Downtown_Parking_Garage_Construction_Management_Services.pdf

Public Works-Engineering Services Department

Request for Proposals (RFP) #198480 For

Downtown Parking Garage Construction Management Services

Proposal Submittal Deadline:

Wednesday, August 26, 2026 BEFORE 3:00 pm

Procurement Contact:

Steven Dimter Contracts Administrator steven.dimter@paloalto.gov

(650) 838-2716

CITY OF PALO ALTO

PURCHASING/CONTRACT ADMINISTRATION

250 HAMILTON AVENUE

PALO ALTO, CA 94301

(650) 329-2271

TABLE OF CONTENTS

1. Introduction

2. Pre-Proposal Conference and Certifications

3. Proposal Content and Format

4. Contract Type and Method of Payment

5. Scope of Work

6. Evaluation Criteria

7. Oral Interviews

8. Public Nature of Materials

9. Collusion

10. Disqualification

11. Non-Conforming Proposal

12. Gratuities

13. Firms or Persons Not Eligible to Submit A Proposal

14. Proposer Questionnaire

Attachments:

A - Cost Proposal Form

B - Firm Experience

C - Professional Services Agreement Sample

D - Insurance Requirements

E - Exhibit A – Design Development Drawings 762026

F - Exhibit B - 375 Hamilton Ave FEIR

G - Exhibit C - 375 Hamilton Ave EIR Addendum

1. INTRODUCTION

The City of Palo Alto is seeking proposals from qualified firms to provide services for

Downtown Parking Garage Construction Management Services. The required services and performance conditions are described in the Scope of Work (or Services).

1.1. Summary

The Construction Manager (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.

1.2. Background

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.

1.3. Contact Information

Procurement Contact:

Request for Proposal (RFP) #198480 4

Steven Dimter

Contracts Administrator steven.dimter@paloalto.gov

(650) 838-2716

Department:

Public Works-Engineering Services

1.4. Timeline

Release Project Date: July 29, 2026

Question Submission Deadline: August 14, 2026, 1:00pm

Proposal Submission Deadline: August 26, 2026, 3:00pm

2. PRE-PROPOSAL CONFERENCE AND CERTIFICATIONS

2.1. Examination of Proposal Documents

The submission of a proposal shall be deemed a representation and certification by the

Proposer that it:

• Has carefully read and fully understand the information that was provided by the

City to serve as the basis for submission of this proposal.

• Has the capability to successfully undertake and complete the responsibilities and obligations of the proposal being submitted.

• Represents that all information contained in the proposal is true and correct.

• Did not, in any way, collude, conspire to agree, directly or indirectly, with any person, firm, corporation or other Proposer in regard to the amount, terms or conditions of this proposal.

• Acknowledge that the City has the right to make any inquiry it deems appropriate to substantiate or supplement information supplied by Proposer, and Proposer hereby grants the City permission to make these inquiries, and to provide any and all related documentation in a timely manner.

Request for Proposal (RFP) #198480 5

2.2. Addenda / Clarifications

Should discrepancies or omissions be found in this RFP or should there be a need to clarify this RFP, questions or comments regarding this RFP must be submitted to the

Questions & Answers section of this project listing on OpenGov.

Correspondence shall be communicated through the City’s electronic procurement system. Responses from the City will be provided through the Questions & Answers section of OpenGov for this project and available to all. Inquiries received after the deadline for questions stated in the timeline will not be accepted. All addenda shall become a part of this RFP and shall be acknowledged on the Proposer’s submittal.

The City shall not be responsible for nor be bound by any oral instructions, interpretations or explanations issued by the City or its representatives.

2.3. Submission of Proposals

All proposals shall be submitted electronically through the City’s electronic procurement system (OpenGov) at: https://procurement.opengov.com/portal/palo-alto-ca

Proposals shall be in a submitted status no later than 3:00 pm on Wednesday, August

26, 2026.

The e-procurement system will not accept any proposals after the specified close time.

2.4. Withdrawal or Modification of Proposals

A Proposer may withdraw or modify its proposal at any time before the expiration of the time for submission of proposals as provided in the RFP by entering the project on

OpenGov and selecting to "unsubmit" the proposal. Proposal must be resubmitted after using the "unsubmit" button and making any updates or modifications to the submittal or it shall not be considered as a valid submittal. No request for modification of the proposal shall be considered after its submission and acceptance on grounds that Proposer was not fully informed to any fact or condition.

2.5. Rights of the City of Palo Alto

This RFP does not commit the City to enter into a contract, nor does it obligate the City to pay for any costs incurred in preparation and submission of proposals or in anticipation of a contract. The City reserves the right to:

• Make the selection based on its sole discretion

• Reject any and all proposals

• Issue subsequent Requests for Proposals

• Postpone opening for its own convenience

• Remedy technical errors in the Request for Proposals process https://procurement.opengov.com/portal/palo-alto-ca

Request for Proposal (RFP) #198480 6

• Approve or disapprove the use of particular subconsultants

• Negotiate with any, all or none of the Proposers

• Accept other than the lowest offer

• Waive informalities and irregularities in the Proposals and/or

• Enter into an agreement with another Proposer in the event the originally selected

Proposer defaults or fails to execute an agreement with the City

An agreement shall not be binding on the City unless and until it is executed by authorized representatives of the City and of the Proposer.

3. PROPOSAL CONTENT AND FORMAT

These instructions outline the guidelines governing the format and content of the proposal and the approach to be used in its development and presentation. The intent of the RFP is to encourage responses that clearly communicate the Proposer’s understanding of the

City’s requirements and its approach to successfully provide the products and/or services on time and within budget. Only that information which is essential to an understanding and evaluation of the proposal should be submitted. Items not specifically and explicitly related to the RFP and proposal, e.g. brochures, marketing material, etc. will not be considered in the evaluation.

All proposals shall address the following items in the order listed below and shall be numbered in the proposal document.

3.1. Proposal Summary

This Section of the Proposal shall discuss the highlights, key features and distinguishing points of the Proposal. A separate sheet shall include a list of individuals and contacts for this Proposal and how to communicate with them. Limit this Section to a total of three (3) pages including the separate sheet.

3.2. Profile on the Proposing Firm(s)

This Section of the Proposal shall include a brief description of the Proposer’s firm size as well as the proposed local organization structure. Include a discussion of the Proposer firm’s financial stability, capacity and resources. Include all other firms participating in the

Proposal, including similar information about the firms.

Additionally, this Section shall include a listing of any lawsuit or litigation and the result of that action resulting from (a) any public project undertaken by the Proposer or by its subcontractors where litigation is still pending or has occurred within the last five years or

(b) any type of project where claims or settlements were paid by the consultant or its insurers within the last five years.

Request for Proposal (RFP) #198480 7

3.3. Qualifications of the Firm(s)

This Section of the Proposal shall include a brief description of the Proposer’s and any sub-Proposer’s qualifications and previous experience on similar or related projects.

Separately complete and upload the required attachment provided as "Qualifications of

Firm Relative to City's Needs", provide descriptions of pertinent project experience with other public municipalities and private sector entities, including a summary of the work performed, the total project cost, the percentage of work the firm was responsible for, the period over which the work was completed, and the name, title, and phone number of clients to be contacted for references. Give a brief statement of the firm’s adherence to the schedule and budget for the project.

This Section of the Proposal shall include information regarding any relationships with firms and/or individuals that may submit proposals in response to the RFPs being developed.

3.4. Work Plan or Proposal

This Section of the Proposal shall present a well-conceived service plan. Include a full description of major tasks and subtasks. This section of the proposal shall establish that the Proposer understands the City’s objectives and work requirements and Proposer’s ability to satisfy those objectives and requirements. Succinctly describe the proposed approach for addressing the required services and the firm’s ability to meet the City’s schedule, outlining the approach that would be undertaken in providing the requested services.

3.5. Proposed Innovations

The Proposer may also suggest technical or procedural innovations that have been used successfully on other engagements and which may provide the City with better service delivery. In this Section of the Proposal discuss any ideas, innovative approaches, or specific new concepts included in the Proposal that would provide benefit to the City.

3.6. Project Staffing

This Section of the Proposal shall discuss how the Proposer would propose to staff this project. Key project team members shall be identified by name, title and specific responsibilities on the project. An organizational chart for the project team and resumes for key Proposer personnel shall be included. Key personnel will be an important factor considered by the review committee. Changes in key personnel may be cause for rejection of the proposal.

3.7. Proposal Exceptions

This Section of the Proposal shall discuss any exceptions or requested changes that

Proposer has to the City’s RFP conditions, requirements and sample contract. If there are no exceptions noted, it is assumed the Proposer will accept all conditions and

Request for Proposal (RFP) #198480 8 requirements identified in the “Sample Agreement for Services.” Items not excepted will not be open to later negotiation.

3.8. Proposal Costs and Rates

The fee information is relevant to a determination of whether the fee is fair and reasonable in light of the services to be provided. Provision of this information assists the City in determining the firm’s understanding of the project, and provides staff with tools to evaluate (and, if applicable, negotiate) the cost.

This Section of the Proposal shall include the proposed costs to provide the services desired. The proposal shall also detail any other relevant cost and price information (such as any change to the fees based on any options a proposer is able to offer), plus a proposed not-to-exceed amount that would be contained in a potential agreement with the City. The hourly rates or a schedule of rates may be used for pricing the cost of additional services outlined in the Scope of Services.

Supplementary to this RFP and any submitted Proposal is the Cost Proposal Attachment provided with this RFP which must be upload electronically as part of your Proposal.

PLEASE NOTE: The City of Palo Alto does not pay for services before it receives them. Therefore, do not propose contract terms that call for upfront payments or deposits.

3.9. Evidence of Financial Stability

Proposers are required to establish to the City’s satisfaction that they are financially stable and can complete the obligations of a contract resulting from this solicitation. To meet this requirement, Proposers shall submit one of the following items that must be prepared by an independent third party:

• The most recent audited financial statement

• Reviewed financial statements for the last two years

• A letter of good standing from a credible financial institution or a Certified Public

Accountant that contains sufficient information for proposal evaluators to reasonably conduct an objective assessment of the Proposer’s financial viability and/or the Proposer’s risk of default, OR

• A Dun & Bradstreet Business Information Report or Comprehensive Report prepared or updated within the last 12 months.

NOTE: The City recognizes the confidential nature of certain financial disclosures and will treat the information as such in accordance with applicable law, referenced in the Section of this RFP entitled "Public Nature of Materials".

4. CONTRACT TYPE AND METHOD OF PAYMENT

Request for Proposal (RFP) #198480 9

It is anticipated that the agreement resulting from this solicitation, if awarded, will be a

Not-To-Exceed Budget Per Task form of contract. A Sample Agreement of Services is provided as an Attachment to this RFP. The method of payment to the successful

Proposer shall be on a Not-To-Exceed Budget Per Task with a maximum “not to exceed” fee as set by the Proposer in the proposal or as negotiated between the Proposer and the City as being the maximum cost to perform all work. This figure shall include direct costs and overhead, such as, but limited to, transportation, communications, subsistence and materials and any subcontracted items of work. Progress payments will be based on a percentage of project completed.

Proposers shall be prepared to accept the terms and conditions of the Agreement, including Insurance Requirements. If a Proposer desires to take exception to the

Agreement, Proposer shall provide the following information in Proposal Exceptions of their submittal package. Please include the following:

• Proposer shall clearly identify each proposed change to the Agreement, including all relevant Attachments.

• Proposer shall furnish the reasons for, as well as specific recommendations, for alternative language.

The above factors will be taken into account in evaluating proposals. Proposals that take substantial exceptions to the proposed Agreement may be determined by the City, at its sole discretion, to be unacceptable and no longer considered for award.

Insurance Requirements

The selected Proposer(s), at Proposer’s sole cost and expense and for the full term of the

Agreement or any extension thereof, shall obtain and maintain, at a minimum, all of the insurance requirements outlined in this RFP and its attachments.

All policies, endorsements, certificates and/or binders shall be subject to the approval of the Risk Manager of the City of Palo Alto as to form and content. These requirements are subject to amendment or waiver if so approved in writing by the Risk Manager. The selected Proposer agrees to provide the City with a copy of said policies, certificates and/or endorsement upon award of contract.

5. SCOPE OF WORK

5.1. Scope of 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.

Request for Proposal (RFP) #198480 10

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)

Request for Proposal (RFP) #198480 11 years of similar complexity, scale, and construction value. Comparable experience shall include one or more of the following:

o Multi-level parking structures or parking garages;

o Public vertical construction projects;

o Projects constructed in dense urban or downtown environments;

o 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

Request for Proposal (RFP) #198480 12 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

Request for Proposal (RFP) #198480 13 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

Request for Proposal (RFP) #198480 14 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.

Request for Proposal (RFP) #198480 15

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.

Request for Proposal (RFP) #198480 16

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

Request for Proposal (RFP) #198480 17 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

Request for Proposal (RFP) #198480 18

• 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, Request for Proposal (RFP) #198480 19

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”.

Request for Proposal (RFP) #198480 20

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…