Attachment_A_-_CM_Scope_of_Services.docx

ATTACHMENT B - SCOPE OF SERVICES

RFPXXXXXX – DOWNTOWN PARKIN GARAGE

CONSTRUCTION MANAGEMENT SERVICES

INTRODUCTION

The City of Palo Alto (“City”) is soliciting proposals from qualified Construction Management firms (“Construction Manager” or “CM”) to provide professional construction management services for the delivery of a new Downtown Parking Garage (“Project”) located at Parking Lot D, 375 Hamilton Avenue in downtown Palo Alto.

The proposed project consists of a new approximately six-level above-ground parking structure on an existing City-owned surface parking lot bounded by Hamilton Avenue, Waverley Street, and Lane 21 alley. The garage is anticipated to provide approximately 265 parking spaces, including accessible parking, electric vehicle charging infrastructure, bicycle parking, and photovoltaic infrastructure. The project will also include associated site improvements, including pedestrian circulation enhancements, plaza improvements, landscaping, lighting, and relocation of existing utilities on and adjacent to the project site.

The Project site is intended to reserve a portion for future affordable housing development by a future developer, with timing and implementation currently unknown. The site is located in a constrained downtown environment with active commercial uses, ongoing access requirements, and complex utility coordination needs.

The Project has received Architectural Review Board (ARB) approval, and the design team, Watry Design, Inc., is currently advancing the Project through Design Development. Progression into subsequent phases remains subject to City Council approval.

General CM Scope The CM shall provide comprehensive construction management services throughout design and construction, including cost estimating, constructability review, scheduling, procurement support, construction administration, coordination, project closeout and turnover.

The CM shall serve as the primary coordination interface between the City, design team, Contractor, and City-retained consultants to ensure alignment of scope, schedule, budget, and construction activities.

The CM shall also coordinate closely with City departments including, but not limited to, Public Works, Transportation, Planning, Utilities, Facilities and other internal stakeholders. The CM shall facilitate communication, consolidate input, and support timely review and decision-making across departments.

All services shall be performed in accordance with the professional standards and best practices of experienced construction managers in the San Francisco Peninsula region.

The CM shall assign key personnel identified in the proposal to the Project for its duration.

The City reserves the right to request replacement of any CM personnel whose performance is deemed unsatisfactory.

MINIMUM QUALIFICATIONS

Firm Qualifications The CM firm shall demonstrate the following minimum qualifications:

1. The firm shall have a minimum of ten (10) years of experience providing construction management services for public agency capital improvement.

2. The firm shall demonstrate experience providing construction management services for at least three (3) comparable public-sector projects completed within the last ten (10) years, of similar complexity, scale, and construction value. Comparable experience shall include one or more of the following:

· Multi-level parking structures or parking garages;

· Public vertical construction projects;

· Projects constructed in dense urban or downtown environments;

· Projects involving significant utility relocation, joint trench coordination, or complex stakeholder coordination;

3. The firm shall demonstrate experience providing services including, but not limited to, construction administration, cost estimating, constructability review, CPM schedule analysis, change order review, claims analysis, project controls, and project closeout.

4. The firm shall possess sufficient staffing capacity and resources to provide continuous construction management services throughout the duration of the Project, including onsite field representation during active construction.

Key Personnel Qualifications The proposed Project Executive shall:

· Have a minimum of twenty (20) years of construction management experience;

· Have served as Project Manager on at least three (3) comparable public-sector construction projects of similar size and complexity.

The proposed Field Project Manager (or equivalent onsite lead) shall:

· Have a minimum of fifteen (15) years of construction experience, including onsite construction oversight;

· Have experience on at least two (2) comparable projects involving public agency coordination, schedule management, contractor oversight, and field issue resolution.

Key personnel identified in the proposal shall be committed to the Project for its duration. Any substitution of key personnel shall require prior written approval by the City at least twenty-one (21) calendar days in advance and replacement personnel shall possess qualifications equal to or greater than those presented in the proposal.

The CM shall provide sufficient staffing, technical resources, and management oversight necessary to successfully perform the Services and meet Project requirements. The CM shall augment staffing levels, including providing additional qualified personnel, as necessary to maintain adequate project oversight, schedule adherence, responsiveness, and overall project performance, at no additional cost to the City unless otherwise approved in writing by the City. Any proposed additions to key personnel or staffing resources beyond those identified in the proposal shall be subject to prior written approval by the City.

SCOPE OF SERVICES

The CM shall provide full construction management services during preconstruction, bidding, construction, and closeout phases, including support for claims, disputes, and contract administration. The CM shall maintain professional standards consistent with industry best practices in the San Francisco Peninsula region.

Task 1: Preconstruction Services CM shall provide preconstruction services to assist the City, including but not limited to review of construction documents, bid document preparation, and related project support services, including the following:

1.1 Become familiar with the project history and site.

1.2 Assist the Architect and City staff as needed to obtain building permits and all other required agency approvals for the Project. The CM shall actively support permit coordination efforts, including tracking permit status, identifying approval risks or bottlenecks, and proactively working with the design team, City staff, and permitting agencies to facilitate timely review and approval. The CM shall recommend strategies to expedite permit issuance and mitigate schedule impacts associated with permitting.

1.3 Develop an independent cost estimate of probable construction cost based on the 50% and 100% Design Development progress sets and the 100% Construction Documents provided for constructability review and reconcile the estimate to the Architect’s estimate

1.4 The CM shall identify potential gaps in design coordination, investigations, or technical documentation during constructability reviews and shall notify the City when additional specialty consultants, studies, or technical services may be required to support design completion, permitting, constructability, or risk mitigation.

Upon direction from the City, the CM shall assist in the development of scope descriptions, request for proposals, and evaluation of proposals for such specialty consultants. This may include, but is not limited to, geotechnical engineering, structural peer review, traffic engineering, utility coordination, environmental services, cost estimating, and schedule advisory services.

1.5 Provide detailed constructability review of the 50% and 100% Design Development progress sets and the 100% Construction Documents to verify that the construction documents are complete, coordinated, and internally consistent, and to identify opportunities for value engineering. The principal objectives of the constructability review are to ensure that the construction documents contain all necessary details to prevent delays during construction and to minimize change orders resulting from omissions, inadequacies, or inconsistencies in the construction documents.

The CM shall review construction documents, technical specifications, geotechnical reports, utility reports, site investigations, and other available project information for completeness, coordination, constructability, and potential impacts to cost, schedule, quality, and project risk.

The review shall include an evaluation of traffic control feasibility, construction fencing, temporary facilities and structures, pedestrian protection measures, construction staging, and site logistics requirements specific to the constrained downtown environment. Special emphasis shall be placed on maintaining safe public access and minimizing impacts to adjacent businesses, residents, public facilities, and downtown operations throughout the construction period.

The CM shall evaluate the constructability of structural systems, including foundation systems, post-tensioned concrete systems, shoring systems, temporary works, and specialty construction elements, in coordination with the Engineer of Record (EOR), Architect, and specialty consultants, as applicable.

Following each constructability review, the CM shall provide a written report to the City identifying deficiencies, conflicts, omissions, risks, and recommendations, with a focus on the following areas:

· Site logistics and constraints

· Clarity of documents

· Completeness of documents

· Internal consistency of documents

· Technical constructability

· Building code compliance

· Quality control

· Compatibility of contract plans, specifications, and applicable standards

· Utility clearances and utility coordination

· Project schedule and phasing

· Cost and schedule impacts

· Construction risk identification and mitigation

· Pedestrian and vehicular safety and access

Reviews shall be performed by engineers or contractors with relevant experience in disciplines such as mechanical, electrical, civil, structural, and other applicable fields.

For each constructability review milestone (50% Design Development, 100% Design Development, and 100% Construction Documents), the CM shall provide the following deliverables:

1. Bluebeam Markups – Electronic review comments provided as marked-up PDF documents using Bluebeam Revu. Markups shall clearly identify deficiencies, conflicts, omissions, constructability concerns, coordination issues, and recommendations. Native Bluebeam markup files shall be provided to the City.

2. Comment Log – A comprehensive comment tracking log in Microsoft Excel format documenting all review comments. At a minimum, the log shall include:

a. Comment number

b. Discipline

c. Drawing/specification reference

d. Comment description

e. Recommended action

f. Responsible party

g. Response status

h. Resolution status

3. Comment Resolution and Backcheck Reviews – The CM shall track all comments through resolution and obtain responses from the Architect, Engineer of Record, specialty consultants, and other responsible parties, as applicable. Upon issuance of subsequent design submittals, the CM shall perform backcheck reviews to verify that comments have been adequately addressed and incorporated into the revised documents. The comment log shall be updated to document responses, dispositions, and final resolution of each comment.

4. Summary Report – A written summary identifying significant constructability issues, unresolved concerns, potential impacts to cost, schedule, quality, and project risk, and recommendations for corrective action.

1.6 Following any modifications to the 100% Construction Documents resulting from the final constructability review, develop a revised independent estimate of probable construction cost that accounts for the modifications and reconcile the estimate to the Architects’ estimate

1.7 Prior to solicitation of construction bids, coordinate any significant construction document revisions that need to be included in the bid with the Architect and City. Minor design changes can be included after the bid is advertised as part of an addendum before bid due date.

1.8 Assist the City with the preparation of the scope of services for the bid packages and other related bid documents needed to ensure a complete bid package. The Architect will prepare the technical specifications, and CM will review for completeness. CM shall assist the City during the bidding phase including:

· Pre-bid RFIs and clarifications

· Review of addenda for completeness and constructability impact

· Participation in pre-bid meetings

· Bid leveling support and comparison of contractor bids if requested

· Recommendation regarding bidder responsiveness and identified risks

1.9 CM shall support preconstruction planning and coordination for the joint trench and associated utility relocation work required to facilitate construction of the Downtown Parking Garage. Utility relocation work includes City-owned and third-party utilities located within the project site and adjacent public right-of-way, including Hamilton Avenue, Waverley Street, and Lane 21, as necessary to accommodate the project. CM shall provide services including, but not limited to:

· Reviewing utility relocation and joint trench design documents for constructability, sequencing, and coordination with parking garage construction;

· Participating and leading coordination meetings with utility owners, City departments, the design team, and other stakeholders;

· Reviewing and providing input on phasing, temporary utility impacts, shutdown requirements, and construction access considerations;

· Assisting in identifying construction risks, schedule impacts, and cost implications associated with utility relocation and joint trench work;

· Supporting evaluation of construction packaging and sequencing strategies to coordinate joint trench and parking garage construction; and

· Providing input to support development and execution of joint trench agreements, including coordination considerations and potential cost-sharing strategies.

1.10 CM shall develop and maintain a Project Risk Register throughout design and construction phases. The Risk Register shall identify, evaluate, and track potential risks that may impact cost, schedule, scope, quality, or public impacts.

The Risk Register shall be initially developed during the preconstruction phase and updated at least monthly, and more frequently as required during active construction. The CM shall incorporate identified risks into cost estimates, constructability reviews, and schedule analysis, and shall proactively recommend mitigation measures to the City.

1.11 CM shall develop and maintain recommendations for preliminary construction staging, site logistics, traffic control, pedestrian circulation, and right-of-way impacts in coordination with the Contractor, City departments, adjacent stakeholders, and permitting agencies. The CM shall identify any required encroachment permits, traffic control permits, or agency approvals associated with staging and logistics and shall support coordination required to obtain such approvals.

Task 2: Construction Management Services CM shall provide construction management services after the approval of the construction contract through completion of the project.

Meetings/Coordination

2.1 Throughout the construction process, conduct and lead weekly Owner/Architect/Contractor (OAC) meetings to review project schedule, RFIs, and open items that require resolution, review of Contractor payment applications, review of change order requests, processing of contract change orders, providing an expert review of the entitlement to changes, level of completeness for payment, review of project schedules, and adherence to the contract project schedule. CM shall set up and conduct other meetings necessary to facilitate the project work.

2.2 Lead, write and distribute the meeting agendas and meeting minutes to include: City-Consultant-CM meetings, regular site meetings, and meeting with City staff, contractors, various City departments, and the public. Meeting minutes will explicitly track who has the responsibility for each action item with expected completion dates.

2.3 Be prepared to address comments and concerns of the Contractor, Architect, City Project Manager, City, and the general public on an as-needed basis.

2.4 Coordinate and work with Contractor and any other involved parties to implement logistical and communication measures to minimize any impacts to the nearby residential neighborhoods, park, playing field, library, churches, and various schools in the vicinity. CM shall implement expeditious methods for resolving conflicts. CM shall handle coordination between the City staff, Contractor, and Architect.

2.5 Coordinate with and facilitate approvals from all external agencies, utilities, property owners, businesses, and other stakeholders whose review, permit, agreement, consent, or approval is required for the Project. Such coordination may include, but is not limited to, utility owners, telecommunications carriers, transit agencies, railroad operators, adjacent property owners, business owners, County agencies, and entities having jurisdiction over work within public rights-of-way or private property.

The CM shall monitor and track required permits, encroachment permits, approvals, notifications, agreements, utility shutdowns, and access requirements; facilitate timely resolution of issues; and coordinate among the City, Contractor, Architect, utility providers, and outside agencies to minimize impacts to project schedule and construction activities.

2.6 Coordinate and work with the Contractor and other involved parties to implement logistical and communication measures that minimize impacts to nearby residential neighborhoods, parks, playing fields, libraries, churches, schools, businesses, and other community facilities. The CM shall coordinate with the Contractor, City staff, adjacent property owners, business owners, utility providers, and other stakeholders to minimize disruptions associated with construction activities.

The CM shall ensure access is maintained for businesses, public facilities, parking facilities, pedestrians, bicyclists, transit operations, and emergency responders throughout construction. The CM shall proactively communicate anticipated impacts related to traffic control, lane closures, sidewalk closures, utility interruptions, construction staging, deliveries, and major project milestones. The CM shall facilitate timely resolution of conflicts and coordinate among City staff, the Contractor, Architect, utility providers, and external stakeholders to support successful project delivery.

2.7 Coordinate the logistics related to a groundbreaking and ribbon-cutting ceremony, including working with the stakeholders, identifying power sources, etc. Costs for beverages, materials and photographs shall not be the responsibility of the CM.

Construction Oversight and Field Supervision

2.8 Oversee the day-to-day construction work performed by the Contractor and ensure project requirements are followed, documented, and executed in accordance with the Construction Contract Documents. Provide CM Project Manager who shall maintain a field presence whenever work is underway by the Contractor.

The CM is not responsible for the Contractor’s means, methods, techniques, sequences, procedures, or jobsite safety, nor for the safety of the Contractor’s employees or subcontractors. However, the CM shall have the authority, although not the responsibility, to observe and report concerns regarding such matters to the City and Contractor, as appropriate.

The CM shall perform services including, but not limited to, the following:

• Ensure that work is being performed in accordance with the Contract Documents, approved submittals and shop drawings, current RFI responses, approved changes, and other applicable Construction Contract requirements, and in general protect the interests of the City through daily field oversight.

• Observe, monitor, and report field conditions and issues related to quality, cost, schedule, constructability, coordination, and overall project progress.

• Monitor construction activities to verify compliance with project requirements and document significant jobsite activities, milestones, observations, and issues.

• Develop and maintain deficiency logs, incomplete work item lists, and preliminary punch list reports in a live document shared with the City and reviewed on a weekly basis.

• Maintain and distribute daily construction reports documenting significant jobsite activities, field observations, weather conditions, labor presence, impacts to schedule, issues encountered, and actions taken.

• Monitor and document any “time and materials” work performed by the Contractor and subcontractors to verify that work is properly tracked and charged to approved Field Orders, extra work authorizations, or non-contract work, as applicable.

2.9 Monitor and document the Contractor's performance for compliance with the Contract Documents, including scope, schedule, quality, testing and inspection requirements, environmental compliance, and applicable regulatory requirements. The CM shall monitor the Contractor's implementation of quality control and safety programs, report observed deficiencies, non-conforming work, and compliance issues to the City, and assist in facilitating timely resolution of such issues.

2.10 If nighttime, holiday, or weekend work is required periodically to minimize impacts or due to delay in the schedule, CM services shall still be required in full effect but will be compensated as Additional Services for costs incurred. Work on the following City holiday shall not be considered Additional Services and shall be regular working days for the Contractor and Consultant, with the cost for same included in the Consultant’s fee:

· The third Monday in January (Martin Luther King Day)

· June 19 (Juneteenth)

· The second Monday in October (Columbus Day)

· November 11 (Veteran’s Day)

· The Friday following Thanksgiving Day (the fourth Thursday in November)

· December 24 (Christmas Eve)

· December 31 (New Year’s Eve)

Project Controls/ Documentation

2.11 CM shall maintain standardized project controls reporting including: RFI log, Submittal log, Change order log, Risk Register, Schedule updates (CPM format), Cost tracking reports, Architect’s Supplemental Information (ASI), and other information or requests.

2.12 CM shall actively monitor submittal, RFI, ASI, and response timelines and notify the City of any items that exceed contractually required review durations.

CM shall maintain a comprehensive permit and approvals log identifying all permits, encroachment permits, agency approvals, utility coordination requirements, required lead times, responsible parties, permit status, expiration dates, and permit conditions. The CM shall monitor Contractor compliance with permit requirements and conditions and promptly notify the City of any issues that may impact project cost, schedule, or construction activities.

CM shall issue early warning notifications to the City within 48 hours of identifying any emerging:

· Cost impacts

· Schedule delays

· Weather impacts

· Coordination conflicts

· Design ambiguities or constructability risks

· The CM shall recommend mitigation measures and corrective actions to avoid impacts to critical path activities and overall project delivery.

2.13 Coordinate with City staff, Contractor, and Architect to establish deadlines for submittal of response to RFIs, deferred submittals, construction coordination drawings, construction schedules, inspection requests, change order requests, and claims (see example City standard construction contract and General Conditions). CM shall track all such requests and submittals to ensure compliance with deadlines and in order to prevent any delays to the project. CM shall track all requests and submittals in a format acceptable to the City staff, and CM shall make the tracking document available to City staff through electronic file sharing. CM shall increase its project staffing in a timely manner if needed to process requests and submittals in accordance with the established deadlines and to avoid delays. Comments from different reviewers of the submittal shall be compiled before being returned to the Contractor for revisions. All submittals shall be sent directly between the Contractor and the Architect, with copies, documentation, and management reports submitted to and managed by the CM.

2.14 Provide monthly construction updates including progress photos of project and summary of performed activities. CM shall provide the updates in a format and layout approved by the City and submitted to the City seven (7) calendar days prior to the end of each month. CM shall provide updates suitable for uploading onto the City’s website. CM shall respond within 24 hours to resident questions and complaints. Printing of any needed flyers, presentation boards, advertisement, and other related outreach material costs shall be considered a Reimbursable Expense, the cost for which shall be approved in writing in advance by the Project Manager.

2.15 Oversee, manage, and track the Contractor’s preparation and/or review of all necessary documentation for the project including, but not limited to:

· Daily logs and inspection progress reports

· Photos/videos

· RFI’s

· ASI’s

· Correspondence

· Shop drawings

· Consultant Observation Reports

2.16 Review and comment on any project-related correspondence as requested by the City. Routine correspondence that is related to product information or minor design issues may be prepared and answered by CM on its letterhead, with a copy of the response directed to Project Manager and Architect. Correspondence requiring City response, including but not limited to correspondence with residents, cost or contractual issues, may be draft by CM but shall be signed only by City.

2.17 Contract with, host, and maintain an electronic file sharing internet site, like SharePoint or BIM 360, in order for the CM, City staff, Architect, Contractor, City contractors, and other as appropriate to post project documents for shared viewing and download. Documents shall include: architectural plans and specifications, submittals, RFI’s, ASI’s, inspection logs, schedules, meeting agendas and minutes, construction progress photos, and any other documents request to be posted by City or that will benefit the various parties involved.

Schedule/ Cost

2.18 Analyze, monitor, and request updates for the master schedule as the project progresses. CM shall analyze the schedule for construction constraints, level of critical activities, and to verify progress in conjunction with the analysis of pay applications. CM shall review Contractors’ individual Critical Path Method (CPM) schedules, monitor Contractor’s progress, notify the City of any slippage, and coordinate Contractor recovery plans.

The CM shall specifically evaluate the Contractor’s schedule for permit-dependent activities, utility relocations, shutdown windows, outside agency and third-party coordination requirements, and street or lane closure timeframes. The CM shall verify schedule feasibility, compliance with applicable restrictions and permit conditions, and coordination constraints with utilities, businesses, and public agencies. The CM shall identify schedule risks associated with these dependencies and provide recommendations for mitigation and recovery actions in the event of delays.

The CM shall maintain contemporaneous documentation of project delays, impacts, and mitigating actions, and shall support the City in evaluating entitlement to contract remedies, including but not limited to liquidated damages, schedule recovery, and delay responsibility determinations, in accordance with the Construction Contract.

2.19 Review progress payment requests submitted by Contractor within five (5) business days of receipt and verify the accuracy and percentage of completion against the schedule and resolve any discrepancies in the invoices. CM shall review the invoices and backup from completeness and compliance with contract documents and make a recommendation to City’s Project Manager for payment of the progress payment request.

2.20 Review all change order requests submitted to the City for accuracy, completeness, appropriateness, and compliance with the City contract documents. CM shall work with the Architect to determine the validity of change order requests, however, the Architect will not be expected to provide input on the validity of the dollar value of the claim, only input as to whether the work is indeed ‘extra’. In instances when the work is determined to be extra, CM shall make recommendations to the City on the pricing of the change orders using compensation methodologies specific in the Construction Contract. If necessary or if requested by the City, CM shall prepare an independent estimate of the value of the additional work to verify the reasonableness of fixed price change orders. CM shall reject change order requests that are determined to be invalid. CM shall process change order requests according to the schedule developed under “Establishment of deadlines”, and shall coordinate responses with the City and Architect.

2.21 Analyze any claims from the Contractor (i.e., compensation and delay) as to whether they are excusable, inexcusable, or compensable and prepare a response for the City. CM shall process claims according to the schedule developed under “2.10 Establishment of deadline”.

The CM shall maintain complete and contemporaneous documentation supporting all claims-related analysis, including daily reports, meeting minutes, correspondence logs, schedule updates, and cost records. The CM shall organize project records in a manner suitable to support dispute resolution, audit, or litigation, if required by the City.

2.22 Assist the City in the procurement, scheduling, submittal review, documentation, coordination, and day-to-day management of City-retained consultants and contractors, and in particular, with the integration and coordination of their work with the Contractor’s work. City-retained consultants and contractors are contracted directly with the City and may include, but are not limited to, the Architect, commissioning agent, geotechnical engineer, testing and inspection agencies, C.3 observation, utility consultants, specialty consultants, furniture installers, movers, and other project support services.

Services may include facilitating coordination meetings; tracking schedules, deliverables, submittals, and action items; identifying conflicts, risks, and interdependencies; supporting integration of consultant and contractor work with construction activities; assisting with procurement and scheduling; and elevating issues requiring City direction or resolution. City-retained consultants and contractors shall remain under direct contract with the City, and the CM shall not have contractual authority over such parties.

Commissioning/ Closeout/ Turnover

2.23 Work with commissioning agent, Architect, and the Contractor to ensure that all new equipment have been installed in accordance with the contract documents, are working properly as stand-alone equipment, and are working properly as part of a complete system. CM shall work closely with the project’s Commissioning Agent, who will be hired separately by the City.

2.24 Prepare and compile a project punch list with the assistance from the City and Architect to be forwarded to the Contractor once the Contractor requests substantial completion and it is determined to be warranted. CM shall oversee the completion of the punch list items before the final notice of completion is issued.

2.25 Coordinate the preparation of record drawings with the Contractor and Architect on a regular basis, both during the construction and post-construction phases, and review the drawings for “as-built” accuracy.

2.26 Ensure completion, review, and delivery of all required project closeout documents and materials, including but not limited to operation and maintenance (O&M) manuals, record drawings, warranties, attic stock, spare parts, equipment inventories, training materials, testing and balancing reports, commissioning documentation, and other closeout submittals required by the Contract Documents. The CM shall develop, maintain, and regularly update a comprehensive closeout log tracking all required closeout deliverables, responsible parties, dates received, review status, deficiencies, resubmittals, and final acceptance by the City. The CM shall review all closeout materials for completeness and compliance with the Contract Documents and identify any deficiencies or discrepancies to the Contractor for correction and resubmittal. The CM shall coordinate with the Contractor and Architect to ensure all required training for City staff on new systems and equipment is completed and documented. The CM shall be responsible for coordinating, recording, and delivering electronic copies of all training sessions for City staff related to building systems, equipment, operations, and maintenance. As-built drawings shall be compiled and scanned by the CM for City archiving.

2.27 The CM shall work under the direction of the City’s Project Manager to assist in resolution of contract administration and claim-related issues that may arise during closeout, including but not limited to delays, stop work notices, disputed work, extra work, unresolved punch list items, and warranty-related matters.

2.28 The CM shall support the City during the warranty period by tracking warranty obligations, documenting warranty-related issues, and coordinating resolution with the Contractor, Architect, and applicable consultants as needed. The CM shall maintain a warranty log, monitor outstanding warranty items, and assist the City in enforcement of warranty requirements through the end of the warranty period.

2.29 The CM shall coordinate and facilitate a 10-month warranty walk with the City, Contractor, Architect, and key consultants approximately ten (10) months following Substantial Completion and prior to expiration of the one-year warranty period. The CM shall prepare and maintain a comprehensive deficiency list identifying warranty-related issues, coordinate corrective actions with the Contractor, track completion of all warranty items, and verify resolution prior to warranty expiration.

2.30 Complete the City’s IMS template spreadsheet, including information on the value of installed systems, including but not limited to ADA, conveyor, electrical, exterior envelope, fire life safety, interior, mechanical, plumbing, roofing, site work, structural, and other building systems. Record overall soft costs and unallocated project costs.

2.31 Consolidate, organize, and deliver all project files and documentation required to be retained by the City, including electronic project records, correspondence, meeting documentation, permits, testing reports, closeout materials, and other relevant project documentation.

Task 3: Budget and Schedule Management CM shall review, manage, and maintain the project schedule and budget to be shared with City staff on a monthly basis.

3.1 Develop and maintain a detailed schedule and perform critical CPM analysis as needed throughout the project. Provide a monthly updated schedule to City staff. CM shall perform Critical Path Method (CPM) schedule analysis including:

· Identification of critical and near-critical path activities

· Float consumption tracking

· Evaluation of schedule impacts due to RFIs, submittals, or field conditions

· Assessment of Contractor delay mitigation or recovery schedules

· CM shall support the City in evaluating time impact analyses submitted by the Contractor.

3.2 Develop a construction budget format and tracking system. CM shall track on a constant basis all project construction and soft-cost expenses, including third-party contracted costs and shall reconcile these costs monthly with City staff.

3.3 CM shall maintain a continuously updated cost forecast including:

· Original contract value

· Approved change orders

· Pending change order exposure

· Forecasted final construction cost (EFC)

· Soft cost tracking (as applicable)

· CM shall provide monthly cost trend reports identifying variances and potential overruns early.

Task 4: Testing and Special Inspections A testing and inspection agency(s) shall be under contract with and paid for by the CM. CM shall coordinate with the Contractor in scheduling the testing agency services for materials testing and special inspections needed for the life of the project. The testing includes, but is not limited to, soils tests, concrete strength, waterproofing, roof inspection, water testing, and weld inspection. CM shall ensure that all required sign-off are reviewed and distributed and comply with the specifications and the latest California Building Codes. CM shall coordinate, schedule and provide physical oversight of the geotechnical engineer’s work that relates to the construction phase of the project. Geotechnical inspections are provided by the City’s Geotechnical Engineer, and are not provided by the CM.

Task 5: Photographic Recording Based upon a build period of eighteen (18) months, CM shall provide a photographic record of the following:

· pre-construction site-survey of existing condition

· eighteen (18) maximum exterior progressions

· interior progressions

· six (6) maximum interior mechanical, electrical and plumbing

· pre-concrete slab pour

· exterior elevation

· three (3) maximum roofing showing the roof at various stages of the project

· and finished condition prior to occupancy

All documentation shall include CM with the City identifying project-specific needs, appropriate photographic intervals, schedules, determination of optimal locations based on the site plans, a representative number of digital photographs at such intervals and for such durations and at the specified milestone; linking each photo set to the appropriate location on the site plans and floor plans; online web hosting of the documentation for the construction period covered by the documentation and for a minimum period of 1-year thereafter; password protected access to the documentation.

Task 6: Allowance for Additional Testing The construction contract requires the Contractor to reimburse the City for re-testing that results from failed inspections. The City does not, however, have an administrative mechanism to return/rebate re-testing fees to the CM. The CM shall therefore carry a $10,000 budget to pay for any additional re-testing that may be required. This allowance shall only be expended if authorized in advance, in writing, by the City’s Project Manager.

Project Information and Reference Documents The following documents are provided for reference and are included as exhibits to this Request for Proposals. Proposers shall review these documents when preparing their proposals. The exhibits are intended to provide available project information and do not relieve the Construction Manager of its responsibility to independently verify conditions or perform the services required under this Scope of Services.

Exhibit A – Design Development Drawings 7/6/2026 Exhibit B – 375 Hamilton Ave FEIR Exhibit C – 375 Hamilton Ave EIR Addendum

Schedule The following schedule is provided for planning purposes only and represents the City's current anticipated Project schedule. The schedule is preliminary and subject to change based on project development, permitting, City Council actions, procurement, funding availability, and other factors. The Construction Manager shall support the City in achieving the Project schedule but acknowledges that milestone dates may be modified by the City as the Project progresses.

Milestone Anticipated Completion

RFPXXXXXX

ATTACHMENT B SCOPE OF SERVICES