CDBG-DR_-_Owner's_Representative_and_CEI_Services_for_the_Century_Community_Shelter_-_HS020:_Re-Solicit.pdf

RLI

PD 24-25.128

CDBG-DR - OWNER'S REPRESENTATIVE AND CEI SERVICES FOR

THE CENTURY COMMUNITY SHELTER - HS020: RE-SOLICIT

Escambia County

213 Palafox Place

Pensacola, FL 32502-5822

RELEASE DATE: July 29, 2025

DEADLINE FOR QUESTIONS: August 13, 2025

RESPONSE DEADLINE: August 28, 2025, 10:00 am

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

https://secure.procurenow.com/portal/escambiacountyfl https://secure.procurenow.com/portal/%7bproject.government.code%7d

Escambia County

RLI

CDBG-DR - Owner's Representative and CEI Services for the Century

Community Shelter - HS020: Re-Solicit

1. Introduction

2. Scope of Work

3. Copy of Solicitation Terms & Conditions - No Terms

4. General Terms and Conditions

5. Standard Insurance Requirements and Certificates

6. Insurance for Professional Services

7. Evidence/Certificates of Insurance

8. Evaluation Criteria & Process

9. Vendor Submissions

Attachments:

A - 03-Escambia_County_Section_3_Contract_Clause_CDBG-DR

B - 04-Escambia_County_Section_3_Business_Application_CDBG-DR

C - 05-section-3-project-implementation-plan-template---forms-0-8

F - 01-HS020_-_Executed_Agreement_Redacted

RLI #PD 24-25.128

Title: CDBG-DR - Owner's Representative and CEI Services for the Century Community Shelter - HS020: Re-Solicit

1. Introduction

1.1. Summary

This project is to provide programming, preliminary design and CEI services for the Century Emergency

Shelter Facility to be located at 720 Hecker Road in Century, Florida.

1.2. Background

In September 2020, Hurricane Sally was responsible for dumping between 12” and 24” of rain between

September 14th through September 17th in north Escambia County. Tropical force winds lead to widespread wind damage including downed power lines, trees and debris. Many residents in and around the Town of Century were without power for several days following landfall. Historically, storms that have hit northwest Florida brought hurricane force winds, spawned tornados and caused substantial wind damage and flooding.

The Town of Century also experienced widespread damage to their residential neighborhoods and housing stock when an EF-3 tornado hit the Town on February 15, 2016. A survey conducted by

Escambia County following the tornado identified 81 homes within the Town limits that were damaged or destroyed. Many of these homes belonged to low-to-moderate income people who lived in substandard housing and were in immediate danger during the storm.

Escambia County received a CDBG-DR Grant to build an emergency shelter that can be used as a multi-purpose facility as well. By building an emergency shelter, the Town of Century can provide the residents with a safe and secure facility, thereby increasing resilience to disasters and reducing, or eliminating, the long-term risk of loss of life, suffering and hardship while also enhancing the protection of its citizens. Escambia County and the Town of Century will work with local non-profit youth organizations to use this facility as a way to encourage youth participation in sports.

1.3. Contact Information

Angela Jones

Senior Purchasing Coordinator

213 Palafox

2nd Floor

Pensacola, FL 32502

Email: ajjones@myescambia.com

Phone: (850) 595-4953

Department:

Purchasing

1.4. Timeline

Release Project Date July 29, 2025 mailto:ajjones@myescambia.com tel:(850)595-4953

Title: CDBG-DR - Owner's Representative and CEI Services for the Century Community Shelter - HS020: Re-Solicit

Pre-Solicitation Meeting (Non-Mandatory) August 5, 2025, 9:00am https://teams.microsoft.com/l/meetup-join/19%3ameeting_OGFlYzQwMTktMzAwYy00NjF hLTgzNjktMDRlZmIwODEyNWI3%40thread.v2/0?co ntext=%7b%22Tid%22%3a%222c937adb-d946-

4b31-90cc-a32f7d460fcd%22%2c%22Oid%22%3a%225d570b2

6-f7b8-4755-a254-bfa07774eb30%22%7d

Meeting ID: 289 311 106 980 9

Passcode: pL7bo7aY

Dial in by phone

+1 863-333-5817,,304267191# United States, Lakeland

Find a local number

Phone conference ID: 304 267 191#

Question Submission Deadline August 13, 2025, 2:00pm

Submission Deadline August 28, 2025, 10:00am https://teams.microsoft.com/l/meetup-join/19%3ameeting_NjA0ODkxY2EtM2I2OS00MjU5

LWE5MWUtYzFiM2QwNTM0MGU3%40thread.v2/

0?context=%7b%22Tid%22%3a%222c937adb-d946-4b31-90cc-a32f7d460fcd%22%2c%22Oid%22%3a%225d570b2

6-f7b8-4755-a254-bfa07774eb30%22%7d

Meeting ID: 288 536 721 285 2

Passcode: Hs9CK2km

Dial in by phone

+1 863-333-5817,,849431378# United States, Lakeland

Find a local number

Phone conference ID: 849 431 378#

2. Scope of Work https://teams.microsoft.com/l/meetup-join/19%3ameeting_OGFlYzQwMTktMzAwYy00NjFhLTgzNjktMDRlZmIwODEyNWI3%40thread.v2/0?context=%7b%22Tid%22%3a%222c937adb-d946-4b31-90cc-a32f7d460fcd%22%2c%22Oid%22%3a%225d570b26-f7b8-4755-a254-bfa07774eb30%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_OGFlYzQwMTktMzAwYy00NjFhLTgzNjktMDRlZmIwODEyNWI3%40thread.v2/0?context=%7b%22Tid%22%3a%222c937adb-d946-4b31-90cc-a32f7d460fcd%22%2c%22Oid%22%3a%225d570b26-f7b8-4755-a254-bfa07774eb30%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_OGFlYzQwMTktMzAwYy00NjFhLTgzNjktMDRlZmIwODEyNWI3%40thread.v2/0?context=%7b%22Tid%22%3a%222c937adb-d946-4b31-90cc-a32f7d460fcd%22%2c%22Oid%22%3a%225d570b26-f7b8-4755-a254-bfa07774eb30%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_OGFlYzQwMTktMzAwYy00NjFhLTgzNjktMDRlZmIwODEyNWI3%40thread.v2/0?context=%7b%22Tid%22%3a%222c937adb-d946-4b31-90cc-a32f7d460fcd%22%2c%22Oid%22%3a%225d570b26-f7b8-4755-a254-bfa07774eb30%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_OGFlYzQwMTktMzAwYy00NjFhLTgzNjktMDRlZmIwODEyNWI3%40thread.v2/0?context=%7b%22Tid%22%3a%222c937adb-d946-4b31-90cc-a32f7d460fcd%22%2c%22Oid%22%3a%225d570b26-f7b8-4755-a254-bfa07774eb30%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_OGFlYzQwMTktMzAwYy00NjFhLTgzNjktMDRlZmIwODEyNWI3%40thread.v2/0?context=%7b%22Tid%22%3a%222c937adb-d946-4b31-90cc-a32f7d460fcd%22%2c%22Oid%22%3a%225d570b26-f7b8-4755-a254-bfa07774eb30%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_OGFlYzQwMTktMzAwYy00NjFhLTgzNjktMDRlZmIwODEyNWI3%40thread.v2/0?context=%7b%22Tid%22%3a%222c937adb-d946-4b31-90cc-a32f7d460fcd%22%2c%22Oid%22%3a%225d570b26-f7b8-4755-a254-bfa07774eb30%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_NjA0ODkxY2EtM2I2OS00MjU5LWE5MWUtYzFiM2QwNTM0MGU3%40thread.v2/0?context=%7b%22Tid%22%3a%222c937adb-d946-4b31-90cc-a32f7d460fcd%22%2c%22Oid%22%3a%225d570b26-f7b8-4755-a254-bfa07774eb30%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_NjA0ODkxY2EtM2I2OS00MjU5LWE5MWUtYzFiM2QwNTM0MGU3%40thread.v2/0?context=%7b%22Tid%22%3a%222c937adb-d946-4b31-90cc-a32f7d460fcd%22%2c%22Oid%22%3a%225d570b26-f7b8-4755-a254-bfa07774eb30%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_NjA0ODkxY2EtM2I2OS00MjU5LWE5MWUtYzFiM2QwNTM0MGU3%40thread.v2/0?context=%7b%22Tid%22%3a%222c937adb-d946-4b31-90cc-a32f7d460fcd%22%2c%22Oid%22%3a%225d570b26-f7b8-4755-a254-bfa07774eb30%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_NjA0ODkxY2EtM2I2OS00MjU5LWE5MWUtYzFiM2QwNTM0MGU3%40thread.v2/0?context=%7b%22Tid%22%3a%222c937adb-d946-4b31-90cc-a32f7d460fcd%22%2c%22Oid%22%3a%225d570b26-f7b8-4755-a254-bfa07774eb30%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_NjA0ODkxY2EtM2I2OS00MjU5LWE5MWUtYzFiM2QwNTM0MGU3%40thread.v2/0?context=%7b%22Tid%22%3a%222c937adb-d946-4b31-90cc-a32f7d460fcd%22%2c%22Oid%22%3a%225d570b26-f7b8-4755-a254-bfa07774eb30%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_NjA0ODkxY2EtM2I2OS00MjU5LWE5MWUtYzFiM2QwNTM0MGU3%40thread.v2/0?context=%7b%22Tid%22%3a%222c937adb-d946-4b31-90cc-a32f7d460fcd%22%2c%22Oid%22%3a%225d570b26-f7b8-4755-a254-bfa07774eb30%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_NjA0ODkxY2EtM2I2OS00MjU5LWE5MWUtYzFiM2QwNTM0MGU3%40thread.v2/0?context=%7b%22Tid%22%3a%222c937adb-d946-4b31-90cc-a32f7d460fcd%22%2c%22Oid%22%3a%225d570b26-f7b8-4755-a254-bfa07774eb30%22%7d

Title: CDBG-DR - Owner's Representative and CEI Services for the Century Community Shelter - HS020: Re-Solicit

2.1. Scope of Work

The County desires to hire a consulting firm for Programming, Preliminary Design (up to 30%), Construction Administration, and Construction, Engineering and Inspection (CEI) Services for a single-story emergency shelter approximately 16,000 Square Feet (SF).

The firm must employ at least one architect and one civil engineer; both being registered with the State of Florida. Additionally, the firm must have knowledge of current rules and regulations of local, state, and federal agencies including, but not limited to, the Florida Building Code. Furthermore, the firm must employ sufficient personnel to provide services that are normally associated with this type of project.

Submittals will only be considered from firms who are regularly engaged in the business of providing services as described in this solicitation and who can provide evidence, they have established a satisfactory record of performance in meeting the minimum technical qualifications established herein.

The County reserves the right to inspect the respondent’s facilities, equipment, personnel, and organization to determine respondent’s ability to perform requested services. The County reserves the right to determine if a responder can sufficiently and efficiently provide the requested services in a timely, satisfactory manner as required by the specifications herein.

The County reserves the right to inspect the respondent’s facilities, equipment, personnel, and organization to determine respondent’s ability to perform requested services. The County reserves the right to determine if a responder can sufficiently and efficiently provide the requested services in a timely, satisfactory manner as required by the specifications herein.

2.2. Scope of Work Contd.

Any products and services that are not specifically addressed in this RLI but are necessary to provide functional capabilities proposed by the proposer, must be included in the proposal.

The Consultant

The Consultant is responsible for the following:

• Meet weekly with County personnel.

• Advise in the planning, design, and construction of all aspects of the project. This includes working with County personnel early in the scope of work to conduct a needs assessment which will inform the design of the Project.

• As a condition of contract award, the selected Consultant will enter into an agreement with the

County for the performance of services as defined herein.

• Primary management responsibility for the project and will coordinate all project matters. As such, the Consultant shall serve as the County’s principal point of contact and liaison between the Architect/Engineer, other Consultants, vendors, and contractors through the completion of the project.

Title: CDBG-DR - Owner's Representative and CEI Services for the Century Community Shelter - HS020: Re-Solicit

• Advocate for the County’s best interest in terms of quality, least time, and cost sensitive design and construction.

• Oversight of the delivery of the project; however, the Consultant will not replace or otherwise assume the duties of the Architect/Engineer, or other Project Consultants.

Service Requirements

The Consultant will be required to provide at least the following services:

General Services

The Consultant working under the guidance of the County shall:

• Assist the County with project scope development and refinements. Provide recommendations and ideas to expand/contract on project scope, cost management, and constructability issues.

• Facilitate the establishment and documentation of Project goals.

• Project Administration: Provide project administration and coordinate with the Architect &

Engineer and assigned County personnel. Prepare for, cooperate with, and assist auditors who may be assigned to review project records, payments, reports, etc. Provide ample inspectors and assistance to adequately oversee all work being done on the contract. Monitor contractor’s hours worked and materials on the project and verify all pay requests for accuracy. Prior to starting work, submit to County personnel, a listing of personnel assigned to the project for review and approval. In addition, a list of persons with emergency phone numbers should always be supplied to County personnel and be available at any time in the case of an emergency on the project. The Consultant should also obtain from the Contractor a list of personnel that will be responsible for any occurrence that may arise on the project, for the life of the project.

• Plan, manage and coordinate all aspects of the Project.

• Lead, direct and coordinate the efforts of the Project Team to achieve the objectives of the

Project and to meet the County's requirements.

• Scheduling: Consultant will be responsible for ensuring project stays on schedule. Baseline and monthly progress schedule management throughout all phases of the project including close-out and warranty period.

• Work closely with the County to foster a team environment among all members of the Project

Team and ensure success is achieved for all stakeholders.

• Must be able to work independently, guided only through broad direction.

Title: CDBG-DR - Owner's Representative and CEI Services for the Century Community Shelter - HS020: Re-Solicit

• Design Criteria Package: Knowledgeable in areas of public mass transportation design and best practices to assist in the development of criteria package (Owner's Project

Requirements). Contractor will effectively organize our efforts and integrate the County’s input to solidify the design criteria for use by the project’s design team. As required, the Consultant will be responsible for preliminary meetings with specific user group representatives to understand their needs and elicit their participation in the proposed solutions and outcomes.

• Concept Development: The Consultant will be responsible for an “operationally based” approach to the design. The conceptual design approach should consider options for internal configuration functionalities in terms of responsiveness to meeting the overall operational intent of the public mass transportation. The intent of an “operationally based” design is meant to convey that the design intent should be driven by the functions that are necessary of a

“Public Mass Transportation Facility” to efficiently operate. The design should incorporate the operational opinions of the current staff as well as the professional experience gained by the designers from other projects.

• Design Narratives: The Consultant will begin to assemble the logic behind the developing design solution from an architectural perspective using design narrative information for each construction discipline. This information will be provided to the design team to convey the rationale in support of the design criteria and the preliminary concept.

• Schematic Design (Preliminary): As programming and design information is generated, the

Consultant will compile the information into a Preliminary Design Report for County stakeholder review and comment. Utilizing single line diagrams, sketches, or other drawings as required, this report will document the basic concepts and approaches to be used as the design process progresses.

• Detailed Schematic Estimate: Based upon the evolving levels of information, the projected schedule and estimate of probable construction cost estimates will be compiled and updated as needed to provide the most current information regarding the project.

• Oversee Design Team and Contractor Procurement: Assist and advise County on evaluating and selecting the Design Team and Contractor for the project. Produce and curate scoring criteria for

Design Team selection. Manage the procurement process in coordination with County’s

Purchasing and Legal departments.

• Design Compliance Monitoring: Consultant will participate in and advise the County throughout all design phases and steps including but not limited to: Programming, charettes, constructability review, etc. The Consultant will have authority and ultimate responsibility for design schedule phasing, reviews, oversight, management, and modifications. Review work drawings and specifications and act as an agent for Escambia County during the design, construction, commissioning, and occupancy of the Project.

Title: CDBG-DR - Owner's Representative and CEI Services for the Century Community Shelter - HS020: Re-Solicit

• Sustainable Design Analysis: There is a responsibility to incorporate sustainable design concepts and elements in public sector projects. The Consultant will provide the expertise to evaluate and guide the design team regarding the incorporation of sustainable design elements in the project.

These design elements should be evaluated for potential cost benefits for physical plant operations and environmental quality. The County does not have a preference regarding LEED or other construction certification target. The facility must meet all public transportation facility certification requirements.

• Assist in negotiations among the Project Team in coordination with the County’s Facilities

Management, Information Technology and Purchasing departments, and as applicable, the utility companies concerning the installation of electric, sewer, water, gas, fiber, and telephone facilities required for the Project.

• Together with the Architectural / Engineering team, Commissioning Agent, and Owner, monitor and observe the testing and startup of all utilities, systems, and equipment.

• The consultant shall have experience with the coordination of the Project commissioning processes, occupancy preparation, and move management to aid the Owner.

• Coordinate the selection, purchase and installation of Owner-furnished furniture, fixtures, and equipment.

• Can communicate at all levels, including exercising discretion, confidentiality, and diplomacy.

• Become familiar with and adhere to all related Escambia County policies.

• Determine Project related applicable regulations, codes, laws, etc., and where necessary, work with the authorities having jurisdiction.

• Identify key decision points and facilitate approval processes, including bringing the necessary people to the table to get decisions made.

• Clearly establish the responsibilities of the Project Team and provide overall coordination and implement controls to ensure the Project proceeds and is completed efficiently.

• Establish, monitor, and control a program of progressive reviews including, scope, cost, schedule, and risk.

• Identify and assess scope, schedule, and budget changes and make recommendations to meet

Project goals and objectives.

• Identify and advise the County, in a timely manner, of any potential obstacles or issues that need special attention during the Project, assess options, and provide recommendations to the

County.

• Regularly assess the status of the work, establish, and administer quality assurance and control programs.

Title: CDBG-DR - Owner's Representative and CEI Services for the Century Community Shelter - HS020: Re-Solicit

• Inspection of Work: Provide inspection services for conformance to Plans and Specifications, as well as applicable local, state, and federal requirements. Observe, measure, and record all quantities for payment. Record field measurements in project records for review by County personnel or auditors. Records shall be recorded on a standard form (field book) and/or on field inspection forms to be submitted to the County. Check traffic control daily, and additionally as required or requested. Notify the contractor of deficiencies or problems immediately.

Document weekly (or as often as required) project traffic control on forms and distribute as required. Inspect daily erosion control items for conformance to the plans as well as effectiveness in the field. Notify the contractor of deficiencies. Prepare to justify all pay quantities in the case of questions from the contractor or County. For each inspection day, prepare an accurate diary, signed by the inspector, consisting of, but not limited to:

o A record of the contractors on the project o Their personnel (number and classification) o Equipment (number and type or size) o Location and work performed by each Contractor or Subcontractor o Orders given to the Contractor o Events of note on the project o Accidents on the project and any details surrounding the accident such as police report number, fatalities, causes, time, etc. Obtain a copy of the police report for the project records whenever possible.

o Weather, amount of precipitation, temperature at morning, noon, and evening, cloudy, clear, etc.

o Days charged, with explanation if not charged o Equipment arriving or leaving the project, idle equipment o Any other details that may be important later in the project life

• Ensure all reports and submissions are identified and included in the Project schedule of deliverables.

• Implement Project data control and retrieval systems (files: digital and hardcopy) to fully track the evolution of decisions, ensure appropriate approvals are obtained and preserved, and be able to provide copies of documents within 24 hours of receiving a request from the Project

Team.

• Distribution of Correspondence: Submit to County personnel a copy of all correspondence between the Consultant, Contractor, Sub Contractors, or others concerning matters related to

Title: CDBG-DR - Owner's Representative and CEI Services for the Century Community Shelter - HS020: Re-Solicit the project. Maintain an electronic file of all correspondence for submission with the project

Final Records.

• Ensure all activities, especially decisions and financial commitments, are documented, tracked and retrievable on request.

• Maintain proper Project records in a format acceptable to the County and turn over Project documents at the completion of the Project, and at such other times as the County may require.

• Project Claims: Prepare documentation and assist in the defense of Escambia County, when requested, in preparation for Claims or possible Claims resulting in the execution of the contract.

• Attend Board meetings as requested to provide information and present recommended actions which the Board may be required to vote upon.

• Utility Relocations: Utility relocations will be a part of this contract. Relocations that are reimbursable will be inspected for quantities that will be reviewed and verified, comparing utility company records prior to payment by Escambia County

• Milestone Presentations: Presentations may be requested at various milestone levels. These presentations can include, but not be limited to Facilities personnel, Escambia County Board of

County Commissioners, and local news media outlets. Timing of these presentations may shift/vary over the course of the project.

• Citizen Interface: Consultant will act as primary point of contact for citizen comments, inquiries, and complaints for this construction project. Consultant will periodically verify information posted on the contractor’s job board. The job board shall include, but not be limited to, standard project documentation, permits, emergency contact information, etc. Location shall be within the project location, to be determined by County personnel.

Pre-Design Services

The Consultant working under the guidance of the County shall:

• Facility Program: The Consultant will perform programming studies and investigations with, but not limited to, facilities maintenance staff and administrative staff needs. Assist stakeholders and staff when final design programming is done with the design architect.

• Assist the County with evaluation and selection of RLI respondents for Architectural and

Engineering services to provide final construction documents to include at a minimum: Civil, Structural, Mechanical, Electrical and Plumbing Engineering.

• Develop a complete Scope of Services to assist the County in preparation of RLI solicitation for other project professionals as needed.

Title: CDBG-DR - Owner's Representative and CEI Services for the Century Community Shelter - HS020: Re-Solicit

• The Project Administration Manager role will include participation in design development to assist in recommendations for value in construction materials, means and methods, and construction approach, as well as sustainable energy options designed to deliver the project in the timeliest, cost sensitive and highest degree of quality.

• Develop a complete Scope of Services to assist the County in preparation of an RLI solicitation for design services to include at a minimum: IT network solutions, audio visual, FF&E, signage, security design and integration into the county wide security systems, building commissioning to integrate into design development, and post construction occupancy.

• Participation in the pre-design phase shall be intended to assist the Owner with procurement of all essential design team members and to clearly define the responsibilities of all parties, including the Owner. Solicitation of Requests for Proposals shall be in collaboration with the

County’s Facilities Management, Information Technology and Purchasing departments, and the

Board of County Commissioners (“BCC”).

• Responsibilities of the Consultant in the pre-design phase procurement shall include, but are not limited to develop, for review, a comprehensive Scope of Services for all disciplines, pre-qualification of interested bidders, assuming the lead role in the consultant selection process with the designated selection committee, make recommendations on the final selection, and assist the County’s Purchasing department with final contract requirements.

Design Development Services

The Consultant working under the guidance of County Staff shall:

• Assume the lead role in scheduling and conducting regular design team meetings.

• Assist the County to establish and define organizational and administrative relationships between the County, project consultants and all other design team members.

• Develop and maintain an overall master schedule to include all phases of the Project. Direct and oversee the development of the construction phase schedule.

• Prepare a master budget for all Project costs including design consulting fees, application fees, permit fees, utility development fees, construction cost, Owner’s soft costs, and contingencies, etc.

• Provide monthly reports to the Owner to include an executive summary, overall project budget updates including incurred costs, and design phase schedule updates.

• Define and develop a list of owner-provided special testing and inspection/observation agencies, determine scope of services, solicit proposals, make recommendations of award, and schedule and coordinate special testing and inspections on the Owner’s behalf.

Title: CDBG-DR - Owner's Representative and CEI Services for the Century Community Shelter - HS020: Re-Solicit

• Perform a minimum of two (2) value engineering studies to assure that the best possible value is incorporated up front in the design process. The first study will be at the beginning of the design development phase to evaluate systems and materials and to assist the Design Professionals with designing initial value into construction methods and materials. The second study will be at the end of the design development stage to evaluate construction methods, details, finishes and to assist with preparing a design development cost estimate. The final report shall be used for decisions on construction methods, materials, details and finishes in collaboration with the

Owner and architect prior to preparation of final construction documents.

• Prescriptive verses Performance Criteria Evaluation: The Consultant will review and determine which project elements need to be prescriptive verses those that can be defined as performance criteria. A cross-functional team will identify and develop the best method to convey the required information to the design team.

• Electrical System Advancement: The Consultant will perform calculations, basic design, and outline specifications for the electrical engineering systems consistent with the engineered system study and the prescriptive vs performance decisions for the project.

• Mechanical System Advancement: The Consultant will perform calculations, basic design, and outline specifications for the mechanical engineering systems consistent with the engineered system study and the prescriptive vs performance decisions for the project.

• Structural System Advancement: The Consultant will perform calculations, basic design, and outline specifications for the structural engineering systems consistent with the engineered system study and the prescriptive vs performance decisions for the project.

• Specification Outlines: As design narratives are developed or refined by discipline, a simultaneous development of outline specifications (standard format) will be developed by the

Consultant. The level of information contained in the specification sections will be related to the prescriptive vs performance criteria analysis.

• Sustainable Design Analysis: There is a responsibility to incorporate sustainable design concepts and elements in public sector projects. The Consultant will provide the expertise to evaluate and guide the design team regarding the incorporation of sustainable design elements in the project.

These design elements should be evaluated for potential cost benefits for physical plant operations and environmental quality.

• Engineering System Studies: Based upon the concept for the project, a series of engineering system studies will need to be performed to match system design concepts to the evolving building design development and configuration. The primary focus of these studies is to ensure the engineered system will provide the performance levels required for the proper and safe operation of the facility’s intended use. These engineering studies are expected to include, but

Title: CDBG-DR - Owner's Representative and CEI Services for the Century Community Shelter - HS020: Re-Solicit will not be limited to, mechanical systems, electrical systems, plumbing systems, structural systems, and detention security systems.

• Design Constructability Review: Review submitted construction plans from the design engineers prior to construction for completion, comments, concerns, and observations.

Project Administration Services

Grant Monitoring Compliance During Construction: Consultant shall be responsible for ensuring grant requirements are implemented and adhered to by the contractor and all subcontractors. CDBG-DR construction contracts require adherence to both general CDBG regulations and specific provisions outlined in the appropriations acts for each disaster. These contracts must also comply with federal procurement standards, including Davis-Bacon wage requirements for construction projects.

Additionally, contracts must include specific clauses related to bonding, insurance, and contractor certifications, as well as adherence to Section 3 requirements.

The Consultant, working under the guidance of County staff shall:

• Attend Owner, Architect, Contractor (“OAC”) meetings at a minimum of twice a month to review project status regarding construction schedule, status of current and upcoming construction activities, submittal logs, Requests for Information (“RFI”) logs, drawing revisions, value engineering/cost saving changes, change order requirements and procurement status of long lead-time items.

• The Consultant will be responsible for ensuring the Architect schedules and conducts OAC meetings in accordance with the contract documents, as well as developing and maintaining meeting agendas and minutes, meeting facilitation, construction schedules and RFI, submittal and change order logs.

• The Consultant will be responsible for any meetings required to be held by contractors, sub-contractors, utility personnel, and/or other agencies affected by the Project. Records of significant information revealed or discussed at the meeting shall be made part of the Project

Record by the Consultant. Distribution of meeting minutes to affected Project personnel will be the responsibility of the Consultant.

• The Consultant will be the primary point of contact for all communication between the architect, engineer, contractor, the owner and their consultants and vendors.

• Establish, implement, and administer, in consultation with the architect: procedures for processing and file management of project files for shop drawings, submittals, specifications, construction schedules, RFIs, change orders, and other general correspondence to ensure contractor compliance with the contract documents.

• Conduct Field Surveys: Verify surveying services to obtain original, final, and progress estimate quantities for payment of all pay items to the Contractor. Be prepared to justify quantities in

Title: CDBG-DR - Owner's Representative and CEI Services for the Century Community Shelter - HS020: Re-Solicit case of discrepancies between the Contractors and Project Coordinator. Upon request, check the construction layout when deemed necessary.

• Supplemental Agreements/Construction Changes: Notify County personnel of the necessity of any Supplemental Agreements/Construction Changes. Negotiate prices for additional pay items with the Contractor while adhering to the “Average Unit Price” listing when possible. Coordinate acceptance of prices with County personnel.

• Shop Drawings: The Architectural/Engineering team will be responsible to review and approve all shop drawings prior to the Contractor submitting them to the appropriate Vendor. The

Consultant will be responsible for maintenance of all contract documents including, but not limited to, Shop Drawings.

• Coordinate, in consultation with the Owner and Design Professionals the selection and activities of special testing and inspection agencies as required. Review testing and inspection reports and make recommendations of appropriate actions as required by such reports.

• Procurement of Owner’s vendors will include FF&E and signage at a minimum. Assist the Owner with development of specifications and solicitation for proposals. Coordinate activities of Owner vendors with the Consultants Project Administration Manager to assure schedule and quality compliance.

• Contractor Progress Payments: The Consultant will document and assemble accurate quantities for Monthly Progress Payments to the Prime Contractor from actual project field records, as directed by the contract, from Supplemental Agreements/Construction Changes. The quantities for payment will be referenced to field records prior to submission for payment. Test reports will be on file prior to payment. County personnel must provide written approval for any waiver of testing documents prior to payment. Pay quantities will be submitted to County personnel for review and payment. Payments for stockpiled material may be made as defined in the contract documents and approved by County personnel. Copies of approved Sub Contractors should be on file prior to the first Progress Payment.

• Provide Construction Inspection: Provide effective and qualified supervision of all inspection services being conducted by Prime Contractor and Sub-Contractors. All field technicians must be certified in the applicable State certification workshops listed below or have equivalent applicable training certifications/records:

o Threshold Inspector Certification o Asphalt Roadway Paving Inspector o Class 1 Concrete Technician o Soils and Aggregate Technician o Earthwork Technician

Title: CDBG-DR - Owner's Representative and CEI Services for the Century Community Shelter - HS020: Re-Solicit o Nuclear Gauge Trained and Proficient o SWPPP Training Certifications o Americans with Disabilities Act (ADA) Title II and Section 504 Training o Other inspector services as needed for Project success.

Certification from another State, nationally recognized institution, or other approved agency may be acceptable in lieu of the certification.

All construction work must be monitored and inspected on a weekly basis to assure the highest quality of work and conformance with the contract documents.

• Schedule Management and Review: The Consultant will be required to develop/critique a

Critical Path Method (CPM) schedule and pay-out curve. Provide a qualified CEI Scheduler experienced in Procore software. The CEI Scheduler will be provided with all necessary information for this assignment, including confidential engineering estimates. The CEI Scheduler will be responsible for preserving any confidential information provided to them. The Consultant will have the experience and knowledge to provide guidance, examples, and details for utilizing various CPM software relative to construction sequencing and operations. They will have a demonstrated ability to analyze Contractor’s schedule(s) (i.e., baseline(s), revised baselines(s), updates, as-built, etc.) for compliance with contract documents. Scheduling elements including, but not limited to, completeness, logic, durations, activity, flow, milestone dates, concurrency, resource allotment, and delays will be reviewed. Verify the schedule conforms with the construction phasing sequences, including all contract modifications. Provide a written review of the schedule identifying significant omissions, improbable or unreasonable activity durations, errors in logic, and any other concern as detailed in Florida Department of Transportation

(FDOT), Construction Project Administration Manual (CPAM) – Procedure 700, Revised April 7, 2025, accessible at http://www.fdot.gov/Construction or comparable public works project administration methodology.

• Quality Assurance, Testing for Acceptance, and Training: Copies of all certifications should be filed in the project records for review by the County at any time. Any temporary waivers of certification or licensing will be reviewed by the County for the final decision. Provide certification training to consultant personnel for all necessary field testing and inspection.

Monitor the testing provided by the Contractor in the field as defined in the Contract, Plans or

Specifications. Document Consultant testing using standard forms and distribute as required.

Monitor documentation of testing by the Contractor. Field test verification by the Consultant includes, but is not limited to, all asphalt related testing to include asphalt plant inspection and all concrete related testing for acceptance by the County, nuclear density testing of earthwork, base stone, asphalt, structural backfill, pipe backfill, heating, ventilation, air conditioning, mechanical, electrical, plumbing, information technology, security systems, foundation, structural analysis, etc., as defined in the Project Specifications and Escambia County’s http://www.fdot.gov/Construction

Title: CDBG-DR - Owner's Representative and CEI Services for the Century Community Shelter - HS020: Re-Solicit

Technical Specifications and testing schedule. The Consultant will also verify aggregate analysis and moisture testing for roadway embankment and base stone materials as defined in the

Project Specifications and the County’s sampling and testing schedule. (Note: All tests normally performed by County personnel will be performed by the Consultant.) Also, Consultant’s responsibilities include the random checking of application rates, dimensions, and bearings to assure conformance to the Plans and Specifications. In case of notification of defective concrete as defined in the Specifications, the Consultant will submit the initial information to the County and will receive the final disposition of the material after review. Certifications of material submitted by the Contractor will be reviewed by the Consultant for conformity to the Project

Specifications. The certification documents submitted to the County will also be reviewed for completeness and conformance. Final Materials and Tests Certification will be submitted to

County personnel with the Final Records.

• Establish and maintain, in consultation with the Owner and Design Professionals, an up-to-date construction cost accounting system.

Post Construction/Occupancy/Closeout Services

The Consultant shall:

• In consultation with the Owner and Design Professionals, verify substantial completion and final inspections. Assist with developing the final list of deficiencies (punch list) and coordinate corrective action items to be completed.

• Commissioning: All aspect of project commissioning will be overseen by the Consultant. Utilizing construction documents and specifications, commissioning will include but not be limited to mechanical systems including building temperature, humidity level controls, energy and performance goals, security systems function, life safety system function, plumbing control system function, and any other building integrated systems.

• Develop and direct a closeout program in compliance with the contract documents. Closeout shall include coordination of building start-up and initial systems operation, coordinate any modification of such systems as required for the Project, coordinate the training for Facilities

Management staff and other personnel as required, develop preventative Operations &

Maintenance Plans, and assist through the first year of occupancy to resolve warranty issues, and track energy performance.

• Coordinate and direct the Owner’s move in activities with the ongoing punch list and closeout activities.

• Post Occupancy Training Coordination: The Consultant will oversee and coordinate training for

Facilities Management staff on building systems and functions. Depending on the function or system, training may be conducted by a manufacturer or contractor. It will be the responsibility

Title: CDBG-DR - Owner's Representative and CEI Services for the Century Community Shelter - HS020: Re-Solicit of the Consultant to track and ensure all staff who need/require training receive it and keep a documented record.

• Organize and deliver to the County all documentation including but not limited to final inspections and certifications, warranty package, As Built drawings, operations and maintenance manuals, and attic stock. Maintain all documentation and provide documentation to the

County.

• Reports: There are numerous reports, documents, etc., that shall be generated in the process of

Contract Administration. Submit all project records to the County after project completion. Any questions regarding the requirements shall be forwarded to County personnel for clarification.

• Warranty Management and Disputes: Assist County with filing and completing warranty claims with Contractor(s) and resolve any disputes that arise throughout the warranty period.

Project Risk Planning Services

Through all phases, the Consultant will be responsible for the risk planning aspects of the Project such as:

• Develop a Project risk plan, identify and quantify potential Project risks.

• Develop risk avoidance and/or mitigation strategies for all identified risks.

• Monitor risks, implement response controls and identify residual risk.

Communications and Project Status Reports Services

Through all phases, the Consultant will be responsible for maintaining an open and timely communications process and will develop such a strategy to keep the Project Team and the County informed of the Project's progress. This program will include, but not be limited to:

• Development of a Project Charter and Project Work Plan.

• Develop and implement a comprehensive communications strategy throughout the Project to keep the Project Team, County, and the Public (as needed) informed of Project's progress.

• Direct communication with the media shall be coordinated through the County’s Public

Information Office.

• Develop a means by which the Project Team can be promptly advised as to the status of requests.

• Identify information distribution protocols, including meetings, hard document distribution, shared access networks and electronic databases, fax, email, voicemail, etc.

Title: CDBG-DR - Owner's Representative and CEI Services for the Century Community Shelter - HS020: Re-Solicit

• Prepare monthly project management reports and executive summaries, covering:

• Budgets by activity/contract showing to-date and expected, o Committed and anticipated costs, o Scheduled and actual progress of the work, o Bidding and contractual issues, o Design status/construction status, o Scope changes and scope status, o Issues and risks, o One month look-ahead, and o Three-month look-ahead.

• Maintain close communication with County staff through regular meetings.

Project Scope and Control Requirements Services

Through all phases, the Consultant will be required to prepare, monitor and oversee the master project schedule including the Design/Bid/Build process:

• Develop a strategy and plan to manage the Project scope including clear identification of tasks, linkages, and responsibilities.

• Attend all design meetings, monitor, and control the development and design review process.

• Implement change control procedures and advise Escambia County regarding proposed changes to the Project Team's scope of work.

• Monitor the development of the design and advise Escambia County regarding cost and quality impact of alternative design solutions.

• Identify all costs that must be captured in Project budgets, including but not limited to base construction costs, fees, contingencies (design and pricing, construction, implementation and other), new maintenance and operating equipment, new furniture, permits, costs of other services.

• Manage the design process in conformity with the Project Work Plan.

• Identify items that require early procurement, including items that require installation of supporting infrastructure in advance of actual product installation.

Title: CDBG-DR - Owner's Representative and CEI Services for the Century Community Shelter - HS020: Re-Solicit

• Develop, implement, and manage a process to minimize scope changes on the part of the

Design/Bid/Build team and/or Escambia County requests.

• Preparation of a comprehensive and detailed master project schedule using a project management software to include the work of the Project Team, Escambia County staff and others involved in the Project.

• Track all key milestones, such as Project deliverables including design submissions, approvals, procurement and delivery of all materials and equipment, construction, commissioning, turn over and occupancy.

• Monitor and update the master Project schedule monthly, both roll-up and detailed schedules, to reflect actual progress of the work versus the approved baseline.

• Identify issues and risks related to the master Project schedule, recommend, and implement corrective measures.

• Prepare monthly status reports identifying work that has been completed, variances in the work completed, corrective actions to be implemented and a one-month and three-month look-ahead, noting key activities to be achieved.

Financial Management and Cost Control Services

Through all phases, the Consultant will be responsible to monitor, validate, and recommend all Project expenditures including:

• Deliver the Project within the agreed budget.

• Coordination of value engineering, as needed.

• Working with Escambia County procedures to determine appropriate tracking and reporting of expenditures.

• Prepare projected monthly cash draws, monitor, and report actual expenditures versus forecasts and submit monthly Project reports, including:

o Expenditures, o Change Orders and potential Change Orders, o Variances, and o Pay applications to date and forecast future cash draws, including expenditures.

• Monitor, control, and document all changes in line-item allocations, cost, change orders and potential change orders during construction including:

o Approved costs to date, Title: CDBG-DR - Owner's Representative and CEI Services for the Century Community Shelter - HS020: Re-Solicit o Forecast estimates for unresolved Design/Bid/Build Team cost proposals, o Prepare an "Uncommitted Costs Forecast", o Review and analyze contractor bids, recommend the best value, and o Track reasons for additional expenditures.

• Review and approve monthly progress billings for Design/Bid/Build Team, vendors, and consultants.

• The Consultant shall sign and notarize all invoices approved for payment, and track payments using protocols approved by Escambia County.

• Escambia County will sign/countersign all documents in accordance with Escambia County protocols where the documents bind Escambia County or commit funds, such as contracts, change orders, change directives, etc. or where the payment of funds is concerned. Such signatures shall not relieve or reduce the Consultant’s responsibility for ensuring all such documents are accurate, complete, and properly financially coded, filed and tracked.

Quality Control Services

Through all phases, the Consultant will be responsible for preparing and monitoring the quality control plan, including:

• Develop the overall Project quality plan, inclusive of provisions for quality control inspections to ensure that team members comply with the plan.

• Implement peer review or other quality control techniques as appropriate to the phase of the

Project.

• Review all consultant, Design/Bid/Build Team, and vendor quality programs for compliance to the Project quality plan.

• SPECIAL INSPECTION SERVICES

o General: The special inspection services listed herein are outlined as the minimum required and shall not be limited to such. Furthermore, it shall be supplemented by any special requirements as that may be deemed necessary during the work. The Contractor (and its subcontractors) performance and capability can affect the extent and duration of the special inspection involvement in the project.

o The Consultant is to provide qualified oversight to any third-party inspector. In the case where the actions or results of any third-party inspector is to be inconsistent with the standard technique or design criteria, the Consultant is to perform the necessary inspection to confirm the result. The cost of this Consultant inspection service is to be borne by the

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