HomeMy WebLinkAbout2024-06-11; City Council; Resolution 2024-123RESOLUTION NO. 2024-123
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLSBAD,
CALIFORNIA, APPROVING A PROFESSIONAL SERVICES AGREEMENT WITH
SCHNEIDERCM FOR CONSTRUCTION MANAGEMENT AND INSPECTION
SERVICES FOR THE EMERGENCY OPERATIONS CENTER RECONFIGURATION
PROJECT IN AN AMOUNT NOT TO EXCEED $239,480
WHEREAS, on Sept. 13, 2022, the City Council adopted Resolution No. 2022-219, authorizing a
professional services agreement for the design work for the Emergency Operations Center
Reconfiguration Project, Capital Improvement Program, or CIP, Project No. 4715, or Project; and
WHEREAS, on Oct. 10, 2023, the City Council adopted Resolution No. 2023-257, approving the
plans, specifications and contract documents and authorizing a bid solicitation for construction of the
Project; and
WHEREAS, in November 2023, the city issued a Request for Proposals, or RFP, for solicitation
of construction management and inspection services for the Project; and
WHEREAS, staff received seven responses to the RFP and completed a qualifications-based
evaluation of the proposals; and
WHEREAS, staff identified SchneiderCM as the most qualified consu ltant for the Project; and
WHEREAS, staff and SchneiderCM have negotiated the scope of work and the associated fee in
an amount not to exceed $239,480 to provide construction management and inspection services for
the Project; and
WHEREAS, the City Council has determined it is necessary and in the public interest to enter
into an agreement with SchneiderCM to provide construction management and inspection services for
the Project; and
WHEREAS, the City Planner has determined that pursuant to Public Resources Code Section
21065, the action to award a professional services agreement for construction management and
inspection services does not constitute a "project" within the meaning of the California Environmental
Quality Act 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 at this time.
DocuSign Envelope ID: 100E7495-CCC9-4AC5-A105-BACAA98FF522 ATTACHMENT A
PSA24-3442FAC
AGREEMENT CONSTRUCTION MANAGEMENT AND INSPECTION SERVICES
FOR EMERGENCY OPERATIONS CENTER RENOVATION
SCHNEIDERCM, INC.
JJ:l1S. AGREEMENT is made and entered into as of the J /th day of
s_,}l )..../) ..e,_, , 2024, by and between the City of Carlsbad, California, a municipal
corporation ("City") and SchneiderCM, Inc., a California corporation ("Contractor").
RECITALS
A.City requires the professional services of a cc:rnsultant that is experienced in construction
management and inspection services.
B.Contractor has the necessary experience in providing professional services and advice
related to construction management and inspection services.
C.Contractor has submitted a proposal to City under RFP24-2328FAC 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 one (1) year from the date first above written.
The City Manager may amend the Agreement to extend it for one (1) additional (1) year period 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 shall not exceed
two hundred thirty-nine thousand four hundred eighty dollars ($239,480). 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 seventy-five thousand dollars ($75,000)
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."
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Incremental payments, if applicable, should be made as outlined in attached Exhibit "A."
6.PUBLIC WORKS
6.1 Prevailing Wage Rates. Any construction, alteration, demolition, repair, and maintenance work,
including work performed during design and preconstruction such as inspection and land surveying work,
cumulatively exceeding $1,000 and performed under this Agreement constitute “public works” under
California Labor Code section 1720 et seq. and are subject to state prevailing wage laws. The general
prevailing rate of wages, for each craft or type of worker needed to execute the contract, shall be those
as determined by the Director of Industrial Relations pursuant to the Section 1770, 1773 and 1773.1 of
the California Labor Code. Pursuant to Section 1773.2 of the California Labor code, a current copy of
applicable wage rates is on file in the office of the City Engineer. Contractor shall not pay less than the
said specified prevailing rates of wages to all such workers employed by him or her in the execution of the
Agreement. Contractor and any subcontractors shall comply with Section 1776 of the California Labor
Code, which generally requires keeping accurate payroll records, verifying and certifying payroll records,
and making them available for inspection. Contractor shall require any subcontractors to comply with
Section 1776.
6.2 DIR Registration. California Labor Code section 1725.5 requires the Contractor and any
subcontractor or subconsultant performing any public work under this Agreement to be currently
registered with the California Department of Industrial Relations (DIR), as specified in Labor Code section
1725.5. Labor Code section 1771.1 provides that a contractor or subcontractor/subconsultant shall not be
qualified to engage in the performance of any contract for public work, unless currently registered and
qualified to perform public work pursuant to Labor Code section 1725.5. Prior to the performance of
public work by any subcontractor or subconsultant under this Agreement, Contractor must furnish City
with the subcontractor or subconsultant's current DIR registration number.
7.CONSTRUCTION MANAGEMENT SOFTWARE
Procore Project Management and Collaboration System. This project may utilize the Owner’s Procore
(www.procore.com) online project management and document control platform. The intent of utilizing
Procore is to reduce cost and schedule risk, improve quality and safety, and maintain a healthy team
dynamic by improving information flow, reducing non-productive activities, reducing rework and
decreasing turnaround times. The Contractor is required to create a free web-based Procore user
account(s) and utilize web-based training / tutorials (as needed) to become familiar with the system.
Unless the Engineer approves otherwise, the Contractor shall process all project documents through
Procore because this platform will be used to submit, track, distribute and collaborate on project. If
unfamiliar or not otherwise trained with Procore, Contractor and applicable team members shall
complete a free training certification course located at http://learn.procore.com/procore-certification-
subcontractor. The Contractor is responsible for attaining their own Procore support, as needed, either
through the online training or reaching out to the Procore support team. It will be the responsibility of the
Contractor to regularly check Procore and review updated documents as they are added. There will be no
cost to the Contractor for use of Procore.
It is recommended that the Contractor provide mobile access for Windows, iOS located at
https://apps.apple.com/us/app/procore-construction-management/id374930542 or Android devices
located at https://play.google.com/store/apps/details?id=com.procore.activities with the Procore App
installed to at least one on-site individual to provide real-time access to current posted drawings,
specifications, RFIs, submittals, schedules, change orders, project documents, as well as any deficient
observations or punch list items. Providing mobile access will improve communication, efficiency, and
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productivity for all parties. The use of Procore for project management does not relieve the contractor of
any other requirements as may be specified in the contract documents.
8. STATUS OF CONTRACTOR
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.
9. 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.
10. OTHER CONTRACTORS
The City reserves the right to employ other Contractors in connection with the Services.
11. INDEMNIFICATION
Contractor agrees to defend (with counsel approved by the City), indemnify, and hold harmless the City
and its officers, elected and appointed officials, employees and volunteers from and against all claims,
damages, losses and expenses including attorney’s fees arising out of the performance of the work
described herein caused by any willful misconduct or negligent act or omission 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.
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12.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 an 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 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.
12.1 Coverage and Limits. Contractor will maintain the types of coverages and minimum limits
indicated below, unless 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.
12.1.1 Commercial General Liability (CGL) Insurance. Insurance written on an “occurrence”
basis, including personal & advertising injury, with limits no less than $2,000,000 per occurrence. If a
general aggregate limit applies, either the general aggregate limit shall apply separately to this
project/location or the general aggregate limit shall be twice the required occurrence limit.
12.1.2 Automobile Liability. (If the use of an automobile is involved for Contractor's work for
City). $2,000,000 combined single-limit per accident for bodily injury and property damage.
12.1.3 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.
12.1.4 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.
12.2 Additional Provisions. Contractor will ensure that the policies of insurance required under this
Agreement contain, or are endorsed to contain, the following provisions:
12.2.1 The City will be named as an additional insured on Commercial General Liability which
shall provide primary coverage to the City.
12.2.2 Contractor will obtain occurrence coverage, excluding Professional Liability, which will be
written as claims-made coverage.
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12.2.3 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.
12.3 Providing Certificates of Insurance and Endorsements. Prior to City's execution of this Agreement,
Contractor will furnish certificates of insurance and endorsements to City.
12.4 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.
12.5 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.
13. 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.
14. 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.
15. 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.
16. 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.
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17. 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 are:
For City For Contractor
Name Steven Stewart Name Carl Schneider
Title Municipal Projects Manager Title Project Manager
Department Public Works Address 6353 El Camino Real, Suite C
City of Carlsbad Carlsbad, CA 92009
Address 1635 Faraday Ave. Phone No. 619-905-5522
Carlsbad, CA 92008 Email carl.schneider@schneidercm.net
Phone No. 442-339-2938
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.
18. 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 as required in the City of Carlsbad Conflict of Interest Code.
Yes ☒ No ☐
If yes, list the contact information below for all individuals required to file:
Name Email Phone Number
19. GENERAL COMPLIANCE WITH LAWS
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.
DocuSign Envelope ID: 100E7495-CCC9-4AC5-A105-BACAA98FF522
619-905-5523Carl.Schneider@SchneiderCM.netCarl Schneider
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20.CALIFORNIA AIR RESOURCES BOARD (CARB) ADVANCED CLEAN FLEETS REGULATIONS
Contractor’s vehicles with a gross vehicle weight rating greater than 8,500 lbs. and light-duty package
delivery vehicles operated in California may be subject to the California Air Resources Board (CARB)
Advanced Clean Fleets regulations. Such vehicles may therefore be subject to requirements to reduce
emissions of air pollutants. For more information, please visit the CARB Advanced Clean Fleets webpage
at https://ww2.arb.ca.gov/our-work/programs/advanced-clean-fleets.
21.DISCRIMINATION AND HARASSMENT PROHIBITED
Contractor will comply with all applicable local, state and federal laws and regulations prohibiting
discrimination and harassment.
22.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.
23.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.
City may terminate this Agreement by tendering thirty (30) days written notice to Contractor. Contractor
may terminate this Agreement by tendering thirty (30) days written notice to City. In the event of
termination of this Agreement by either party 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.
24.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 employee, any fee, commission,
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
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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.
25.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.
26.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.
27.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.
28.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. This Agreement may
be executed in counterparts.
29.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.
[signatures on following page]
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Executed by Contractor this_l_S�t_h ___ day of May
CONTRACTOR
SCHNEIDERCM, INC., a California corporation
By:
(sign here)
Carl Schneider,
President and Chief Financial Officer
(print name/title)
By:
(sign here)
(print name/title)
PSA24-3442FAC
I 2024.
CITY OF CARLSBAD, a municipal corporation
of the State of California
By:
ATTEST:
SHERRY FREISINGER, City Clerk
Bu� I. 171��
Deputy City Clerk
If required by City, proper notarial acknowledgment of execution by contractor must be attached. 1f-2
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:
CINDIE K. McMAHON, City Attorney
By: __ bt_lAA __ �--�---
Assistant City Attorney
City Attorney Approved Version 12/22/2023
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EXHIBIT A
SCOPE OF SERVICES AND FEE
See attached proposal dated Dec. 7, 2023.
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CITY OF CARLSBAD
PRojeCT aPPRoaCH PaGe 9
Project Approach
schneiderCm brings more than 15
years of experience providing Cm
services on a range of municipal
projects, often constructed under
strict budgetary and schedule
requirements. our approach is to
tailor our services and staffing to
provide just the expertise you need
when you need it. schneiderCm
will use our signature proactive,
hands-on leadership approach in
conjunction with the proven ideals of
lean Construction principles, pull-planning
schedule development, collaboration and
Procore to deliver real-time, multi-user
access to vital project information.
The schneiderCm team — under
the leadership of lead Construction
manager Robert Polley, CCm, DbIa,
leeD aP, QCm, with the support of field
Construction manager Connor markart,
CCm — brings extensive knowledge and
experience providing Cm services for City
of Carlsbad municipal facility renovation
and reconstruction projects. We have
the resources and expertise to provide
tailored CM services, we understand
the project and its scope of work and we
will leverage our experience on similar
projects — including the City’s Fire Station
No. 2 project — to deliver the EOC project
successfully.
The City expects the selected Cm consultant
to serve as a coordinated team — fully
integrated with City staff — for efficient,
effective and successful delivery of the eoC
project. our approach includes establishing
close working relationships and building
a strong level of trust among all project
participants and stakeholders. We will work
hand in hand with the City to understand the
project’s programmatic needs and how those
are reflected in the scope of work. We will
review contract documents; manage cost,
quality and schedule during construction; collaborate
with stakeholders throughout the process; and conduct
a thorough closeout and punch list process before
handover.
1. Construction Administration
schneiderCm will serve as the City’s eyes on the
project, providing on-site, boots-on-the-ground daily
management and oversight of the project. We will work
with the City to determine the best strategy for achieving
the full scope of services on time and within budget,
giving consideration to constraints and challenges.
1.1 Preliminary Project Work
Proactive planning is key to all successful endeavors —
especially in the management of construction projects.
The project management plan is the foundation for the
success of the entire project. With input from all team
members, Robert will develop a project management
plan and review the scope and contract documents for
this project. We will work with the City and architect to
confirm project budgets including the anticipated total
of all costs related to the project. our preliminary project
services also include: ▸Constructability review▸Preplanning at the project level▸Implementation of accountability-based technology
tools such as Procore▸schedule and task management to minimize gaps in
responsibilities and enhance accountability
foster a collaborative and
cohesive project approach
monitor and strive for continuous process improvement
use lean Construction principles
for efficient work schedules
view the project site as a emergency services facility first and a construction site second
Overall Approach
use pull-planning methodology to release work for upcoming activities
Provide design and construction
management as a seamless
extension of the City’s team
Provide multi-level
management with a
CCm focus
ensure the safety of people on and near the construction site
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CITY OF CARLSBAD
PRojeCT aPPRoaCH PaGe 10
1.2 Contract Administration/Management
Cloud-based Document Management: We are well-versed in the
City’s Procore document management system and will use the
application to provide the City with up-to-the-minute project status
updates as well as effective management of drawings, RfIs, submittals,
cost and change documentation, schedule, daily logs and photos.
Constructability Review and Value Engineering: We will perform
thorough document reviews, constructability reviews, systems reviews,
life-cycle cost analyses and value engineering studies to confirm
consistency across plan sets; verify documents comply with owner and
program requirements; and help ensure budget adherence. We will
also provide written comments on adherence to program, schedule
and budget requirements.
Constructability Review Success: On the County of San Diego’s Lindo Lake Park Phase II project, the SchneiderCM team performed a cursory constructability review before the Phase II RFP went up for bid. We identified several interdisciplinary issues between civil and electrical, structural design deficiencies and inconsistencies regarding the delivery method. Our constructability review allowed the County to revise the design and adjust the RFP before it was released, saving hundreds of thousands of dollars and potential impacts to the schedule and budget.
Coordinating with Other Teams: our team has successfully
completed many Cm projects for the City of Carlsbad and other
agencies in san Diego County in close coordination with other
consultant teams including owner and third-party inspection and
materials testing personnel, design team staff, maintenance and
operations personnel and facility users. We have strong working
relationships with several City departments including Information
Technology, as well as utility agencies and other project stakeholders.
our proven track record of consistently delivering projects on time,
under budget and without substantiated claims has earned us the
respect of our clients, the community, facility administrators and users
and the design professionals and contractors with whom we work.
Cost Control: We will use our cloud-based management software
to allow the entire team to see project progress and budget
utilization in real time and to allow us to work collaboratively to
maintain the budget. In addition, we will provide the City with
regular reports detailing critical aspects of the project and the status
of key items that determine project success.
Schedule Management: before construction begins, we perform
a thorough review of the contractor’s baseline schedule including
the level of detail, activity relationships, durations, values, resource-
loading logic and compliance with contract milestones and
constraints. We also check for items such as front-loading and float
suppression and verify submittal and procurement cycles are
accurately reflected. We also advocate pull-planning scheduling
methodology which involves the development of specific plans for
each work phase in a collaborative workshop, resulting in
predictable, reliable work flows and rigorously managed
sequencing between trade professionals.
Understanding of Carlsbad Processes
Fire Station No. 2
schneiderCm used Procore
to provide continuous, clear
and concise communication
to all stakeholders. The entire
project from design through
construction to punch-list
and documents closeout was
performed through Procore.
Poinsettia Park Phase IV –
Community Dog Park
schneiderCm saved the City more
than $99,000 through change
order negotiation, representing
41 percent savings over the
contractor proposed costs.
Change orders on this project
totaled 5.3 percent of the total
contract value, an excellent statistic
in a low-bid, design-bid-build
delivery method, especially with 66
percent of these being as a result of
owner-requested added scope.
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Utility Coordination: We will coordinate with local
utility owners as needed. Whenever possible, we will
identify options where the utilities might be avoided to
minimize potential cost and schedule impacts. If
avoidance is not possible, we will support utility
relocations focusing on minimizing disruption to the
surrounding work area and the community.
1.3 Reports and Communications
our standard practice is to provide weekly Cm reports
and monthly updates to the client (see Figure 4 for a
sample). These reports — which can be customized
for frequency and level of detail — provide updates on
critical aspects of the project in a one-page summary,
providing a project health snapshot. Report details
include items such as: ▸Costs — real and potential ▸Percent complete versus billed to date ▸schedule milestones and delays ▸status of RfIs, submittals, change orders and
architects’ supplemental instructions ▸Work performed each period ▸Potential or open issues ▸Photos of key events of that week
1.4 Photo Documentation
We will photograph and/or video project progress
to document existing and differing site conditions,
change order or claim items and other special or
unique conditions. We will confirm consistency with the
contractor’s video and photographs and include images
in our weekly reports to the City.
1.5 Construction Progress Meetings
We will plan, coordinate and facilitate the kick-off
meeting including preparation of an agenda with all
relevant project-specific information, introductions of key
personnel and stakeholders, a review of all contract and
code requirements, any project-specific and stakeholder
requirements and any outstanding or potential concerns.
We will review roles and responsibilities, lines of
communication, conflict resolution procedures and
overall project goals. emphasizing the importance of a
cohesive team mentality, we will identify what a successful
project looks like from each team member’s perspective
and set goals to meet those expectations. During
construction, we will conduct weekly progress meetings
to review the schedule, budget status, safety and quality
issues and any other areas of concern. agendas will
be distributed in advance, followed by timely meeting
records and action item lists.
Challenges and Solutions: Verifying the right people are at each meeting is critical to identifying and resolving issues quickly. Part of our role will be to confirm key contributors and decision-makers, such as the police department and other emergency services departments, are in attendance when their valuable input is needed.
1.6 Shop Drawings and Submittal
Reviews and 1.7 Plans and Specifications
Interpretation
all construction documents are time-sensitive and a
timely response is critical to keep projects on schedule
and moving forward. our team will expedite the review of
documents. using Procore cloud-based software, we will: ▸Develop a list of required submittals early and regularly
compare it against the contractor’s list to verify all items
are identified at the start and are addressed in the
schedule ▸Develop distribution lists to identify the parties
responsible for submittal review and acceptance of
submittals ▸Review and process submittals related to General
Provisions and Division 1 requirements, and review and
confirm compliance for all other submittals
FIGURE 4. example Weekly Cm Report
www.SchneiderCM.net I 888-638-1504
CM: Robert Polley
SchneiderCM Project Example A-E/Contractor: ABC Construction
CONSTRUCTION STATUS:
1,234,567.00$ Rate
-$ 0.00% $ 1,234,567.00 $123,456.00 10.00% Original Completion: $ 1,111,111.00 -$ 0.00%PROJECT STATUS/Comments:
Issues: 1. Response from Design Dept is favorable. They will accept wall and landscape design changes. Waiting on formal
letter 2. IFC Final set to be submitted to City for review. Contractor to confirm date however needs to be submitted early Dec to avoid issues with Building Department Inspection. DATE TO SUBMIT TO BE JAN 21, 2022
Potential Costs:Forecast Completion: 9/1/2022
Summary: Rain on Tuesday, steel suppliler delivered structural members on Thursday, contractor on site to resecure permitter fencing and set elevations for steel column install. Moderate work on site this week: Pipe Trades; Electric Subcontractor; City/Fire Inspector (1); Photo 1: Contractor on-site with subcontractor ABC discussing structural steel delivery and staging 2: Subcontractor A sidewalk construction 3: Site Rain again, no work on site FridayCost Exposure: Open PCOs; 9 Open Items on Add/Deduct list tracking. Potential Cost exposure $12,000, PCCO 01
submitted for processing Elevator $124,578, Wall Design $22,431, Redesign Wood to Metal Trellis $16,600, Solar Water Heater additions $24,722-(TOTAL $93,260). Finalizing PCOs - Addition to Station Alerting ROM $42k, New
Metal Trellis ROM $24k, Site Utility Off-Site Work NTE $290k, Bay Doors $79k, Added DATA Station ROM $38k. (TOTAL $502k)
Request for Information (RFIs): 126 RFIs have been written, 2 open, Average turnaround time: 3-days
Submittals: 279 submittals have been turned in to date, 163 Approved; 14 Revise and Resubmit, 4 Rejected; 11
Pending Average turnaround time: 6-days
Schedule: Project is currently not on schedule. Based on steel fabrication and delivery, schedule manager provided an
updated CPM schedule. Current CPM schedule indicates new CCD of 9-1-22. Schedule manager will request through
various change orders 97-calendar "non-compensated" days. PCCO 02 added 45-Non-Compensated Calendar Days. PCCO 03 will add 45 Non-Compensated Calendar Days
Manpower: Contractor (3); Subcontractor (0); Pipe Trades (0) Subcontractor (0) Subcontractor (0); Equipment: Mini Ex (0); Bobcat (0) Scissor Lift (0); Reach Lifts (0), Backhoe (0) Excavator (0) Rubber Tire Loader (0) Dump truck (0)
Architect Supplemental Instructions (ASIs): (2) will be issued 01 Civil Changes; 02 IFC Final drawings
Balance:Revised Completion:9/1/2022
Project Description: Design-build contract for construction of new fire station and municipal building renovation
projects. Projects include demolition of the existing facilities, design and construction of new facilities. The fire sgtation
(inclusive of new station and all site/roadway/signal improvements associated with the station) will accommodate seven firefighters and one captain on duty per 24-hour shift, year-round. The municipal projects consist of the renovation of a 20,000-square-foot office and administration building located at Avenue A and Road B. The facility includes a lobby, offices, open work space areas, a community room space, staff area and exterior patios. Site work includes
Award amount:Contract #: 123456
Approved COs Contract Award Date: 10/1/2021
Revised Contract Amount:% Complete:15%Invoiced to date:9/1/2022
CM WEEKLY REPORT
Updated: 17-Dec-21Project Name: Site Address:1234 Street Name, Vista, CA
our easy-
to-read, one-
page reports use a
summary format that
keeps owners informed
on progress and the
status of critical
issues.
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▸log all shop drawings and samples/submittals ▸answer RfIs directly to the contractor if there is no
impact to schedule, budget or quality of construction ▸use a tickler file to remind reviewers of time-critical
reviews ▸Review the status of work at each weekly job site
meeting
1.8 Construction Inspection Services
In the field, our team will perform daily quality assurance
and coordinate any third-party testing and special
inspection required. We will confirm construction
complies with the plans and specifications and keep daily
logs that record the work, any issues and other data the
City may require.
In the event nonconformances occur, our team will
recommend corrective actions and verify all deficiencies
are resolved. Prior to issuing the contractor’s progress
payment, we will verify work progress of the contract
item and develop quantity calculation sheets to support
auditable monthly partial progress payments.
Item quantities will be field-verified or measured to avoid
over-payment. Payments will be traceable to a checked
source document that is field-measured or calculated
on quantity sheets reflecting completed work. We will
work with the City to provide monthly progress payment
recommendations for timely review, approval and
payment.
Quality Assurance: using the u.s. army
Corps of engineers’ stringent quality control
program, which stresses three phases of
quality assurance and control, we confirm
contractor adherence to contract documents, City
standards and building codes and verify construction
is per plans and specifications prior to scheduled
inspections. The three phases of quality assurance and
control are described in Figure 5 below.
1.9 Progress Payments
The payment process begins with a comprehensive and
detailed schedule of values assembled and submitted to
the construction manager for approval. To approve, we
will confirm the schedule of values is sufficiently detailed
and cost-loaded appropriately for each task without
front-loading. Prior to receipt of the contractor’s progress
payment, we will verify the progress of the contract
item work and develop quantity calculation sheets to
support auditable monthly partial progress payments. The
quantity of each item will be field verified or measured
to avoid overpayment. Payments will be traceable to
a checked source document that is field-measured or
calculated on quantity sheets that reflect completed work.
We will work with the City to provide monthly progress
payment recommendations for timely review, approval
and payment.
Phase 1 – Preparatory Phase
one week prior to beginning work on
each definable feature
▸Review specifications, contract plans
and activity hazard analyses
▸verify materials/equipment have been
tested and approved
▸verify control inspection and testing
plan in place
▸Physical examination of materials,
equipment and sample work
Phase 2 – Initial Phase
Day of work
▸Check preliminary work
▸verify adequacy of controls
to ensure full contract
compliance
▸establish level of workmanship
▸Resolve all differences
Phase 3 – Follow-up
Phase
Daily checks
▸Photograph and document work in
quality assurance logs
▸final follow-up checks to verify all
deficiencies corrected
FIGURE 5. Quality assurance and Quality Control Phases
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1.10 Contractor’s Claims and Change Orders
many construction disputes and claims can be avoided
through proper planning and execution of a claims
management strategy. our team will establish a claims
avoidance management plan that focuses on making
sure the contract and all other documents are clear,
complete and coordinated; properly describes the
City’s desired scope of work; and addresses critical
administrative processes. We will also recommend
procedures necessary to make sure all required contract
administrative functions are covered.
our change order and claims management process
relies on thorough record-keeping and documentation.
Thorough electronic documentation and metadata
tagging of all project correspondence, project photos,
daily reports, RfIs and submittals will assist with claims
mitigation and will greatly reduce discovery costs in
the event of a claim. Timely review and response to all
correspondence and prompt processing of all approved
payment applications and change orders will also be key
factors in claims avoidance.
all change order proposals will be thoroughly reviewed
to determine entitlement and verify accuracy of scope
and quantities. Reason codes, such as client request,
unforeseen site condition, design omission or error
or outside agency request, will be assigned so the
cumulative responsibility for changes can be ascertained
at any time during or after completion of construction. our
proven change order negotiation process has delivered
hundreds of thousands of dollars in savings to our clients,
as shown in Figure 6.
should a claim become inevitable,
the earlier the dispute can be
resolved, the more likely
the cost of resolution will
be lower. Therefore, we
urge immediate action
to resolve the dispute or
at least advance toward
resolution — particularly
during construction. We
will promptly analyze any
claim so the City and the
contractor can react with the
benefit of an objective assessment of
potential liability and costs. following this approach, the
City will be able to effectively deny claims that are without
merit and acknowledge claims that have merit. We assist
in preparing and presenting claims analysis findings and
are experienced with all forms of alternative dispute
resolution including litigation and can effectively assist in a
manner that is appropriate to the process selected.
schneiderCm’s claims resolution services include: ▸schedule/delay/
acceleration analysis ▸extended overhead
claims ▸loss of efficiency claims
▸extra work claims ▸Preliminary analysis ▸mediation ▸expert witness testimony
and litigation support
FIGURE 6. Cost savings through Change order negotiations
Project and Owner Construction Value Savings
Fire Station No. 3 – City of Carlsbad $6M $98K
Dove and Cole Libraries – City of Carlsbad $7M $312K
Public Library – City of El Centro $14M $128k
Headquarters Building – Olivenhain Municipal Water District $13M $160K
The Language Academy – San Diego Unified School District (SDUSD)$10M $480K
Knox Preparatory School – SDUSD $18M $1M
Hoover High School Athletic Facilities – SDUSD $10M $800K
Hoover High School Green Woodshop – SDUSD $4M $430K
Claims Negotiation Success
SchneiderCM successfully negotiated two potential contractor
claims on the City of el Centro’s Public library project, saving the City
$225,000 on an extended overhead claim and $20,000 on a potential
escalation claim.
We take a firm but
fair stance on change
management. all change
order proposals are
reviewed and tracked with
reason codes.
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2. Project Closeout
We will develop and track the final punch list using our
management software. a final audit and measurements
of each unit per the schedule of values at each location
will be submitted for approval of final payments. a
compilation of all testing and inspection reports will be
provided with the closeout documents and warranty
letters for each phase. Tasks to be completed by our team
during this phase include: ▸Punch list coordination ▸Change order/claims resolution/closeout ▸Conducting post-construction audits ▸Compiling test reports ▸scheduling and facilitating commissioning and training
sessions for City staff so they will be properly trained in
the use of all equipment and equipment and building
system maintenance ▸using Procore to track punch list completion status ▸Developing a warranty checklist for required
warranties, operations and maintenance manuals,
as-built drawings and certified surveys ▸Providing a final project cost accounting
of budgets to actual
We will track the project warranty date
so the City can perform a final warranty
walk one month prior to the end of
the warranty period for the review and
repair of potential warranty items such
as cracked and lifting concrete or failure of
asphalt in any location.
Challenges and Solutions: Confirming attainment of substantial completion and full closeout, including completion of all punch list items and turnover of all required contractor warranties, can be challenging as project participants move on to their next assignment. We proactively track the status of completion of work performed by the contractor and review contractor requests for acceptance against predetermined conditions for acceptance.
Additional Tasks
We provide additional Cm services to support successful
projects including: ▸Personnel Relocation: When maintaining ongoing
facility operations or tenant improvement phasing is
complex, we can help establish temporary swing
space facilities and manage move-in and move-out
processes.
▸Move Coordination: In addition to maintaining
facility operations, our team will also help coordinate
moving between buildings as part of our Cm services
as needed. Thanks to our team’s experience working
on buildings and with agencies that have special
security and confidentiality needs, we understand
chain-of-custody requirements for records and
evidence items and will provide the right level of
support. We will prioritize maintaining systems during
the move process and preventing system downtime to
minimize impacts to City and emergency services. ▸Community Outreach Support: We will help the City
identify a point person — whether it be one of our staff
members or a City representative — who is responsible
for community interaction and can help streamline the
communication process and support consistent and
accurate messaging.
Warranty
Support
schneiderCm
provided warranty
support for Fire Station
No. 2, Aviara/Poinsettia Parks
and the Ocean Street Beach
Access projects. services included
overseeing contractor compliance
with warranty commitments,
conducting quality reviews of
completed work, coordinating with
end users and project stakeholders
and ensuring required
documentation was completed
accurately.
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sCHeDule anD HouRs PaGe 15
Schedule
Tentative Construction Schedule: We understand the
City’s tentative schedule and we have the capacity and
availability to staff this project for its entirety.
Current Workload and Availability: We understand
the City anticipates issuing notice to proceed on this
project in march 2024 with construction running through
september 2024. Robert and Connor will together
provide full-time Cm services on the eoC project from
notice to proceed through closeout.
once construction begins on veterans memorial Park in
fall 2024, Robert will serve as the responsible-in-charge
construction manager on the eoC project and continue
providing contract administration and project oversight
and Connor will serve as the full-time on-site construction
manager, coordinating closely with Robert and the City
for the remainder of the eoC project through closeout.
our cost proposal (under separate cover) provides a
detailed breakdown of our anticipated level of effort for
this project.
Hours
Figure 7 illustrates our estimate of hours and anticipated
level of effort and summarizes the project schedule for
the eoC project from kickoff through construction and
closeout.
FIGURE 7. staff utilization 2024
Activity J F M A M J J A S O N D
Construction NTP
Submittals and Shop Drawing Review/Approval
Construction Phase (7 Months)
Project Closeout (1 Month)
Completion u
Staffing Resource (Hours/Month)Labor Hours
Lead Construction Manager 0 0 84 88 88 76 88 88 80 40 0 0 632
Field Construction Manager 0 0 84 88 88 76 88 88 80 40 0 0 632
Estimating*0 0 4 4 4 4 4 4 4 0 0 0 28
Scheduling*0 0 16 2 2 2 16 2 2 2 0 0 44
Principal-in-Charge*0 0 4 4 4 4 4 4 4 4 0 0 32
* Available as needed 1,368
0
20
40
60
80
100
DNOSAJJMAMFJ
Lead and Field Construction Manager
Scheduler
Principal-in-Charge
Estimator
DocuSign Envelope ID: 100E7495-CCC9-4AC5-A105-BACAA98FF522
6353 El Camino Real, Suite C Carlsbad, CA 92009
Tel: 619-905-5522
Fax: 888-638-1504
Exceeding your Project, Construction Management, and Consulting needs
7 December 2023
Attn: Janean Hawney
Contract Administrator
City of Carlsbad
1635 Farady Avenue
Carlsbad, CA 92008
Subject: FEE SCHEDULE for City of Carlsbad Emergency Operation Center Construction
Management Services
Dear Ms. Hawney,
In response to the City of Carlsbad’s Request for Proposals for Construction Management
services for the Emergency Operations Center, below is our fee proposal.
Since the tasks identified in the RFP overlap with each other and many are performed
concurrently, our time estimate is broken down instead by project phase.
SchneiderCM’s Fee Proposal is based on the scope of work in the proposal and per the
estimated number of hours per the staffing plan shown attached:
Staffing Plan
•Senior Construction Manager, Robert Polley: (632 man-hours)
o 50% time during construction (7 months)
o 50% time during closeout
•Field CM, Connor Markart (632 man-hours)
o 50% time during construction (7 months)
o 50% time during closeout
•Estimating:
o Periodic as needed (28 man-hours)
•Scheduling:
o Periodic as needed, see resource chart (44 man-hours)
•Principal:
o Periodic as needed for oversight and problem solving (32 man-hours)
Fee
Our fee encompasses all the tasks outlined in the scope of work indicated in the RFP and are
summarized by hourly rate as shown on the following page:
DocuSign Envelope ID: 100E7495-CCC9-4AC5-A105-BACAA98FF522
6353 El Camino Real, Suite C Carlsbad, CA 92009
Tel: 619-905-5522
Fax: 888-638-1504
Exceeding your Project, Construction Management, and Consulting needs
Fee Calculation
o Senior CM: 632 hours x $185/hr:$116,920
o Field CM: 632 hours x $165/hr:$104,280
o Estimating: 28 hours x $165/hr:$ 4,620
o Scheduling: 44 hours x $165/hr:$ 7,260
o Principal: 32 hours x $200/hr:$ 6,400
TOTAL:$239,480
SchneiderCM’s hourly CM rate of $185/hr is broken down to direct costs of $113.77/hr with a
multiplier of 2.4 (calculated as fee/wage).
Costs are in dollars per hour and fully burdened (including travel).
Thank you for your consideration. Please contact me on 619-905-5522 if there are any questions
or clarifications needed.
Yours Sincerely,
Carl Schneider
CEO, SchneiderCM, Inc.
DocuSign Envelope ID: 100E7495-CCC9-4AC5-A105-BACAA98FF522