ASD_Scope_and_Deliverables_Standard_Requirements.docx

ASD Scope and Deliverables Standard Requirements

Task 1. Project Management and Coordination

· Provide state-of-the-art project management services throughout the term of the Agreement. This project management effort shall be provided for the following processes:

· Project initiation

· Project planning and scheduling

· Project controls

· Project execution

· Project administration and closing.

· Deal with issues, including, but not limited to, Project integration, Project scope development, Project management, cost management, quality assurance and control issues, human resource requirements, Project communications, and Project risk management.

· As part of Project Management and Coordination, Consultant is anticipated to initiate, plan, execute, direct, control, and administer the Project by effectively organizing, staffing, directing, integrating, and coordinating the required Project Tasks and Subtasks.

· These services shall be performed in a professional fashion as per current project management principles, guidelines, and standards promoted by recognized project management organizations and institutions. This task includes the following:

A. Suitability of Work and Consultant Cooperation

· Furnish, in accordance with the agreed upon schedule, a complete, practical, economical design, plans, specifications, and estimates (if such plans and specifications are within the scope of Consultant's work; consultant shall follow the Agency’s cost estimate template), and related corrections and changes which are best suited for the contemplated construction, and ensure all work is completed in accordance with this Agreement and with sound engineering principles and is signed and sealed by a licensed Professional Engineer and/or Architect, as appropriate.

· Upon request of the Engineer, provide all calculations, data, charts, and other information of any type whatsoever which support its designs or other work performed pursuant to this Agreement. Consultant may not assert as a basis for refusing to provide such information that it is proprietary.

· Satisfy Engineer that design decisions are based on objective evaluation of the requirements of the facility owner and user, meet site-specific conditions, comply with Project construction cost budget, and minimize long-term operation and maintenance costs.

· Consultant is aware and agrees that the Agency has the right to submit the Consultant's work product to independent design reviewers.

· Consultant agrees to fully cooperate with such reviewers if the Agency determines whether review is appropriate.

· Consultant's obligation to cooperate shall include the obligation to respond in an objective professional manner to requests for information, and, if expressly requested by Engineer, to enter a dialogue with the reviewer regarding the comments of the reviewer on the work.

· The Agency’s CAD Standards adopt Autodesk Applications such as AutoCAD, Civil 3D and Revit as the “Standard CAD Software”. All submitted files must conform and comply with the latest version of the Agency’s CAD Standards outlined in the Agency’s CAD Manual. When submitting files on electronic media, the AutoCAD, Civil 3D (.dwg) or Revit (.rvt) drawing file version should be included.

· Specifications shall be prepared using SpecLink Cloud and submitted in Portable Document Format.

B. Quality Assurance/Quality Control Plan

· Prepare a quality assurance/quality control plan (QA/QC Plan) for the Project and outlined in each proposal prior to authorization of the work. The QA/QC Plan shall be prepared in accordance with minimum requirements of the Agency, recognized professional standards, and shall identify procedures for reviewing and checking computations, design drawings and other submittals specific to the design phase for both Consultant and Subconsultants. The plan shall also identify roles and responsibilities for implementing and monitoring quality control and quality assurance. As part of the Consultant's QA/QC Plan, Consultant Senior Staff shall perform independent review of all documents for completeness, technical accuracy, and coordination and code compliance at the end of each work phase prior to submittal of deliverables to Engineer.

C. Prepare Project Schedule

· Develop a computerized Critical Path Method (CPM) Schedule using Microsoft Project. This schedule shall be created in close coordination with the Engineer or Engineer’s designee. The initial schedule shall be submitted within 30 days after the issuance of the first Notice to Proceed under this Agreement. The schedule shall initially focus on design phase activities, including significant milestones (such as tasks), permits, utility coordination and related Tasks, to allow for effective planning, monitoring and reporting throughout the Project. It shall combine activities related to cost, planning and design, reviews, project delivery, and approvals and shall provide uniform guidance for planning, scheduling, budgeting, and coordination efforts. Updates to the schedule should coincide with the scheduled Project Team Meetings, where reporting shall take place.

D. Monthly Progress Status Reports and Schedule Updates

· Prepare monthly progress reports that include an update to the key milestone delivery schedule and percent completion of each task worked on during that period. Consultant shall maintain the CPM Schedule. The schedule will be reviewed in close coordination with Engineer. Each month a schedule shall be issued for Project progress meetings and other public meetings where Project status and the schedule may be an agenda item. The CPM Schedule shall also be updated each month to show progress.

E. Project Team Meetings

· Attend monthly meetings with Project stakeholders throughout the term of this Agreement. Consultant’s Project Manager shall attend each meeting. It is anticipated that various other members of the Project team, including Subconsultants, may be required to attend the meetings. Prepare an agenda and distribute meeting minutes, as well as track design contract action items. Monthly progress reports shall be presented and discussed at this meeting.

F. Subconsultant Administration

· Administer all Subconsultants on this Project. All Subconsultant requests for information, questions, clarifications, and invoices shall be processed through the Consultant.

G. Meetings, Permits, and Utility Coordination

· Attend meetings, conferences, hearings and provide drawings, applications and exhibits necessary to obtain all required approvals, plan checks, permits, variances and utility services/modifications for the Project. Determine regulatory agency approvals, plan checks, permits and variances necessary for Project's design and construction unless the Engineer otherwise directs in writing. Prepare and deliver to Engineer, for review and comment, minutes of all meetings attended within three (3) working days after the meeting, whether or not the Agency is represented at said meetings, if the subject of such meeting is material to design of Project or if Engineer requests such meeting minutes.

NOTE: Project Management and Coordination services and costs are included within all major scope of services Tasks (Tasks 2.0 – 10.0) and so are not broken out separately as Task 1.0.

Task 1 Deliverables:

· QA/QC Plan (doc and pdf)

· Comment records (xlsx)

· Project schedule updates (pdf and mpp)

· Project status reports (pdf)

· Meeting Minutes (pdf)

Task 2. Conceptual Study and Report Phase

After issuance of the first written Notice to Proceed under this Agreement, perform Conceptual Study and Report for the Project. That work shall include, but not necessarily be limited to the following:

A. Visit the site and become familiar with the Project area;

B. Review available survey, coordinate control information and record plans and use this material to establish site boundaries, locations of existing facilities, utilities (including utilities below grade) and existing grades. Provide a list of additional surveys required.

C. Identify and analyze permits, approvals and requirements of local, state, and federal regulatory agencies, and coordinate with them as necessary for conformance with their requirements, rules and regulations;

D. Coordinate work with adjacent projects, facilities and improvement;

E. Develop detailed project design criteria and identify critical issues, opportunities and constraints.

F. Prepare a report and documentation package presenting the results of the two (2) conceptual studies to clearly present the considerations involved and the alternative solutions available setting forth Consultant’s findings, evaluations and recommendations. Each alternative shall include cost, schedule, and a list of risks: pros and cons.

G. Provide a recommendation of preferred alternative that best achieves the project objective and design criteria.

H. Document justification for the selection.

Task 2 Deliverables:

· Preliminary Conceptual Study (design criteria)

· Final Conceptual Study

· Architectural exhibits/artist renderings

· Preliminary architectural plans

· Landscaping exhibit(s)

· Structural exhibit(s)

· Mechanical/electrical/plumbing (MEP) exhibit(s)

· Grading and surfacing exhibit(s)

· Utility and substructure exhibit(s)

· Construction phasing

· Refined design imagery

· Preliminary project construction cost estimates

· Preliminary project design and construction schedules

Task 3. Preliminary Design Phase (50% Construction Plans)

A. Upon completion of the conceptual study and report phase, selection of a preferred alternative by the Agency, and issuance of a written Notice to Proceed from the Engineer, or written provisional Notice to Proceed with individual elements, perform the preliminary (50%) design.

B. Plans shall include typical sections and details and illustrate the architectural, civil, structural, electrical, mechanical, and other design aspects in sufficient detail to cover all matters, which will materially affect the essential features and cost of the Project.

C. Prepare a preliminary list of required permits and approvals, including estimated durations.

D. The preliminary design submittal shall include, but not necessarily be limited to the following for all facilities:

1. Architectural Plans

2. Site plan showing coordination and relationships with overall site development

3. Construction phasing plan

4. Removal plan

5. Substructure plan

6. Civil design

7. Structural design

8. Mechanical/HVAC Design

9. Plumbing design

10. Electrical design

11. Storm drain plans and details

12. Landscape and hardscape design

13. Striping and signage plan

14. Utility plan

15. Site/Area lighting plan

17. Outline specifications for each discipline of work

18. Updated project cost estimate and schedule

19. Utility demand estimates

20. Perform all appropriate code coordination and review with applicable local, state, and federal agencies.

Task 3 Deliverables:

Deliverables from this phase will provide a general overview of the entire proposed development not necessarily attempting to group the plans by anticipated construction contract sets. The deliverables will include:

• Preliminary architectural plans

• Preliminary site plan

• Preliminary construction phasing plans

• Preliminary removal plan

• Preliminary substructure plan

• Preliminary civil plans

• Preliminary structural plans

• Preliminary mechanical/electrical/plumbing plans

• Preliminary utility plans

• Preliminary landscape and hardscape plan

• Preliminary signing & striping plans

• Preliminary site/area lighting plans

• Preliminary construction cost estimate

• Preliminary construction schedule

• Associated reports and analysis work

• Outline of specifications

Task 4. Ninety-five percent Construction Documents (95% DESIGN)

A. Upon issuance of written Notice(s) to Proceed from the Engineer, proceed with 95% design of Project. This procedure is the same for the Final design.

B. Preparation of plans (both 95% QA/QC and 95% Review sets), specifications, and estimates in sufficient detail to provide the information necessary for competitive construction contract bidding for Project.

C. All review comments provided in and during the Preliminary Design Phase (50% Construction Plans) shall be addressed and incorporated as necessary.

D. Update the list of required permits and approvals, including estimated durations.

E. Permits and approvals:

1. Perform all appropriate code coordination and review with all applicable local, state, and federal agencies.

2. Changes in the plans, specifications, and estimates, including any changes required by a change in rules, regulations, or laws required to obtain final approval from all Authorities Having Jurisdiction shall be made by Consultant.

Task 4 Deliverables:

An 95% version of the following, grouped by contract set, will be provided to the Agency at the end of this design phase.

• Architectural plans

• Site plan

• Construction phasing plan

• Removal plan

• Substructure plan

• Civil plans

• Structural plans

• Preliminary mechanical/electrical/plumbing plans

• Utility composite plan

• Landscape and hardscape plans

• Signage and striping plans

• Site/area lighting plans

• Updated construction estimates

• Updated construction schedule

• Associated reports and analysis work

• Calculations

• Specifications

Task 5. Final Design Documents (100% DESIGN)

A. Upon issuance of a written Notice to Proceed from the Engineer, or written provisional Notice to Proceed with individual elements, prepare the Final Design submittal and respond to and incorporate all comments received from the Agency and Authorities Having Jurisdiction

B. All review comments provided in and during the 95% DESIGN shall be addressed, and incorporated as necessary.

C. Provide status and updates to the list of required permits and approvals. Plans (both 100% QA/QC and 100% Review sets), specifications, and estimates shall be stamped and signed by an architect or engineer appropriately licensed to practice in the State of California.

D. Submit a detailed estimate (Class A) of the cost.

E. Submit a proposed construction schedule in sufficient detail for use by Engineer in evaluating the adequacy of contractor’s scheduling submittal.

Task 5 Deliverables:

Final versions of the following contract sets consisting of plans, specifications and estimates are anticipated:

• Architectural plans

• Site plans

• Construction phasing plan

• Removal plan

• Substructure plan

• Civil plans

• Structural plans

• Mechanical/electrical/plumbing plans

• Utility composite plan

• Landscape and hardscape plans

• Signage and striping plans

• Site/area lighting plan

• Updated construction estimates

• Updated construction schedules

• Associated reports and analysis work

• Calculations

• Specifications

Task 6. Signature Submittal

A. Following review and incorporation of comments of Engineer, original plans, specifications, and estimates, stamped and signed by an engineer or architect appropriately licensed to practice in the State of California, shall be submitted for signature by Engineer.

B. Stamped drawings, electronic CAD files, final specifications, final cost estimate and schedule shall be submitted.

C. Submit to Engineer all final all structural, civil, electrical, mechanical, and any other calculations used in the design of the Project.

D. Provide status and updates to the list of required permits and approvals.

E. Bid quantities as requested

Task 6 Deliverables:

• Stamped drawings

• Final Specifications

• Final cost estimate

• Final schedule

• Bid quantities, if requested, and calculations.

Task 7. Bidding Phase

Provide assistance to the Agency during the contract(s) advertising and award process to include the following:

A. Assistance in pre-qualifying potential bidders

B. Attendance at pre-bid meetings

C. Reviewing and providing responses to bidder inquires

D. Preparing and issuing addendums as needed.

E. Assistance in reviewing bids

Task 8. Design Services during Construction

Provide the following services in support of the Agency’s on-site construction management efforts.

A. Office Engineering:

1. Check detailed construction drawings, submittals, shop and erection drawings, and substitutions submitted by the project contractor for compliance with permits and plans, specifications, and estimates.

2. Review specific non-routing laboratory, shop, and mill test reports of materials and equipment as directed by the Agency.

3. Address requests for information ("RFI’s") from the project contractor and Building and Safety inspectors.

4. Prepare record (as-built) drawings on original plans as per the data supplied by the Project contractor via the Agency’s construction manager.

B. Field Engineering:

1. Make periodic visits to the site to observe the work in progress and provide appropriate reports, including attendance at selected weekly progress meetings.

2. Observe and report to the Agency on any performance test required by the plans and specifications.

3. Attend final inspections of project’s completed construction contracts.

C. Structural Observation:

Provide qualified personnel for observation of structural systems, for general conformance to the approved plans and specifications in conformance with all applicable codes.

This task includes a limited number of field trips at significant construction stages and at completion of the structural system. The structural systems include the lateral and/or gravity of load paths.

Task 8 Deliverables:

• Responses to RFIs

• Provide Clarifications and supplemental drawings

• Field reports and “punch lists”

• Reviewed shop drawings and submittals

• Prepare Record Drawings in accordance with the Agency’s standards.

Task 9. Facility Assessments and Studies Inspect facilities including assessments of interior and exterior structural and mechanical, engineering, and plumbing (MEP) and prepare post-assessment report and recommendations.

Task 9 Deliverables:

· Post-assessment report and recommendations.

Task 10. Additional Design Services The work includes, but is not limited to, technical studies; analysis; conceptual –final designs; location site maps; and other engineering services as directed by the Engineer that relate to the Project.