HomeMy Public PortalAbout20130711CHC - SPLOST Project Management Service.pdfSPLOST PROGRAM MANAGEMENT SERVICES
DEVELOP AND REFINE SCOPE OF PROGRAM NEEDS FOR EACH PROJECT - CKA
will meet with City of Tybec Island Staff to review and develop a detailed project scope,
determine the current project status and how the existing budget was prepared. CHA will provide,
coordinate, and facilitate the technical support necessary to review, analyze, develop, and refine
the scope of each project to that each project scope and budget are compatible. CHA will also
obtain the current status of each project to assist in the development of the Management and
Implementation Plan.
SITE ANALYSIS - CHA will, as required by project needs, ascertain the current site status for
each project. CHA will provide an investigative analysis with regard to site suitability and
feasibility and make recommendations as requested by owner.
MANAGEMENT AND IMPLEMENTATION PLAN — CHA w all prepare a Management and
Implementation Plan. This pian wfl establish the general basis for the sequence and management
of all activities. This plan will incorporate the SPLOST budget and schedule constraints and
contain the procurement approach for all Land and Easement Acquisition, Design, Construction.
FF&E, and Move -In activities.
MAS7T ee R SCHEDULE — CHA will prepare a master schedule that will include Design and
Construction activities for all projects. The Master Schedule will include key milestones to be
accomplished by project participants and will update and adjust this document as required.
BUDGETS — CHA will develop Project Budgets for each Project This document will provide a
budge, amount for all foreseeable project costs and expenses, including but not limited to Land
and Easement Acquisition, Design, Construction, FF&E, and Move -In activities and other items
as required on a prniect specific basis.
PAYMENT PROCEDURES — CHA will in conjunction with City of Tybee Island Finance Staff
develop payment procedures. This procedure will delineate the process to be used and the
approvals required for the payment of all project costs and expenses.
CASH FLOW ANALYSIS - CHA will in conjunction with City of Tybec Island Finance Staff
prepare a cash flow analysis and summary. This analysis will incorporate the projected sales tax
revenue and the Program/Project expenses for the duration of the services provided by this
agreement. CHA will make project and program recommendations based on SPLOST current
cash flow projections.
PUBLIC RELATIONS ACTIVITIES — tf required, CHA will assist City of Tynan Island in
public relations activities including the preparation of Program Information and attending internal
and public meetings.
DEVELOP DESIGN PRASE PROCEDURES— CHA will develop and implement Design
Phase procedures for the overall management of the SPLOST Program. These procedures will
provide the basis for communication between CHA, the Design Consultants, and sponsoring
Agencies and Departments.
IL SPLOSI' PROJECT MANAGEMENT
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LAND ACQUISITION — CHA will assist City of Tybee Island it, managing the Land
Acquish'on process. These activities shall mc':ude the oversight and management of the
development of appraisals, title clearances, sales agreements, condemnation processes and
others necessary in acquiring property identified for specific projects.
DESIGN CONSULTANT SELECTION — CHA will assist City of Tybce Island in Resign
Consultant selection by developing lists of potential Design Consultant firms, developing
criteria and judging formats, preparing the appropriate RFP documents, assisting in the
review of written proposals, assisting and conducting interviews, evaluating ca::didates, and
making recommendations.
DESIGN CONSULTANT CONTRACT — CHA will assist City of Tybee Island in the
preparation of the Owner/Design Consultant Agreement and submilting a contact documem
for the appropriate legal review by City of Tybee Island legal Staff.
DESIGN CONSULTANT ORENTATION — CHA will, as required by project needs,
conduct a Design Consultant orientation session in which all project parameters such as
schedule, budget., program, site conditions, and other physical and City of Tybee Island
defined constraints will be formally given to the Design Consultant.
PRE -DESIGN PROJECT ANALYSIS — CTIA will, as required by project needs, conduct a
Pre -Design project analysis in conjunction with each design team, City of Tybce Island Staff,
and other appropriate parties. This project analysis will create a forum where further study
into budget. schedule, and other constraints may be investigated.
PROJECT BUDGET — CHA wilt review the Program of Requirements, site constraints,
schedule goals, and all budget data that has been collected. CHA will then, based on this
information and historical cost data, develop a Project Budget. This Project Budget
development effort will also include any potential shortfalls or surpluses in the budget and
recommendations for cost reductions or revisions to the Program of Requirements. Upon
balancing the Project Budget with the each respective Program of Requirements, CHA will
present a reconciled Project Budget to the City of Tybee Island for approval.
B. DESIGN PHASE SERVICES
DESIGN PHASE COORDINATION — CHA will serve as City of Tybee Island's
representative in the coordination of the Design Team's activities and will manage the
process with respect to the implementation of the Design Phase procedures, approved Design
Team fee, Schedule goals.
DESIGN SCHEDULE MANAGEMENT — CHA will manage the flow of information
between City of Tybee Island, the Design Team, and any other Project Stakeholders. CIA
will monitor the Design Phase schedule and promptly identify, any constraints or emerging
obstacles in achieving the Design Schedule goals.
COST MANAGEMENT PROCU DUKES — CHA will implement and maintain cost
management procedures throughout the Design Phase. When design or programmatic
changes are made and approved by City of Tybee island, these changes will be evaluated for
cos: impact and recorded. CFA will prepare any Design Phase cost amendments for formal
introduction into the Design Consultant Contract.
LIMITED DESIGN REVIEW — CFA will review the in -process design, document for
adherence to the Program of Requirements. This limited review will be provided at t o
Schematic Design Phase and all succeeding design phases. CRA's comments may be
provided in writing and as notations on the submittal documents. Comments will only be
adviscry and not directives. Review will be provided with due care and the performance of
Des;gn Reviews will under no circumstance:
a. Relieve the Design Consultant of their responsibility to provide sound design and
properly prepare contract documents: and
b. Make in any way responsible for, liable for, or an insurer of the design and /or the
performance of the Design Consultant.
CONSTRUCTIBILITY REVIEW — Subject to the preceding paragraph, CiiA will, as
required by project needs, provide input to City of Tybee Island and the Design Consultant
re9ative to value, sequenc6nu of construction, duration of construction of various building
methods, and constructability. CHA will flag proprietary specification.
COORDINATE DESIGN DOCUMENTS — CHA will, as required by project needs,
provide coordination between the Design Corandtant and City of Tybee Island in an effort to
preserve the proper flow of information. CHA may coordinate design reviews at the
Schematic Design. Design Devempment, and 100% Construction Document phases and may
compile and expedite City of Tybee Island's comments to the Design Team,
EXPEDITE AGENCY REVIEWWG AND APPROVALS — CHA will be responsible for
attempting to secure and transmit appropriate documents to the various approval agencies
within the prescribed timeframes and will expedite these agencies' approvals to the extent
reasonably feasible.
DESIGN PHASE SCHEDULE - CHA will continuously monitor the Design Phase
schedule and promptly identify potential constraints and make corrective action
recommendations where scredule goals are in jeopardy.
PROJECT AN'TICIPATE1D COST — CHA will prepare documents as related to each
Project's anticipated construction related costs and respective contingencies. Such anticipated
costs will be clearly defined and incorporated into the Design Consultant's contract.
DESIGN PHASE ESTIMATES — CHA wit, as required by the project's needs, will obtain
and review Design F'stimates in Cost Model format. Such estimates will be reviewed and
reconciled at each Design Phase milestone. In the event that variances with respect to the
Project Budget exist, CHA will make recommendations for appropriate corrective action.
COST ADJUSTMENT SESSIONS (VALUE ENGINEERING) — Should significant
variances exist at any of the above referenced milestones; CHA will conduct Cost Adjustment
Sessions with the Design 'Team and City of Tybee Island. At the conclusion of this effort. the
agreed upon modifications will be incorporated into the Contract Documents.
PROJECT STATUS REPORTS — CHA will provide and distribute monthly Project Status
Reports which identifies current seherhoe and budget status of each project as well as any
other significant data that may be of interest to the Project Stakeholders.
CONTRACTS FOR CONSTRUCTION — CIiA, with the assistance of the Design
Consultant, will prepare for City of Tybee Island's approval the Invitation to Bid or Submit
Proposal, Proposal Fora, and Contract Documents.
BEDDING PROCEDURES — CHA will assist City of Tybee Island Purchasing Staff in
developing Bidding Procedures for document distribution, tracking, and receipt of required
documents from offeror's in full compliance with Public Procurement procedures as outlined
by the State of Georgia Code.
GENERATE OFFEROR INT'ERES'T — CHA will maintain contact with potential offerors
during the procurement period. In the event that reasonable coverage is not anticipated
through regular channels, CHA will make recommendations and actively solicit other
notentiau offerors that multiple submissions may be evaluated.
C. BU) ANDAWARD PHASE SERVICES
LOCAL OFFERORS LIST — CHA will assist City of Tybee Island Purchasing Staff in
preparing Psts of qualified local vendors and actively soliciting their participation in Inertly
funded projects.
BIB/RFP ADVERTISEMENTS — CHA will assist City of Tybee Island Purchasing Staff in
Preparing and placing appropriate notices and advertisements relative to Project soPcitations.
PRE-RID/IPRGP®SAL CONFERENCES — CLIA in conjunction with City of Tybee Island
Staff will conduction Pre-Bid/Proposal Conferences. These conferences wily be a forum for
all potential of eros to formally review each respective Project Requirements.
COORDINATION ANIS INQUIRIES — CHA will coordinate communications related to
offeror inquiries and seek resolution from the appropriate source. CHA will then
communicate such information back in a timely manner. CHA will also manage the addenda
process from a procurement procedure compliance, cost, and schedule perspective where
necessary.
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SUBMISSION EVALUATION — Upon receipt of submissions, CHA will assist in the
formal receipt, evaluations, and assessment responsiveness and costs. CHA will then make a
recommendation. to City of Tybee Island for approval and award.
CONTRACT NEGOTIATIONS — CHA will nego-und of behalf of City of Tybee Island for
the addition or deletion of Project Scope as necessary prior to the Contract Award.
CONSTRUCT -ION CONTRACTS — CHA assist City of Tybee Island in the preparation of
the Construction Contracts, review Bonds and Insurances, and issue the proper Notices of
Award and Notice to Proceed.
PRE -CONSTRUCTION CONFERENCES — CHA will conduct Pae -Construction
Conferences with members of the Project Delivery Team to orient all Team members and
reinforce Project procedures and requirements.
PRE-CONSTRIiCTION TRANSFERS — In the event that materials or equipment have
previously been purchased for the use by any contractor, CLIA will as required by the Project,
needs assist 3n the transfer of this equipment or materials concurrently with the Award of the
contract.
D. CONSTRUCTION PHASE SERVICES
CONSTRUCTION DOCUMENTATION — CHA will establish and implement procedures
for ail Construction Documentation such as: submittals, NOPC's. Change Orders, Payment
Requests, RFI Logs, ASI's and Construction Directives. As City of Tybec Island's
representative, CHA will be the party through which all Construction Documentation will be
processed between Contractor to City of Tybee Island andlor Design Consultant.
SITE MEETINGS — CHA will conduct periodic job -site progress meetings with the Project
Delivery Team.
DESIGN CONSULTANT MANAGEMENT — CHA will ma -.age the Design Consultant's
activity during the Construction Phase for compliance with their approved scope of services.
COORDINATION OF TECHNICAL INSPECTION AND TESTING — CHA will
coordination the technical inspection and testing provided by the Design Consultants or third
party firms. AC reports will be approved to form by CHA and received on a regular basis.
CONSTRUCTION SCHEDULE — CMA upon City of Tybee Isiand's approval wih issue a
Notice of Award to the successful offeror. Upon receipt, CHA will review the offeror's
schedule for contract compliance and compliance with the overall Master Schedule. Utilizing
the Critical Path Method CHA will evaluate this schedu:e on a regular basis for progress
evaluation.
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PERIODIC CONSTRUCTION INSPECTION — CHA will make reasonable efforts to
observe The progress of the work and advise City of'rybee Island of any deviations, defects,
or deficiencies observed in the work, CHA observation duties shall include reasonable
diligence to discover work that is not in compliance with the Contract Documents. These
periodic hispections will riot, however, cause CTIA to be responsible for duties and
responsibilities that belong to the Design Concuhant or the Contractor, and which include, but
are not limited m, the Design Consultant's obligation to produce clear, accurate drawings n :d
specifications and the Contractor's responsibilities for the techniques and sequences o`
construction and safety procedures incidental thereto, and for performing the coostmction
work in accordance with fie Contract Documents.
!b(!;!—:,CAPVFORIi IING WORK - CHA in con unetioa with the Design Co ilmnt will
make recommendations to City of'iybee Island for corrective action on observed ,non-
conforming work. CHA will make recommendations to Cit}of Tybee island and the Design
Consultant in instances where CHA observes work that, in its opinion, is defective or not in
conlmmance w;th the Contract Documents.
EXERCISE OF CONTRACT PREROGATIVES — When appropriate, CHA will advise
City of Tybee Island and make recommendations for exercising City of Tybee island's
contract prerogatives, such as giving the Contractor notice to accelerate the progress when
schedule are in jeopardy due to Conga: tnr failings, withholding payment for cause and other
prerogatives when required in an effort to a&.;cve contract compliance.
SCHEDk1E.E OF VALUES — CHA will review and reconcile the Contractor's Schedule of
Values for each of the aetivitics included in the Construction Schedule and will use this
:nfomtation as initial data to manage Ice progress payment schedule for the duration of Lite
Construction Phase -
CONSTRUCTION PROGRESS REV HEW— CHA will review the progress of construction
with the Contractor, observe the work in place and property stored materials in a monthly
basis, and evaluate the percentage complete for each construction activity as indicated on the
construction schedule. This wM represent the Contractor's comments] progress and will he
the bas's for me athly payment to the Contractor. This review will also be a determination of
The Contract Document compliance with msmot to schedule.
EVALU ATE PROPOSAL, COSTS — CHA wall evaluate the Contractor's proposal cost and
will make a format recommendation to City of Tybce Island regarding the acceptance of the
proposal for a Contract Change. In the event of a major. scope change during the construction
phase, CHA will further evaluate the proposal and make a recommendation to City of Tybee
Island for. acceptance.
NEGOTIATION OF CHANGE ORDER COSTS AND TIME EXTENSION', — CHA
when required will negotiate costs and time extensions on behalf of Cih of I - lsiznd as
appropriate. CTIA w'fl advise City of Tybee Island of the resuh and in the event that the
proposed costs are deemed appropriate, recommend a formai Change Order for aaproval.
FORCE ACCOUNT RECORDS — In instances where the proposed Change Order work, is
to be dome on a Force Account basis. CHA will maintain and review The appropriate
c�ecutnentation for costs associated with the prescribed work
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Au -BUILT DOCUMENTS - CHA will perforce coordination and expediting functions in
connection with the Contractor's obligation to provide "as -built documentation.
TRALNN1lG - CHA will coordinate and schedule training as needed for City of Tyhee
:stand's maintenance and operation of the respective Projects.
SUBSTANd,' LIFUNIAL COMPLETION - ?n conjunction with the Design Consultant
CHA will make a determination of the Contractor's Project Completion status with respective
observed deficiencies. Once all deficiencies have been resolved CHA will along w:th the
Design Consultant issme the Contract defined Certificates.
OCCUPANCY PERMIT - CHA will assist City of Tybee Island in obtaining the
appropriate Ocecrpancy Permits from the issuing officials.
F.
MOVE MANAGEMENT - CHA will assist City of `=ybee Island in coordinating the end
user occupancy into the respective facilities. This wilt lndude the procurement of PF&E and
other items as regcired b; the individual project.
IshkR.R✓a.NTY LNSUC.TIONS CHA will coordinate. during the extent of the warranty.
period any further inspections and will transmit notice to the Contractor any warranty clarets.
CHA will expedite warranty claims during this period.
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