1_Appendix_A_-_Scope.doc

Appendix A Scope of Services

Appendix A - Scope of Services Miscellaneous Technical Services The services being requested will include, but not be limited to the services listed below. Staff extension projects may be funded by the City, by SWFWMD, by the FDEP, by the USEPA, by other agencies or by a combination of funding sources. Projects funded in whole or part with non-City funds shall be designed in conformance with the funding agency’s requirements – i.e. SWFWMD, FDEP, and/or USEPA.

SCOPE

RESPONSIBILITIES:

The FIRM will work as an extension of City’s Project Management staff and shall be assigned projects pertaining to the planning, design and construction services of the City’s Capital Improvement Program. These services may include but not be limited to the following:

1. Contract Management

1. Assist in the selection, negotiation and contracting of design and construction professionals.

2. Managing the contractual obligations between the City and contracted parties, including but not limited to design professionals, construction managers and General Contractors

3. Ensure that contracts are upheld and administered appropriately to ensure the successful execution of the projects.

4. Provide expertise in risk mitigation and project oversight.

5. Act as the City’s advocate to ensure that applicable codes and regulations are being followed and considered throughout the term of the projects.

6. Assist the City with obtaining necessary documentation, forms, or permitting to stay abreast of industry standards to maintain compliance with laws and regulations.

7. Facilitate effective communication and coordination among all project stakeholders including City user departments.

2. Cost and Quality Control

1. Enforce effective cost-control processes by working closely with the project teams and stakeholders to implement value-engineering and effective savings strategies.

2. Maintain high-quality standards throughout the entirety of the projects. This may include the implementation of quality control measures, periodic inspections, process improvement plans, and consistent communication to address any deficiencies that contradict the approved plans or compromise the integrity of the projects.

3. Review design documents and permit comment responses to ensure assigned projects are completed within budget and meet the City’s standards for performance of Capital Projects.

3. Schedule Management

1. Assist in the planning for procurement of construction services.

2. Ensure timely completion of the projects by developing realistic, yet aggressive timelines for completion, if applicable.

3. Address specific milestones, track development against benchmarked standards, and advise the City on scheduling issues that may cause delays or project setbacks.

4. Minimize scheduling risks and develop respective contingency plans so tasks are completed as planned.

4. Construction Coordination and Oversight:

1. Attend construction phase meetings and advise City on project status and any issues that arise.

2. Review pay apps for completed and stored items. The City will have final approval of all pay apps.

3. Maintain constant communication with all related stakeholders and make decisions on bid documents, contractor selection, and qualification factors, if appliable.

4. Maintain an on-site presence at the job sites to ensure oversight of contractors and suppliers.

5. Be available during regularly scheduled business hours for any meetings regarding the projects with the City, or contracted team. Provide updates as needed.

6. Have a deep understanding of FF&E needs related to major construction projects, thus, they will be responsible for the planning of all required systems to ensure the buildings meet final occupancy requirements.

5. Project Close-Out

1. Administer the project close-outs by ensuring all contractual obligations have been met and that no outstanding deficiencies remain.

6. Other Related Work

CRIMINAL BACKGROUND CHECKS

Parks & Recreation - A Level 2 background check is required for individuals accessing a Parks & Recreation location with childcare facilities.

The FIRM shall conduct a security background investigation that meets the standards set forth in Florida Statute Section 435.04 (“Level 2 Background Screening”) for each FIRM employee and subconsultant/subcontractor employee performing Work at the work site in accordance with the screening requirements set forth in Florida Statute Section 402.302 and Florida Administrative Code Chapters 65C-20, 65C-22 and 65C-25.

Prior to allowing an FIRM employee or subconsultant/subcontractor employee to perform Work at the work site, the FIRM shall submit to the City's Design Manager an affidavit certifying that each such employee possesses, and shall continue to possess for the duration of the Project, a valid letter determining that a Level 2 Background Screening was performed and did not identify criminal convictions or other criminal history factors that would disqualify that employee from accessing the work site (“Clearance Letter”). In the event FIRM becomes aware that any FIRM, subconsultant/subcontractor employee has been arrested or convicted for a disqualifying offense, FIRM shall immediately remove that employee from the work site.

An updated list of all FIRM, subconsultant/subcontractor employees with access to the work site shall accompany the affidavit and be provided to the City's Design Manager along with the cell phone number of the FIRM's representative responsible for those employees. At any time, the City may request to view the Clearance Letters of any or all FIRM, subconsultant/subcontractor employees working at the work site. The requested information shall be made available for viewing as soon as possible, but no later than twenty-four (24) hours after the request. If the FIRM fails to provide the requested documentation, the employee(s) in question will not be allowed to continue work until the appropriate documentation has been received. The FIRM shall not be allowed an extension of the Contract Time due to any delay in the performance of the Work attributable to a FIRM, subconsultant/subcontractor employee's inability to perform Work due to a Clearance Letter being unavailable for inspection. The failure of the FIRM to submit an appropriate affidavit or the submission of an affidavit containing false information shall be considered a substantial violation of the terms and conditions of the Contract Documents and shall provide a basis for termination of the Contract.

Police Department - A Level 2 background check is required for FIRM staff including subconsultant/subcontractor employees to enter a police facility.

The St. Petersburg Police Department (SPPD) shall conduct a Level 2 background investigation for all FIRM, subconsultant/subcontractor employees scheduled to work in a police facility. Should a FIRM, subconsultant/subcontractor employees be unable to pass the SPPD background check process, the individual will not be granted clearance to the SPPD facilities.

The FIRM shall not be allowed an extension of the Contract Time due to any delay in the performance of the Work attributable to an employee’s inability to perform Work due to a Background Check being unavailable for inspection. The failure of the FIRM to submit an appropriate affidavit or the submission of an affidavit containing false information shall be considered a substantial violation of the terms and conditions of the Contract Documents and shall provide a basis for termination of the Contract.

Port - A Federal Transportation Worker Identification Card (TWIC)is required to access port facilities.

Any FIRM, subconsultant/subcontractor employee performing Work at the Work site shall (i) comply with the Maritime Transportation Security Act of 2002, 46 U.S.C. § 70101, et seq. (including any amendments thereto and any regulations or rules promulgated thereunder), (ii) comply with Florida Statute § 311.12, and (iii) possess a valid federal Transportation Worker Identification Credential (TWIC). The FIRM shall not be allowed an extension of the Contract Time due to any delay in the performance of the Work attributable to an FIRM, subconsultant/subcontractor employee’s inability to obtain a TWIC.

Water Resources Department - Criminal background checks in accordance with state statute are required for persons having regular access to the Water Department's buildings, facilities and structures.

The FIRM shall conduct a criminal history check (“Background Check”) for each FIRM, subconsultant/subcontractor employee that will have regular access to the work site in accordance with the background check requirements set forth in Florida Statute Section 373.6055.

Prior to allowing an FIRM, subconsultant/subcontractor employee regular access to the work site, the FIRM shall submit to the City's Design Manager an affidavit certifying that each such employee is qualified to regularly access the work site in accordance with Florida Statute Sections 373.6055(2), (3)(b) and (3)(c). If any FIRM, subconsultant/subcontractor employee’s Background Check identifies criminal convictions or other criminal history factors that disqualify that employee from regular access to the work site, FIRM shall not allow that employee to have regular access to the work site, and an appeal process is not available. In the event FIRM becomes aware that any FIRM, subconsultant/subcontractor employee has been arrested or convicted for disqualifying offense, FIRM shall immediately remove that employee from the work site.

An updated list of all FIRM, subconsultant/subcontractor employees with regular access to the work site shall accompany the affidavit and be provided to the City's Design Manager along with the cell phone number of the FIRM's representative responsible for those employees. At any time, the City may request to view the Background Checks of FIRM, subconsultant/subcontractor employees working at the work site. FIRM shall make the Background Checks available for viewing as soon as possible, but no later than twenty-four (24) hours after the request. If the FIRM fails to provide the requested documentation, the employee(s) in question will not be allowed to continue work until the appropriate documentation has been received. The FIRM shall not be allowed an extension of the Contract Time due to any delay in the performance of the Work attributable to an employee’s inability to perform Work due to a Background Check being unavailable for inspection. The failure of the FIRM to submit an appropriate affidavit or the submission of an affidavit containing false information shall be considered a substantial violation of the terms and conditions of the Contract Documents and shall provide a basis for termination of the Contract.