OR&CEI_New_ECAT_Facility_RLI_06-03-25.docx

New ECAT Facility – CDBG-DR (HS004)

REQUEST FOR LETTER OF INTEREST

for

NEW ESCAMBIA COUNTY AREA TRANSIT FACILITY

PRILIMINARY DESIGN and

CONSTRUCTION, ENGINEERING, AND INSPECTION SERVICES

COUNTY of ESCAMBIA, FL.

June 3, 2025

TABLE of CONTENTS

1.0

Summary

2.0

Background

3.0

Scope of Work

4.0

Contracted Company’s Responsibilities

5.0

County Responsibilities

6.0

County Rights and Authority

7.0

Required Format and Contents of Proposal

8.0

Selection Criteria – Criteria for Evaluation

9.0

Interview/Presentation

10.0

Method of Award

REQUEST FOR LETTER OF INTEREST

for

NEW ESCAMBIA COUNTY AREA TRANSIT FACILITY

PROGRAMMING, PRILIMINARY DESIGN and

CONSTRUCTION, ENGINEERING, AND INSPECTION SERVICES

COUNTY of ESCAMBIA, FL.

1.0 SUMMARY

This project is to provide programming, preliminary design and CEI services for the New Escambia County Area Transit (ECAT) Facility located on Clarinda Drive in Pensacola, Florida.

2.0 BACKGROUND

The Escambia County Area Transit (ECAT) service area consists of Escambia County, City of Pensacola, and a few stops in the City of Gulf Breeze. During the lifespan of the existing ECAT facility, it has suffered flooding damage during every declared emergency event that involved significant rainfall, with the latest flooding occurring on September 16, 2020, when Hurricane Sally made landfall in the Florida Panhandle, near Pensacola, leaving a significant amount of damage in its wake. Hurricane Sally brought heavy rainfall and flooding, causing damage to housing, businesses, and infrastructure in our entire ECAT service area. The high velocity winds, wind-blown debris, and wind driven rain of Hurricane Sally damaged the ECAT buildings including the Administration Building, Bus Wash, Fuel Depot, and Satellite Service Building.

Escambia County requested funding through Rebuild Florida for a new state-of-the-art, energy-efficient and resilient facility for transit operations that will include fixed route and disadvantaged paratransit services. By relocating the facility and operations out of its current flood zone, the new building will be designed and constructed according to the Enhanced Hurricane Protection Area (EHPA) specifications, that will allow it to function as an emergency shelter if the need arises. This project will also mitigate flooding in the area by adding a regional stormwater pond and transportation services to assist in evacuations as needed. In 2024, Escambia County received Community Development Block Grant- Disaster Recovery (CDBG-DR) funding through the U.S. Department of Housing and Urban Development (HUD).

3.0 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 public transportation facility of approximately 55,000 Square Feet (SF).

The new facility will include an administrative area for passenger support services, passenger waiting area with restroom facilities, two separate garage maintenance areas for buses (one for electric buses and one for fossil fuel buses), a hardened building to protect staff that are operating the transportation center during an emergency event, and staff support services that includes a kitchen area, break room, a large and small conference room, and staff restroom facilities that include showers.

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, Escambia County Technical Specifications for Road and Bridge Construction and 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.

3.1 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.

3.2 The Consultant

The Consultant is responsible for the following:

3.3.1 General Services

The Consultant working under the guidance of the County shall:

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

b. Facilitate the establishment and documentation of Project goals.

c. 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.

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

e. Lead, direct and coordinate the efforts of the Project Team to achieve the objectives of the Project and to meet the County's requirements.

f. 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.

g. 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.

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

i. 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.

j. 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.

k. 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.

l. 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.

m. 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.

n. 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.

o. 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.

p. 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.

q. 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.

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

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

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

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

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

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

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

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

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

aa. Identify and assess scope, schedule, and budget changes and make recommendations to meet Project goals and objectives.

ab. 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.

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

ad. 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:

· A record of the contractors on the project

· Their personnel (number and classification)

· Equipment (number and type or size)

· Location and work performed by each Contractor or Subcontractor

· Orders given to the Contractor

· Events of note on the project

· 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.

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

· Days charged, with explanation if not charged

· Equipment arriving or leaving the project, idle equipment

· Any other details that may be important later in the project life

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

af. 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.

ag. Distribution of Correspondence: Submit to County personnel a copy of all correspondence between the Consultant, Contractor, Sub Contractors, or others concerning matters related to the project. Maintain an electronic file of all correspondence for submission with the project Final Records.

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

ai. 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.

aj. 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.

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

al. 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

am. 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.

an. 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.

3.3.2 Pre-Design Services

The Consultant working under the guidance of the County shall:

a. 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.

b. 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.

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

d. 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.

e. 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.

f. 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”).

g. 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.

3.3.3 Design Development Services

The Consultant working under the guidance of County Staff shall:

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

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

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

d. 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.

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

f. 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.

g. 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.

h. 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.

i. 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.

j. 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.

k. 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.

l. 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.

m. 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.

n. 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 will not be limited to, mechanical systems, electrical systems, plumbing systems, structural systems, and detention security systems.

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

3.3.4 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:

a. 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.

b. 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.

c. 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.

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

e. 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.

f. 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 case of discrepancies between the Contractors and Project Coordinator. Upon request, check the construction layout when deemed necessary.

g. 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.

h. 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.

i. 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.

j. 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.

k. 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.

l. 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:

· Threshold Inspector Certification

· Asphalt Roadway Paving Inspector

· Class 1 Concrete Technician

· Soils and Aggregate Technician

· Earthwork Technician

· Nuclear Gauge Trained and Proficient

· SWPPP Training Certifications

· Americans with Disabilities Act (ADA) Title II and Section 504 Training

· 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.

m. 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.

n. 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 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.

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

a. 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.

b. 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.

c. 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.

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

e. 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 of the Consultant to track and ensure all staff who need/require training receive it and keep a documented record.

f. 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.

g. 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.

h. 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.

3.3.6 Project Risk Planning Services

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

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

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

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

3.3.7 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:

a. Development of a Project Charter and Project Work Plan.

b. 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.

c. Direct communication with the media shall be coordinated through the County’s Public Information Office.

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

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

f. Prepare monthly project management reports and executive summaries, covering:

i. Budgets by activity/contract showing to-date and expected,

g. Maintain close communication with County staff through regular meetings.

3.3.8 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:

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

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

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

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

e. 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.

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

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

h. Develop, implement, and manage a process to minimize scope changes on the part of the Design/Bid/Build team and/or Escambia County requests.

i. 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.

j. 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.

k. 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.

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

m. 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.

3.3.9 Financial Management and Cost Control Services

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

a. Deliver the Project within the agreed budget.

b. Coordination of value engineering, as needed.

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

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

i. Expenditures,

ii. Change Orders and potential Change Orders,

iii. Variances, and

iv. Pay applications to date and forecast future cash draws, including expenditures.

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

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

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

h. 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.

3.3.10 Quality Control Services

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

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

b. Implement peer review or other quality control techniques as appropriate to the phase of the Project.

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

d. SPECIAL INSPECTION SERVICES

1. 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.

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 construction contractor directly. The County reserves the right to request the Consultant to perform confirmatory testing to ensure Quality Assurance/Control standards with all testing methodologies and techniques.

2. Site Construction:

a. Field observations associated with the foundation system installation.

b. Backfill and compaction operations.

c. Slab-on-grade installation, including rebar and other reinforcing structural components.

d. Consultation regarding on-site problems encountered related to earthwork, foundation, and site concreting.

3. Cast-in-Place Concrete:

a. Mild Steel reinforcement placement including size, quantity, spacing, bar supports and chairs, clearances, splices, etc.

b. Post-tensioning (PT) steel placement including general layout of tendons, spacing, size, profiles, sheathing, grease caps, stressing, anchorages, support bar layout, observe elongation logs, submission of PT elongations for approval of PT engineer, observe cutting of PT tails after PT engineer approvals of such.

c. Shoring and reshoring installation.

d. Proper location of control and construction joints, pour strips, embedded items, anchors, openings, etc.

e. Concrete placement procedures in accordance with generally acceptable standards and practices.

f. Observation of concrete testing and curing procedures.

4. Precast Concrete:

5. Masonry:

6. Structural Steel:

7. Retaining Walls:

a. Installation including techniques and workmanship.

e. SPECIAL INSPECTION REPORT REQUIREMENTS

3.4.2 The Consultant shall warrant that no part of the total remuneration fee shall be paid directly or indirectly to an employee or official of the County as wages, compensation, or gifts in exchange for acting as an officer, agent, employee, subcontractor, or consultant to the owner in connection with any service contemplated or performed relative to any proposal.

3.5 The Respondent is responsible and liable for all costs incurred by it in replying to this Request for Letters of Interest and subsequent project-related requests.

3.6 The term shall be for a period defined as the life of the project commencing on date of a Notice to Proceed from the County and continue through the end of the project.

3.7 Respondent Qualifications and Requirements

At the option of the County, respondents may be required to furnish evidence of sufficient financial responsibility to fulfill this contract, and evidence that they have, or can obtain the necessary equipment and manpower to ensure services within the parameters of this contract.

3.7.1 Respondents must have ten (10) years’ experience in consultant services, and experience working in the design and construction industry including recent experience with Design/Bid/Build project delivery of similar size and scope.

3.7.2 Respondent firms must maintain standard minimum insurance requirements as required by the County including but not limited to Consultant Errors and Omissions insurance with limits of not less than $20,000,000 per occurrence.

3.7.3 The Consultant shall be subject to all applicable state and federal laws, rules and regulations, and all amendments thereto. The Consultant agrees to devote special attention to its responsibilities under the foregoing without reliance or direction from the County.

3.7.4 The Consultant or any construction firm that the Consultant has a financial interest in shall not be permitted to bid on or perform any of the actual construction on the project.

4.0 Contracted Company's Responsibilities

4.1 The Company shall perform all services as specified in the RLI, Contract, any addenda thereto, and agreed upon information provided in the Proposal.

4.2 The Company shall provide and assign only individuals who have experience with Construction, Engineering & Inspection services to be provided.

4.3 The Company shall perform all services in strict compliance with all Federal, State and Local laws, regulations, ordinances, and directives as they may pertain to said services.

4.4 At any time, the Owner may require the Consultant to immediately remove any of its employees from the Owner’s premises.

5.0 County Responsibilities

5.1 Provide a designee to be the point of contact for all questions and/or request by the Contractor.

6.0 County Rights and Authority

6.1 The…