agreement with SchneiderCM, Inc. to provide construction management services during the design and reconstruction of Fire Station 2, Project No. 4060, for an amount not to exceed $391,500. Recommended Action Adopt a Resolution authorizing execution of an Agreement with SchneiderCM, Inc. to provide construction management services during the design and reconstruction of Fire Station 2, Project No. 4060, for an amount not to exceed $391,500. Executive Summary Staff requires the assistance of a construction management company to review the design-build contract bridging documents for Fire Station 2, Project No. 4060, for completeness and constructability prior to advertising a request for proposals, and to assist with construction management during design and reconstruction. Discussion The City Council placed Measure O on the November 2016 general election ballot by adopting Resolution No. 2016-115. Measure O authorizes expenditures from the General Fund for the reconstruction of Fire Station 2, in compliance with Carlsbad Municipal Code section 1.24.030. On July 11, 2017, City Council adopted Resolution No. 2017-134 authorizing an Agreement with Domus Studio Architecture, Inc. to develop bridging documents for a design-build contract for the reconstruction of Fire Station 2. These documents are now approximately 60 percent complete and staff requires the assistance of a construction management company to review them for completeness and constructability as greater levels of detail are added. The construction management company will also provide construction management services during the design and reconstruction of Fire Station 2. On July 27, 2017, staff posted a Request for Proposal (RFP) on the city's website for the solicitation of construction management consulting services. On Aug. 25, 2017 four consultant proposals were received and copies were subsequently distributed to a selection committee comprised of staff from the Fire Department and Public Works Department. Responses to the November 7, 2017 Item #6 Page 1 of 17 RFP were evaluated pursuant to Municipal Code section 3.28.060, and each committee member was required to sign a confidentiality agreement to ensure the fairness of the procurement process. Each consultant proposal was evaluated based on (1) adherence to RFP content and submission requirements, (2) depth of company experience with design-build projects, (3) proposed construction management staff qualifications and experience, (4) project approach, (5) client references, and (6) experience working for Southern California municipalities. On Sept. 6, 2017, the staff selection committee met to share their independent analyses ofthe consultant proposals. These evaluations were then tabulated and ranked. Staff recommends awarding an Agreement for construction management consulting services to SchneiderCM, Inc. for an amount not to exceed $391,500. Fiscal Analysis The Agreement with SchneiderCM, Inc. is for an amount not to exceed $391,500. A total of $1 million in the current fiscal year has been appropriated in the General Capital Construction Fund for the reconstruction of Fire Station 2, Project No. 4060 as shown in the table below: i FIRE STATION 2, PROJECT NO. 4060 Current Appropriation -General Capital Construction Fund $1,000,000 Current Expenditures/Encumbrances -General Capital Construction Fund $17,154 TOTAL AVAILABLE -General Capital Construction Fund $982,846 Design Bridging Documents -Dom us Studio Architecture, Inc. $237,310 Construction Management Services -SchneiderCM, Inc. $391,500 ESTIMATED DESIGN COSTS FOR BRIDGING DOCUMENTS & CM SERVICES $628,810 REMAINING BALANCE $354,036 ADDITIONAL APPROPRIATION NEEDED $0 Next Steps Once the Agreement is executed, staff will direct SchneiderCM, Inc. to begin review of the bridging documents from Domus Studio Architecture, Inc. for completeness and constructability. Environmental Evaluation (CEQA) Pursuant to Public Resources Code section 21065, hiring a consultant for construction management services does not constitute a "project" within the meaning of the California Environmental Quality Act (CEQA} in that it has no potential to cause either a direct physical change in the environment, or a reasonably foreseeable indirect physical change in the environment, and therefore does not require environmental review. However, the reconstruction of the existing fire station will require completion of an initial study to determine the level of environmental review that would be required to construct the fire station. This determination will occur upon filing of the project's discretionary permit. Public Notification This item was noticed in accordance with the Ralph M. Brown Act and was available for public viewing and review at least 72 hours prior to the scheduled meeting date. November 7, 2017 Item #6 Page 2 of 17 Exhibits 1. Resolution authorizing execution of an Agreement with SchneiderCM, Inc. to provide construction management services during the design and reconstruction of Fire Station 2, Project No. 4060, for an amount not to exceed $391,500. 2. Location Map. November 7, 2017 Item #6 Page 3 of 17 RESOLUTION NO. 2017-212 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLSBAD, CALIFORNIA, AUTHORIZING EXECUTION OF AN AGREEMENT WITH SCHNEIDERCM, INC. TO PROVIDE CONSTRUCTION MANAGEMENT SERVICES DURING THE DESIGN AND RECONSTRUCTION OF FIRE STATION 2, PROJECT NO. 4060, FOR AN AMOUNT NOT TO EXCEED $391,500. EXHIBIT 1 WHEREAS, the City Council placed Measure O on the November 2016 general election ballot by adopting Resolution No. 2016-115, in compliance with Carlsbad Municipal Code section 1.24.030; and WHEREAS, Measure O passed on Nov. 8, 2016, allowing City Council to appropriate up to $10.5 million from the General Fund balance for the design and reconstruction of Fire Station 2, Project No. 4060 (Project), located at the intersection of El Camino Real and Arena I Road; and WHEREAS, the City Council has determined that adequate funding for this Project currently exists within the General Capital Construction Fund balance; and WHEREAS, the Department of Public Works solicited Requests for Proposals (RFPs) from consultants for the services of a construction management consultant to evaluate the bridging documents, site development constraints, design options and to manage the design-build reconstruction of Fire Station 2; and WHEREAS, staff received a total of four responses to the RFP and a qualifications-based evaluation of the four consultant proposals was conducted by staff; and WHEREAS, staff has identified SchneiderCM, Inc. as the most qualified consultant for the Project; and WHEREAS, staff and SchneiderCM, Inc. have negotiated the scope of work and the associated fee in an amount not to exceed $391,500 to provide construction management consulting services for the reconstruction of Fire Station 2. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Carlsbad, California, as follows: 1. That the above recitations are true and correct. 2. That the mayor is authorized and directed to execute the Agreement with SchneiderCM, Inc. to provide construction management services for Fire Station 2, Project No. 4060, in an amount not to exceed $391,500, which is attached hereto as Attachment A. November 7, 2017 Item #6 Page 4 of 17 EXHIBIT 1 PASSED, APPROVED AND ADOPTED at a Regular Meeting of the City Council of the City of Carlsbad on the 7th day of November 2017, by the following vote, to wit: AYES: NOES: ABSENT: M. Hall, K. Blackburn, M. Schumacher, C. Schumacher, M. Packard. None. None. ~&4 CJ 1?,A · \jV)1Ja.fw\ Klll-111(,w-t7'._ BARBARA ENGLESON, City Clerk (SEAL) I ''I\~ ':~" ,,;,. IJ;:; ,·- November 7, 2017 Item #6 Page 5 of 17 GS1630 AGREEMENT FOR FIRE STATION 2 CONSTRUCTION MANAGEMENT SERVICES SCHNEIDERCM, INC. 1 ] THIS AGREEMENT is made and entered into as of the 1>~ day of N()\)tj!l/'\'o ,,_r:i , 2ofl, by and between the CITY OF CARLSBAD, a municipal corporation, ("City"), and SCHNEIDERCM, INC., a California corporation, ("Contractor"). RECITALS A. City requires the professional services of a consultant that is experienced in consulting services. B. Contractor has the necessary experience in providing professional services and advice related to consulting services. C. Contractor has submitted a proposal to City and has affirmed its willingness and ability to perform such work. NOW, THEREFORE, in consideration of these recitals and the mutual covenants contained herein, City and Contractor agree as follows: 1. SCOPE OF WORK City retains Contractor to perform, and Contractor agrees to render, those services (the "Services") that are defined in attached Exhibit "A", which is incorporated by this reference in accordance with this Agreement's terms and conditions. 2. STANDARD OF PERFORMANCE While performing the Services, Contractor will exercise the reasonable professional care and skill customarily exercised by reputable members of Contractor's profession practicing in the Metropolitan Southern California Area, and will use reasonable diligence and best judgment while exercising its professional skill and expertise. 3. TERM The term of this Agreement will be effective for a period of two (2) years from the date first above written. The City Manager may amend the Agreement to extend it for two (2) additional one (1) year periods or parts thereof. Extensions will be based upon a satisfactory review of Contractor's performance, City needs, and appropriation of funds by the City Council. The parties will prepare a written amendment indicating the effective date and length of the extended Agreement. 4. TIME IS OF THE ESSENCE Time is of the essence for each and every provision of this Agreement. 5. COMPENSATION The total fee payable for the Services to be performed during the initial Agreement term will be based on time and materials, and will not exceed three hundred ninety-one thousan five hundred dollars ($391,500). No other compensation for the Services will be allowed except for items covered by subsequent amendments to this Agreement. If the City elects to extend the Agreement, the amount shall not exceed one hundred thousand dollars ($100,000) per Agreement year. The City reserves the right to withhold a ten percent (10%) retention until City has accepted the work and/or Services specified in Exhibit "A". Incremental payments, if applicable, should be made as outlined in attached Exhibit "A". City Attorney Approved Version 4/1 /15 November 7, 2017 Item #6 Page 6 of 17 6. STATUS OF CONTRACTOR Attachment A GS1630 Contractor will perform the Services in Contractor's own way as an independent contractor and in pursuit of Contractor's independent calling, and not as an employee of City. Contractor will be under control of City only as to the result to be accomplished, but will consult with City as necessary. The persons used by Contractor to provide services under this Agreement will not be considered employees of City for any purposes. The payment made to Contractor pursuant to the Agreement will be the full and complete compensation to which Contractor is entitled. City will not make any federal or state tax withholdings on behalf of Contractor or its agents, employees or subcontractors. City will not be required to pay any workers' compensation insurance or unemployment contributions on behalf of Contractor or its employees or subcontractors. Contractor agrees to indemnify City within thirty (30) days for any tax, retirement contribution, social security, overtime payment, unemployment payment or workers' compensation payment which City may be required to make on behalf of Contractor or any agent, employee, or subcontractor of Contractor for work done under this Agreement. At the City's election, City may deduct the indemnification amount from any balance owing to Contractor. 7. SUBCONTRACTING Contractor will not subcontract any portion of the Services without prior written approval of City. If Contractor subcontracts any of the Services, Contractor will be fully responsible to City for the acts and omissions of Contractor's subcontractor and of the persons either directly or indirectly employed by the subcontractor, as Contractor is for the acts and omissions of persons directly employed by Contractor. Nothing contained in this Agreement will create any contractual relationship between any subcontractor of Contractor and City. Contractor will be responsible for payment of subcontractors. Contractor will bind every subcontractor and every subcontractor of a subcontractor by the terms of this Agreement applicable to Contractor's work unless specifically noted to the contrary in the subcontract and approved in writing by City. 8. OTHER CONTRACTORS The City reserves the right to employ other Contractors in connection with the Services. 9. INDEMNIFICATION Contractor agrees to indemnify and hold harmless the City and its officers, officials, employees and volunteers from and against all claims, damages, losses and expenses including attorneys fees arising out of the performance of the work described herein caused by any negligence, recklessness, or willful misconduct of the Contractor, any subcontractor, anyone directly or indirectly employed by any of them or anyone for whose acts any of them may be liable. The parties expressly agree that any payment, attorney's fee, costs or expense City incurs or makes to or on behalf of an injured employee under the City's self-administered workers' compensation is included as a loss, expense or cost for the purposes of this section, and that this section will survive the expiration or early termination of this Agreement. 10. INSURANCE Contractor will obtain and maintain for the duration of the Agreement and any and all amendments, insurance against claims for injuries to persons or damage to property which may arise out of or in connection with performance of the services by Contractor or Contractor's agents, representatives, employees or subcontractors. The insurance will be obtained from ari insurance carrier admitted and authorized to do business in the State of California. The insurance carrier is required to have a current Best's Key Rating of not less than "A-:VII"; OR with a surplus line insurer on the State of California's List of Approved Surplus Line Insurers (LASLI) with a rating City Attorney Approved Version 4/1 /15 2 November 7, 2017 Item #6 Page 7 of 17 Attachment A GS1630 in the latest Best's Key Rating Guide of at least "A:X"; OR an alien non-admitted insurer listed by the National Association of Insurance Commissioners (NAIC) latest quarterly listings report. 10.1 Coverage and Limits. Contractor will maintain the types of coverage and minimum limits indicated below, unless the Risk Manager or City Manager approves a lower amount. These minimum amounts of coverage will not constitute any limitations or cap on Contractor's indemnification obligations under this Agreement. City, its officers, agents and employees make no representation that the limits of the insurance specified to be carried by Contractor pursuant to this Agreement are adequate to protect Contractor. If Contractor believes that any required insurance coverage is inadequate, Contractor will obtain such additional insurance coverage, as Contractor deems adequate, at Contractor's sole expense. The full limits available to the named insured shall also be available and applicable to the City as an additional insured. 10.1.1 Commercial General Liability Insurance. $2,000,000 combined single-limit per occurrence for bodily injury, personal injury and property damage. If the submitted policies contain aggregate limits, general aggregate limits will apply separately to the work under this Agreement or the general aggregate will be twice the required per occurrence limit. 10.1.2 Automobile Liability. (if the use of an automobile is involved for Contractor's work for City). $1,000,000 combined single-limit per accident for bodily injury and property damage. 10.1.3 Workers' Compensation and Employer's Liability. Workers' Compensation limits as required by the California Labor Code. Workers' Compensation will not be required if Contractor has no employees and provides, to City's satisfaction, a declaration stating this. 10.1.4 Professional Liability. Errors and omissions liability appropriate to Contractor's profession with limits of not less than $1,000,000 per claim. Coverage must be maintained for a period of five years following the date of completion of the work. 10.2 Additional Provisions. Contractor will ensure that the policies of insurance required under this Agreement contain, or are endorsed to contain, the following provisions: 10.2.1 The City will be named as an additional insured on Commercial General Liability which shall provide primary coverage to the City. 10.2.2 Contractor will obtain occurrence coverage, excluding Professional Liability, which will be written as claims-made coverage. 10.2.3 This insurance will be in force during the life of the Agreement and any extensions of it and will not be canceled without thirty (30) days prior written notice to City sent by certified mail pursuant to the Notice provisions of this Agreement. 10.3 Providing Certificates of Insurance and Endorsements. Prior to City's execution of this Agreement, Contractor will furnish certificates of insurance and endorsements to City. 10.4 Failure to Maintain Coverage. If Contractor fails to maintain any of these insurance coverages, then City will have the option to declare Contractor in breach, or may purchase replacement insurance or pay the premiums that are due on existing policies in order to maintain the required coverages. Contractor is responsible for any payments made by City to obtain or maintain insurance and City may collect these payments from Contractor or deduct the amount paid from any sums due Contractor under this Agreement. City Attorney Approved Version 4/1/15 3 November 7, 2017 Item #6 Page 8 of 17 Attachment A GS1630 10.5 Submission of Insurance Policies. City reserves the right to require, at any time, complete and certified copies of any or all required insurance policies and endorsements. 11. BUSINESS LICENSE Contractor will obtain and maintain a City of Carlsbad Business License for the term of the Agreement, as may be amended from time-to-time. 12. ACCOUNTING RECORDS Contractor will maintain complete and accurate records with respect to costs incurred under this Agreement. All records will be clearly identifiable. Contractor will allow a representative of City during normal business hours to examine, audit, and make transcripts or copies of records and any other documents created pursuant to this Agreement. Contractor will allow inspection of all work, data, documents, proceedings, and activities related to the Agreement for a period of three (3) years from the date of final payment under this Agreement. 13. OWNERSHIP OF DOCUMENTS All work product produced by Contractor or its agents, employees, and subcontractors pursuant to this Agreement is the property of City. In the event this Agreement is terminated, all work product produced by Contractor or its agents, employees and subcontractors pursuant to this Agreement will be delivered at once to City. Contractor will have the right to make one (1) copy of the work product for Contractor's records. 14. COPYRIGHTS Contractor agrees that all copyrights that arise from the services will be vested in City and Contractor relinquishes all claims to the copyrights in favor of City. 15. NOTICES The name of the persons who are authorized to give written notice or to receive written notice on behalf of City and on behalf of Contractor under this Agreement. For City Name Steven Stewart Title Municipal Projects Manager Department Public Works City of Carlsbad Address 1635 Faraday Av Carlsbad, CA 92008 Phone No. (760) 602-7543 For Contractor Name Carl Schneider Title Project Manager Address 7 459 Circulo Sequoia Carlsbad, CA 92009 Phone No. (619) 905-5522 Email carl.schneider@schneidercm.net Each party will notify the other immediately of any changes of address that would require any notice or delivery to be directed to another address. 16. CONFLICT OF INTEREST Contractor shall file a Conflict of Interest Statement with the City Clerk in accordance with the requirements of the City of Carlsbad Conflict of Interest Code. The Contractor shall report investments or interests in all four categories. City Attorney Approved Version 4/1 /15 4 November 7, 2017 Item #6 Page 9 of 17 17. GENERAL COMPLIANCE WITH LAWS Attachment A GS1630 Contractor will keep fully informed of federal, state and local laws and ordinances and regulations which in any manner affect those employed by Contractor, or in any way affect the performance of the Services by Contractor. Contractor will at all times observe and comply with these laws, ordinances, and regulations and will be responsible for the compliance of Contractor's services with all applicable laws, ordinances and regulations. Contractor will be aware of the requirements of the Immigration Reform and Control Act of 1986 and will comply with those requirements, including, but not limited to, verifying the eligibility for employment of all agents, employees, subcontractors and consultants whose services are required by this Agreement. 18. DISCRIMINATION AND HARASSMENT PROHIBITED Contractor will comply with all applicable local, state and federal laws and regulations prohibiting discrimination and harassment. 19. DISPUTE RESOLUTION If a dispute should arise regarding the performance of the Services the following procedure will be used to resolve any questions of fact or interpretation not otherwise settled by agreement between the parties. Representatives of Contractor or City will reduce such questions, and their respective views, to writing. A copy of such documented dispute will be forwarded to both parties involved along with recommended methods of resolution, which would be of benefit to both parties. The representative receiving the letter will reply to the letter along with a recommended method of resolution within ten (10) business days. If the resolution thus obtained is unsatisfactory to the aggrieved party, a letter outlining the disputes will be forwarded to the City Manager. The City Manager will consider the facts and solutions recommended by each party and may then opt to direct a solution to the problem. In such cases, the action of the City Manager will be binding upon the parties involved, although nothing in this procedure will prohibit the parties from seeking remedies available to them at law. 20. TERMINATION In the event of the Contractor's failure to prosecute, deliver, or perform the Services, City may terminate this Agreement for nonperformance by notifying Contractor by certified mail of the termination. If City decides to abandon or indefinitely postpone the work or services contemplated by this Agreement, City may terminate this Agreement upon written notice to Contractor. Upon notification of termination, Contractor has five (5) business days to deliver any documents owned by City and all work in progress to City address contained in this Agreement. City will make a determination of fact based upon the work product delivered to City and of the percentage of work that Contractor has performed which is usable and of worth to City in having the Agreement completed. Based upon that finding City will determine the final payment of the Agreement. Either party upon tendering thirty (30) days written notice to the other party may terminate this Agreement. In this event and upon request of City, Contractor will assemble the work product and put it in order for proper filing and closing and deliver it to City. Contractor will be paid for work performed to the termination date; however, the total will not exceed the lump sum fee payable under this Agreement. City will make the final determination as to the portions of tasks completed and the compensation to be made. 21. COVENANTS AGAINST CONTINGENT FEES Contractor warrants that Contractor has not employed or retained any company or person, other than a bona fide employee working for Contractor, to solicit or secure this Agreement, and that Contractor has not paid or agreed to pay any company or person, other than a bona fide City Attorney Approved Version 4/1 /15 5 November 7, 2017 Item #6 Page 10 of 17 Attachment A GS1630 employee, any fee, comm1ss1on, percentage, brokerage fee, gift, or any other consideration contingent upon, or resulting from, the award or making of this Agreement. For breach or violation of this warranty, City will have the right to annul this Agreement without liability, or, in its discretion, to deduct from the Agreement price or consideration, or otherwise recover, the full amount of the fee, commission, percentage, brokerage fees, gift, or contingent fee. 22. CLAIMS AND LAWSUITS By signing this Agreement, Contractor agrees that any Agreement claim submitted to City must be asserted as part of the Agreement process as set forth in this Agreement and not in anticipation of litigation or in conjunction with litigation. Contractor acknowledges that if a false claim is submitted to City, it may be considered fraud and Contractor may be subject to criminal prosecution. Contractor acknowledges that California Government Code sections 12650 et seq., the False Claims Act applies to this Agreement and, provides for civil penalties where a person knowingly submits a false claim to a public entity. These provisions include false claims made with deliberate ignorance of the false information or in reckless disregard of the truth or falsity of information. If City seeks to recover penalties pursuant to the False Claims Act, it is entitled to recover its litigation costs, including attorney's fees. Contractor acknowledges that the filing of a false claim may subject Contractor to an administrative debarment proceeding as the result of which Contractor may be prevented to act as a Contractor on any public work or improvement for a period of up to five (5) years. Contractor acknowledges debarment by another jurisdiction is grounds for City to terminate this Agreement. 23. JURISDICTION AND VENUE Any action at law or in equity brought by either of the parties for the purpose of enforcing a right or rights provided for by this Agreement will be tried in a court of competent jurisdiction in the County of San Diego, State of California, and the parties waive all provisions of law providing for a change of venue in these proceedings to any other county. 24. SUCCESSORS AND ASSIGNS It is mutually understood and agreed that this Agreement will be binding upon City and Contractor and their respective successors. Neither this Agreement nor any part of it nor any monies due or to become due under it may be assigned by Contractor without the prior consent of City, which shall not be unreasonably withheld. 25. ENTIRE AGREEMENT This Agreement, together with any other written document referred to or contemplated by it, along with the purchase order for this Agreement and its provisions, embody the entire Agreement and understanding between the parties relating to the subject matter of it. In case of conflict, the terms of the Agreement supersede the purchase order. Neither this Agreement nor any of its provisions may be amended, modified, waived or discharged except in a writing signed by both parties. City Attorney Approved Version 4/1/15 6 November 7, 2017 Item #6 Page 11 of 17 GS1630 26. AUTHORITY The individuals executing this Agreement and the instruments referenced in it on behalf of Contractor each represent and warrant that they have the legal power, right and actual authority to bind Contractor to the terms and conditions of this Agreement. CONTRACTOR SCHNEIDERCM, INC., a California corporation By: (sign here) CN2L ScA--lt0~1De-'6(__ / (Ci~S/1)(?&.Sr. (print name/title) --~-~ ~~ (sign here) C/W,,{_ t;c:{~ p,;:-e_ I OFO (print name/title) CITY OF CARLSBAD, a municipal corporation of the State of California By: ATTEST: \ Ir R' _J{/_;y(hAQ, I .111111~ Barbara Engleson, City Clerk~ If required by City, proper notarial acknowledgment of execution by contractor must be attached. If a corporation, Agreement must be signed by one corporate officer from each of the following two groups. Group A Chairman, President, or Vice-President Group B Secretary, Assistant Secretary, CFO or Assistant Treasurer Otherwise, the corporation must attach a resolution certified by the secretary or assistant secretary under corporate seal empowering the officer(s) signing to bind the corporation. APPROVED AS TO FORM: CELIA A. BREWER, City Attorney BY: ~tie.~~-----=----Deputy City Attorney City Attorney Approved Version 4/1 /15 7 November 7, 2017 Item #6 Page 12 of 17 EXHIBIT "A" SCOPE OF SERVICES Fire Station 2 Construction Management Consultant Services General Attachment A GS1630 The scope of the preconstruction and construction services requested of the Construction Management Consultant (CMC) is listed below for the Fire Station 2 Reconstruction Project. In preparation for this project, some project criteria have been developed by city staff in coordination with representatives from the Fire Department. 1. PRECONSTRUCTION SERVICES TASK 1.1 Programming I Bridging Document Development Coordinate and meet with the city's Municipal Projects Manager and support staff during the programming phase and advise the city during the preparation of the Request for Qualifications (RFQ) for bridging consultant services and the selection of a bridging consultant. Coordinate and meet with bridging consultant and city staff as necessary during the development of the bridging documents. TASK 1.2 Project Document Review Review and provide comments on the project construction documents which will consist of the city's Standard Public Works Contract, General Provisions, Supplemental Provisions, Technical Specifications and Appendices, and the project bridging documents. Document review will be for inconsistency and constructability. Appendices may include a soils report, SWQMP and SWPPP or other environmental and engineering documents. TASK 1.3 Opinion of Probable Cost Review the estimate of probable construction cost prepared by bridging consultant based on the conceptual and 20% design documents in order to identify any recommended refinements or modifications that can be incorporated into the final bridging documents to ensure that the project can be constructed within the established budget. The review shall take into consideration area and quantity take-offs, labor and material costs, allowances for general conditions, city costs, and contingencies. Prior to final approval of bridging documents, CMC will review the updated estimate prepared by the bridging consultant following incorporation of all final changes recommended by CMC and city staff. TASK 1.4 Design Build Contractor Evaluation Phase Provide pre-construction management and administration support services during the project advertising phase which will include review of the RFQ and subsequent Request for Proposal (RFP) for Design Build Contractors (Contractors). CMC will also coordinate pre-proposal site visits by Contractors and participate in the evaluation of Contractor proposals. TASK 1.5 Preconstruction Conference CMC will chair the Preconstruction Conference with city staff and the selected Contractor and take a lead role in discussing the overall project objectives, responsibilities of key personnel and agencies, schedules, schedule of values, procedures for handling submittals, correspondence, utility relocations, local agency permit requirements, requests for clarification, progress payments, change orders, and other pertinent topics. Provide opportunities to have the Contractor's questions answered. See paragraph 2.5. City Attorney Approved Version 4/1/15 8 November 7, 2017 Item #6 Page 13 of 17 GS1630 2. CONSTRUCTION SERVICES TASK 2.1 Contract Administration/Management The CMC shall be responsible for assisting the city's Municipal Projects Manager and support staff with all aspects of contract compliance, change/claims processing, negotiations and contract interpretation and enforcement. The CMC shall oversee, perform, and coordinate work included within this scope of service, as directed by the city. The CMC shall: prepare reports, letters and memoranda; attend meetings; coordinate testing and specialty services; review daily testing/inspection notes and identify and report nonconforming items; notify the city of significant problems and discrepancies; assist the city with interpreting drawings, specifications and reference standards; monitor construction activities and schedules; assist the city with resolving constructability problems; coordinate connections and operations; review and notify the Contractor of test results; investigate claims; review the Contractor's Record Drawings periodically and concurrently with Contractor progress payments; and prepare project punch lists, etc. TASK 2.2 Reports and Communications All relevant project communications shall be documented and promptly distributed to the city and applicable parties. All original project documents and final project reports shall be furnished to the city within 60 days following filing of the Notice of Completion. Weekly progress reports shall be prepared and submitted (electronically) to the city's Municipal Projects Manager and shall include the following elements: a) Summary of the prior week's main accomplishments and current construction activities. Include an evaluation of previous week's report of expected task completion vs. actual. b) Overall Contractor's conformance to contract schedule and quality requirements. This will include a schedule comparison showing all new tasks, deleted tasks, changed tasks and duration changes. Working with the contractor, prepare weekly Planned Percent Complete (PPC) calculations of all planned activities. c) Identification of problems, action items and issues with recommended solutions. d) Summary of progress payments, change orders, disputes, submittals, RFl's, and Notices of Noncompliance. e) Photographs of representative project activities printed and electronically stored. f) Provide list of deviation activities and any corrections taken/planned. TASK 2.3 Photo Documentation Take and share construction documentation photographs on a regular basis. Maintain a digital photographic library of all significant construction activities. Provide unique file names for photos with date and location information included. Take additional photographs to document differing site conditions, change order and claim items, and any special or unique conditions as they arise. Incorporate new software capabilities (Blue Beam, etc.) that allow photographs taken in the field to be linked to a PDF of the site plan/drawing/detail of the photographed location. A report of these photos linked to their location is to be provided weekly. Photos shall be uploaded to the approved project document management site regularly. 9 November 7, 2017 Item #6 Page 14 of 17 GS1630 TASK 2.4 Construction Progress Meetings Schedule and attend weekly construction progress meetings with the Contractor and city staff. Discuss the schedule, near-term activities, clarifications and problems which need resolution, coordination with other contractors, status of change orders, safety issues, etc. TASK 2.5 Shop Drawings and Submittal Reviews Submittal review and approval are the responsibility of the Contractor's Designer of Record; however, copies will be provided to the CMC and city. The CMC shall be responsible for processing and monitoring the status of all submittals. The CMC shall provide a detailed review of the Contractor's submittals for coordination upon receipt. Review of the Contractor's construction schedule and weekly updates shall be the sole responsibility of the CMC with input provided from the city. Exception reports. that identify outstanding subm1ttals or reviews needed, shall be prepared monthly by the CMC. Preliminary lists of initial submiV:al requirements shall be prepared by the CMC and issued at the Preconstruction Conference. TASK 2.6 Construction Services The CMC will be responsible for project oversight and will work with city staff responsible for code compliance. The CMC will prepare daily reports of the construction activities including weather conditions, Contractor's equipment and manpower, work performed, materials used, site visitors, delays in work and reasons for the delays, and deficiencies. Perform observations at the job site as required to review materials and workmanship, and discuss with the contractor appropriate revisions to the methods and procedures used in performing the work. The CMC may not authorize extra work or approve of work that deviates from the contract documents The CMC will coordinate material deliveries, inspect materials as they arrive on site, and verify that all materials and equipment meet contract requirements and are properly stored. The CMC will walk the site daily, review any site SWPPP issues and coordinate with any material testing consultants. TASK 2.7 Progress Payments The CMC will review and submit all invoices to the city's Municipal Projects Manager with a recommendation for the proper amount for payment using the schedule of values and actual quantities of installed work as a basis for evaluating payment requests. The city will provide a format for monthly progress payments. TASK 2.8 Contractor's Claims and Change Orders In the event of a claim or change order request, CMC will assist the city's Municipal Projects Manager in negotiating all claims to an agreed upon r.ontractor/CMC/city conclusion. Prepare a report providing statement of claim, e;dra work, or change; background ;eading to issue; resolution alternatives; and resolution recommendation for action by the city. Provide the lead role and support tc the city in resolving claims and disputes. This may include: written responses to Contractors and private parties, giving depositions, assisting with arbitration and litigation, serving as an expert witness, investigating claims for damages by private sources or design services for replacement of damaged work, and services made necessary by contractor default. (Total not to exceed $391,500) 10 November 7, 2017 Item #6 Page 15 of 17 EXHIBIT "A" TABLE 1 FEE ALLOTMENT GS1630 Fire Station 2 Construction Management Services TASK GROUP TIME & MATERIALS (NTE) FEE Construction support services • PreConstruction; Sr. Construction Manager; 300 hrs@ $145/hr $43,500 • Construction; Sr. Construction Manager; 1,700 hrs@ $145/hr $246,500 Project Closeout; Sr. Construction Manager; 700 hrs@ $145/hr $101,500 TOTAL (Not-to-Exceed) $391,500.00 11 City Attorney Approved Version 4/1/15 November 7, 2017 Item #6 Page 16 of 17 LOCATION MAP NOT TO SCALE PROJECT NAME FIRE STATION NO. 2 PLOTTED BY: SCOTT EVANS PLOT DATE:1/11/17 PA7H:D: \TRANSPORTATION DEPARTMENT\STREE7S\F1RE STATION 2..J.OCATION MAP.DWG Exhibit 2 EXHIBIT 2 November 7, 2017 Item #6 Page 17 of 17