West Basin Municipal Water District On-Call CM Services RFP

EXHIBIT A: SCOPE OF WORK AND SERVICES

The selected construction management firm (Consultant) shall provide professional construction management services for the implementation of West Basin’s Capital Improvement Program (CIP), Rehabilitation and Replacement (R&R) Program, Customer Development Program, and Operations Support Projects. A list of projects for which construction management services may be required has been attached as Exhibit B. Not all task descriptions and services will apply to all potential projects or task orders; thus, more detailed descriptions will be included with the individual scopes of work for each task order under this Agreement. The Consultant shall be responsible for project, safety, cost, time, quality and risk management; and ensuring conformance of the project with the plans and specifications. West Basin will request construction management services on a task order basis. The specific scope of work and services requested for each project will be described in a detailed task order when issued.

The task order award process will be implemented as follows:

i.West Basin will solicit abbreviated proposals for a specific scope of work from each Consultant who has been awarded an On-Call Construction Management Services contract.

ii.West Basin will award the task order to the most qualified Respondent based on an evaluation of professional qualifications of key personnel, capabilities and specific project experience of the respondent, technical approach and methodology, fee proposal, and completeness and quality of proposal.

Each project shall be negotiated separately and be awarded as a task order, complete with a brief scope of work, fee estimate, schedule, and project team organization chart, on an as-needed basis.

Consultants must provide a proposal in response to each solicitation under this Agreement or request an excusal in writing. Failure to provide either a proposal or a justifiable excusal will be grounds for the District holding the Consultant in breach of the contract, at the District’s discretion. Excessive requests for excusal by the Consultant may result in the Consultant being found to be in breach of the contract.

While the scope of services will vary for each individual project, it will generally include the following:

Pre-Construction Services The Consultant shall provide pre-construction services including participation in general coordination meetings, review of drawings and specifications, constructability reviews, schedule review, preparation of contractor prequalification packages, negotiation of equipment procurement packages, review and analysis of contractor bids and pre-construction video surveys.

West Basin Municipal Water District On-Call CM Services RFP

Construction Phase Services The Consultant shall provide construction phase services including facilitation of regular project progress meetings, establishment of project communication protocols, establishment of an electronic document control system, coordination of submittal reviews and responses to requests for information (RFIs), establishment and management of the change order process, schedule reviews, inspection and materials testing, monitoring labor compliance requirements, review and approval of progress payments, professional surveying, monitoring of the construction contractor’s adherence to safety requirements, monitoring and verification record drawings process, verification of operating manuals, compliance with testing and certifications, review and/or verification of construction contractor’s certified payroll and compliance with prevailing wage requirements and start-up assistance.

Project Close-Out The Consultant shall provide post-construction close-out phase services including development of project punch lists, review of contractor’s final record drawing set, verification of warranties and guarantees, processing final payment applications and transmitting the final project file to West Basin’s project manager.

The Scope of Services is described in further detail in the following sections.

1. PRE-CONSTRUCTION SERVICES

1.1. Kick-Off Meeting

The Consultant shall attend a “kick-off” meeting with West Basin, the Design Engineer, and all project stakeholders to become familiar with the scope of work and West Basin’s Construction Management Procedures. The Consultant shall be prepared to present its standard Construction Management Plan along with templates proposed for use while administering the construction contract (e.g. submittal tracking log, daily inspection report, potential change order, meeting minutes, RFI tracking log, etc.).

1.2. Constructability Reviews

The Consultant shall perform detailed constructability reviews of preliminary and final design submittals as requested by West Basin. Constructability reviews shall include West Basin’s front-end documents, technical specifications, and contract drawings. All comments shall be neatly organized and tabulated in a formal submittal to West Basin. The Consultant shall participate in constructability review workshops with West Basin, contract operations staff and the Design Engineer to discuss review comments.

1.3. Contractor Prequalification

The Consultant shall assist West Basin in developing prequalification packages for general contractors and specialty subcontractors. Prequalification packages shall be developed in accordance with the Public Contract Code and California Department of Industrial Regulations guidelines.

West Basin Municipal Water District On-Call CM Services RFP

1.4. Equipment Procurement

The Consultant shall assist West Basin in negotiating procurement packages and pre-purchasing equipment from equipment manufacturers and suppliers.

1.5. Specification Development

The Consultant shall develop Division 0 specifications for inclusion in contract documents as requested by West Basin including project safety requirements, scheduling requirements, project meeting requirements and work restrictions.

1.6. Bid Phase Services

The Consultant shall attend and participate in the project pre-bid meeting. The Consultant shall assist West Basin with recommendations for issuance of addenda as necessary. The Consultant shall assist West Basin in the review of bidding packages to determine lowest responsive and responsible bidder in accordance with latest Public Contract Codes.

1.7. Pre-Construction Meeting

The Consultant shall facilitate a Pre-Construction Meeting with West Basin, the Design Engineer and the Contractor. The Consultant shall prepare a meeting agenda five business days in advance of the meeting and submit the agenda to West Basin for review and comment. The Consultant shall transmit meeting minutes to all attendees within three business days of the meeting.

1.8. Pre-Construction Survey

The Consultant shall perform a pre-construction site video survey with the Contractor prior to the Notice to Proceed. The video survey shall document the existing condition of all areas potentially impacted by the Project work, including staging areas, storage areas, nearby existing structures, paved surfaces and vegetation. In addition to the video survey, the Consultant shall take digital photographs as necessary to document the existing site conditions. The pre-construction survey shall be submitted to West Basin within three business days.

1.9. Pre-Construction Scheduling Meeting

The Consultant shall facilitate a Pre-Construction Scheduling Meeting with West Basin and the Contractor. The scheduling, specification requirements, and format of the construction schedule will be discussed at the meeting (unless otherwise requested). The objective of the Pre-Construction Scheduling Meeting is to facilitate timely submittal, review and approval of the Contractor’s Baseline Schedule with as few resubmittals as possible. The Consultant shall prepare an agenda five business days in advance of the meeting and submit it to West Basin for review and comment. The Consultant shall transmit meeting minutes to all attendees within three business days of the meeting.

West Basin Municipal Water District On-Call CM Services RFP

1.10. Quality Assurance/Quality Control Plan

The Consultant shall develop a Quality Assurance/Quality Control (QA/QC) Plan as requested by West Basin with a comprehensive, systematic approach to ensure that all elements of the Project are delivered in accordance with the contract documents. The Plan shall include QA/QC policies and procedures for all onsite construction work, offsite fabrication of equipment and materials, and startup and commissioning activities. The Consultant shall include provisions to submit a draft and final QA/QC Plan and the final accepted Plan shall be updated as the Project progresses.

2. CONSTRUCTION PHASE SERVICES

2.1. Weekly Project Progress Meetings

The Consultant shall facilitate weekly Project Progress Meetings with West Basin, the Design Engineer, the contractor and all project stakeholders. The Consultant shall prepare the meeting agenda in advance of the meeting and transmit meeting minutes to all attendees within two business days. The Consultant shall utilize West Basin’s standard meeting minutes template or approved equal.

2.2. Project Correspondence and Communication

The Consultant shall establish a communication protocol with all Project stakeholders at the commencement of the Project. The Consultant shall provide written correspondence to the Contractor as necessary to manage the Project in an efficient and timely manner and in accordance with the contract documents. All Project correspondence and documentation shall be issued through the electronic document control system.

2.3. Electronic Document Control System

The Consultant shall develop and maintain an electronic document control system to manage and track all Project documentation including, at a minimum, contract plans and specifications, correspondence, meeting minutes, progress payments, submittals, shop drawings, requests for information (RFIs), contract document clarifications (CDCs), potential change orders, change orders, field directives, daily reports and photographs. The document control system shall be accessible by West Basin, the Design Engineer and the contractor. The document control system shall be capable of generating logs for submittals, RFIs, and change orders. Upon completion of the Project, all documentation uploaded to the document control system shall be neatly organized in a project archive with a standard and uniform file naming convention and shall be transmitted in a format acceptable to West Basin. West Basin reserves the right to request that the Consultant utilize an alternate document control system that meets the District’s requirements.

2.4. Submittal Review

The Consultant shall coordinate the submittal/shop drawing review process and route all transmittals to the appropriate reviewer (e.g., Construction

West Basin Municipal Water District On-Call CM Services RFP

Manager, Design Engineer, West Basin, etc.). The Consultant shall maintain a log to track the status and review action of all submittals. The Consultant shall ensure that all submittals required by the contract documents have been submitted by the contractor. The Consultant is responsible for reviewing the contract documents and identifying the submittals for which it is responsible for reviewing. The Consultant shall maintain a neatly organized electronic system with PDF copies of all submittals.

2.5. Requests for Information (RFIs)/Requests for Clarification (RFCs) The Consultant shall coordinate the RFI/RFC review process and route all RFIs/RFCs to the appropriate reviewer (e.g., Construction Manager, Design Engineer, West Basin, etc.). The Consultant shall maintain a log to track the status of all RFIs and RFCs. The Consultant shall maintain a neatly organized electronic system with PDF copies of all RFIs/RFCs.

2.6. Schedule Review

The Consultant will be principally responsible for reviewing and approving the contractor’s Baseline Schedule, weekly look-ahead schedules, monthly schedule updates, recovery schedules and time impact analyses (TIAs). The Consultant shall submit its schedule-review-procedures to West Basin’s Project Manager for review and approval.

2.7. Change Management

The Consultant shall establish and implement a change management procedure, including management of the change order process and reviewing, negotiating and responding to proposed change orders from the contractor. The Consultant shall implement a proactive approach to minimize change orders to the extent possible. Responses to change order requests shall be provided in accordance with the contract documents. All negotiated change orders shall be reviewed and approved by West Basin’s Project Manager. The Consultant shall monitor and verify the authorized change order work.

2.8. Claims Management

The Consultant shall manage and respond to all claims and notices of potential claim from the construction contractor in a timely manner. The Consultant shall prepare a formal written analysis of the validity of each potential claim and provide a recommendation regarding entitlement and resolution to West Basin’s Project Manager. The Consultant shall coordinate the resolution of conflicts and discrepancies in the plans and specifications, construction issues, and proposed field changes due to unforeseen conditions.

2.9. Inspection

The Consultant shall provide both on- and off-site inspection services as necessary to verify that the contractor’s work is performed in compliance with the contract documents, industry standards and applicable codes, West Basin Municipal Water District On-Call CM Services RFP environmental and local regulations, and construction permits. Inspection services shall include, but are not limited to, structural, civil, mechanical, electrical, instrumentation and controls, material inspection, quality control and assurance, materials testing coordination, and daily inspection reports. The Consultant shall document the contractor’s daily activities with a daily construction report using West Basin’s standard template or approved alternative. Daily construction reports shall be filed each day. The Consultant shall take color photographs of construction activities on a daily basis. Daily construction reports and progress photos shall be neatly organized and incorporated into the Consultant’s electronic filing system. Consultant’s inspection staff shall have relevant experience and technical certifications in the designated field of expertise for which inspection services are being provided.

2.10. Materials Testing/Specialty Inspection

The Consultant shall provide material testing and specialty inspection services, including soil testing, welding inspection, concrete testing, coating inspection, electrical and controls inspection, masonry testing, adhesive anchor inspection, and reinforced steel testing as needed to ensure materials are furnished and installed in accordance with the contract documents. The Consultant shall also provide off-site shop inspection including, at minimum, pipe fabrication, fiber-reinforced plastic (FRP) tank construction, concrete and asphalt batching, coatings, and switchgear fabrication. The Consultant shall develop and maintain a log of inspection and material testing services to compliance with the contract documents.

2.11. Survey

The Consultant shall provide professional surveying services as requested by West Basin to establish baseline survey control and to verify locations of project improvements. Professional land surveyors are a protected classification subject to prevailing wage requirements as set forth by the California Department of Industrial Relations.

2.12. Shutdown

The Consultant shall establish and implement protocols for effectively executing plant outages and facility start-up with minimal impact to the plant operation. The Consultant shall coordinate with West Basin, West Basin’s contract operator, the Design Engineer and the contractor to develop detailed plans and schedules for all planned shutdowns. The Consultant shall coordinate activities with West Basin’s contract operator and the contractor during shutdown. The Consultant shall monitor and document shutdown work and update West Basin on as needed basis.

2.13. Schedule of Values

The Consultant shall review and approve the Schedule of Values submitted by the contractor at the commencement of the Project. The Consultant shall

West Basin Municipal Water District On-Call CM Services RFP ensure that the Schedule of Values contains sufficient detail to track the progress of the work and to facilitate approval of the contractor’s monthly progress payment applications.

2.14. Progress Payments

The Consultant shall review and approve the contractor’s monthly progress payment requests. The Consultant shall ensure that all supporting documentation and releases have been provided before transmitting the pay application to West Basin’s Project Manager for review and approval.

2.15. Permits

The Consultant shall ensure that the contractor has obtained all permits necessary for the performance of the work and that all permit conditions are met by the contractor. The Consultant shall verify that the contractor submits timely requests for inspection and permit signoffs from agencies having jurisdiction. The Consultant shall daily monitor the contractor’s traffic control system to ensure the traffic control is properly installed and maintained in accordance with the contract documents.

2.16. Safety

The Consultant shall monitor the contractor’s work practices to ensure that all safety requirements are met. The Consultant shall review the contractor’s Injury and Illness Prevention Plan (IIPP) and Job Hazard Analyses (JHA) and shall observe the contractor’s work to ensure conformance with OSHA requirements. The Consultant shall promptly notify the contractor and West Basin of any observed safety violations.

2.17. Monthly Report

The Consultant shall prepare a monthly progress report documenting the status of the project budget (construction contractor and construction manager), EVA evaluation, project schedule, potential project issues and all work performed during the reporting period (e.g. number of RFIs and submittals reviewed, number of meetings attended, construction photos, etc.). The monthly report shall be submitted with the monthly invoice statement.

2.18. Record Drawings

The Consultant shall review the contractor’s record drawings on a weekly basis to ensure that the drawings are up to date and accurate. The Consultant shall review the contractor’s record drawings at the end of each month prior to approving the contractor’s monthly progress payment request. The Consultant will also maintain an independent set of record drawings in its office.

2.19. Certified Payroll

The Consultant shall review the construction contractor’s certified payroll to ensure compliance with prevailing wage requirements as set forth by the California Department of Industrial Relations.

West Basin Municipal Water District On-Call CM Services RFP

2.20. Setup and Commissioning

The Consultant shall coordinate with West Basin, West Basin’s contract operator, the contractor, and the Design Engineer to develop a comprehensive start-up plan. The Consultant shall coordinate with all project stakeholders to successfully start-up and commission the project improvement. The Consultant shall ensure that all startup, testing and commissioning activities have been properly performed, accepted and thoroughly documented before the Notice of Substantial Completion is issued.

3. PROJECT CLOSE-OUT

3.1. Punch List

The Consultant shall coordinate with West Basin, West Basin’s contract operator, the Design Engineer, and the contractor to prepare punch lists for outstanding items of work, including all documentation and submittals required by the contract documents, upon Substantial Completion of the Project. The Consultant shall be prepared to assign cost values for outstanding punch list items to facilitate prompt and timely close-out of the Project and release of retention. The Consultant shall ensure that all punch list items have been addressed to the satisfaction of West Basin.

3.2. Record Drawings

The Consultant shall review the contractor’s final red-line drawings to ensure that the drawings are accurate and complete with all field changes. The Consultant shall certify the accuracy of the final red-line drawing set before final payment is approved and before the red-line drawings are transmitted to the Design Engineer for incorporation into AutoCAD. The Consultant shall transmit the final red-line drawings to the Design Engineer within 1 week of receipt from the contractor to facilitate preparation of record drawings. The Consultant shall transmit both hard copies and electronic copies (PDF Format) of the contractor’s red-line drawings to West Basin and Design Engineer.

3.3. Warranty/O&M Manuals

The Consultant shall review and verify warranties and guarantees are submitted by the contractor as specified in the contract documents. The Consultant shall coordinate with West Basin and West Basin’s contracted operator to verify that proper operations and maintenance manuals and any training materials have been provided in accordance with the contract documents.

3.4. Final Payment

The Consultant shall reconcile all contract Bid Items, change order work and outstanding punch list items in the preparation of the final payment to the contractor.

West Basin Municipal Water District On-Call CM Services RFP

3.5. Close-Out Report

The Consultant shall prepare a Close-Out Report including, at a minimum, a summary of the Project construction, key issues, lessons learned, change summary, schedule summary, as-built schedule and recommendations for the management of future projects. The Consultant shall include provisions to submit a draft and final Close-Out Report.

3.6. Project File

At the conclusion of the Project, the Consultant shall transmit all Project-related documentation to West Basin’s Project Manager. An electronic version in PDF format shall be maintained throughout the duration of the Project and transmitted to West Basin. The Project file shall be neatly organized, and all files shall be accurately titled and labeled to facilitate ease of access by West Basin staff. The Consultant shall present the Project file structure to the West Basin Project Manager when transmitted.

4. RATE SCHEDULE AND REIMBURSEMENT

4.1. The Consultant shall include a rate schedule that lists the hourly labor rates by work classification and personnel for its firm. Since this is a multi-year contract, provide a rate schedule for calendar years 2026, 2027, 2028, and 2029. Annual rate increases shall not exceed 3 percent. Annual rates shall be effective on January 1st of each calendar year, regardless of the fiscal year or salary increase schedule used by the Respondent.

4.2. Include the rate schedule by billing classification proposed to be used for this project. While the specific scope of work for each task order will vary, the hourly rates included in the master contract agreement will remain in effect for the term of the contract.

4.3. Describe and list all expected fees for other direct costs (ODCs), sub-consultants, markups, or other firm-specific fees. Markups for sub-consultants shall not exceed 10 percent.

4.4. West Basin will not provide payment for travel, lodging, meals or subsistence unless requested and approved by the Project Manager in advance of the incurred costs. No markup will be provided on pre-approved travel, lodging, meals or subsistence costs. Mileage reimbursement will be based on the standard mileage rates published by the Internal Revenue Service (IRS) effective at the time when the mileage costs are incurred.

4.5. Terms and conditions from the Respondent’s sub-consultants shall not be incorporated into the Respondent’s rate schedule and fee proposal. West Basin will not honor the terms and conditions of sub-consultants and West Basin’s contract with the Respondent shall govern in all cases.

West Basin Municipal Water District On-Call CM Services RFP

4.6. Building/Construction Inspectors, Materials Testers and Surveyors are protected classifications subject to prevailing wage requirements as set forth by the California Department of Industrial Relations. The Consultant’s rate schedule must reflect prevailing wage payments to its inspection staff, including fringe benefit payments and training fund contributions. West Basin reserves the right to request copies of certified payrolls and any other documentation necessary to verify the payment of prevailing wages and fringe benefits in accordance with the California Labor Code.

END OF SCOPE OF WORK