Item 10 - Agreements for On-Call Construction Management and Inspection Services

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)>)) 2. Scope of Services and Schedule Special Meetings Special meetings may be required to address significant events or findings during construction that warrant special attention or pose potential problems or hazards to the completion of the project, particularly those which may result in significant change orders or claims. Special issues will be discussed as they arise and will also be addressed during the weekly construction progress meetings. Anser will promptly investigate each special issue and make recommendations as to a possible resolution. When and if a particular matter is in dispute, early identification and settlement of conflicting issues will be sought by conferring with the A&E firm and Contractor and, if necessary, resolution meetings will be scheduled. Detailed documentation will be maintained. Each special issue will be flagged, carefully tracked, and logged. Periodic summaries of special issues, including the disposition of each, will be generated and used for discussion with the City and during weekly progress meetings. • Previous Meeting • Overall Project Schedule Special meetings may be Comments Status required to address significant • Health and safety overall Project Budget events or findings that • Weather Status warrant special attention or • SWPPP • Contract Time Summary pose potential problems or • AQMD Progress Payment of hazards to the completion of • Contract Finan[ialStatus applicable), theprojecl,particularlythose • Progress Change Order Requests which may result insubstantial • Schedule review and Associated Costs change orders orclaims. • Submittal and RFI review ■ Summary Report of Detailed documentation will • Schedule QAIQC Previous Month be maintained. Each special activities, QAJQC results issue will be flagged, carefully • Any task -specific issues tracked, and logged. Progress Reports Anser will submit monthly progress reports to the City for review. This report will give a comprehensive overview of the project financials, schedule, change orders, and project risks. Additionally, this report will detail major milestone activities achieved for the past month, as well as planned activities for the following month. Project Administration and Document Control The Anser team understands that for the City to receive full funding reimbursement for any federally funded projects, our team will have to create and maintain hundreds of documents throughout the life of each project duration to provide proof that the project was administered in accordance with State and Federal guidelines. There are several reports that the construction management team will prepare for both the overall project team as well as the contractor. The reports below are some of the necessary reports to keep a record of the project as well as notify the contractor, City, and third -party personnel of project information, issues, and concerns. As -built Documents and Project Records Throughout the project, we will keep and maintain redlined (as -built) project plans and specifications documenting all changes during construction. At project closeout phase, we will review Contractor's redlined as -built plans and specifications submittal in comparison with our as -built plans and specifications prior to sending Contractor's submittals to the Design Consultant. After receiving record documents from Design Consultant, we will verify all record documents and record these documents to City project records. We will obtain and turn over all other project closeout documents, O&M manuals and all closeout deliverables as required in Construction Contract Documents. We will coordinate with the Design Consultant to review and accept project closeout documents. Schedule Control and Risk Mitigation Anser practices a style of construction contract administration called active risk mitigation management that emphasizes implementing best practices, recognizing change, actively managing risk mitigation (i.e., averting claims), and maintaining comprehensive progress documentation. Anser has a proven track record of proactively helping public agencies mitigate and resolve disputes during the construction period. Anser strongly advocates the use of the project critical path method (CPM) schedule as the primary tool for collaborative planning and coordination with the general contractor, documenting and reporting progress, scenario -testing, decision -making, and measuring delays. Throughout the project, Anser will review, analyze, and comment on the CITY OF SANTA ANA I RFP NO: 23-122 11 1 Anser Advisory