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

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resolution in the field whenever feasible. Any issues that cannot be immediately addressed in the field will be communicated through appropriate protocols with recommendations for the most efficient resolution. Ardurra will expedite implementation of the solution that serves the project's best interests, as mutually determined with the City, contractor, and affected parties. We take a proactive approach to reach out to the public, resulting in the successful completion of public works improvement projects in close proximity to adjacent property owners. Strict adherence to allowable working hours, and noise and dust control requirements will be imperative to minimize impacts, Protocol and Communication. Timely and concise communications are essential to the successful completion of any construction project. Protocol will be determined as appropriate for each project and maintained for the project duration. Communications and correspondence will be handled in a professional and respectful manner. Ardurra equips its CM team with state-of-the-art electronic management hardware and software, such that electronic documentation is utilized for as much of the required documentation as possible. The Ardurra CM team is experienced with serving as the primary project contact, acting as the hub of communication with timely distribution of requisite correspondence and documentation to all respective stakeholders as applicable. In addition to time -tested and efficient construction administration and project controls procedures, documents, and programs, Ardurra offers the web -based collaboration of Procore. Procore is a widely used cloud -based construction software that maximizes the efficiency of managing construction projects while connecting project participants to critical project documents and real-time project data. Constructability Review of Bid Documents. Constructability reviews will be conducted as directed by the City. A punch list of comments and recommendations will be submitted to the City for consideration and implementation by the project architect/ engineer. The CM team will review the plans for biddability and constructability and identify potential value engineering solutions, ambiguities, conflicts or omissions apparent during its review. The bid documents and technical specifications will also be reviewed for potential duplication and overlap of clauses, conflicts, proper placement of critical requirements within the order and precedence of documents. Ardurra will also recommend key contract provisions to provide the necessary controls and remedies for the City to maintain a proactive approach on the project. Material Price Escalation Issues for Construction. As the City has been experiencing, many of the most basic materials have had exponential cost accelerations due to lack of raw materials. Many contractors cannot get purchase orders from material suppliers since they cannot guarantee a cost for a period over fi weeks. Our constructability reviews will explore this cost rise to ensure a more realistic cost for any City project. A mitigation for this issue is the City can authorize appropriate adjustments to design, completion date, and payments to accommodate, or work around, these impediments. For projects that have not been awarded or started, Ardurra will assist the City with realistic expectations about current costs and the likelihood of increases and in which areas of the bid are at risk. Ardurra will assist the City to provide potential bidders with accurate and complete design information to enable bidders to prepare bids that minimize the likelihood of unpleasant surprises for the City. The City may want to consider price -adjustment clauses that would protect both parties from unanticipated swings in material prices. Such contract terms can enable the contractor to build in a smaller contingency in their bid. Price -adjustment clauses are now becoming industry standard, which includes contract document language that addresses price escalation but requires the contractor to provide more documentation as a part of their original bid. These clauses can be optional or mandatory but provide the City more flexibility and add another layer of protection against claims. Integration and Implementation of Project Permit Requirements. The Ardurra team has a keen understanding of how timely and clear incorporation of permit requirements can set up the project for success. Integration of critical mitigation and permit conditions into the plans and specifications prior to bid is essential to ensure marked bid pricing on permit conditions, minimizes the potential for budget and schedule impacts due to permit requirements, and optimizes relations with agencies having jurisdiction throughout the project implementation. Pre -Construction Conference. Ardurra will coordinate and conduct the pre -construction meeting. This will include notification to contractor, utility agencies, and other stakeholders, and prepare the meeting agenda and minutes. The agenda and minutes typically include, but are not limited to, the following items: introductions of key personnel; safety; project overview, scope, schedule; Notice to Proceed ; chain of communication; public relations; discussion of the baseline schedule; change order, submittal and RFI process; identify long lead and any substitution and/or equal items; inspection and testing -- review call -out requirements and deputy/ special and testing requirements; progress payment procedures; labor compliance; Community Workforce Agreement (CWA) requirements; and placement of signs. Construction ProgresslCoordination Meetings. The following meetings will be held on site, as required: ■ Periodic project team/stakeholder meetings will focus on the following: progress during the period; planned vs. actual schedule; current or unresolved problems; anticipated or pending change orders; impacts of problems or change orders on schedule and budget; discussion of new goals, planned vs. actual budget analysis; scheduled concurrent /\l/ ARDURRA Proposal I City of Santa Ana 1 08-08-2023