Police Station Project Program Management .pdf

Request for Proposals

For

Police Station Project

Program Management RFP 26-14

Contact:

Barbara Mason, Purchasing Manager bmason@beaumontca.gov

RFP Available:

https://www.beaumontca.gov/949/Bids-and-RFPs and https://vendors.planetbids.com/portal/66785/b o/bo-detail/143768

Website:

www.beaumontca.gov

Address:

550 E. 6th Street

Beaumont, CA 92223

Phone:

951.769.8520 mailto:bmason@beaumontca.gov https://www.beaumontca.gov/949/Bids-and-RFPs

1. INTRODUCTION

The City of Beaumont (“City”) requests written responses to a Request for Proposal (RFP) for Program Management (PM) / Owner’s Representative services. The selected consultant will serve as the City’s Program Manager for the project, providing comprehensive project management, coordination, and oversight throughout awarded phases of the Project. The Program Manager will manage and coordinate preconstruction planning, consultant procurement, design, bidding, construction, and project closeout while serving as the primary liaison between the City, consultants, contractors, regulatory agencies, utility providers, and other stakeholders to facilitate the successful delivery of the new Police Department facility in accordance with the City's scope, schedule, budget, and quality objectives. The project will be delivered using the

CM(Construction Manager) Multiple Prime delivery method.

The City intends to award an agreement to the selected Program/Project Management consultant for the Preconstruction Phase. Subsequent phases are contingent upon the

City securing construction funding. Accordingly, the Consultant and its subconsultants acknowledge that subsequent phase services may not be authorized. The City is requesting a fee proposal for these services, including appropriate annual cost escalators, for budgeting purposes, should construction funding become available.

Responses must conform to the requirements of this Request for Proposal (RFP). The City reserves the right to waive any irregularity in any proposal, withdraw or amend this RFP or reject any proposal that does not comply with this RFP or City policies.

2. THE CITY OF BEAUMONT

The City was incorporated in November 1912 and is located in the San Gorgonio Pass portion of western Riverside County. It is bounded on the west by Calimesa and unincorporated areas, on the north by unincorporated county areas (Cherry Valley), on the south by unincorporated county areas and the City of San Jacinto, and on the east by the City of Banning. The land area within the City’s boundary is approximately 30 square miles.

The City of Beaumont is rated one of the safest cities in southern California. The City has its own police department. Fire and paramedic services are contracted through

Riverside County. The City of Beaumont has been one of the fastest growing cities in

California over the past 15 years and has a current population of 54,690. An average of

500 new homes have been permitted annually since 2013 and the population has grown by approximately 1,500 residents each year. Beaumont has seen significant growth in its quality of workforce with educational levels and technical skills. The community has also seen growth in its household income levels. As a result of this growth, the City must continue to provide residents with the quality of life they expect. This involves expanding park and recreational amenities, maintaining a quality police force to keep pace with growth, construction of regional surface transportation projects, and perform economic development activities to diversify the city’s tax base and increase employment opportunities in the region.

City of Beaumont Request for Proposal RFP 26-14

The City Government

The Beaumont City Council is comprised of five Council members, each sharing equal voting powers on all items coming before the Council. Council members are elected to large positions for four-year terms, with elections held in November of even-numbered years. The City Council meets annually to select one of its members to serve as Mayor and another to serve as Mayor Pro Tem for one year but no more than two consecutive years.

The City Council provides legislative and policy direction to the City Manager, who implements their decisions to direct the activities of the City. The City Council responds to issues and concerns of the community by allocating resources, developing policies, and formulating strategies that support the vitality and economic viability of the City. All of their decisions must be made at public meetings.

The City Council appoints the City Manager and City Attorney and members of all advisory boards, commissions, and committees. The City Council also serves as the Board of Directors for the Beaumont Financing Authority, Beaumont Utility Authority, and the

Beaumont Parking Authority.

3. BACKGROUND

Founded at the turn of the 20th century, Beaumont is proud of its rich history and rural charm. The town served as a welcome “stopping-off point” for early travelers making their way from the Mohave desert to Los Angeles, and later for L.A. residents eager to vacation in Palm Springs. Some, however, set down roots, drawn by the beautiful mountain vistas; clean, crisp air; and the abundance of cherry and apple orchards.

Beaumont provides the very best of rustic, rural beauty and charm, combined with the planned growth, abundant recreational opportunities, and rich community life offered by the finest Southern California cities. The progressive city of over 54,000 people sits at

2,612 feet in elevation between Riverside and Palm Springs in the Inland Empire. The city operates 18 city-owned parks, including a 20-acre sports park as well as an extensive trails system. The Beaumont School District, with 12 schools, has an outstanding reputation, and it ranks highly in the Pass Area. The city is rounded out with various local service clubs, a state-of-the-art community recreation center, a library, two four-star golf courses, and multiple churches.

The City interacts with numerous other government agencies, including but not limited to the California Department of Parks and Recreation, the California Department of

Transportation, the County of Riverside, Riverside County Transportation Commission

(RCTC), California Department of Housing and Community Development, the Federal

Railroad Administration, the U.S. Economic Development Administration, and the U.S.

Department of Justice.

4. SCOPE OF WORK

The intent of this Request for Proposal (RFP) is to secure the services of a qualified professional firm (Consultants) to provide Program Project Management (PM for the Police

Station Project, as attached in Exhibit “A.” The selected consultant will be one that has demonstrated experience and professionalism in the preparation of final construction documents and specifications required for final city plan approvals. The selected consultant shall have experience executing projects usings the multiple prime construction delivery method.

Consultant must be proactive and knowledgeable of all regulations required for project acceptance. Consultant shall be an advisor, advocate, and produce a product with the best interest intended for the City within the required schedule and budget.

The Scope of Service is provided as a guideline and is intended to identify the City’s initial expectations and requirements. Consultants may suggest modifications to the proposed

Scope of Services and shall expand the scope to include additional and/or optional tasks if deemed necessary to execute and facilitate the proposed services to complete the

Project. At a minimum, the following specific tasks are to be included in the proposed

Scope of Services.

9. TERM

The initial term of the agreement shall be for the period of up to Five (5) years from the commencement date. Unless otherwise agreed to by the parties or as may be required by law, any renewal shall be based on the same prices, terms and conditions as the initial term.

10. PROPOSAL REQUIREMENTS

The proposal shall clearly address all the information requested herein. To achieve a uniform review process and obtain the maximum degree of comparability, it is required that proposals be organized and contain all information as specified below.

A. Cover Letter: Maximum of two (2) pages serving as an Executive Summary which shall include an understanding of the scope of services. The RFP shall be transmitted with a cover letter that must be signed by an official authorized to bind the consultant contractually. The letter accompanying the RFP shall also provide the name, title, address, and telephone number of individuals with the authority to negotiate and contractually bind the consultant. The cover letter constitutes certification by the consultant, under penalty of perjury, that the consultant complies with nondiscrimination requirements of the State and Federal

Government. An unsigned proposal or one signed by an individual unauthorized to bind the consultant may be rejected.

B. Introduction/Information: Introduction of the service proposal, including a statement of understanding for the types of services contemplated. Provide a discussion on how the objectives of the scope of services will be accomplished.

Provide the name of the firm submitting the proposal, its mailing address, telephone number, and the name of the individual to contact if further information is required. Any participating firms and proposed sub-consultants shall be identified and included in the proposal (all sub-consultants must be approved by City prior to signing the agreement with City).

C. Approach: The firm’s approach to delivering the scope of services. Provide a description of the firm’s approach to communicating effectively with City staff and officials, other jurisdictional stakeholders, and the public, to facilitate successful delivery of assigned tasks.

D. Firm Profile: Provide a description of the firm, including number of professional personnel, years in business, office location(s), organizational structure (e.g., corporation, partnership, sole practitioner, etc.), areas of particular expertise, etc.

E. Location of principal office that will be responsible for the implementation of this contract.

F. Proposed Team: Provide a summary description of all personnel who will be involved in this project, their roles and responsibilities, and their experience in similar past projects. The proposal must name a project manager. In addition to this summary, full resumes must be provided.

G. References: Provide at least three (3) references from previous cities, counties or other agencies for similar work completed within the last five (5) years, which include: name, address, contact person and phone number for the agency, length of time services were provided, staff assigned to each project by your firm, and a description of the services provided. All submitted materials shall become the property of the City of Beaumont.

H. Scope of Services: Provide a description of the tasks, sub-tasks, and deliverables that will be provided. The Scope of Services should be presented in a logical format that can be easily attached to the Professional Services Agreement (Exhibit

B). Any additional items not mentioned above in the list but needed to get to full design and construction shall be included in the proposal as additional items for consideration.

I. Project Schedule: Provide a comprehensive Critical Path Method (CPM) schedule describing the nature and estimated timeline of proposed work objectives and milestones. Gannt chart preferred.

J. Cost proposal: Provide detailed cost of services in a separate attachment electronically.

Costs should include:

Rate Sheet- Provide billing rates for all key personnel by classification (e.g., Principal, Project Manager, Analyst, etc.).

• Provide a table with estimates based on information outlined in this

RFP.

• Phase-Based Fee Breakdown

• Project Initiation & Due Diligence

• Scope/Budget/Schedule Development

• Procurement Support

• Design Phase Oversight

• Fixed prices, including out-of-pocket expenses, for all costs associated within the scope of this proposal,

• Additional billable costs for non-specified tasks

• Total fees and expenses for the entire scope of the project with key assumptions underlying the proposed fee.

• Optional Services - Any area which proposers believe should be included in the scope of work in this proposal, but which is not stipulated in this RFP, and identifies the costs associated with the services rendered.

Please note, Proposers shall be expected to preplan to make cost saving reductions wherever possible. Pricing shall be all-inclusive of the document imaging and quality control process (prep, naming, OCR, folder creation, organization, re-fastening/binding content, etc.).

K. List of all current/outstanding contracts, their status, and the completion date for each contract.

L. Any other information which should be considered, such as any special services or customer service philosophy which define your firm’s practice.

M. The firm will be required to have professional liability insurance including liability at a minimum of one million per occurrence, worker’s compensation, and vehicle coverage including comprehensive and collision insurance naming the City of

Beaumont as additional insured. The proposal shall state whether such insurances will be in force at time of contract execution.

11. SUBMITTAL

All questions regarding this RFP shall be submitted on Planetbids by the deadline for questions provided in this RFP. No questions will be accepted after the above due date.

Responses to all questions will be posted on the City’s Planetbids portal:

https://vendors.planetbids.com/portal/66785/bo/bo-detail/143768 .

https://vendors.planetbids.com/portal/66785/bo/bo-detail/143768

Submit one (1) digital color copy of proposal and one (1) digital copy of the cost proposal in PDF format on Planetbids: https://vendors.planetbids.com/portal/66785/bo/bo-detail/143768 in accordance with the bid submission deadline provided in this RFP. Proposal must be titled “Proposal for City of Beaumont Police Station Project

Program Management / Owner’s Representative”, and Cost proposal must be titled

“Cost Proposal for City of Beaumont Police Station Project

Program Management / Owner’s Representative”

By proposing on this request, the proposer is confirming agreement to all terms and conditions of the City’s Professional Services Agreement (PSA), which is attached to this

RFP as Exhibit B.

If prior to the question submittal due date, a prospective Consultant discovers any ambiguity, conflict, discrepancy, omission, or other errors in this RFP or any of its appendices, exhibits, or attachments, the Consultant shall immediately notify the City of such error in writing and request modification or clarification of the document.

Modifications shall be made by written Addenda to the RFP.

If a Consultant fails to notify the City, prior to the question submittal due date, of an error in the RFP known to the Consultant, or an error that reasonably should have been known to the Consultant, the Consultant shall submit its Proposal at its own risk, and if the

Consultant is awarded a Contract, it shall not be entitled to additional compensation or time by reason of the error or its later correction.

All communications regarding technical, scope, and/or project-related questions and requests for clarifications, changes, exceptions, and deviations to the terms and conditions set forth in this RFP shall be submitted via “Q&A” through the City’s Electronic

Bidding System, Planetbids, before the deadline and according to these specifications herein.

The Final day for receipt of questions from the Proposer shall be on or before the due date indicated in the RFP event schedule section below. To ensure fairness and avoid misunderstandings, all communications must be in written format and submitted only in the format set forth above. Any verbal communications will not be considered or responded to. All questions received by the due date will be reviewed.

No proposals will be accepted after the due date. Once submitted, proposals cannot be altered without prior written consent from the City. The prospective bidder assumes sole responsibility for submitting a complete bid proposal in response to this RFP. No special consideration will be given after bid proposals are opened due to a bidder’s failure to comply with all requirements of the RFP.

All costs associated with preparation of any proposal shall be the sole responsibility of the proposer. Each proposal shall be limited to a maximum of 25 pages, using minimum 12-point font size.

BID EVENT SCHEDULE:

Event Date

RFP Issue Date July 21, 2026

Questions submitted on Planet Bids deadline August 5, 2026 @ 5:00 p.m.

Proposals Submission Due Date August 20, 2026 @ 5:00 p.m.

Anticipated Award Date (Tentative) October 6, 2026

12. CONFIDENTIALITY

Prior to the proposal submittal deadline, all proposals will be designated confidential to the extent permitted by the California Public Records Act. After the proposal submittal deadline, all responses will be regarded as public record and will be subject to review by the public. Any language purported to render confidential all or portions of the proposals will be regarded as non-effective and will be disregarded.

13. AMENDMENTS TO REQUEST FOR PROPOSALS

The City reserves the right to amend the RFP by addendum prior to the final proposal submittal date. The addenda will be posted on the City’s Planet Bids Portal:

https://vendors.planetbids.com/portal/66785/bo/bo-detail/143768.

14. CITY OF BEAUMONT RIGHTS AND OPTIONS

This RFP does not commit the City of Beaumont to award a contract or to pay any cost incurred with the preparation of a proposal or contract for services described herein.

The City may, in its sole discretion and without any obligation to act reasonably, reject any and all proposals, waive informalities and minor irregularities in any proposal reviewed, negotiate with any qualified source submitting a proposal, extend deadlines, and/or request additional information. Subsequent to negotiations, prospective consultants may be required to submit revisions to their proposals. The City may reject any proposal that does not conform to the instructions provided in this RFP. Additionally, the City reserves the right to negotiate all final terms and conditions of any proposal received before entering into final contract.

The City reserves the right to postpone selection for its own convenience, to withdraw this

RFP at any time, and to reject any and all proposals without indicating any reason for such rejection. As a function of the RFP process, the City of Beaumont reserves the right to remedy technical errors in response to the RFP and to modify the published scope of services and scope of work. Proposals submitted in response to the RFP will not be returned.

There is no expressed or implied obligation for the City to reimburse responding firms for any expenses incurred in preparing proposals in response to this request.

Materials submitted by respondents are subject to public inspection under the California

Public Records Act (Government Code Sec. 6250 et seq.) unless exempt. Any language purporting to render the entire proposal confidential or proprietary will be ineffective and will be disregarded.

All property rights, including publication rights of all reports produced by respondents in connection with services performed under this agreement will be vested in the City. In addition, respondents will not publish or release any of the results of its examination without the express written permission of the City.

Responses must be submitted no later than the date and time stated on this RFP.

Responses shall be reviewed and rated as set forth in the Selection Process section of this

RFP. The City will then determine which firm best meets the City’s requirements.

During the evaluation process, the City reserves the right (where it may serve the City’s best interest) to request additional information or clarification from respondents. At the discretion of the City, firms submitting proposals may be requested to make oral presentations as part of the evaluation process.

The City reserves the right to retain all proposals submitted and to use any ideas in a proposal regardless of whether the proposal was selected. Submission of a proposal indicates acceptance by the firm of the conditions contained in this Request for Proposals, unless clearly and specifically noted in the proposal as submitted and confirmed in the contract between the City and the firm selected.

The City reserves the right to negotiate final pricing with the most qualified firm.

Any costs incurred in the preparation of the response, presentation to the City, travel in conjunction with such presentations, or samples of items shall be the responsibility of the respondent. The City assumes no responsibility and no liability for costs incurred by respondents prior to issuance of a contract.

The proposer shall furnish the City with such additional information as the City may reasonably require.

15. CONFLICT OF INTEREST

The Consultant shall disclose any personal or professional financial, business, or other relationships with the City that may have an impact on the outcome of this contract or any resulting project. The consultant shall also list current clients who may have a financial interest in the outcome of this contract.

The Program Manager shall serve as an independent advisor to the City and shall not have any financial, contractual, or organizational relationships with firms or entities that may pursue architectural, engineering, construction, or related services for this project.

Proposers must disclose any past, present, or anticipated relationships that could be perceived as a conflict of interest. The City reserves the right to determine the acceptability of any such relationships.

The selected Program Manager will be required to maintain independence throughout the duration of the assignment and shall not participate, directly or indirectly, in any design or construction services for the project.

16. PROPOSAL EVALUATION/SELECTION

The City intends to engage the most qualified consultant available that demonstrates a thorough understanding of the City’s needs. City staff will use the following criteria to evaluate the proposals:

1. Understanding the Scope of Services and completeness of RFP Available Points = 25

2. Demonstrated Skills and Credentials Available Points = 20

3. Related experience and previous projects Available Points = 15

3. Approach to performing this type of service Available Points = 25

4. Cost and Cost Effectiveness Available Points = 15

Total Points Available = 100

The City may request a qualification interview with the highest ranked consultant(s) prior to determining the final ranking. This selection will be conducted according to the City’s adopted procedures. The City reserves the right to reject any and all proposals.

Attachments

A. Exhibit A- Scope of Services

B. Exhibit B- Professional Services Agreement Sample

C. LPA Presentation

D. Conceptual Cost Estimate

E. Conceptual Plan

F. Title Report

G. Field Meeting Summary

H. Traffic Impact Analysis Report

I. A.L.T.A. N.S.P.S. Survey

J. Geologic Rupture Hazard Evaluation

Exhibit “A” Scope of Services

SCOPE OF SERVICES

Project Description

The City of Beaumont (City) is proposing to develop a new police department facility on a 10-acre portion of a City-owned 30-acre site located on the southwest corner of Beaumont Avenue and Cougar Way. The precinct shall include a new Police Facility Building, Evidence and Training Building, an Animal Control Building, Administrative Support Building, Sally Port, Designated Parking Spaces, and possibly a Firearms Range. Conceptual plans are provided in Exhibit E.

The City intends to select a highly qualified Program/Project Management consultant or firm capable of providing the scope of services specified herein, manage each phase of the project, the ability to achieve design consensus between the selected architectural and engineering design firm and City staff, and the ability to keep the project on the agreed-upon development schedule from the initial design phase through construction. The project is to be delivered using the Multiple Prime delivery method.

The City intends to award a Professional Services Agreement (PSA) to the selected Program/Project Management consultant or firm and issue a purchase order for the Preconstruction Phase. A copy of the City’s Professional Services Agreement is provided for reference in Exhibit B.

BID, Construction, and Project Closeout Phases:

Subsequent phases are contingent upon the City's securing construction funding.

Accordingly, the Consultant and its subconsultants acknowledge that subsequent phase services may not be authorized. The City is requesting a fee proposal for these services, including appropriate annual cost escalators, for budgeting purposes, should construction funding become available.

General Outline

The Scope of Services requires the Consultant to furnish all labor, equipment, tools, and associated professional services (Subconsultants) necessary to successfully plan and execute CIP PS-07 New Police Station (Project). The Scope of Services generally includes the management of the following Phases:

I. Preconstruction Management and Services II. Bid Phase Management and Services III. Construction Management and Services IV. Project Closeout

The following Scope of Services is provided as a guideline and is intended to identify the City’s expectations and requirements associated with the planning and execution of the Project.

Proposers may suggest modifications to the proposed Scope of Services and are encouraged to expand the scope to include additional and/or optional tasks if deemed necessary to execute, manage, and facilitate the Project from planning to execution. At a minimum, the following specific tasks are to be included in the proposed Scope of Services.

Detailed Scope of Services

Phase I – Preconstruction Management and Services:

1. Project Administration The Consultant shall serve as the City's representative during the preconstruction phase and provide overall project management services to ensure the project progresses on schedule, within budget, and in accordance with the City's objectives.

Services shall include:

• Serve as the primary liaison between the City, design team, regulatory agencies, utility companies, and stakeholders.

• Develop and maintain the project management plan.

• Establish project communication protocols.

• Prepare agendas, meeting materials, and meeting minutes.

• Conduct regular project status meetings.

• Track project action items through completion.

• Provide monthly progress reports to the City.

• Identify project risks and recommend mitigation strategies.

• Maintain project documentation and records.

2. Project Planning The Consultant shall assist the City with project planning activities.

• Review project goals and operational requirements.

• Confirm project scope.

• Assist with development of project priorities.

• Develop milestone schedule.

• Prepare project budget tracking documents.

• Identify long-lead items.

• Develop decision matrix for City approvals.

3. Procurement and Consultant Selection Services The Consultant shall assist the City in procuring professional services necessary for the successful delivery of the Police Department project.

• Prepare a comprehensive RFP/RFQ for architectural and engineering (A/E) design services.

• Prepare a separate RFP/RFQ for environmental consulting services, including CEQA compliance and technical studies.

• Develop the project scope of work, technical requirements, evaluation criteria, and consultant deliverables.

• Coordinate review of procurement documents with City staff and incorporate comments.

• Prepare final procurement documents for advertisement.

• Respond to proposer requests for clarification and prepare addenda as necessary.

• Receive and organize consultant questions and coordinate City responses.

• Coordinate consultant interviews and presentations, if required.

• Prepare interview questions and scoring sheets.

• Facilitate evaluator discussions and consensus scoring.

• Assist the City with fee negotiations and scope refinement.

4. Design Management Provide oversight of the design consultant throughout the design.

Services include:

• Coordinate programming activities.

• Review design deliverables for completeness.

• Monitor design schedule.

• Coordinate City review comments.

• Track design revisions.

• Facilitate design workshops.

• Monitor compliance with project objectives.

• Review constructability issues.

• Coordinate value engineering discussions.

• Review life-cycle cost considerations.

• Monitor incorporation of sustainability goals.

• Review accessibility compliance.

• Verify design coordination between disciplines.

5. Budget Management The Consultant shall monitor the project budget throughout preconstruction.

• Maintain budget tracking.

• Evaluate cost impacts of design decisions.

• Review cost estimates.

• Identify budget risk and identify mitigation strategies.

• Recommend cost-saving opportunities.

• Monitor project contingencies.

6. Schedule Management

• Develop and maintain a comprehensive Critical Path Method (CPM) Master Project Schedule incorporating all project phases, including planning, design, environmental review, permitting, utility coordination, procurement, bidding, construction, FF&E installation, technology implementation, commissioning, occupancy, and project closeout.

• Review and coordinate consultant schedules.

• Identify and Monitor critical path activities.

• Evaluate schedule impacts resulting from design revisions, permitting delays, procurement activities, unforeseen conditions, and change orders. Recommend schedule recovery measures.

• Provide schedule updates and schedule variance reports

7. Cost Estimating Coordinate independent cost estimating throughout design.

• Review design estimates.

• Coordinate independent estimates.

• Compare estimates with budget.

• Identify scope gaps.

• Recommend scope adjustments.

• Monitor escalation impacts.

8. Quality Assurance / Quality Control Provide QA/QC oversight.

• Review consultant QA/QC procedures.

• Monitor completion of design reviews.

• Verify interdisciplinary coordination.

• Identify deficiencies.

• Recommend corrective actions.

9. Permitting and Agency Coordination Coordinate permitting efforts.

• Identify required permits.

• Coordinate permitting schedule.

• Attend agency meetings.

• Track permit status.

• Coordinate utility reviews.

• Assist with environmental compliance.

• Coordinate fire, building, and planning reviews.

10. Stakeholder Coordination Assist with stakeholder engagement.

• Coordinate user group meetings.

• Facilitate operational discussions.

• Coordinate City departments.

• Support public outreach efforts.

• Coordinate City Council presentations.

• Prepare presentation materials.

11. Police Operational Coordination

Coordinate specialized law enforcement requirements.

• Review operational needs and requirements.

• Coordinate evidence storage requirements.

• Coordinate dispatch requirements.

• Coordinate detention areas.

• Coordinate emergency operations functions.

• Review officer safety considerations.

• Coordinate vehicle circulation.

• Coordinate secure access requirements.

12. Security Coordination Coordinate security planning.

• Access control systems

• CCTV systems

• Perimeter security

• Emergency communications

• Security electronics

• Secure parking

• Building hardening measures

13. Furniture, Fixtures and Equipment (FF&E) Coordination Assist with FF&E planning.

• Develop FF&E inventory.

• Coordinate equipment requirements.

• Review technology needs.

• Coordinate specialty equipment.

• Track procurement schedule.

14. Technology Coordination Coordinate technology planning.

• Information technology systems

• Dispatch infrastructure

• Radio systems

• Audio/visual systems

• Security systems

• Data systems

• Fiber coordination

• Network infrastructure and redundancy

15. Value Engineering Coordinate value engineering reviews.

• Facilitate workshops.

• Evaluate alternatives.

• Review life-cycle costs.

• Recommend cost-saving measures.

• Document accepted recommendations.

Deliverables The Consultant shall provide, at a minimum:

• Project Management Plan

• CPM Master Project Schedule

• Schedule Variance Reports

• Critical Path Analysis Reports

• Milestone Tracking Reports

• Monthly Progress Reports

• Budget Tracking Reports

• Action Item Log

• Decision Log

• Meeting Agendas and Minutes

• Design Review Comment Logs

• Cost Estimate Reviews

• Value Engineering Reports

• Permit Tracking Log

• FF&E Tracking Log

• Procurement Schedule

• Bid Phase Summary Report

• Recommendation for Award Memorandum

Phase II – Bid Phase Management and Services:

The Consultant shall serve as the City's representative during the bidding phase and provide overall management and coordination to facilitate a competitive procurement process and successful award of the construction contract.

1. Bid Phase Administration The Consultant shall manage and coordinate all bidding activities on behalf of the City.

• Develop and maintain the bid phase schedule.

• Coordinate bidding activities with City staff and the design consultant.

• Monitor completion of bid milestones.

• Conduct regular coordination meetings.

• Prepare meeting agendas and minutes.

• Maintain project records and correspondence.

• Track action items through completion.

• Provide regular status reports to the City.

2. Bid Document Coordination The Consultant shall oversee the preparation and completion of the construction bid package.

Services shall include:

• Review final plans, specifications, and engineer's estimate for completeness.

• Verify incorporation of City review comments.

• Coordinate final quality control review of bid documents.

• Review specifications.

• Coordinate front-end contract documents.

• Verify bid alternates and allowances.

• Confirm required permits and approvals have been incorporated.

• Coordinate final bid package assembly.

3. Bid Advertisement and Procurement Management The Consultant shall administer the public bidding process.

• Coordinate advertisement of the project.

• Develop procurement schedule.

• Respond to contractor inquiries.

• Track bidder communications.

• Ensure compliance with applicable public contracting laws.

4. Pre-Bid Conference and Site Visit The Consultant shall coordinate bidder outreach activities.

• Organize and conduct the pre-bid conference.

• Coordinate site visits.

• Document attendee questions.

• Prepare meeting minutes.

• Coordinate follow-up responses.

5. Requests for Information (RFIs) and Addenda The Consultant shall coordinate all bidder questions during the bidding period.

• Receive and track bidder questions.

• Coordinate responses with the design consultant and City.

• Prepare question-and-answer logs.

• Review draft addenda.

• Coordinate issuance of addenda.

• Verify all bidders receive issued addenda.

• Monitor schedule impacts resulting from addenda.

6. Cost Estimate and Bid Analysis The Consultant shall monitor project costs throughout the bidding phase.

• Review the final engineer's estimate.

• Compare bid prices with the engineer's estimate.

• Analyze significant bid variances.

• Evaluate bid alternates.

• Assess market conditions affecting bid pricing.

• Prepare bid analysis reports.

• Recommend budget adjustments, if necessary.

7. Bid Opening and Evaluation The Consultant shall assist the City in evaluating construction bids.

• Attend bid opening.

• Review bids for completeness and responsiveness.

• Verify bid forms and required documentation.

• Review contractor qualifications.

• Review subcontractor listings.

• Review proposed schedules.

• Prepare bid tabulations.

• Evaluate mathematical accuracy.

• Identify irregularities or non-responsive bids.

• Prepare recommendation for award.

8. Contractor Responsibility Review Assist the City in determining contractor responsibility.

• Review contractor licensing.

• Review bonding capacity.

• Review insurance compliance.

• Evaluate experience on similar projects.

• Review safety records.

• Review and negotiate claims and litigation history, if requested.

• Review financial qualifications, if required.

• Review references.

• Evaluate compliance with DIR registration and prevailing wage requirements.

9. Contract Award Support The Consultant shall assist the City through contract award.

• Prepare award recommendation memorandum.

• Assist with contract negotiations, if necessary.

• Coordinate execution of contract documents.

• Verify bonds and insurance.

• Prepare City Council agenda materials.

• Coordinate Notice of Award.

• Coordinate Notice to Proceed.

10. Regulatory Compliance Assist the City in ensuring procurement compliance.

• Verify compliance with California Public Contract Code.

• Coordinate prevailing wage requirements and applicable labor compliance requirements.

• Verify the contractor and all listed subcontractors are properly registered with the

California Department of Industrial Relations (DIR), as required..

• Verify contract documents include all required prevailing wage, apprenticeship, and labor compliance provisions.

• Review grant agreements and funding requirements applicable to the Project to ensure compliance with all applicable Local, State and Federal funding requirements.

• Review federal or state funding requirements, if applicable.

• Document procurement process for audit purposes.

11. Transition to Construction The Consultant shall facilitate a seamless transition from bidding to construction.

• Conduct project turnover meeting.

• Coordinate transfer of project documentation.

• Prepare construction phase action log.

• Coordinate introduction of the construction management team.

• Review construction administration procedures.

• Confirm project communication protocols.

• Assist with scheduling the preconstruction conference.

• Bid Phase Management Plan

• Procurement Schedule

• Bidder Question and Response Log

• Addenda Log

• Pre-Bid Conference Agenda and Minutes

• Bid Tabulation

• Bid Analysis Report

• Engineer's Estimate Review

• Contractor Responsibility Evaluation Summary

• Recommendation for Award Memorandum

• City Council Staff Report Support (if requested)

• Contract Execution Checklist

• Construction Transition Memorandum

• Monthly Progress Reports

Phase III – Construction Management and Services:

The Consultant shall serve as the City's representative throughout the construction phase, providing project management, oversight, coordination, and administrative services to facilitate successful project delivery in accordance with the approved scope, schedule, budget, and quality objectives. The Consultant shall work collaboratively with the City, design consultants, testing and inspection consultants, and regulatory agencies.

1. Project Administration The Consultant shall provide overall project management throughout construction.

• Serve as the City's primary representative during construction.

• Develop and maintain the Construction Phase Management Plan.

• Coordinate communication among all project stakeholders.

• Conduct regular project coordination meetings.

• Prepare meeting agendas and minutes.

• Maintain action item and decision logs.

• Maintain project correspondence and records.

• Prepare monthly project status reports.

• Monitor project risks and recommend mitigation measures.

• Maintain document control procedures.

2. Construction Oversight Provide overall oversight of construction activities.

• Monitor contractor performance.

• Verify compliance with contract requirements.

• Coordinate with the City's Project Manager and inspectors.

• Review construction progress.

• Monitor critical path activities.

• Evaluate construction sequencing.

• Identify schedule risks and identify mitigation strategies.

• Recommend corrective actions when necessary.

• Coordinate field issue resolution.

3. Schedule Management Monitor construction schedule performance.

• Review baseline construction schedule.

• Review schedule updates.

• Monitor milestone completion.

• Evaluate schedule impacts.

• Monitor recovery schedules.

• Identify delays.

• Review time extension requests.

• Provide schedule analyses and recommendations.

4. Budget and Cost Management Monitor project costs throughout construction.

• Review and evaluate the Contractor's Schedule of Values for completeness, accuracy, and consistency with the Contract Documents and approved construction schedule.

• Review revisions to the Schedule of Values resulting from approved change orders and monitor consistency with the overall project budget.

• Review contractor payment applications and supporting documentation for accuracy, completeness, and compliance with the Contract Documents.

• Prepare written payment application review recommendations for City approval.

• Maintain overall project budget.

• Track construction expenditures.

• Monitor contingency usage.

• Evaluate cost trends.

• Monitor allowances.

• Forecast project costs at completion.

• Prepare budget status reports.

5. Change Order Management Administer changes to the construction contract.

• Review Requests for Information (RFIs) with potential cost impacts.

• Review Potential Change Orders (PCOs).

• Review contractors change order requests.

• Coordinate review with the design consultant.

• Analyze cost proposals.

• Evaluate schedule impacts.

• Negotiate change orders, when requested.

• Maintain change order log.

• Prepare recommendations for City approval.

6. Construction Administration Coordination Coordinate administration of the construction contract.

• Monitor submittal process.

• Track shop drawing reviews.

• Monitor Requests for Information (RFIs).

• Track Architect's Supplemental Instructions (ASIs).

• Coordinate field directives.

• Monitor design consultant response times.

• Coordinate document revisions.

• Maintain construction document logs.

7. Quality Assurance / Quality Control Monitor construction quality.

• Coordinate quality assurance activities.

• Monitor contractor quality control program.

• Coordinate testing and inspection services.

• Review testing reports.

• Track deficiencies.

• Monitor corrective actions.

• Coordinate punch list development.

• Verify completion of corrective work.

8. Testing and Inspection Coordination Coordinate required testing and inspections.

• Coordinate special inspections.

• Coordinate materials testing.

• Monitor inspection schedules.

• Review testing reports.

• Coordinate regulatory inspections.

• Track outstanding deficiencies.

• Monitor close-out inspection items.

9. Regulatory and Agency Coordination Coordinate regulatory compliance during construction.

• Coordinate with permitting agencies.

• Monitor permit compliance.

• Coordinate utility companies.

• Monitor environmental permit requirements.

• Coordinate fire department inspections.

• Coordinate building official inspections.

• Monitor compliance with agency conditions of approval.

10. Safety Oversight Monitor overall project safety from the City's perspective. Note: The Contractor shall remain solely responsible for means, methods, techniques, sequences, site safety, and OSHA compliance.

• Review contractor safety program.

• Monitor reported safety incidents.

• Coordinate communication regarding safety concerns observed by the City.

• Review accident reports affecting project delivery.

• Monitor site access coordination.

• Coordinate emergency response procedures, as appropriate.

11. Stakeholder Coordination Coordinate project stakeholders.

• Coordinate City department involvement.

• Coordinate Police Department representatives.

• Coordinate utility companies.

• Coordinate neighboring property owners, as directed by the City.

• Support public information efforts.

• Assist with City Council updates.

12. Furniture, Fixtures & Equipment (FF&E) Coordination Coordinate FF&E installation.

• Monitor procurement schedule.

• Coordinate delivery.

• Coordinate installation.

• Verify compatibility with building systems.

• Coordinate owner-furnished equipment.

• Track outstanding items.

13. Technology Systems Coordination Coordinate implementation of technology systems.

• Coordinate IT infrastructure installation.

• Coordinate dispatch systems.

• Coordinate security electronics.

• Coordinate access control systems.

• Coordinate surveillance systems.

• Coordinate communications systems.

• Coordinate radio infrastructure.

• Coordinate audiovisual systems.

Labor Compliance Monitoring The Consultant shall assist the City in monitoring labor compliance requirements throughout construction.

Services shall include:

• Monitor compliance with applicable prevailing wage requirements.

• Verify contractor and subcontractor DIR registrations remain current.

• Review certified payroll reporting for completeness, if requested by the City.

• Monitor compliance with apprenticeship requirements.

• Coordinate labor compliance documentation required by grant funding agencies, if applicable.

• Coordinate with the City's labor compliance consultant or third-party administrator, if utilized.

• Identify potential labor compliance issues and promptly notify the City.

• Assist the City in responding to labor compliance inquiries or audits, as requested.

• Maintain labor compliance documentation within the project records.

• Construction Phase Management Plan

• Monthly Progress Reports

• Executive Dashboard (Budget, Schedule, Risk, and Contingency)

• Meeting Agendas and Minutes

• Action Item Log

• Decision Log

• Budget Tracking Reports

• Construction Schedule Reviews

• Change Order Log and Evaluation Memoranda

• Payment Application Review Memoranda

• RFI, Submittal, and ASI Tracking Logs

• Testing and Inspection Log

• Quality Assurance/Quality Control Reports

• FF&E and Technology Coordination Logs

• Commissioning Status Reports

• Labor Compliance Reports

• Certified Payroll Tracking Log

Phase IV – Project Closeout:

The Consultant shall serve as the City's representative during the project closeout phase and provide comprehensive project management, coordination, and administrative services to facilitate successful completion, acceptance, and transition of the new Police Department facility.

The Consultant shall coordinate with the City, contractor, design consultant, construction manager (if retained), commissioning agent, testing and inspection consultants, and regulatory agencies to ensure all contractual obligations are fulfilled prior to final acceptance.

1. Project Closeout Administration The Consultant shall manage all project closeout activities.

• Develop and maintain a Project Closeout Plan.

• Prepare a detailed closeout schedule.

• Coordinate all closeout activities among project stakeholders.

• Conduct regular closeout coordination meetings.

• Prepare meeting agendas and minutes.

• Maintain action item and decision logs.

• Monitor completion of outstanding contract requirements.

• Provide monthly closeout status reports.

• Maintain project documentation and records.

2. Substantial Completion Coordinate the process for achieving substantial completion.

• Coordinate substantial completion inspections.

• Verify completion of contract requirements necessary for occupancy.

• Coordinate preparation of the Certificate of Substantial Completion.

• Review remaining work items.

• Coordinate development of punch lists.

• Establish punch list completion schedule.

• Coordinate occupancy milestones.

3. Punch List Management Oversee completion of all punch list items.

• Maintain the master punch list.

• Track contractor progress.

• Coordinate re-inspections.

• Verify completion of corrective work.

• Document remaining deficiencies.

• Coordinate final acceptance inspections.

4. Testing, Commissioning, and Acceptance Coordinate final building systems acceptance.

• Monitor completion of commissioning activities.

• Coordinate functional performance testing.

• Verify completion of system startup.

• Review commissioning reports.

• Track commissioning deficiencies.

• Verify corrective actions.

• Coordinate final systems acceptance.

5. Operations and Maintenance Documentation Coordinate delivery of required project documentation.

• Review Operations and Maintenance (O&M) manuals.

• Verify equipment documentation.

• Review warranty documentation.

• Coordinate maintenance schedules.

• Verify spare parts inventory.

• Review preventive maintenance recommendations.

• Verify equipment labeling.

6. Record Documents Coordinate final project documentation.

• Review record drawings (as-builts).

• Review digital project files.

• Verify final specifications.

• Coordinate delivery of CAD/BIM files, if applicable.

• Verify document completeness.

• Organize electronic project records.

• Coordinate document turnover to the City.

7. Training and Transition Coordinate owner training and operational readiness.

• Develop training schedule.

• Coordinate equipment demonstrations.

• Coordinate building systems training.

• Coordinate security system training.

• Coordinate HVAC and mechanical system training.

• Coordinate emergency power system training.

• Coordinate fire alarm and life safety system training.

• Coordinate IT and communications systems training.

• Verify completion of all required training.

8. Furniture, Fixtures, Equipment, and Technology Coordinate final installation and acceptance.

• Verify FF&E installation.

• Coordinate owner-furnished equipment installation.

• Coordinate technology system activation.

• Coordinate security electronics commissioning.

• Verify operational readiness.

• Coordinate final equipment acceptance.

9. Regulatory Compliance Coordinate final regulatory approvals.

• Coordinate final building inspections.

• Verify permit closeout.

• Coordinate fire department acceptance.

• Coordinate utility final approvals.

• Coordinate accessibility compliance verification.

• Coordinate environmental permit closeout, if applicable.

• Verify receipt of the Certificate of Occupancy.

10. Financial Closeout Coordinate project financial completion.

• Review final payment application.

• Review release of retention.

• Verify completion of change orders.

• Reconcile project budget.

• Review final contractor invoices.

• Verify subcontractor lien releases.

• Coordinate final contract closeout.

• Prepare final cost summary.

11. Contract Closeout Coordinate completion of contractual…