9-Attachment B - Preconstruction Services Scope of Work.pdf

Preconstruction Services Scope of Work CMAR for the South County Drinking Water Facility CIP 32012000 Page 1

Attachment B – Preconstruction Services Scope of Work

Construction Manager at Risk for the

South County Drinking Water Facility

CIP 32012000

Introduction

The Hillsborough County Water Resources Department (WRD) selected the construction manager at-risk (CMAR) collaborative delivery method to create a cohesive team that includes the County, the Engineer, the Owner’s Advisor and CMAR to work seamlessly to successfully design and construct the South County Drinking Water Facility Project (Project). The project delivery will be executed in two phases: Phase 1 Preconstruction Services, requirements addressed herein, and Phase 2 Construction Services, requirements to be finalized and executed by a contract modification with the final design documents and negotiated/accepted construction Guaranteed Maximum Price (GMP).

The overall goal of the Preconstruction Phase is to deliver a well-coordinated, constructible design with a high degree of cost and schedule certainty, thereby positioning the project for successful execution during the construction phase.

Preconstruction Services shall be performed in a collaborative, structured manner to support informed decision-making, optimize project outcomes, and reduce risk to the County. The CMAR will work proactively with the County and Engineer to advance the design in a manner that enhances constructability, improves cost certainty, and supports efficient project delivery.

Emphasis shall be placed on early identif ication and resolution of potent ial issues, alignment of scope, budget, and schedule, and maintaining the overall quality and intent of the design.

As part of the Preconstruction Services, the CMAR shall provide comprehensive services including, but not limited to, detailed constructability reviews, field investigations, value engineering analyses, and development of a preliminary construction logistics and execution plan.

The CMAR shall prepare and continuously update a baseline construction schedule, including phasing and sequencing strategies, and develop progressive cost estimates at defined design milestones. These deliverables shall be coordinated and reconciled with the design documents to ensure consistency among scope, schedule, and budget.

Tasks to be performed during Preconstruction Services Phase are organized into the following four major tasks:

• Task 1. Project Management and Coordination

• Task 2. Meetings

• Task 3. Design Support

• Task 4. Guaranteed Maximum Price (GMP) Proposal Development

The following pages outline the general scope, expectations, and anticipated outcomes for each task and subtask. The County reserves the right to modify the scope at any time, including adding, reducing or revising the services described herein.

CIP 32012000 Page 2

Task 1 Project Management and Coordination

Provide overall project management of the CMAR services and ensure coordination of all CMAR efforts with the County, the Engineer, and others as appropriate. Task 1 provides for management, administration, and coordination with project stakeholders. Services to be provided by the CMAR are detailed in the following subtasks comprising Task 1.

Task 1.1 Project Management and Administration

CMAR will provide oversight of its project staff, manage efforts of CMAR team and ensure coordination with the County, Engineer, and other project participants during the Preconstruction Phase. CMAR shall prepare and submit monthly pay applications. Form of pay applications, including the Preconstruction Phase Schedule of Values, shall be approved by County prior to approval of the first pay application. The Schedule of Values shall be organized to conform to the agreed upon work breakdown structure format with values for each task.

CMAR will prepare and submit with their monthly invoice together with a Progress Report summarizing activities completed for the current invoice period

Task 1.2 Schedule

The CMAR shall develop and maintain a comprehensive project schedule. The schedule will include detail-level activities for CMAR’s Preconstruction Services and until the design is advanced sufficiently, summary-level detail for the Phase 2 Construction Services activities.

CMAR will submit schedules throughout Preconstruction Services as defined in the following subtasks with increasing level of details for Phase 2 Construction Services, with the final Schedule submittal intended to be the Project Construction Schedule. The schedule shall be regularly updated to support coordination, decision-making, and alignment with project objectives. Monthly project schedule updates shall be submitted with the monthly pay application.

1.2.1 Initial Schedule

Within 10 calendar days of Notice to Proceed with Preconstruction Services, CMAR shall develop and submit a draft schedule using the latest version of Primavera P6. Schedule shall include detailed Preconstruction Phase tasks, while incorporating delineation of construction phase activities based on the 30% design deliverables. It shall identify all required reviews and approvals (internal and external to team), and appropriate levels of information necessary for action and timely response. CMAR shall identify tasks which may require action by the County. The Engineer will provide the CMAR with its detailed schedule for design and permitting activities for incorporation into the overall Schedule.

The schedule shall identify all critical path activities, including long-lead equipment procurement items, if any, and provide recommendations to the Owner and the Engineer to optimize schedule and prevent or minimize Project delivery impacts.

1.2.2 60% Schedule

After receipt of the 60% design documents, the CMAR shall advance the project schedule to reflect increased design definition and coordination. The schedule shall build upon the previous version by further refining and expanding Construction Phase tasks to a more detailed level, including updated phasing, sequencing, procurement durations, and identif ication of long -lead items. The schedule shall continue to identify all required reviews and approvals, incorporate the Engineer’s updated design schedule, and clearly define activities requiring County action, CIP 32012000 Page 3 supporting alignment of scope, schedule, and budget.

CMAR will submit draft 60% Schedule to County for review. CMAR will resolve the review comments with County for incorporation into the final 60% Schedule to be submitted with the 60% Cost Estimate Submittal.

1.2.2 90% Schedule

The CMAR shall expand the Schedule to include detailed construction activities. The 90% Schedule will be updated, as needed, to serve as the proposed Project Construction Schedule provided with the Guaranteed Maximum Price Proposal.

During, or prior to, preparation of the 90% Schedule, the County will facilitate CMAR’s efforts by answering questions regarding sequencing issues, scheduling constraints, interface points, and dependency relationships. The 90% Schedule shall include all items identif ied in Agreement, major sequences of the preconstruction and construction work, subcontract bid package development, GMP negotiations, subcontract bidding/procurement, times of commencement and completion required of each Subcontractor, ordering and delivery of products, including those that must be ordered well in advance of construction, any occupancy requirements of the Owner, material supplies, Engineer’s approval of shop drawings, anticipated outages to the existing facilities, and performance testing requirements. Included in this schedule shall be summary level detail of all anticipated construction activities. The schedule shall identify all long -lead procurement items.

1.2.3 Project Construction Schedule

The proposed Project Construction Schedule will be incorporated into CMAR’s Guaranteed Maximum Price Proposal. Once the County has accepted the schedule and upon acceptance of the Guaranteed Maximum Price Proposal, it will be revised and resubmitted, if needed, and considered the baseline Project Construction Schedule.

Task 1.3 Risk Management

CMAR shall develop and maintain a project Risk Register during the Preconstruction Phase. The Risk Register shall be used to inform and develop appropriate and Project -specific contingency values and cost estimates.

Within 30 days of NTP, CMAR shall submit the draft Initial Risk Register to include a description of the CMAR’s risk management process, a proposed risk register format, and a description of the qualitative analysis process for all risks identif ied. The Risk Register will be Excel-based or developed in software approved by the County. CMAR shall facilitate an Initial Risk Register Workshop for County, CMAR team, and Engineer to concur on Risk Register completeness and assessment of impacts. Mitigation strategies shall also be discussed in this initial workshop.

CMAR shall revise the Initial Risk Register based upon comments and recommendations discussed during the Initial Risk Register Workshop and resubmit the risk register after the workshop. The Initial Risk Register will serve as the basis for subsequent updates to take place throughout the Preconstruction Phase.

CMAR shall update the Risk Register after reviewing the 60% design and 90% design documentation. CMAR shall conduct a Risk Register Workshop with the County and Engineer to update risks, mitigation activities, and potential cost and schedule impacts. CMAR shall perform quantitative risk analysis to be the basis for the Risk Contingency estimate included in each cost

CIP 32012000 Page 4 estimate submittal (Task 3) and be prepared to justify values requested for contingency.

Task 1.4 Project Logs

The CMAR shall support the County in tracking and managing design development decisions through active participation in the Engineer‑maintained design log. This log will document design decisions, deviations from the accepted cost estimate and scope, proposed or approved value‑engineering changes, schedule impacts, and other design‑related decisions. The CMAR is expected to assist in identifying potential scope changes, evaluating options, and providing timely input on cost and schedule implications. The CMAR shall review the design log with the Engineer and County on a recurring basis to ensure alignment on decision timelines, required information, associated risks, and the level of estimating effort needed to inform design choices.

In addition, the CMAR shall develop and maintain a comprehensive Submittals List for all anticipated construction‑phase submittals. This includes both CMAR‑generated submittals (e.g., startup/testing plans, training plans, MOPO submittals) and manufacturer ‑provided submittals (e.g., O&M manuals, shop drawings, certif icates, warranties). The list must clearly identify “priority” submittals that may affect the project’s critical path. Draft submittal list must identify submittals expected within the first 90 days of Phase 2 Construction Services NTP, and the final list must reflect all submittals anticipated for the full construction phase.

Task 1.5 Preconstruction Plans

The CMAR shall develop and maintain several key preconstruction plans that guide coordination, cost development, quality management, procurement, and commissioning as the design progresses. These plans are drafted early, updated at major design milestones and then finalized for inclusion in Guaranteed Maximum Price Proposal.

• The Project Management Plan shall outline CMAR roles, communication protocols, cost and schedule control procedures, design‑log and submittal coordination, and other project management processes needed for both Preconstruction and Construction phases.

• The Quality Management Plan shall define the CMAR’s QA/QC approach during construction, including inspection procedures, documentation controls, testing requirements, non‑conformance management, and commissioning‑related quality controls.

• The Procurement Plan shall describe how subcontractor and equipment packages will be structured, competitively sourced, and evaluated, including identif ication of long ‑lead items and proposed self ‑performed work.

• The Commissioning Plan shall outline responsibilities, required activities, and resources needed to support startup, testing, and acceptance.

Task 1.6 Cost Model

The CMAR shall develop and maintain a comprehensive project cost model. The CMAR is expected to actively monitor and analyze cost fluctuations and present cost trends. The intent of this cost modeling effort is to serve as a collaborative decision-making tool for the entire project team, enabling timely, informed choices related to scope, materials, phasing, and value optimization. The cost model shall be regularly available to the County in a transparent and clearly organized format.

CIP 32012000 Page 5

Task 2 Meetings

Meetings during the Preconstruction Phase are intended to establish the structured communication framework needed to keep the County, Engineer, and CMAR aligned as design and preconstruction activities progress. These touchpoints ensure that issues are addressed early, decisions are well‑informed, and schedule, cost, and constructability considerations are continuously coordinated among all parties. The CMAR is expected to actively participate, provide timely input, document key actions or impacts, and support the collaborative decision ‑making process.

Anticipated key meetings include:

• Kick-off Meeting, to introduce key personnel, define roles and responsibilities of team members, discuss project administration and discuss and implement procedures allowing County, CMAR, and Engineer to perform their respective obligations of the Project and maximize value of the CMAR delivery model. The County and Engineer will prepare the agenda and present an overview of the current state of the design.

• Preconstruction Scheduling Meeting, to define the development of the project schedule and expectations for updates.

• QA/QC Program Meeting, to review CMAR’s proposed construction quality approach.

• Monthly Coordination Meetings, to discuss overall status updates, risks, market trends, and progress on preconstruction deliverables.

• Bi‑weekly Design Coordination Meetings, where CMAR identif ies constructability concerns, cost or schedule impacts, and provides supporting documentation.

Task 3 Design Support

This task encompasses the CMAR’s technical involvement throughout design development and will be scaled based on the level of design completed at the time of CMAR onboarding. The CMAR is expected to work collaboratively with the Engineer and County to improve constructability, confirm sequencing and site constraints, evaluate cost and schedule impacts, and support design decisions as the documents progress toward the basis for GMP. Because design level at onboarding may vary, the scope and depth of the CMAR’s review will be scaled accordingly.

Task 3.1 30% Design Review

Although the Engineer anticipates being close to completion of the 60% Design upon issuance of NTP, the County would like to consider CMAR recommendations that may significantly impact the design while there is opportunity to incorporate them with minimal impacts to the Project schedule.

CMAR will be provided with 30% design documents upon NTP. This task includes CMAR review of the 30% Design, specifically to identify these significant items or potential issues. Within 14 days of NTP, a workshop shall be held to discuss the CMAR’s findings.

Task 3.2 60% Design Review and Cost Estimate

The CMAR shall review the 60% design documents and provide detailed constructability input, value engineering ideas, identify potential cost or schedule risks, develop a 60% cost estimate, and participate in workshops to review and reconcile design comments. The CMAR shall also assist the County by recommending early procurement or construction packages based on material availability, phasing, or critical path items.

CIP 32012000 Page 6

3.2.1 Design Review

CMAR’s design and constructability review shall provide recommendations on the 60% Design documents with issues such as phasing of the work, staging, temporary work, new construction techniques or methods for executing the work, along with identifying where the 60% Drawings and Specifications are not consistent or complete. CMAR will provide its review to ensure that good building practice is being incorporated into the documents and design elements are buildable as drawn. Additionally, CMAR shall:

• Address perceived cost or schedule issues. Include potential cost and schedule-saving alternates.

• Provide list of additional detail needed to complete the Project per the County’s schedule requirements.

• Provide information on material availability, long-lead material procurement needs and recommendations on equipment and/or packaging to advance construction. Discuss any anticipated supply chain issues.

• Make recommendations regarding the division of the work to facilitate bids and proposals for the major elements of the work.

• Identify site logistics which need to be incorporated into the Drawings; and

• Identify items or issues in the Drawings which may cause the Project additional cost and time impacts, and which can be avoided or eliminated from the Project.

• Identify, evaluate and propose cost-effective alternatives (value engineering).

• Advise the County regarding ways to gain efficiency in Project delivery.

A Workshop shall be held to formally present the results of the CMAR’s 60% design review.

3.2.2 60% Cost Estimate Submittal

The CMAR shall prepare and submit the draft 60% Cost Estimate Submittal in accordance with the cost model methodology provided as Exhibit 1 to this Scope of Work. This estimate will provide information for the County and Engineer to assist in evaluating alternative designs, equipment, materials or other variations in implementation of the project and will provide the basis tracking costs to the GMP negotiations. CMAR shall incorporate information on labor rates, productivity, pricing of materials and equipment, overhead costs and escalation to produce a complete Class 2 cost estimate.

CMAR shall convene a meeting with the Engineer and County to address estimate review comments and reconcile cost elements that appear to be misaligned with the project’s intended scope.

Task 3.3 90% Design Review and Cost Estimate

At the 90% design milestone, the CMAR shall conduct a focused review of the near ‑final design documents. The CMAR shall evaluate the 90% design for constructability, coordination, phasing, procurement needs, and potential cost or schedule impacts. The CMAR shall participate in the Engineer’s 90% Design Review Workshop and lead a Constructability Review Workshop.

The CMAR shall prepare an updated (Class 1) cost estimate that reflects adopted design changes and updated risk information.

CIP 32012000 Page 7

Task 4 Guaranteed Maximum Price Proposal Development

The CMAR shall develop one or more Guaranteed Maximum Price Proposals (depending on proposed work packages) based on the level of design completed at the time the County requests pricing. The CMAR shall use the approved Procurement Plan (developed under Task 1) and the most current design documents to structure bid packages, solicit and evaluate subcontractor and supplier pricing, and compile an open‑book cost proposal that reflects competitive bidding, cost transparency, identif ied risks, proposed contingencies, allowances, and the CMAR’s fee. The Proposal format shall be developed consistently with the requirements established in the Agreement and Exhibit 1 to Scope of Work.

The CMAR shall document the basis of selection for subcontractors and suppliers, identify any assumptions or clarif ications, and prepare a proposed construction schedule and schedule of values aligned with the scope being priced. As design progresses, the CMAR shall update plans such as procurement, commissioning, and health and safety to support price proposal development.

The CMAR shall participate in workshops and meetings to present each price proposal, review bid results, and engage in good‑faith negotiations to refine pricing and reach agreement on the Guaranteed Maximum Price. Depending on project needs, phasing strategy, and design progression, the CMAR may be required to prepare multiple price proposals , for example, to support phased construction work or early‑work packages. Each proposal shall incorporate updated risk registers, revised plans, and all supporting cost documentation necessary to allow the County to evaluate the proposal’s completeness, competitiveness, and alignment with project objectives.

Project Budget

The estimated budget for preconstruction services and construction of the Project is approximately $145 million.

CIP 32012000 Exhibit 1

Exhibit 1

GMP Submittal Requirements

CIP 32012000 Exhibit 1

GUARANTEED MAXIMUM PRICE (GMP) SUBMITTAL REQUIREMENTS

1.1 Preparation of Cost Estimates/GMP

A. The CMAR shall submit all required cost estimates in accordance with requirements herein.

B. During the preparation of the Design Development Submittals, the CMAR shall prepare a Procurement Plan and initiate discussions with proposed Subcontractors for those categories of work identif ied in the approved Procurement Plan.

C. The CMAR shall follow the approved Procurement Plan and conduct all Subcontractor procurement processes on an “open book” basis. The CMAR shall allow the County to participate in the receipt and analysis of all proposals, and shall:

1. Develop draft procurement documents, including procurement contract language, and incorporate technical specifications, and drawings as required to solicit procurement proposals.

2. Distribute request for proposals (RFPs) for the Equipment, which will form part of the Works, to be procured to prospective Subcontractors, respond to questions, and prepare addenda as necessary. Copies of all RFPs, addenda, and other relevant correspondence shall be provided to the County.

3. Provide a minimum of three (3) Subcontractor proposals, if practical, for all material proposals and for each package that the CMAR intends to bid to subcontractors and not self-perform, unless otherwise authorized by the County; and

D. The CMAR may respond to the project bid package RFPs, as specified in the County approved Procurement Plan. The CMAR response must be submitted to the County at least 24 hours prior to the due date established in the RFP.

E. The CMAR shall submit copies of all Subcontracts to the County within five (5) Business Days from issuance.

F. The CMAR may select certain Subcontractors without going through the procurement process described above if it f irst obtains the County’s written consent, which may be withheld at the County’s discretion.

1.2 Cost Estimates/GMP Submittals

A. The CMAR shall prepare, at each design milestone described below, a cost estimate submittal for the Project. Described herein are the requirements that the CMAR shall follow to prepare its cost estimate submittal. Each cost estimate submittal shall represent an “open-book” cost estimate detailing both the direct and indirect cost components.

B. Each cost estimate submittal shall be submitted to the County for review. Without limiting the County’s rights, the County may do one of the following:

1. Accept the cost estimate submittal;

CIP 32012000 Exhibit 1

2. Accept the cost estimate submittal with exceptions, which the CMAR shall incorporate in the cost estimate with the next Design Submittal; or

3. Reject the cost estimate submittal for additional refinement or development to meet the County’s requirements.

C. The County reserves the right to request that certain work CMAR identif ied as self-performed work in the County Approved Procurement Plan be issued for bid to subcontractors.

D. The CMAR shall provide a cost estimate submittal at each of the following design milestones (approximate AACE International cost classifications that are expected with each cost estimate submittal are listed):

1. Initial 30% Design Submittal (Class 4 Estimate), if applicable.

2. 60% Design and VE Pricing Submittals (Class 2 Estimate)

3. 90% Design and VE Pricing Submittals (Class 1 Estimate)

4. GMP and VE Pricing Submittals at 60% or 90% Design (Class 1 Estimate)

E. Each cost estimate shall adhere to the requirements listed herein.

F. The CMAR shall track cost migration between design milestones/cost estimate submittals and shall maintain a cost change log to document scope items that have changed and the associated costs for each adjusted scope item.

1.3 Organization of Cost Estimate/GMP Submittals

A. Unless noted herein, the CMAR shall prepare each cost estimate submittal containing the following components in the following order:

1. Cost Estimate Summary Memorandum

2. Attachment 1 – Cost Model

3. Attachment 2 – Assumptions, Clarif ications and Exclusions

4. Attachment 3 – Subcontractor and Supplier Estimates and/or Bids

5. Attachment 4 – Allowance Items

6. Attachment 5 – CMAR Contingency Costs Support Information

7. Attachment 6 – General Conditions Costs Support Information

8. Attachment 7 – Start-up, Commissioning, and Acceptance Testing Costs Support Information

9. Attachment 8 – Updated Construction Schedule

10. Attachment 9 – Updated Risk Register

G. The CMAR shall provide in any other format requested by the County.

CIP 32012000 Exhibit 1

H. A meeting will be held to discuss the County’s review comments, as well as how the CMAR intends to address such comments and incorporate those comments into either a revised cost estimate submittal or into the cost estimate with the next Design Development Submittal, or the GMP.

CIP 32012000 Exhibit 2

Exhibit 2

Procurement Plan

CIP 32012000 Exhibit 2

Procurement Plan

The following items shall be included in a procurement plan, the intention of which is to ensure cost competitive pricing of the work, optimal engagement of Small Business Enterprises, and best value to the County. The draft procurement plan shall address subcontractors, vendors and suppliers.

1. Identify portions of the work the CMAR intends to self -perform and the portions that it intends to award to Subcontractors and explain the rational for the proposed approach including how the proposed approach benefits the County. Note that the County reserves the right to direct CMAR to bid out work CMAR identified for self-performance if it believes it is in the County’s best interest to do so.

2. For each package that the CMAR intends to bid to subcontractors, provide:

a. Schedule for procurement process, including establishment of eligibility criteria and qualif ication process.

b. Required qualif ications of the subcontractor.

c. List of qualif ied subcontractors.

d. Outreach plan – the approach for inviting competitive bids and requests for quotations for equipment and material such that these opportunities will attract a high level of competition from responsible local subcontractors.

e. Description of process of obtaining and evaluating bids.

f. Identify any package for which the CMAR may also bid.

3. Identify any items that the CMAR recommends be considered for Owner Direct Purchase.

4. Identify items that are likely to require significant time to procure (i.e., long lead items) and include:

a. An analysis of equipment availability considerations and mitigation strategies to address supply chain issues as applicable.

b. Recommendation for early procurement of equipment packages. Include the scope of work, schedule, delivery method, and subcontract bidder responsibility criteria for each contract package. Identify work that is expected to be self -performed.

5. Identify specialty equipment and describe the selection process, including cost and non -monetary criteria, for selection of this equipment.

6. Identify any subcontractors, suppliers, or vendors who will be selected by means other than those already described in items 1-5 of the procurement plan.

7. Describe how the approach will change as the Project advances post GMP.

The CMAR shall submit a draft of the Procurement Plan to the County for review and comment.

A workshop shall be held with the CMAR and the County to collaboratively review the draft Procurement Plan and comments.

The CMAR shall update the Procurement Plan for approval by the County. Development of costs that the CMAR includes in the cost model shall be consistent with the approved Procurement Plan. The County reserves the right to require the CMAR to bid out additional work to subcontractors. If the subcontractors and the CMAR bid on the same work packages, the bids and proposals shall be submitted directly to the County and the CMAR’s bid must be received 24 hours prior to the subcontractors’ bids.