HomeMy WebLinkAboutscope of services 2y R,
EXHIBIT B - '1
AEPIII
SCOPE OF SERVICES
1.1 BASIC SERVICES
Program Manager s half provide o verall o rganizational m anagement o f p rojects
within the scope of work as described in Exhibit A or work outside the scope as
agreed to by both parties. The Program Manager shall manage the Project
budgets, scope and schedules as well as minimize impacts on on -going Airport
activities, utilizing standard COUNTY and BCAD procedures.
1.1.1 Project Definition
Program Manager shall review all planning studies related to AEP III and
shall maintain configuration control and verification of the elements that
make up the projects in Exhibit A. The Program Manager shall provide
controls to meet the requirements of Fort Lauderdale/Hollywood
International Airport and other related agencies such as Port Everglades,
FDOT, FAA and all permitting authorities.
1.1.2 Budget Coordination
Program Manager s hall a ssist the F INANCIAL MANAGER by p roviding
information on Project status, schedule progress, etc. to assist in
projecting future cost for the work that has been encumbered based on
current status, and to comply with budget requirements being met based
on total projected costs.
1.2 PROGRAM CONTROL SERVICES
Program Manager shall implement program controls functions to direct and
organize the work. The control. functions shall include development and
maintenance of a master schedule, cost control and budget management,
implementation of a program management control system (PMCS) to be
approved by the County prior to implementation, document control and monthly
reporting. Program Manager represents .that the personnel provided to the
County are and will be experienced qualified personnel familiar with all aspects of
the position to which assigned and thoroughly familiar with the PMCS to be
utilized on the Program.
Program Manager shall provide a Draft Program Management Plan for approval
by the County within 30 days of the award of the agreement.
1.2.1 Schedule Control
Program Manager shall develop a Master Program Schedule (Master
Schedule) that meets the objectives of BCAD and identifies the Project's
major components as referenced in Exhibit A and shall also identify other
projects that will have impact or interface with the major Projects. The
Program Manager shall assist Architects, Consultants, Contractors and
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1 • t,
other Program Participants in developing detailed Project Schedules that
support the Master Schedule. The Master Schedule shall integrate
administrative, design, pre -construction, construction, post -construction
and closeout information and shall serve as the highest level of
scheduling for the program. goals. The Program Manager shall also
utilize the approved Master Schedule as the basis for the Program
Manager's staffing plan.
The Program Manager shall also maintain detailed Project Schedules that
reflect activities at the project level such as critical interim milestones,
detailed design activities that relate to deliverables required for the permit
process and other agency review, the shop drawing submission and
review process, detailed construction activities such as the procurement
process for long lead items andowner furnished material, inspection,
testing and acceptance dates and dates that relate to substantial
completion and final acceptance.
The Master Schedule will be updated weekly and will be submitted to
BCAD on a monthly basis or as project conditions require.
1.2.2 Cost Control & Budget Management
Program Manager shall assist the Financial Manager by providing
construction c ost i nformation o n a ctive p rojects. T he P rogram Manager
shall develop and maintain a construction cost report that summarizes the
status of the project budget, commitments against the budget, changes to
the commitments, the estimated cost of the project at completion and any
known forecasted risk. The Program Manager shall utilize the Program
Management Control System as the reporting software for the
construction cost report. Program Manager shall coordinate cost
reporting with the County's financial management system (currently
Advantage by AMS). Program Manager shall perform a monthly
reconciliation to the County's systems and provide the County with a
report of the results.
The Program Manager shall work with BCAD to establish a change order
procedure and report form that controls and reports on change orders and
that will be coordinated with and be reflected in the construction cost
report. The Program Manager shall utilize . the Program Management
Control System to maintain the change order status report. Program
Manager coordinates it's a ctivity with L GFS a nd reports a nd reconciles
the Program Manager's system to the County's system.
1.2.3 Program Management Control System (PMCS)
Program Manager shall implement an interactive networked application
system that will serve as an accessible, collaborative system. The
system shall allow project teams to utilize a common database of
information for documents and images. The PMCS shall provide
functions that allow for project Identification and reporting at a glance,
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daily inspection reports, journals and logs, field orders, project plans and
specifications, requests for information (RFI's), submittals, shop drawing
and shop drawing logs, punchiists, file uploads and links to other relative
data such as codes and regulations, reports and queries. The Program
Management Control System shall. also be used to manage and report on
construction costs.
1.2.4 Document Control
Program Manager shall implement and maintain a document control
system that will track, log and file all documents produced and received
by the program. The document control system will utilize an electronic file
management system for document retrieval and queries. Documents
produced in hardcopy including reports, incoming and outgoing
correspondence at all levels of the program shall be maintained in file
cabinets.
1.2,5 Monthly Reporting
In a format acceptable to the County, the Program Manager shall record
the progress of the Program/Projects and submit written progress reports
to the County on a monthly basis. Monthly reports will include, at a
minimum, overall program status by project, critical project elements,
financial data reflecting budget, commitments, changes and activities, and
other data, which may be requested by the County, for the reporting
period. The monthly report will also address project schedule status. All
financial data contained in the monthly report will be reconciled to the
County's financial system. The monthly report will be produced on both
electronic media (cd-rom) and as a hardcopy document. The monthly
report will be distributed in accordance with directions from the County.
This report is in addition to services required for Financial Manager's
report.
The monthly report shall be produced at two levels, an executive level for
distribution to Broward County and BCAD senior management and a
detailed report for distribution within the Program Management and BCAD
staff in accordance with the County's directions.
1.3 1.3 DESIGN MANAGEMENT SERVICES
Program Manager shall assist the County in the management of the various
design contracts for the Airport Expansion Program. In performing these
services Program Manager shall coordinate activities of engineers and architects
in the development and production of plans and specifications for the individual
projects. Program Manager shall assist the County in oversight of the design
consultant's activities and will provide leadership with respect to the
Implementation of design management procedures by all parties.
1.3.1 Program and Project Definition Services
Program Manager shall p rovide p rogram a nd project d efinition s ervices
resulting in a report that defines the proposed project and the Interface of
that project within the overall AEP Program, if applicable. The report shall
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include a statement of need for the project, the objective, the requirement
and any important interfaces. The work will include planning efforts
necessary to define the project so that conceptual order of magnitude
cost e stimates can b e prepared a nd I ncluded. A ny s pedal o perational
requirements shall also be defined. The report will also serve as a scope
document for NE contracting.
1.3.2 Procurement of Design Services
Program Manager shall assist the County with preparation of RLI's and
contract documents for various Program Elements within Exhibit A. The
Program Manager shall assist t he County in the timely procurement of
professional design services as required to complete each project.
Program Manager shall assist BCAD with the evaluation of all responses
to RLI's. Service shall Include but may not be limited to: assemblage of
documents for distribution, preparation of objective evaluation matrices
for use by the selection and negotiating committee (SNC) members,
reference checks, requesting follow-up responses from proposers,
coordinating SNC activities, technical analysis, and administering
amendments. Work effort shall be provided in a timely: manner consistent
with the selection and negotiation schedules for each procurement.
Following selection of an Architect/Engineer for a project, the Program
Manager shall review all planning documents and other reports and
documents as designated by BCAD to determine thatthe scope of work is
adequate as a basis for p rogrammitig a nd concept d evelopment of the
project by the Architect/Engineer.. Program Manager shall also consider
physical, functional and operational interfaces for each project. Program
Manager shall manage and document all interface requirements and
provisions between different projects within Exhibit A.
1.3.3 Consultant Invoice Review
Program M anager s hall review consultant i nvoices a nd c ompare a ctual
work done to what is being invoiced. If work performed is consistent with
the invoiced amount Program Manager shall recommend payment by the
County. Program Manager . shall request revisions or additional
information regarding consultant invoices as may be necessary or as
required by the County. Program Manager shall also review consultant
requests for additional fees and advise on the appropriateness thereof.
Program Manager will review consultant's invoices to assure that work
complies with County policies.
1.3.4 Standards for Construction Plans
Program Manager shall require the Architect/Engineer to submit a CAD
Plan for review a nd a pproval. The CAD P Ian s hall p rovide a common
basis for the development and transfer of CAD data. The CAD Plan shall
take advantage of any existing standards presently in use .by BCAD.
AUTOCAD, Version 12 or the most recent release, will be used for this
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purpose. All construction documents and the record drawings shall be
produced based on the approved CAD Plan.
Should County choose the Optional Service for Resource Manual, the
Program Manager will maintain and update such Manual. Each project
Will have a Project Definition Report that customizes information found in
the Resource Manual.
1.3.5 Design Review
Program Manager shall establish periodic reviews of the Architects' plans
and specifications for all phases of the design process. Program
Manager shall ensure that the configuration and vision of the original
approved concepts are retained into the design process. • Program
Manager shall coordinate between the Architect and BCAD to promote a
free flow of information on design of the specific projects.
Formal design reviews will be accomplished at the conclusion of the
Schematic and Design development and the Construction Documents
phase. Program Manager shall schedule and coordinate design meetings
as a means to facilitate the exchange of information and resolution of
design issues resulting from the review process.
Priorto the 30% A/E design milestone of any . protect, the PM may
recommend and Owner may authorize an independent, multidisciplinary
design review.
Where FAA Grant Funding is being used to fund specific projects, the
Program Manager shall obtain, from each design consultant, an executed
FAA Sponsor Certificate for project plans and specification.
Program Manager shall assume responsibility for leading all design
reviews and will provide a written report with comments and
recommendations that address the design's conformance to established
criteria and the intended use for the program element. Written reports will
be prepared for each project and each review. Any required remedial
action resulting from .design reviews .will be initiated by the Program
Manager and implemented by the Architect/Engineer.
Program Manager shall participate in maintainability reviews of systems
and equipment during the design phase to determine that the designed
and specified materials and equipment adequately provide
maintainability, reliability and that it will be compatible with existing Airport
systems and equipment. Program Manager shall periodically review the
plans for constructability. These reviews shall include compatibility of
materials and equipment, phasing and staging of work activities
availability of specified element and interdisciplinary coordination.
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1.3.6 Design Cost Estimating
Program Manager shall develop a format that identifies deliverables and
establishes payment of fees for the principal phases of the design
process, prior to the establishment of the design estimate. The format
shall be acceptable to BCAD and the Financial Manager as well as the
Program Manager.
1.3.7 Design Estimating
Program Manager shall provide estimates at the conclusion of the
Schematic Design and the Design Development phases performed Design
Development Estimate will be accompanied by a report to BCAD, the
Financial Manager and appropriate design consultants identifying
variances with the original budget for Projects and making
recommendations for appropriate corrective action, if required.
1.3.8 Tenant Coordination
Program Manager shall coordinate with occupants and future occupants of
facilities during the design stage including BCAD employees and other
tenants as requested by BCAD. The purpose of this coordination during
the design phase is to ensure compliance with tenant's requirements and
intended use.
1.3.9 Agency Coordination
Coordinate approval, by appropriate Broward County Departments, FDOT,
FAA and other coordinating agencies, of project plans' and specifications
and verify that project design consultants secure all necessary permits.
Program Manager shall work with : Agencies to expedite reviews and
approvals to the extent reasonably possible. Program Manager shall
assist in securing and transmitting appropriate documents to. the various
approval agencies outside of the control of the County, at the appropriate
times.
1.3.10 Design Phase Schedules
Program Manager shall routinely monitor the design phase schedule and
make reports to BCAD and design consultant. Program Manager shall
advise the design consultants and COUNTY when potential or actual
constraints to the schedule become apparent, and make recommendations
for corrective action.
1.4 CONSTRUCTION MANAGEMENT SERVICES
Program Manager shall monitor the contractor's control and expediting of the
construction work to completion of the construction phase of each Project as part
of the overall Program. Projects will be completed within the approved time frame
and within the estimate of construction cost of the individual Projects. Program
Manager shall also be responsible for quality assurance of the construction work
in accordance with the Plans and Specifications.
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1.4.1 Safety
Program Manager shall be responsible for reviewing the approved
Contractors' Safety Plan and for assisting the Owner Controlled
Insurance Program's (OCIP) Safety Manager. Program Manager shall
conduct monthly safety inspections to verify the Contractor's adherence
to the approved safety plan. Program Manager shall conduct more
frequent inspections of those Contractors that are not in compliance with
the approved plan. Program Manager shall notify the County of any
observed I nadequacles i n Contractor's s afety p rograms a nd s hall n otify
the COUNTY of instances of noncompliance apparent during Program
Manager's inspection. Program Manager's responsibilities for review and
coordination of construction safety program shall not extend to direct
control over or charge of the acts or omissions of Contractors or any
persons not directly employed by Program Manager. Program Manager
shall coordinate the availability of temporary Project facilities, equipment,
materials and services for common use of Contractors.
1.4.2 Bidding Procedures
Program Manager shall utilize, the Invitation to Bid, the Form of Proposal,
the G eneral C onditions, t he S upplementary C onditions a nd t he S pedal
Conditions for the contracts for construction prepared for BCAD and with
COUNTY approval. These shall include FAA mandatory contract
provisions.
Program Manager shall make recommendations for prequallfication
criteria for bidders and develop bidders' interest in the Project in
conformance with Broward County procurement policies and procedures.
Program Manager shall establish bidding schedules and assist
Architect/Engineer and the COUNTY in issuing bidding documents to
bidders and conducting pre -bid conferences to familiarize bidders with the
bidding documents and management techniques and with any special
systems, materials or methods, Program Manager shall assist
ArchitectlEngineer a nd the C OUNTY with the receipt of questions from
bidders, issuance of addenda, preparation of bid analyses and making
recommendations to the COUNTY for award of Contracts or rejection of
bids.
Program Manager shall assist the County in; preparation of Requests for
Letters of Interest (RLI), the evaluation of responses received in reply to
RLI including but not limited Statements of Qualifications and Technical
Evaluations, in the preparation of documents for presentation to the
County's Selection Negotiation Committees (SNC), and in the
presentations to SNC's, and other assistance as required by the County.
Services include coordinating activities of County staff, providing
necessary documentation, technical evaluations, qualification reviews and
submittals. The Program Manager shall review the Supplementary
Conditions and Special Conditions that are tailored to meet specific
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project requirements and construction sequencing requirements prepared
by the Program Manager.
1.4.3 Permits
Program Manager shall assist the COUNTY in obtaining building permits
and 'special permits for permanent improvements, excluding permits that
Contractors a re r equired to o btain. P rogram Manager s hall a dvise the
COUNTY and the FINANCIAL MANAGER when possible in advance of
any applicable fees and 'assessments required to be paid by the
COUNTY and the date payment is due.
1.4.4 Construction Contracts
Program Manager shall review standard Broward County construction
contracts and make recommendations for their modification in areas
relating to Program Management as it applies to the specific construction
contract in question. The General Conditions will contain various
construction time/cost control provisions for each construction phase,
which i n g eneral w ill p rovide b etter control a nd o ptions t o e xpedite t he
construction utilizing the presence of the Program. Manager.
1.4.5 Project Administration
Program Manager shall provide administrative, management and related
services as required to coordinate the work of the Contractors with each
other and with the activities and responsibilities of BCAD and
Architect/Engineer to complete the Projects in accordance with BCAD's
objectives for cost, time and quality. Program shallprovide administration
of the Construction Contract for each Project as set forth below and in the
General Conditions of the Construction Contract. Program Manager shall
administer all such Contracts to achieve completion of the work in
accordance with Contract Documents, the approved Budget and the
approved Schedule.
1.4.6 Contract Administration
Program Manager shall advise on the separation of the Projects into
Contracts for all categories of work and shall recommend to BCAD on the
method t o be used for s electing construction contractors and awarding
contracts.
Program Manager shall review substitution proposals submitted by Prime
Contractors during the bidding and construction phases of each Project
and shall evaluate each proposal on the basis of function and value and
after consultation with Architects/Engineers shall recommend action on
the proposed substitution to the BCAD and Architect/Engineer for final
decision by BCAD.
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Program Manager shall recommend necessary or desirable changes to
Architect/Engineer and the COUNTY, review all requests for changes,
assist in negotiating Contractor's proposals for changes, submit
recommendations t o A rchitect/Engineer a nd the C OUNTY, a nd p repare
Change Orders for the COUNTY's. approval.
1.4.7 Bid Award and Construction Contract Administration
Program Manager s hail review the work .to b e accomplished u nder the
Program and advise BCAD on contracting strategiesthat will optimize the
number and scope of construction contracts and take advantage of
economics, phasing and sequencing of construction activities. Program
Manager shall make recommendations to BCAD on methods to be used
to select, evaluate and recommend contractors.
Program Manager shall manage, administer and coordinate the County's
RLI process and SNC process . including issuanceof amendments.
Services included are, but not limited to, RLI advertisements, proposal
evaluations, reference checking, technical analysis and any presentations
to the SNC.
Should the County choose to design and/or construct Projects under
either Managing General Contractor or Design/Build Contractor approach,
the Program Manager will provide RLI and SNC support services as
indicated above and assist the County in all means possible so it can
select and contract in the best interests of BCAD.
Program Manager shall establish a date within the procurement period for
the purpose of conducting a Pre -Bid Conference to provide a means for
all bidders to make site visits, ask questions and review the contracting
requirements with BCAD and to receive a briefing from the design
consultant. P rogram Manager s hair work with the design consultant to
release any required addends and to ensure that any required changes
are incorporated into the plans and specifications.
After bids are received the Program Manager shall assist BCAD with the
review of the most responsive bids to ensure compliance with Broward
County Procurement Policies including responsiveness to the SDBE,
participating subcontractors, adherence to bid package work scope,
general conditions, review of unit prices, base bids or Guaranteed
Maximum Price (GMP).
Once review is completed, the results shall be compiled on a Bid
Comparison Sheet containing all bids tabulated, including any acceptable
substitutions, additive or deductivealternates with recommendations to
BCAD for award.
In the event the Project is a GMP, Program Manager shall review all
recommended trade contractor bids received by the managing general
contractor and shall issue an Award Letter signed by the Program
Director and the Contract Administrator.
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Program Manager shall continuously monitor the construction contract to
ensure the contractors compliance to all provisions. Any deviations or
breaches of the contract will be immediately responded to and reported to
the Contract Administrator.
1.4.8 Contractor's Application For Payment
The approval of a Contractor's Application for Payment by Program
Manager shall constitute a representation made by Program Manager to
BCAD, based on its observations at the site and the data comprising the
Application for Payment that .the work has progressed tothe point
indicated and that to the best of their knowledge, information and belief,
the quality of the work is in conformance with the Contract Documents
(subject to a n evaluation of the work for conformance with the Contract
Documents upon Substantial Completion, to the results of any subsequent
tests required by or p erformed u nder t he C ontract D ocuments, to m inor
deviations from the Contract Documents correctable prior to completion,
and toany specific qualifications stated in its Certificate); that Contractor is
entitled to payment in the amount certified; that Program Manager has
received Tien waivers or consents `of sureties from •Contractor and its
Subcontractors through the dateof t he last prior payment; and that the
portion of the Contract Sum remaining is sufficient to complete the work in
accordance with the Contract Documents. Program Manager may
withhold or nullify a Certificate in whole or in part, to the extent necessary
reasonably to protect the COUNTY, as set forth In the General Conditions
of the Contract. Program Manager shall verify quantities incorporated in
the work by actual measurements and calculations and shall record
computations in a computer -aided form as required by BCAD or FAA.
Program Manager shall forward Contractor's Application for Payment to
BCAD and Financial Manager upon , completion of review and
recommendation; such review shall be completed and the payment
application processed in accordance with the time periods set forth In the
jntemal procedures of BCAD/AEI' (current version dated January 3. 2002i
document number B0003215) and to enable BCAD to comply .with the
Florida Prompt Payment Law and the Counter's Prompt Payment
Ordinance. Program Manager acknowledges receipt of the foregoing
documents. Program Manager shall either (i) approve the Contractor's
Application for Payment for such amount as Program Manager determines
is properly due and recommends that the COUNTY pay, or (ii) notify
Contractor in writing the reasons for withholding approval as provided In
the General Conditions of the Contract and consistent with the County's
prompt payment ordinance.
1.4,9 Change -Order Processing
Program Manager shall prepare and make available, in both electronic and
printed formats, a change order report for each construction contract on a
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monthly b asis t hroughout t he d uration o f e ach p roject. S uch report w ill
provide specific Change Order information pertaining to proposed and
executed contract price a s of the date of each report, with content and
format acceptable to the County,
Program Manager shall process all change orders in a manner consistent
with the Program Management Plan and approved procedure. The change
order procedure shall include a thorough review of the merits of the
change based on the contract documents, review of the contractor's
requested cost that includes an estimate performed by the Program
Manager or by an independent estimating firm as a comparative check of
the contractors cost. The Change Order Package shall also include a
complete record of the negotiationsthat determined the. final cost and
copies of any drawings or sketches produced by Architect/Engineer or
Program Manager and any additional instructions or data that is related to
the change.
Program Manager s hall certify C hange 0 rders prior t o execution by the
Contract Administrator. Certification shall Include a review and
determination of the type of change, that is being recommended, that the
change will not exceed the Contract Administrator's Change Order
Allowance in terms of money or authority and that the change does not
exceed the Project budget or available funding. Program Manager will
closely monitor Change Order work and costs to ensure that neither the
work nor the funding authorized under the Change Order. Is exceeded.
1.4.10 Time & Material Change Order Records
In instances where Change • Order work is to be done on a time and
material basis, Program Manager shall maintain Time & Material records
on a daily basis to determine the actual cost and time required for the
change order work. These Change Orders will generally be characterized
as Unilateral or Estimated.
1.4.11 Schedule of Values
For those contracts other than unit price, Program Manager shall review
and reconcile the contractor's schedule of values for each of the activities.
•
1.4.12 Variances
Program Manager shall identify variances between actual and budgeted or
estimated costs on each Project, and shall advise the COUNTY, Financial
Manager and Architect/Engineer • whenever projected costs exceed
budgeted or estimated costs, or other level of measurement to be provided
by the County for the Project, and to include the estimated cost of time.
1.4.13 Site Inspections
Program Manager shall inspect the site of each Project at intervals
appropriate to the stage of construction, or as otherwise agreed by
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Program Manager and the COUNTY, in writing, to observe the progress
and quality of the work and to determine if the work is proceeding in
accordance with the Contract Documents in order to prevent defects and
deficiencies in the work. Program Manager, shall monitor the work of each
of the Contractors for the purpose of achieving satisfactory performance
from them and to determine the adequacy of personnel and equipment
and the availability of materials and supplies to meet the approved Protect
Schedule. Program Manager shall schedule periodic meetings with
Contractor and Architect/Engineer for review of work done, planning, and
the resolution of any questions or issues that may arise with respect to the
work.
Program Manager shall not have control over construction means,
methods, techniques, sequences and procedures employed by
Contractors in the performance of their Contracts,
PROGRAM Manager shall provide on -site representation, observation,
and inspection for all construction in the Project. PROGRAM MANAGER
shall maintain an overall plan for development of the Project.
1.4.14 Non -Conforming Work
On the basis of Its observations, Program Manager shall keep the County
informed of the progress and quality of the work and shall Institute
procedures for deficiency notices. If at any time Program Manager
observes or otherwise becomes aware of any fault or defect In the Project,
or any non-conformance with the Contract Documents, Program Manager
shall promptly and in writing notify the Contractor and Architect/Engineer
and t he C ounty, a nd s hall p romptly t ake a II reasonable s teps t o c orrect
such fault, defect, or non-conformance.
Subject to review by Architect/Engineer, Program Manager shall reject
work, which does not conform to the requirements of the Contract
Documents. At the outset of each Project, an inspection and testing plan
based an the Contract Documents shall be developed by
Architect/Engineer and/or Contractor, and shall be reviewed and approved
by the Program Manager 'prior to and implemented. As appropriate,
Program Manager shall require special Inspection or testing, or make
recommendations to Architect/Engineer regarding special inspection or
testing of work over and above the provisions of the Contract Documents
whether or not such work is then fabricated, installed or completed.
Program Manager shall assist the COUNTY In selecting and retaining the
professional services of surveyors, special consultants and testing
laboratories for testing to be performed by the COUNTY or Program
Manager and shall monitor all inspection and testing performed by
Architect/Engineer (see Section 1.4.1.6 Quality Assurance).
PROGRAM MANAGER shall institute procedures for deficiency notices to
highlight non -conforming Work, review plans for remedial action, and
document acceptance of the Work. The performance of such observations,
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however, shall not relieve Contractor of its responsibility to perform all
work in accordance with the Contract Documents.
1.4.15. Project Documentation
Program Manager shall direct the preparation and submission of all Project
documents to the COUNTY for review, approval and execution, as
required, specifically and appropriately for each different type of
documentation including without limitation, Certificates of Insurance,
Project Budgets, Contracts, Change Orders, Progress Payments, Shop
Drawings, Product Data, Samples and, other submittals as required by the
Contract Documents. Program Manager shall receive from the
Contractors all Shop Drawings, Product Data, Samples and other
submittals from Architect/Engineer for review and recommendation for
approval.
1.4.16 Quality Assurance
Within 30 days after the approval of the agreement, the Program Manager
shall establish a quality assurance program, which will be an integral part
of and built into the processes of. Design Management and Construction.
The quality assurance program will be maintained continuously and will
incorporate specific detailed procedures and methods for future use by all
project designers contractors and suppliers. The system will be based on
specific, quantifiable and written descriptions of the level of "quality"
required for the Project, in the design phase as set forth in the Project
Definition Manual Documents.
1.4.17 As -Built Drawings
Program Manager shall verify, by review at least quarterly, that each
Contractor maintains at the Project site, on a current basis, one record
copy ("as -built") of all drawings, Specifications, Addenda, Change Orders
and other Modifications, 'in good order and marked currently to record all
changes made during construction, and all Shop Drawings, Product Data
and Samples. At the completion of the Project, Program Manager shall
coordinate delivery of all such documents to the COUNTY. During the
course of construction, Program Manager shall regularly monitor the
maintenance of the field record drawings for each assigned Project.
Program Manager shall periodically, but at least quarterly, request
Architect/Engineer to review the record drawings for clarity and
completeness.
1.4.18 Substantial Completion
Following Architect/Engineer's recommendation that Substantial
Completion of a Protect has been achieved, Program Manager, in concert
with Architect/Engineer, shall inspect the work and prepare a Certificate of
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Substantial Completion which shall establish the Date of Substantial
Completion, state the responsibilities of the COUNTY and the Contractor
for security, maintenance, heat, utilities, damage to the work, and
insurance. Program Manager shall determine if required, the time within
which Contractor shall complete to the satisfaction of the Program
Manager, BCAD and the architect/engineer the items included in the
punch list or any other u ncompleted work items. After notification from
Contractor that all work, including all punch list items, is complete,
Program Manager shall assist Architect/Engineer in conducting final
inspections.
1.4.19 Proiect Close -Out and Testing
Program Manager shall ensure that milestone activities relating to Testing
and Inspection of Project systems, warranties, guarantees and close out
inspections are made part of the detail project schedule. Testing &
Inspection of systems shall be coordinated with Architect/Engineer and the
COUNTY'S maintenance personnel. Program Manager shall observe
Contractors' checkout of utilities, operational system and equipment for
readiness and shall assist in their Initial start-up and testing. Program
Manager shall set up all training programs conducted by Contractors and
shall co-ordinate the training programs in order for the COUNTY's
personnel to have a . complete understanding of the operations of all
facilities and systems.
1.4.20 Final Certificate of Payment
Upon final inspection of a Project by Architect/Engineer and Program
Manager, Program Manager shall promptly recommend a final Certificate
for Payment recommending to the COUNTY that final payment be made
and stating that, to the best of Program Manager's knowledge, information
and belief, and on the basis of its observations and inspections, the work
has been completed in accordance with the temps and conditions of the
Contract Documents noted in said Final Certificate, is due and payable.
Program Manager's issuance of a Final Certificate for Payment shall
constitute a further representation by Program Manager that the conditions
precedent to Contractor's being entitled to a final payment have been
fulfilled. Program Manager •shall secure and. transmit to BCAD required
warranties, guarantees, affidavits, releases, bonds and waivers, and
deliver all keys, manuals, record drawings, maintenance manuals, and any
other documents pertinent to the structure or facility to BCAD.
Neither the final payment nor the remaining retained percentage on any
Project shall become due until Contractor submits to Program Manager (1)
an affidavit that all payrolls, bilis for materials and equipment, and other
indebtedness connected with the work for which the COUNTY or Its
property might in any way be responsible or subject to lien, have been paid
or otherwise satisfied, (2) consent of surety, if any, to final payment, (3) if
required by the COUNTY, other data establishing payment or satisfaction
of all such obligations, such as receipts, releases and waivers of liens
arising out of the Contract, to the extent and In such form as may be
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designated by the COUNTY, and (4) any governmental approvals which
may be reasonably required. If any subcontractor refuses to furnish a
release or waiver required by the COUNTY, Contractor may furnish a bond
satisfactory to the COUNTY to indemnify It against any such Hen. If any
such Hen remains unsatisfied after all payments are made, Contractor shalt
refund to the COUNTY all moneys that the latter may be compelled to pay
in discharging such lien, including ail costs and reasonable attorneys' fees.
1.4.21 Claims Prevention and Settlement
Claims, disputes and other matters in q uestion between Contractor and
the Architect/Engineer, for between County and the Contractor, or between
County and the Architech/Engineerl,` relating to the execution or progress
of the work or the interpretation of the Contract Documents shall be
referred initially to Program Manager for decision, which it shall. render, in
writing within the time specified ,in .Architect/Engineer and Contractor's
contracts. Program Manager shall Immediately notify BCAD in writing of
any claim, dispute or other matter in question,which may affect the
Contract Time or the Contract Sum.
In addition, Program Manager shall identify potential' disputes, claims,
prepare evaluation and analysis of claims and disputes, and recommend
action.
1.5 SMALL DISADVANTAGED BUSINESS ENTERPRISE AFFIRMATIVE ACTION
PROGRAM
Within thirty (30) days after the approval of the agreement, the Program Manager
shall develop and implement, subject to approval by the County a small
disadvantaged business enterprise (SDBE) affirmative action program that will be
described In the Program Management Plan (PMP). The detailed affirmative
action p Ian w ill b e s peciflcally d escribed a nd s ubmitted t o the County Office of
Employment Opportunity (OEO) for approval.
1.5.1. SDBE Affirmative Action Plan Contents
The SDBE Affirmative Action Plan will provide for.
a. Meaningful SDBE subconsultant and subcontractor participation.
b. Establishment of an effective mentoring program, to be approved
by the County, which addresses a transfer of skills from successful
firms to small SDBE firms.
c. Establishment of a Plan Room with specifications and bid
packages for use by SDBE's during bidding periods.
d. Utilize a student internship college assistance program.
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e. Maintain a construction bid package philosophy, which will
enhance the minority community's opportunity to obtain
construction work.
f. Establish a proactive development assistance program to assist in
development of capabilities of the SDBE's that are sub -consultants
or sub -contractors working on. the Program.
g. Identification or verification of applicable requirements for equal
opportunity programs. for inclusion in the proposed contract
documents for each Program Element.
1.5.2. SDBE Reporting
Program Manager shall compile, in a manner and format acceptable to the
County, program reports prepared by consultants and contractors and
shall forward a summary to the C °Linty Administrator a nd the COUNTY
Office of Contract Compliance on the progress of SDBE participation and
compliance on a quarterly basis.:: Program Manager shall develop a
program to actively monitor Contractors/Consultants SDBE performance
so as to provide early waming of non -achievement of goals to the
Contractor,. Consultant, and the County.
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