2024/05/22 Council Agenda Packet

700-003: Client Coordination and Reporting, during Construction The Consultant will direct and supervise internal staff team members and their activities for the duration of the construction project. The Consultant will monitor and track scope activities, budget expenditures, and prepare monthly progress reports and invoices with sufficient detail to demonstrate expended effort and budget status. Task 700 Deliverables: ▪ Returned submittal reviews and RFI response/clarifications. ▪ Revised drawings, associated with any construction change proposals or change orders ▪ Field reports associated with site visits. ▪ Monthly Progress Reports and Invoices Task 700 Assumptions: ▪ City shall be responsible for: ▫ Providing the Consultant with three sets (specifications and half-size plans), of “Approved for Construction” documents. ▫ Directly communicate with the contractor on all issues. ▫ Receiving all contractor submittals and RFIs and sending Consultant those which the city desires consultant’s review/response. ▫ Review and processing contractor pay requests. ▫ Monitoring, tracking, and documenting of all changes during construction necessary to preparing record drawings, including obtaining red-line markups from the contractor. ▫ Preparation of “as-constructed” record drawings. ▪ The number of RFIs, submittal reviews, and change orders is unknown and actual level of effort for this task will vary. Budget for this task is established from assumed hours for anticipated staff based upon similar assistance provided on previous comparable projects. Task budget to be expanded as necessary as project progresses and consultant will monitor budget status and advise client when the task budget is 85% exhausted to determinate at that time if an amendment should be executed. ▪ Project construction assistance services budget is based on providing services for consecutive eight (8) month duration (Construction start through project closeout). ▪ Project progress reports and invoicing will be submitted monthly. Invoice backup information (timesheets, mileage and expense logs, etc.) will not be submitted with invoicing, except for copies of subconsultant invoice documentation. Backup information will be made available for staff auditing purposes, if requested. ▪ Labor and expense task level-of-effort budgets are estimates and consultant reserves the right to transfer unused task budgets to accomplish other service-task scope activities, if necessary, and only upon approval from the City.