06819_Attachment_A_Scope_of_Work_-_02262026.docx
DOCX document 26 KB Posted
- Solicitation number
- 26-037
- Issued by
- Alameda County, Hayward City, California
About this file
This is a Scope of Work document for Construction Management Consulting Services for Airport Improvement Program (AIP) Projects at Hayward Executive Airport, involving the City of Hayward Engineering Department, City of Hayward Airport, design consultant Tartaglia Engineering, and contractor DeSilva Gates Construction. The solicitation (RFQ/RFP 26-037) seeks a Construction Management (CM) Services Consultant to provide full-time construction observation, materials testing and inspection, survey and layout services, and project management during the construction phase of airport improvements. The CM Services Consultant will perform daily construction observation for both day and night shifts, prepare daily inspection reports documenting weather conditions, work accomplished, materials delivered and removed, and participate in weekly project meetings held monthly in-person and otherwise remotely. Site visits are anticipated monthly for progress meetings with additional in-person attendance required for survey coordination, pre-construction conferences, pre-pave workshops, control strip inspections, and preliminary and final inspections, with each visit including approximately six hours of field work. The sealed SOQ/bid submission deadline is 4:00 pm on Tuesday, April 7, 2026, submitted through the City's eProcurement Portal. DeSilva Gates Construction was awarded the construction contract on May 27, 2025, with contract execution anticipated by April 1, 2026, establishing the timeframe for CM Services to commence.
The scope of work encompasses comprehensive construction phase services including full-time active construction observation, scheduling and coordination of materials testing for quality assurance, finish surface smoothness inspections, site compliance inspections, construction survey and layout tasks, and construction contract management including RFI processing, submittal review, FAA weekly progress reporting, and Davis-Bacon compliance verification. Completion phase deliverables include a Final Engineer's Report, project accounting with final contractor pay quantities and balancing change order, as-built plans, quality assurance and quality control materials testing results, weekly progress reports, and a Construction Project Final Acceptance form. The document does not specify pricing, contract value, set-asides, or funding sources within the scope provided, though the work is associated with FAA Airport Improvement Program funding requiring FAA review and approval of various submittals and modifications throughout the project lifecycle.
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ATTACHMENT A
06819 - RFQ/RFP DETAILED SCOPE OF WORK
INTRODUCTION
Professional services during Construction Phase are based on a Team approach comprising the following:
| • | City of Hayward – Engineering | |
| • | City of Hayward – Airport | |
| • | Airport Design Consultant, Tartaglia Engineering, Onboard, Design Engineer | |
| • | DeSilva Gates Construction, City Council Awarded Contract 05/27/25; Contract | Execution on-going, anticipated by April 01, 2026 |
| • | CM Services Consultant, To be Selected via this Solicitation, TBD |
I. CONSTRUCTION PHASE SERVICES: CITY OF HAYWARD – PW, ENGINEERING & AIRPORT, DESIGN CONSULTANT
| 1. | Management Tasks: | ||||||||
| A. | Attend and participate in a Pre-Construction Conference. | ||||||||
| B. | Prepare and process the construction contract between the City of Hayward | and the designated contractor, including bonds and insurance, and the | processing of this contract to the FAA for review and approval. | ||||||
| C. | Provide and perform Department of Industrial Relations (DIR) project | registration and tracking. | |||||||
| D. | Provide services related to registration of the project with the California | Water Quality Control Board including serving as the Legally Responsible | Person (LRP), assisting the Contractor in uploading the approved Storm | Water Pollution Prevention Plan (SWPPP) and securing the Waste Discharge | Identification (WDID) number, and at closeout, securing a Notice of | Termination (NOT). | |||
| E. | Attend and active participation at periodic construction progress meetings, | with input regarding contract time, construction issues and challenges, | safety issues including violations, if any, and look-ahead concerns. | ||||||
| F. | Coordinate and provide periodic site access to third-party permit holders as | needed, related to the construction effort, including support to close-out any | third-party construction permits. | ||||||
| G. | Bid item quantity documentation with recommended / approved quantities | or percentage complete as appropriate for individual bid items for each | periodic pay request and determine final pay quantities. | ||||||
| H. | Communication to the Airport Design Consultant regarding general progress | of the work, including project and contract document issues and challenges. | |||||||
| I. | Participate in preliminary and final inspections, with input to the Punch List. | ||||||||
| J. | Assure complete contractor vacation of the airport and yard, removal of any | contractor locks, removal of all excess materials and disposal facilities for | solid sanitary waste, etc. | ||||||
| K. | Full-time representation on the airfield anytime the contractor is on the site. | ||||||||
| L. | Radio monitor for overall safety of contractor operations including | communications with aircraft and control tower. | |||||||
| M. | Access control (gate) monitoring and periodic verification. | ||||||||
| N. | Badge / escort monitoring and documentation. | ||||||||
| O. | Provide final inspection / acceptance of haul routes and construction sites | and participate in the re-opening of closed facilities. |
II. CONSTRUCTION PHASE SERVICES: CM SERVICES CONSULTANT TBD
| 1. | Construction Observation Tasks: | ||||
| A. | Full-time, active construction observation of construction activities, | including both day shift and night shift activities. | |||
| B. | Photo-document construction activities and site conditions. | ||||
| C. | Daily inspection reports to include the following, at a minimum: | ||||
| a. | Day, date, and contract day. | ||||
| b. | Weather and working conditions, including near-term forecast. | ||||
| c. | Men and equipment onsite and engaged in activity. | ||||
| d. | Work accomplished. | ||||
| e. | Material delivered to the project. | ||||
| f. | Materials testing and summary of results, if any. | ||||
| g. | Material hauled off the site. | ||||
| h. | Airfield condition: runways and taxiways closed. | ||||
| D. | Engaging dialog with contractor through ‘look-ahead’ tailgate meetings: | ||||
| a. | Issues and opportunities. | ||||
| b. | Phasing and sequencing. | ||||
| c. | Delineation, runway closure crosses, FOD check, night lighting. | ||||
| d. | Perimeter security including access gate protocol issues. | ||||
| e. | Identify expectations for performance. | ||||
| E. | Scheduling and coordination of all construction materials testing for Quality | Assurance. | |||
| F. | Finish surface smoothness inspection with contractor using contractor- | provided 12- | foot straight edge: | ||
| a. | P-155 Lime Treat Subgrade | ||||
| b. | P-207 Base Course | ||||
| c. | P-209 Crushed Aggregate Base Course | ||||
| d. | P-401 Asphalt Mix Pavement | ||||
| G. | Site inspection for compliance with CSPP. Provide input regarding any | necessary modifications to the plan. | |||
| H. | Monitor contractor performance regarding site access, path of travel, escort, | vehicle and equipment delineation, etc. | |||
| I. | Review material certifications (weight tickets, material tags, etc., for | compliance with approved submittals). | |||
| J. | Review contractor-prepared “As-Built” marked up drawings. | ||||
| K. | Document contractor performance relative to construction site storm water | management. | |||
| L. | Participate in preliminary and final inspections, with input to project Punch | Lists. |
| 2. | Construction Survey and Layout Tasks: | |
| A. | Provide all survey staking and layout as requested by the Contractor. |
| 3. | Construction Materials Testing and Inspection (QA) Tasks: | ||||||||||||
| A. | Review, document, and accept all Contractor Quality Control (QC) efforts. | ||||||||||||
| B. | Subgrade including embankment Control Strip monitoring and acceptance, | proof-rolling acceptance, moisture content and final, in-place density, along | with surface tolerance verification (smoothness and grade). | ||||||||||
| C. | Lime treat subgrade including Control Strip monitoring and acceptance, | treatment application rates and effectiveness, field measurements of depth | of treatment, moisture content and final, in-place density, along with surface | tolerance verification (smoothness and grade). | |||||||||
| D. | P-207 base course acceptance including gradation sampling and verification, | base course Control Strip monitoring and acceptance, depth of material field | measurements, proof-rolling acceptance, moisture content and final, in- | place density, along with surface tolerance verification (smoothness and | grade). | ||||||||
| E. | P-209 crushed aggregate base course verification of material acceptability | through a review of QC test results at the time of submittal, Control Strip | monitoring, visual observation of the import and placement effort so-as to | avoid segregation, moisture conditioning and final, in-place density, | thickness of in-place material verification through field measurement, along | with surface tolerance verification (smoothness and grade). | |||||||
| F. | P-401 review and acceptance of the Job Mix Formula, verification of all QC | material sample test results, monitoring and acceptance of a Control Strip, | review of QC-provided daily Control Charts, securing hot mix samples and | testing, receiving in-place core samples and testing, matt density, joint | density, bonds between layers, thickness, air voids, grade including field | survey, and profilograph surface roughness. | |||||||
| G. | P-610 concrete slump and compressive strength, and air entrainment. |
| 4. | Meetings, & Other Field Work Tasks: | |||||||||||||
| A. | Attend and participate in a Safety Risk Management (SRM) panel in advance | of construction, should such a panel be required. | ||||||||||||
| B. | Schedule, chair, and take minutes at Meetings: | |||||||||||||
| a. | Pre-Construction Conference (2-part meeting): | |||||||||||||
| • | Part One includes general discussion about scope, phasing | and sequencing, areas of work, contractor access and | acceptable paths of travel, impacts to circulation around the | airport. | ||||||||||
| • | Tenants, users, tower, etc., invited to Part One. | |||||||||||||
| • | Detailed discussion about project completion mechanics. | Typical subjects: | ||||||||||||
| o | Airport safety and security | |||||||||||||
| o | RFI’s | |||||||||||||
| o | Contractor obligations | |||||||||||||
| o | Contract time - schedule | |||||||||||||
| o | Submittals | |||||||||||||
| o | Pay Requests | |||||||||||||
| • | Airport staff, management team, and general contractor to | remain for Part Two. | ||||||||||||
| b. | Weekly Project Meetings. In person, once a month, all others remote. | Generate progressive meeting minutes. | ||||||||||||
| C. | Construction contract management: | |||||||||||||
| a. | Active communication between all parties of interest including the | City, contractor, and tenants. Provide project updates and advance | scheduling information in a format suitable for Airport dissemination | to parties of interest. | ||||||||||
| b. | Actively manage, respond to, and document through log record all | Requests for Information (RFI’s), and other contractor-initiated | communication, along with official responses. | |||||||||||
| c. | Material submittal review including processing of airfield electrical | and pavement mix designs to FAA for their review and concurrence | (confirm with FAA engineer). | |||||||||||
| d. | Monitoring of contractor progress relative to the contract time for | performance and contractor-provided, engineer-approved base line | schedule. | |||||||||||
| e. | Preparation and submission of the FAA’s weekly Construction | Progress and Inspection Report, with photo attachment. | ||||||||||||
| f. | Periodic general and subcontractor employee interviews for | verification of Davis-Bacon compliance. | ||||||||||||
| g. | Manage issues during construction as they develop. Render opinion | regarding contract obligation, additional work based on unforeseen | conditions or circumstances, City-initiated modification or change, | etc. Prepare and issue Requests for Proposals (RFP’s), receive and | negotiate cost proposals, prepare Change Orders, and gain City and | FAA approval of same. | ||||||||
| h. | Review and approval of contractor periodic progress payments. | |||||||||||||
| i. | Document of off-site material disposal activities. | |||||||||||||
| j. | Receive, document, and verify DBE levels of participation. | |||||||||||||
| k. | Periodic review of the CSPP to confirm effectiveness. Modify if | appropriate with revisions submitted to FAA for review and approval. | ||||||||||||
| l. | Participate in Preliminary Final and Final inspections. Prepare and | distribute Punch List. | ||||||||||||
| m. | Prepare final correspondence to the City of Hayward for final | acceptance. Prepare and submit Notice of Project Final Acceptance. | ||||||||||||
| D. | Anticipated site visits: | |||||||||||||
| a. | Once a month – attend the Progress Meeting and perform a site visit. | |||||||||||||
| b. | In addition, in-person attendance at / for: | |||||||||||||
| o | Survey control coordination with city and contractor | |||||||||||||
| o | Pre-Construction Conference | |||||||||||||
| o | Pre-Pave Workshop | |||||||||||||
| o | Lime Treat Subgrade Control Strip | |||||||||||||
| o | Asphalt Mix Pavement Control Strip | |||||||||||||
| o | Preliminary and Final Inspections | |||||||||||||
| c. | Each site visit will include 6 hours on the site in the field by one or | more engineering representatives. | ||||||||||||
| E. | Generate project Punch Lists. | |||||||||||||
| F. | At the appropriate time, make a recommendation for project acceptance. | |||||||||||||
| G. | Engineering Support: | |||||||||||||
| a. | Provide design surface files to the Contractor. | |||||||||||||
| b. | Provide electronic file copy of the plans and survey control information, | including a site visit with the Contractors designated surveyor to confirm | datum and control. | |||||||||||
| c. | Field engineering, contract document interpretation. | |||||||||||||
| d. | Review and processing of contractor-provided survey cut sheets, layout | documentation, and grade surface acceptance survey for: | ||||||||||||
| o | P-155 Lime Treat Subgrade | |||||||||||||
| o | P-207 Base Course | |||||||||||||
| o | P-209 Crushed Aggregate Base Course | |||||||||||||
| o | P-401 Asphalt Mix Pavement | |||||||||||||
| e. | Material quantity verification for payment. | |||||||||||||
| f. | Document corrective measures taken for unaccepted work and materials. | |||||||||||||
| g. | Provide any additional topographic survey, if needed to support the design | and construction of improvements. | ||||||||||||
| h. | Review contractor-prepared “As-Built” marked up drawings including any | survey data files. |
| 5. | Completion Phase Tasks: | ||||
| A. | Establish final pay quantities and final compensation to contractor, including | any adjustments based on performance. Prepare Balancing Change Order. | |||
| B. | Establish final compensation to all DBE entities serving the project. Provide | to Sponsor. | |||
| C. | Receive the contractor-prepared, marked-up as built plans. Revise electronic | file version of the project plans to reflect the completed project. | |||
| D. | Aggregate all test data / results from the Quality Assurance team and | from the contractor and subcontractors. | |||
| E. | Confirm receipt of all contractor close-out submittals. | ||||
| F. | Prepare a Final Engineer’s Report documenting the project from start to | successful completion, including photo documentation and all materials | testing results. | ||
| G. | Prepare a Construction Project Final Acceptance form (Form 5100-129) and | provide to the Airport for signature and processing to the FAA. | |||
| H. | Provide final accounting documentation for the contractor and professional | support team for Airport use in support of either a grant amendment or de- | obligation of unused grant funds. |
6. Deliverables Tasks:
The following deliverables are due at the conclusion of the Completion Phase:
| • | Final Engineer’s Report. | |
| • | Project accounting including final contractor pay quantities and balancing change | order. |
| • | Project photos. | |
| • | QA and QC materials testing results. | |
| • | All contractor-performed testing (electrical circuit integrity testing, etc.). | |
| • | As-Built plans. | |
| • | Material submittals. | |
| • | All weekly progress reports. | |
| • | Results of all payroll interviews. | |
| • | Documentation regarding final pay to all DBE’s. | |
| • | Close-out submittals. | |
| • | Consultant Engineering letter certifying the project as complete and in support of | grant closure |
| • | Other As Needed / Determined by City |
END
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