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

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In line with communication is record keeping. The more complete the documentation, the more effective Mr. Ferrer will be in resolving problems. In addition, this information can be used to avoid claims if the evidence is sufficient and clear. Written correspondence and notes are of the highest importance. Communications with the contractor in meetings or over the telephone will be summarized in writing. We will coordinate with the City and project contractor for payment estimates, change orders, project meetings, submittals, RFI's, and as -built drawings. Mr. Ferrer is typically responsible for project coordination and communication with project stakeholders. He implements record keeping procedures and construction administration systems and is responsible for project management. He keeps the City and Assistant Construction Manager, Michael Petrovich, updated on a project's status to maintain proper quality control. Documentation Timely, detailed, and accurate documentation of the implementation and progress of the work is paramount. Done well, written documentation tells the "story" of the project and brings issues to the forefront for early and quick resolution. Weekly progress meetings, schedule reviews, processing of RFI's, submittals, and change orders help to facilitate open and complete communications throughout projects. 6 Interagency / Stakeholder Coordination Working closely with project stakeholders from beginning to end on City projects is very important. Stakeholders include City staff, the design team, local and regional government agencies involved with the project, residences and businesses, the local community, tourists, and patrons from surrounding communities. It is imperative that the resident engineer stay attuned to the impacts of the project on each of these stakeholders and be able to communicate effectively (verbally and in writing) in the event adjustments are necessary. 7 Public Inconvenience Construction activities are often scheduled to occur through the high tourist season and have potential to impact nearby businesses and residences. To reduce disruption on a project, our proposed resident engineer will be responsible for confirming that the project contractor provides a clean and safe project site, and provides effective communication with the nearby businesses, should the need arise, to discuss potential inconvenience during the duration of construction. 8 Local Assistance Procedures Compliance When handling a project using Federal Highway Safety Improvement Program (HSIP) funding, the provisions of Chapters 16 and 17 of the LAPM will be in strict compliance for the construction records, procedures, and documentation. As a matter of practice, Cannon implements a construction management system based on the Caltrans Construction Manual and Oversight Engineer Field Guidelines. 9 Funding Requirements State and Federally funded projects form a distinct subset of transportation projects that must comply with specific rules and laws (in addition to those of the California Public Contracts Code), and other regulations. In California, Caltrans has been given the authority to oversee the administration of projects that include State and Federal funding sources. 10 Traffic Control and Public Safety A key component to understanding most construction projects is having a solid foundation of knowledge in MUTCD and Caltrans requirements. Disruption to the flow of traffic must be reduced to avoid public discontent and complaints. We have recent experience with Caltrans highway projects involving signal and curb ramp replacements and understand the importance of these public safety requirements. In addition, we have worked with the Caltrans Lane Closure System and Caltrans Right -of - Way (ROW) and permitting staff, and we understand the methods and processes required should there be a need for lane closures within State highway ROW for City projects.