Freemont Bridge Painting AE Design Statement of Work.docx

A&E Statement of Work - I-405 Fremont Bridge (Willamette River) West Ramps

Contents

Task 1 – Project Management [11010] [Project manager to determine what meetings are required, what additional or added coordination efforts are needed to fit the needs of the project.

Project Manager to determine schedule for all milestone deliverables and when associated deliverables are due through coordination with the regional tech center prior to negotiations] This task is to implement a project management strategy through meetings, schedules, coordination, and project management related deliverables to properly manage the project between Agency and Consultant.

Task 1.1 – Project Management and Coordination [11020] Consultant shall provide on-going coordination and communication as needed to appropriately manage the Services under this Contract.

Consultant shall guide and direct the Services and Consultant’s team in conformance with all applicable requirements of the Contract, Statement of Work (“SOW”) and the Project’s goals and objectives. Consultant’s Project Manager (“PM”) shall be Consultant’s primary point of contact and shall communicate with Agency regarding the status of Services being performed and to discuss issues or concerns that may impact the Project, to include weekly check-in phone calls between Agency Project Manager (“APM”) and the PM.

Consultant shall provide leadership, direction and control of these Services and maintain liaison, communication and coordination between Consultant’s staff, APM, and Agency staff to facilitate timely, efficient operations for all involved.

Consultant shall monitor progress of the Project and Services to include, but not limited to budget and expenditures.

Consultant shall maintain Project files including, but not limited to: engineering computations, assumptions, estimated quantities with unit costs, meeting agendas and minutes, business drawings, progress reports, correspondence and memoranda. Compiling the Project files must be an ongoing task, commencing upon receipt of the notice to proceed (“NTP”), and incorporating documents as they are generated throughout the Services for this Project. Unless otherwise indicated, Project files must be saved in an appropriate ODOT assigned ProjectWise folder. All documents must conform to standardized naming conventions from the ProjectWise Naming Tool or the ProjectWise Document Naming Tool Search document in the PW standards folder. Refer to the ODOT Partners PW External User Manual found within the ProjectWise document management system, and ODOT Partners PW Exhibit L for additional information.

Deliverables

11020.10 – Project files as requested by Agency Schedule

11020.10 – Due to APM within XX business days of request Task 1.2 – Progress Reports and Invoices [11030] [Invoice Preparation - may be listed as a task or deliverable (and may include costs in BOC) only if ODOT has on a file a signed Certification of Invoicing and ODC Billing Practices from Consultant that indicates invoice preparation is charged to each project and is not included in the Consultant’s overhead. Consultants approved for invoice prep charges are identified in the Billing Rate Share Drive maintained by OPO. The invoice limitation does not apply to project status reports, which are a required deliverable to be submitted with monthly invoices. Some regions may have required templates for invoicing or progress reports, use of these templates must be negotiated prior to execution of the contract. Format must be negotiated prior to execution of the contract.] Consultant shall prepare monthly progress reports and invoices in a format approved by Agency. Consultant’s progress report must summarize the activities completed and deliverables submitted by task for the reporting period and who the deliverables were provided to. Consultant’s progress report must identify schedule and budget issues, if there are pending issues that need resolution, and describe the planned activities for the next month. Progress report must also identify percentage completed of each task and associated deliverables. Consultant shall include its progress report with Consultant’s monthly invoice.

Consultant’s invoice must identify the reporting period and provide a breakdown of labor and expense costs incurred and must include copies (if required) of expense receipts. The invoice must be in a format acceptable to Agency.

Consultant shall prepare up to XX progress reports for the Services performed under this Contract.

Consultant shall submit monthly billing invoices (electronic copy) in accordance with Section H of the WOC / Exhibit B Compensation Part 1.

Deliverables

11030.10 – Electronic monthly progress reports and invoices Schedule

11030.10 – Due to APM once per month on [identify day – e.g., last business day] Task 1.3 – Project Schedule and Schedule Updates [11040] Consultant shall prepare a detailed work element schedule using MS Project for Consultant’s tasks. Consultant’s work element schedule must have, as a minimum, the following milestones with associated submittal dates:

· NTP

· Meetings (PS&E review, etc.)

· Workshops (Design Acceptance, Design Verification, etc.) Package review milestone completion dates (Preliminary, Advance, Final, PS&E, and Region PS&E)

· Right of Way (“ROW”) phase (if authorized) (i.e. begin prep for obligation, and conclusion of negotiations)

· Project Controls Office (“PCO”) PS&E delivery date

· PCO advertisement date

· PCO bid opening date Consultant shall submit the draft baseline MS Project schedule for Agency review and comment. Agency will consolidate all comments and submit to Consultant. Consultant shall address and incorporate Agency comments and suggested revisions, then deliver the final baseline MS Project schedule to Agency for approval. Consultant shall provide up to XX schedule updates throughout the Project as requested by Agency. If the Project schedule would change any of the due dates or timeframes required for Services or deliverables, an amendment to this contract will be required to make those changes.

Deliverables

11040.10 – Draft baseline MS Project schedule

11040.20 – Final baseline MS Project schedule

11040.30 – Project schedule updates submitted as requested Schedule

11040.10 – Due to APM within 10 business days after NTP

11040.20 – Due to APM 5 business days from receipt of Agency comments

11040.30 – Due to APM within XX business days of Agency request Task 1.4 – Meetings [11050] Consultant shall prepare for, lead, and facilitate meetings as identified in the subtasks below. Meeting locations will be collaboratively scheduled between Consultant and APM. Unless specifically stated otherwise, Consultant shall host meetings with screen and voice sharing software capable of running concurrently for use by Agency, Consultant staff, and sub-Consultant staff, at the discretion of the APM.

For each meeting, Consultant shall prepare a meeting agenda and provide draft meeting summary notes, which must include draft action items and record of any decisions from the meetings. Unless otherwise stated, Consultant shall submit the draft meeting summary for Agency review and comment. Agency will consolidate all comments and submit to Consultant. Consultant shall address and incorporate Agency comments and suggested revisions, then deliver the final meeting summary notes to Agency for approval.

Consultant shall prepare and maintain a Project action item and decision log (as part of meeting summary notes) to track action items and decisions discussed at Project meetings. The action item and decision log must include a description of the item or decision and who is assigned the action. Consultant shall provide the draft meeting summary notes to Agency for review and distribution.

Task 1.4.1 – Kick-off Meeting [11060] Consultant shall facilitate 1 Project kick-off meeting within X business days of contract NTP. Up to XX Consultant staff shall attend the meeting, which is estimated to be 2 hours in length. Consultant shall prepare meeting agenda and draft and final meeting summary notes for the meeting.

Deliverables

11060.10 – Meeting agenda

11060.20 – Draft meeting summary notes (including action item and decision log)

11060.30 – Final meeting summary notes

11060.40 – Meeting attendance - Consultant to verify attendance with Agency. No tangible deliverable may be required for this deliverable.

Schedule

11060.10 – Due to APM at least 5 business days prior to the meeting

11060.20 – Due to APM within 5 business days after the meeting

11060.30 – Due to APM within 5 business days after receipt of Agency comments

11060.40 – Within X business days from Agency issuance of contract NTP Task 1.4.2 – Project Development Team (“PDT”) Meetings [11070] PDT meetings are meant to address issues, design alternatives, technical discussions between Agency and Consultant, and provide an opportunity for the consultant to engage with their peers within the Agency. For ADA Curb Ramp or smaller scaled Projects, other meeting or workshops may be consolidated and addressed during this meeting. Examples: Design Exception and Crossing Closure Workshop, Monitoring and Controlling Project Risks, Construction Risk Management Transition Pre-PS&E Package Submittal Meeting, PS&E Review Meeting.] Consultant shall facilitate XX Agency PDT meetings during performance of the work. Agency PDT meetings will be scheduled at the APM discretion.