RFP_No._WT-0311_for_GHWTP_FIP_CM_&_Environmental_Services_FINAL.pdf

Request for Proposals:

Construction Management and Environmental

Services

FOR

Graham Hill Water Treatment Plant Facility Improvements

Project

RFP No. WT-0311

Contact: Katy Fitzgerald, Management Analyst

Email: kfitzgerald@santacruzca.gov

RESPONSE DEADLINE: 7/10/2026 at 4:00 PM

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

https://procurement.opengov.com/portal/santacruzca https://procurement.opengov.com/portal/santacruzca

City of Santa Cruz

Graham Hill Water Treatment Plant Facility Improvements Project

Contents

1. INTRODUCTION

1.1. Summary

1.2. Background

1.3. Timeline

1.4. Project Funding Source

1.5. Project Background Information

2. GENERAL INFORMATION FOR PROPOSERS

2.1. Contact

2.2. Proposal Submittal Due Date

2.3. Responsiveness and Responsibility

2.4. Definitions

3. SCOPE OF WORK

3.1. Minimum Qualifications

3.2. Scope of Work

3.3. Responsibilities of the City

4. PROCESS INSTRUCTIONS

4.1. Proposal Format

4.2. Questions and Requests for Clarification and Addenda

4.3. Proposal Evaluation Criteria

4.4. Responsiveness

4.5. Responsibility

4.6. Negotiations

4.7. Collusive or Sham Bids

4.8. Public Record

4.9. Award Protests

4.10. Debriefing

4.11. Contract Implementation

4.12. Reservation of Rights

4.13. Environmental Conservation and Sustainable Living

Title: GHWTP FIP Construction Management and Environmental Services

4.14. Financial Responsibility

5. EVALUATION CRITERIA

5.1. Evaluation Matrix

5.2. Adherence to RFP Requirements

5.3. Team Roles, Qualifications, Expertise, and Experience

5.4. Technical Approach and Work Plan

5.5. Presentation and Interview

5.6. Cost Proposal

APPENDIX A: PROFESSIONAL SERVICES AGREEMENT

APPENDIX B: PROJECT BACKGROUND DOCUMENTS

APPENDIX C: ENVIRONMENTAL COMPLIANCE DOCUMENTS

1. INTRODUCTION

1.1. Summary

The City of Santa Cruz Water Department (SCWD) is soliciting Proposals from Construction Management

(CM) firms shortlisted as part of the previous qualifications process to provide construction management and environmental services to support the Graham Hill Water Treatment Plant (GHWTP) Facility

Improvements Project (FIP) (Project). The purpose of this request for proposals (RFP) is to select a firm to provide construction management services for the GHWTP FIP – a $100 million+ construction value, progressive design-build project on an active water treatment plant – including project management, construction management, inspection and environmental monitoring.

SCWD is using a two-step process to pre-qualify and then select construction management and environmental services consultants for this Construction Management and Environmental Services RFP.

Only previously pre-qualified Consultants are eligible to submit proposals on this integrated RFP. The

SCWD’s intent is to enter into a single contract for Construction Management and Environmental Services

During Construction. The solicitation process involves the following:

• Step 1 (Pre-Qualification): The Request for Qualifications solicitation that closed on May 14, 2026, pre-qualified the following firms:

Construction Management Firms Environmental Services Firms

Ardurra Group, Inc BKF Engineers

Carollo Engineers, Inc Jodi McGraw Consulting

Panorama Environmental, Inc

• Step 2 (RFP): This RFP will be issued for "Construction Management and Environmental Services During Construction" under a single contract. Only short-listed environmental firms and short-listed CM firms from Step 1 are eligible for Step 2. A construction management firm must partner with an environmental services firm to submit a joint proposal for this RFP.

The purpose of soliciting Construction Management and Environmental Services for Construction is to augment City staff implementing this project. The contract is broken down into several major tasks as described in Section 3. Although the schedule for the project is not finalized, it is anticipated that the

Design-Builder’s administrative notice-to-proceed would occur at the start of the fourth quarter of 2026 and construction notice-to-proceed would occur at the start of the first quarter of 2027. The overall construction is anticipated to be approximately 4-years.

The City will provide unfurnished office space at or near the facility for the period of the contract, including some utilities associated with the space. The Proposer shall furnish all additional tools, equipment, temporary toilets with waste management service, internet/Wi-Fi, drinking water, cleaning services, materials, facilities, labor, transportation, supervision, and management not specifically provided by the

City to complete the work described in this RFP.

1.2. Background

The SCWD is a public agency operating a water system which provides safe, high-quality water service for about 100,000 people. The GHWTP is a critical component of the City’s water supply system as its only treatment facility capable of treating surface water. It was originally constructed in 1960 and standards and regulations enacted over the intervening 66 years necessitate the Project. The GHWTP is a conventional treatment plant treating raw water from the San Lorenzo River, north coast streams and

Loch Lomond Reservoir. The GHWTP must remain fully operational throughout construction.

The Project will be constructed at the existing GHWTP, a secured and fenced facility closed to the public, located at 715 Graham Hill Road in Santa Cruz, CA. The 12.4-acre parcel is within City limits; however, it is non-contiguous to the City and hence constitutes an “island annexation” surrounded by parcels in the unincorporated County. The GHWTP parcel is located in the upper portion of a large west-facing slope adjacent to the San Lorenzo River. The majority of the existing and proposed building areas on the parcel are situated on an upper building pad, surrounded by undeveloped areas. Single-family residential land uses surround the parcel on the northern, eastern, and southern perimeters. Dense tree canopy and vegetation and scattered residential dwellings are located beyond the western perimeter on a hillside that slopes down to the San Lorenzo River, approximately 0.3 miles to the west of the Project. The Project may also utilize a temporary construction staging area located at 1941 Ocean Street Extension in Santa Cruz, CA and services under this RFP process may be required at both the primary construction site and offsite staging area.

The Project will replace and substantially upgrade the majority of the existing water treatment processes and associated infrastructure with modern facilities. The Project will increase the City’s treatment reliability to meet current and anticipated future water quality requirements; support the treatment of wet season water to facilitate implementation of the City’s Water Supply Augmentation Strategy and

Securing Our Water Future Policy; improve the ability to treat variable and degraded source water quality conditions, such as those associated with post-wildfire, severe storms, and droughts; and meet current seismic, building, electrical, and fire code requirements.

The consultant team selected as part of this RFP process will play a critical role in planning, coordinating, and overseeing construction activities to ensure uninterrupted treatment operations, regulatory compliance, and public health protection.

Project Construction Scope

The Project is being delivered by the Progressive Design-Build (PDB) project delivery method by

AECOM/WM Lyles Joint Venture. AECOM (designer) with input from WM Lyles (contractor) has progressed the design (Phase 1) to 100% design documents. The next step of the Project is to proceed to construction services (Phase 2).

Project construction is anticipated to occur in phases over a four-year period from 2027 through 2030. As

GHWTP is the only surface water treatment plant servicing the City’s water service area, the construction sequencing would generally maintain continuous operation of the GHWTP. Construction would typically occur during normal weekday work hours, between 8:00 AM and 5:00 PM, with potential work outside of those hours, on weekends, or on an as-needed basis with prior City approval.

Construction would include, but not be limited to: procurement of all materials and equipment;

mobilization of construction personnel and equipment to the project site; installation of the stormwater pollution prevention plan BMPs; demolition of existing buildings and infrastructure that would not be retained with the Project; tree and vegetation removal in development areas; site preparation including clearing, grubbing, excavation/fill, and grading; foundation installation and construction of new buildings;

construction and installation of process equipment and tanks; trenching and installation of new yard piping and conduit; paving roadway, paths and parking areas; and landscaping, fencing, and signage.

The Project includes the following major components:

I. Improved treatment reliability: The Project is designed to reliably produce a maximum of 18.2 million gallons of drinking water per day under a broad range of source water conditions.

II. New and upgraded water treatment and related processes to efficiently meet current and future water quality regulations: The Project is designed to include pretreatment, treatment, disinfection, solids handling, and chemical feed systems.

III. New and upgraded buildings to meet modern seismic code requirements: The Project design includes new buildings for administration, maintenance, ozone, and chemical storage and feed as well as upgrades to the existing operations and filter building.

IV. Other infrastructure and site improvements: The Project design also includes sewer and stormwater improvements, vehicular access improvements, security and fencing, communications improvements (Supervisory Control and Data Acquisition), solar panels, electrical, lighting, heating, cooling, ventilation, and landscaping.

The purpose of the project is to modernize the surface-water treatment plant so it can reliably provide safe drinking water year-round under changing water quality and operating conditions. Primary drivers include:

• Climate resilience including “weather whiplash,” post-wildfire runoff impacts, severe storms, and drought-driven water quality variability.

• Modernization to bring the facility up to current standards including seismic and other code requirements and improve wildfire hardening / site resilience.

• Increase treatment reliability and capability to meet current and a categories

• Anticipated future water quality regulations/requirements and emerging treatment needs.

The project would replace and substantially upgrade most existing treatment processes and associated infrastructure at GHWTP including:

• Chemical feed system upgrades.

• Replacement wash water supply tank.

• New ozone contactor, plus pre-treatment processes.

• Recycled water clarifiers.

Major areas of work include Demolition and new/rehabilitated facilities (buildings and basins)

• Demolition of portions of the existing plant (including the operations and filter building, certain water-treatment facilities such as sedimentation basins, and other infrastructure as needed due to end-of-life)

• New and upgraded buildings/facilities, including:

o New administration and/or operations building o New maintenance building o HVAC improvements

• Replacement/upgrade of the filter gallery building

• New ozone and chemical storage facilities

• Infrastructure, controls, and site improvements (onsite + limited offsite)

• Piping upgrades and stormwater management improvements

• Electrical upgrades and SCADA (Supervisory Control and Data Acquisition) improvements

• Vehicular access improvements, landscaping, and site restoration

• Fencing and site security improvements

• Primary work site is 715 Graham Hill Road (the existing plant site).

The Project was evaluated in an Environmental Impact Report certified by the Santa Cruz City Council on

September 10, 2024. The City Council also adopted Resolution No. NS-30,390 approving the Graham Hill

Water Treatment Plant Facility Improvements Project; adopted a Mitigation Monitoring and Reporting

Program; and adopted the California Environmental Quality Act Findings and a Statement of Overriding

Considerations.

1.3. Timeline

The City will make every effort to adhere to the following tentative schedule. All dates set forth in this RFP are subject to change at the City’s sole discretion. Any change will be set forth in an addendum. All references in this RFP to “time” are Pacific Standard Time.

PROCUREMENT ACTIVITIES DATE

1. Issue RFP 06/15/2026

2. Pre-proposal meeting and site walkthroughs 9:00AM to 12:PM or 1:00PM to 4:00PM

06/22/2026

3. Deadline for submitting questions No later than 5:00 p.m. on

06/24/2026

4. Response to Proposer(s) RFP Questions and Clarification & Issue Addenda

Anticipated to be on or near

07/01/2026

5. Proposal due date No later than 4:00 p.m. on

07/10/2026

6. Presentation and Interviews 07/17/2026

7. Notice of Intent to award 07/24/2026

Pre-Proposal Meeting and Site Walkthrough Details:

The City will conduct a pre-proposal meeting and site walkthrough with each of the short-listed construction management proposers. The City will reach out to the proposers to schedule the meeting and site walkthrough which will be approximately one hour in duration. Due to on-going construction and limited parking at the treatment plant, proposers will be limited to a maximum of 4 attendees total and a maximum of 2 vehicles or less.

1.4. Project Funding Source

This project is funded in part by the Water Infrastructure Finance and Innovation Act (WIFIA) loan program administered by the U.S. Environmental Protection Agency (EPA) and a loan and grant from the California

State Water Resources Control Board’s (SWRCB) Drinking Water State Revolving Fund (DWSRF). The following federal provisions will be applicable to the Agreement resulting from this solicitation:

• Debarment And Suspension

• Restrictions In Lobbying

• Civil Rights, Non-discrimination Equal Employment Opportunity Authorities

In addition to the above, the following provisions are included in the specifications developed by the PDB

Team:

• American Iron and Steel (AIS)

• Federal Labor Standards Provisions: Compliance with Davis-Bacon and Related Acts (DBRA)

• Prohibition On Certain Telecommunications and Video Surveillance Services or Equipment

The federal provisions applicable to this project are included in Appendix A: Professional Services

Agreement.

1.5. Project Background Information

Appendix B: Project Background Documents are being provided for the purpose of giving proposers background information about the Project to aid in the development of their Proposal.

Project background documents include the following:

• SCWD Non-Disclosure Agreement

• GHWTP FIP Plans – 100% design drawings (partial) (AECOM/W.M. Lyles Co., A Joint Venture, July

2024).

• DRAFT GHWTP FIP construction schedule (AECOM/W.M. Lyles, Co., April 2026).

• DRAFT GHWTP FIP sequencing plan (partial) (AECOM/W.M. Lyles, Co.).

• GHWTP FIP Contaminated Soils and Groundwater Testing and Evaluation TM (AECOM/W.M.

Lyles, Co., January 2022).

• GHWTP FIP Lead and Asbestos Report (AECOM/W.M. Lyles, Co., February 2023).

• DRAFT GHWTP FIP Owner Controlled Insurance Program (OCIP) Contractors Insurance

Procedures Manual (Alliant, December 2024)

The project background documents contain sensitive information that shall not be shared or disclosed with others. Links to the project background documents will be provided to proposers upon receipt of a signed Non-Disclosure Agreement (NDA) with the City. One NDA will be sufficient for all project background documents. Each construction management firm, environmental services firm, and any sub-consultants shall submit their own NDA.

Once the NDA has been filled out and signed, return the completed form to the City’s Project Contact, who will then provide links to access the background project documents.

2. GENERAL INFORMATION FOR PROPOSERS

2.1. Contact

If you have any questions concerning this solicitation, please ask questions utilizing the City’s Procurement

Question & Answer feature. This RFP document may be downloaded from the City’s Procurement Portal at https://procurement.opengov.com/portal/santacruzca. For technical assistance, contact OpenGov using the real-time chat feature on the Portal (located in the lower right-hand corner of the screen), or via email at procurement-support@opengov.com for support.

2.2. Proposal Submittal Due Date

Proposals are due as described in Section 1.3. Proposals received after the deadline will be deemed non-responsive. All proposals will be submitted via the City’s Procurement Portal at:

https://procurement.opengov.com/portal/santacruzca. Proposers take full responsibility for City’s receipt of its Proposal. The City will not be liable for any expenses incurred by Proposers in responding to this solicitation, including but not limited to any costs associated with interviews.

It is the responsibility of the Proposer to ensure that electronic submittals are received by the City prior to the deadline.

2.3. Responsiveness and Responsibility

When determining the Responsiveness of the proposal, the City may consider any of the following but not limited to:

A. Proposal received on time and completed per instructions.

B. Proposal contains required contents, forms and signatures submitted in accordance with RFP instructions.

When determining the Responsibility of the Proposer, the City may consider any of the following but not limited to:

A. Possession of industry standard licensing and/or certifications.

B. Financial capacity of the Proposer.

C. Experience or past performance of the Proposer.

D. Use of Subcontractors / Subconsultants.

E. Past, Present and Pending Legal Actions.

F. Exceptions with City’s Terms and Conditions.

G. Ability to respond to City’s inquiries for proposal clarification.

Proposers have the right to take exception to terms and conditions of the attached Appendix A:

Professional Services Agreement, however, such exceptions may deem the proposal non-responsive. Any exceptions taken must be explained in the proposal and submitted by the submittal due date. Any exceptions that contradict the City’s terms and conditions or contain provisions that are not in the best mailto:procurement-support@opengov.com https://procurement.opengov.com/portal/santacruzca/projects/190150 interest of the City will disqualify the Proposer. If exceptions are not explained, the Proposer will comply with the contract language as stated in the attached Appendix A: Professional Services Agreement.

Exceptions submitted after the proposal due date will not be accepted.

The City reserves the right to reject any or all proposals and to waive any informality or minor defect in proposals received.

2.4. Definitions

In this RFP document:

A. “Proposer” means contractor, firm, supplier, vendor, or consultant submitting a proposal to this

RFP.

B. “Proposal” means the complete submittal of Proposer to the City in response to this RFP, including any written documentation and oral interview responses.

C. “Subcontractor” means those performing any portion of the services as subcontractors, vendors, suppliers, and other business entities and individuals that is not the Proposer.

D. “Key Staff”, if required, means the employees of the Contractor or subcontractor(s) that will provide project leadership or expertise in lead technical services and are considered essential to the success of the Project.

E. “Contract” also means Purchase Order or Agreement.

3. SCOPE OF WORK

3.1. Minimum Qualifications

Proposer shall have submitted a Statement of Qualifications and have been notified by the City that they are approved to respond to this RFP (See Section 1.1).

3.2. Scope of Work

The City is requesting proposals for Construction Management and Environmental Monitoring Services for the Graham Hill Water Treatment Plant. The Proposer should describe, for each task below, how they would complete the work for this progressive design build project.

Task 1 Project Management and Administration

Consultant is responsible for understanding all project documents and requirements for the purposes of managing the project. The Consultant shall maintain familiarity with all applicable requirements.

The Consultant will be the primary point of contact for the design-build entity and the City. Consultant shall coordinate work tasks, manage the contract, ensure quality, costs, and timeliness of work products, and provide a principal contact for the City or its Representative. The Consultant shall be fully responsible for communicating with stakeholders when appropriate. Consultant shall assemble a multi-disciplinary team that consists of personnel with the experience necessary to meet the requirements of this RFP. Sub-

Consultants under direct contract may furnish required tasks that cannot be furnished by the Consultant’s in-house personnel. All such Sub-Consultants shall be identified in the proposal. Only assign personnel and Sub-Consultants whose qualifications and experience are commensurate with the expertise required to accomplish the assigned tasks.

The Consultant shall perform the following minimum project management and administration tasks:

Task 1.1 Construction Management Plan

Consultant shall develop a Construction Management Plan for approval by the City describing Consultant’s activities and actions to implement the project. The plan shall include, at a minimum, their approach to:

• Project Organization

• Project Meetings

• Document Control utilizing Procore

• Submittal Processing

• RFI Processing

• Communications Management

• Safety

• Progress Payment Processing

• Change Order Development and Processing

• Schedule Analysis

• Quality Assurance/Quality Control

• Claims Avoidance and Mitigation

• Project Punch-list and Closeout

Consultant shall develop and implement internal QA/QC procedures applicable to construction management and environmental monitoring, reporting, documentation, data management, and deliverables, including procedures for maintaining consistency among staff and specialists.

Consultant shall develop a project-specific health and safety procedures applicable to Consultant’s field personnel and coordinate activities with all applicable project site safety requirements. Consultant shall coordinate the safety requirements in accordance with the City's Owner Controlled Insurance Program’s (OCIP) safety plan.

The design-build entity surveyed the site for hazardous materials and confirmed the presence of arsenic containing soil, lead based paint and asbestos containing materials. See Appendix B: Project Background Documents.

Consultant will provide a HAZWOPER trained inspector to ensure work around hazardous materials is in compliance with federal, state, and local laws and review and confirm the design-build entity’s site-specific health and safety plan is properly implemented. Consultant should have knowledge of the

California Department of Public Health (CDPH), the Environmental Protection Agency (EPA) and Cal/OSHA requirements that govern the testing, handling, and disposal of materials containing lead and asbestos.

Task 1.2 Project Management Meetings

The Consultant’s construction manager and other focused team members shall meet with the City of

Santa Cruz’s project manager(s) (PMs) for approximately one hour on a weekly basis to discuss the progress of the Project. These project management meetings will be hosted by City of Santa Cruz’s team and will be ongoing through the life of the Project. These meetings are in addition to other meetings

Consultant will host or attend with the design-build entity and other stakeholders.

The consultant’s environmental project manager and other focused team members shall meet with the

City of Santa Cruz’s environmental project manager on a monthly basis for one hour to discuss the progress of the environmental aspects of the project.

Consultant shall prepare and submit meeting agendas for approval prior to each meeting. Consultant shall record the notes of all meetings and submit a copy of the notes to meeting attendees within five (5) working days after each meeting.

Consultant shall monitor the design-build process, including schedules and budgets, and administer the contract in close coordination with the City of Santa Cruz staff.

Task 2 Construction Management Services

Consultant shall provide construction management services for the life of the Progressive Design Build

Process. Consultant shall support coordination with outside agencies as requested. Consultant shall familiarize themselves with the commercial terms of the design-build entity’s Agreement and General

Conditions. The Consultant shall fully utilize the City’s Procore environment and maintain all reporting, photo documentation, tracking systems, and related documentation directly within Procore unless otherwise approved by the City.

Task 2.1 Meetings

Consultant shall host bi-weekly progress meetings with the City of Santa Cruz and the design-build entity prior to construction.

Consultant shall host weekly progress meetings during construction.

Consultant shall meet with the design-build entity monthly to discuss progress payments. Consultant shall meet with the design-build entity monthly to discuss critical path method (CPM) schedule updates.

Consultant shall prepare agendas and minutes for these meetings and distribute participants.

Task 2.2 Submittals

Consultant shall monitor the progression of all submittals using a log that contains, at a minimum, the anticipated date the submittal is due, the “’Ball in Court” status (BIC), the BIC number of days, and the status of the submittal (i.e. active, delayed, rejected, or completed). The Consultant shall perform an initial screening review for completeness, proper formatting, and general conformance with submittal requirements. Consultant shall verify that technical and design submittals match the items listed in the submittal log and are compliant with submittal procedures and contract documents. Once verified, the

Consultant shall forward the submittal to the City of Santa Cruz’s PM who will then confirm that the submittal conforms to the project technical requirements. For multi-user submittal document reviews, the Consultant is encouraged to integrate the use of a multi-user collaborative PDF review mark-up software, similar or equal to Bluebeam Revu Studio Sessions.

The Consultant shall review submittals related to construction operations (CPM schedule updates, Temporary Supports, Temporary Outages, SWPPP, etc.) and provide review comments to the City of Santa

Cruz’s PM.

The Consultant shall review submittals for work around hazardous materials and ensure they are in compliance with federal, state, and local laws, the contract specifications and 29 CFR 1910.120 and 8 CCR

5192.

Task 2.3 Requests for Information (RFI’s)

The Consultant shall create an RFI log to track and monitor questions and clarifications. Consultant shall present questions to the City of Santa Cruz for interpretation and response. The consultant will notify the

City of Santa Cruz when an expedited response is needed to maintain the schedule.

Task 2.4 Changes and Claims

The Consultant shall prepare a log that captures requests for quotations, potential change orders, change orders, potential claims, and claims. The consultant shall track and monitor the progress of changes. After the City of Santa Cruz determines change order directives, the Consultant will prepare written direction of the City of Santa Cruz’s position of potential changes and claims, negotiate changes and claims, and review and draft change order documents in a format approved by the City. This includes disputed items and Time and Material work. The City of Santa Cruz can prepare supplementary sketches and details or coordinate with the Consultant to obtain appropriate sketches and details from the design-build entity, as required, to resolve field construction issues. The consultant shall assign inspection support during

Time and Material or other disputed work to track the actual labor, materials, and equipment utilized for the work that is in dispute.

Task 2.5 Disputed Work

The Consultant shall facilitate and manage the timely resolution of disputed work. Consultant shall be intimately aware of the Project and the progress of work and shall present to the City of Santa Cruz the design-build entity’s opinion regarding each item of disputed work. Similarly, the Consultant shall present to the design-build entity the City of Santa Cruz’s opinion of disputed work. The Consultant shall make every attempt to resolve disputed work. If unsuccessful, the disputed work will be elevated using the project’s escalation ladder developed during partnering. The Consultant will initiate a special meeting with the project team if the disputed item impacts the schedule critical path.

Task 2.6 Partnering and Executive Committee Meetings

The Consultant shall participate in an in-person preconstruction partnering event and quarterly virtual partnering sessions hosted online by the City’s third-party partnering facilitator. The partnering sessions will consist of key supervisory personnel from the City of Santa Cruz, the Consultant, and the design-build entity. The purpose of these 3-hour online sessions is to provide an environment for all parties to review the progress of the Project, discuss items that need resolution, and to build and maintain a collegial and productive working relationship throughout the life of the project.

The design-build entity and the City of Santa Cruz will continue to host quarterly meetings with the City of Santa Cruz’s executive management and the design-builder’s executive management. The Consultant shall assume that an executive member of the Consultant’s team will participate in the meetings.

Task 2.7 Progress Payments

Consultant shall review all progress payment requests, including meeting with the design-build entity.

Consultant shall present any disputed items to the City of Santa Cruz and recommend non-disputed items for payment within 10-days of receipt. Disputed items shall be presented to the design-build entity within

10-days of receipt of disposition from the City of Santa Cruz. Consultant shall prepare and maintain a progress payment log.

Task 2.8 Testing

Consultant shall coordinate the testing of equipment, materials, and appurtenances for conformance with the project technical requirements, QA/QC requirements, and performance guarantees. Those tests will be conducted by the vendor or design-build entity to ensure conformance with the designer's intent and operational criteria. The consultant will review, evaluate, and track tests and provide updates to the City.

Task 2.9 Inspection and Observation

Consultant staff shall be on site as necessary to effectively monitor the work. Additionally, the Consultant shall be reachable for emergencies during off-hours and weekends during construction. Consultant shall provide a staffing plan to the City of Santa Cruz based on the design-build entity’s submitted schedule and provide updates if and when projected staffing changes.

The Consultant shall review the Consultant’s and design-build entity’s inspector’s construction logs to verify that adequate records for labor, materials, equipment, training, and other relevant information are being tracked and documented. The Consultant shall monitor and document the contractor’s work with hazardous materials.

Task 2.10 Building and Other Engineering and Architectural Permits

The design-build entity is responsible for complying with the conditions of all permits. Consultant shall prepare and monitor a permit log and field verify that permit conditions are being met. The City of Santa

Cruz will validate that the design-build entity is complying with project technical requirements and permits.

Task 2.11 Public Relations

Consultant shall coordinate with the design-build entity to create Public Notifications for any residences or businesses impacted by construction activities. Coordinate all water shutdowns with the design-build entity and the City of Santa Cruz’s operation staff, including the City of Santa Cruz’s inspection staff.

Coordinate with the Contractor to distribute the documents.

Task 2.12 Completion and Closeout

The Consultant shall coordinate the timing of interim, substantial, and final completion activities with the

City of Santa Cruz and the design-build entity throughout the Project. The Consultant will oversee the substantial completion activities and report to the City of Santa Cruz. The Consultant shall notify the City of Santa Cruz and the design-build entity of any potential impacts to the schedule throughout the project and especially during the substantial completion activities. Consultant shall prepare punch-lists to assist the City of Santa Cruz and the design-build entity with final or interim completion activities. The consultant will participate in any punch-list inspections. If required, the Consultant will host weekly progress meetings with the design-build entity and the City of Santa Cruz to track and monitor the progress of the punch-list. The consultant will monitor the design-build entity’s progress on completing punch-list activities. Consultant shall coordinate with the City of Santa Cruz to issue certification of substantial completion and final project acceptance.

Task 3 Engineering and Architectural Support During Construction - Instrumentation and Controls

Specialist

The Consultant shall provide an instrumentation and controls specialist to review all programming submittals, including the originally submitted code and up to three additional submittals that address comments provided during previous submittal reviews. The City of Santa Cruz maintains a standard library of PLC function blocks and high-performance SCADA objects (standards). It will be the responsibility of the

Consultant to perform a cursory level review of programming code to validate that the function block and objects provided by the design-build entity conform to the City of Santa Cruz’s standards.

The design-build entity will be responsible for procuring the necessary information technology licenses for the Project, including, but not limited to, software, server, and workstation licenses. The Consultant shall be responsible for tracking that the licenses are procured and that they are active at the time the design-build entity installs new hardware and software.

The Consultant shall verify that the design-build entity is recording up-to-date construction information

“red-lines” during the course of construction for later use in preparing the construction record drawings.

Task 4 Construction Inspection

The Consultant shall make visual observations, have oversight, and provide inspection and materials testing oversight as needed and when requested by the City of Santa Cruz.

The Consultant shall maintain construction progress reports, Project logs, photos, and other inspection records. When inspector is on-site, the Consultant shall post the following documents to Procore by 10:00 a.m. on the workday following the date of the activity:

• A summary of the construction progress for the reporting period.

• Digital Photos and/or video

The Consultant shall provide inspectors that are qualified to observe the installation and testing of the work being performed, including an inspector that is qualified as a QSP for monitoring of stormwater pollution prevention activities.

The Consultant inspection staff shall be available for emergency operations and/or non-standard workday operations. Consultant shall prepare and submit to Procore inspection reports, acceptance reports, and final construction report.

The Consultant shall establish and update punch-lists during construction and complete punch-list and final inspections and confirm completion by the Contractor. Consultant shall coordinate all testing, training, and final acceptance with the design-build entity and the City of Santa Cruz.

Task 5 Environmental Support

The Consultant shall provide a multidisciplinary environmental compliance team capable of supporting construction activities at an active water treatment facility in an environmentally sensitive setting.

The Consultant shall provide practical, construction-oriented environmental compliance services that support regulatory compliance, environmental protection, constructability, and schedule reliability during construction of the Project. Services shall include proactive coordination, targeted monitoring, timely reporting, and integration with the City’s and Construction Manager’s project controls and communication systems.

The scope of work shall include compliance support associated with the following documents in Appendix

C: Environmental Compliance Documents (certain documents are noted as “Partial” where compliance with only a portion of document is covered under this scope of work):

• Mitigation Monitoring and Reporting Program adopted by the City of Santa Cruz on September

11, 2024 (Partial)

• DRAFT Specification Section 01 35 43 Environmental Procedures

• City of Santa Cruz Low-Effect Habitat Conservation Plan for the Issuance of an Incidental Take

Permit for the Federally Endangered Mount Hermon June Beetle, Zayante Band Winged

Grasshopper and Ben Lomond Spineflower (Partial)

• City of Santa Cruz Nonresidential Demolition Authorization Permit, Special Use Permit, Design

Permit, Heritage Tree Removal Permit, and Slope Development Permit (Planning Permits), CP23-

0146 (Partial)

• Arborist Report dated April 23, 2024

Task 5.1 Environmental Compliance Services

The City will develop a compliance matrix, will formally track all compliance activities, and will lead all regulatory and agency communications and reporting. The Consultant is responsible for understanding all compliance documents and requirements for the purposes of monitoring, coordination, consulting, and reporting. The Consultant shall maintain familiarity with all applicable permit conditions, mitigation measures, approvals, environmental commitments, and environmental procedures applicable to the

Project. The scope shall include the following.

Task 5.1.1 Environmental Start-Up Meetings and Project Setup

Assume a minimum of eight meetings during Project startup and mobilization for environmental compliance coordination and setup activities. Startup activities shall include, at minimum:

• Project Review, Sequencing, Methods, and Milestones: Review construction sequencing, anticipated work activities, environmental constraints, milestone activities, and anticipated monitoring needs.

• Procore Organization, Use, and Standards: Establish standards for environmental documentation, reporting, field logs, tracking systems, submittals, communication, and photo management within Procore building upon City’s existing framework.

• Communication and Escalation Protocols: Establish communication and escalation procedures for routine operations, discoveries, incidents, emergencies, and noncompliance events.

• Stop-Work and Restart Protocols: Develop and implement stop-work and restart procedures applicable to environmental compliance concerns, sensitive resource discoveries, and noncompliance events. During construction the Consultant should recommend stop-work actions to the City and/or Construction Management Team before stopping work, if it is not possible Consultant may direct temporary stop-work for imminent environmental compliance risks pending City direction.

• Development of Logs, Forms, and Reporting Templates: Develop pre-clearance forms, monitoring logs, field reports, corrective action logs, and reporting templates, including standards for photo documentation.

Stop-Work and Restart Protocols: Develop and implement stop-work and restart procedures applicable to environmental compliance concerns, sensitive resource discoveries, and noncompliance events.

During construction the Consultant should recommend stop-work actions to the City and/or

Construction Management Team before stopping work, if it is not possible Consultant may direct temporary stop-work for imminent environmental compliance risks pending City direction.

Task 5.1.2 Environmental Training Program

Develop and implement a Project-specific environmental training program for construction personnel and

Project management staff.

• Construction Worker Training: Provide in-person training during construction mobilization and a pre-recorded environmental awareness training video for onboarding of workers once construction has commenced. Training shall address Project-specific biological resources, permit requirements, reporting protocols, stop-work procedures, cultural resource awareness, and worker environmental responsibilities. Maintain a log of attendees with sign-in sheets.

• Project Management Team Training: Provide virtual environmental compliance training for

Project management personnel regarding key environmental constraints, permit requirements, and escalation procedures. Assume annual refresher training updates throughout construction.

Maintain a log of attendees with sign-in sheets.

Task 5.1.3 Response Commitments and Deliverable Turnaround Times

Provide proposed response commitments, staffing deployment assumptions, and turnaround times for the activities and deliverables shown below. Assume all City reviews require ten business days and two review iterations unless otherwise approved by the City. All deliverables shall be provided in native and final file formats.

• Staff Deployment: Describe anticipated mobilization timelines for planned monitoring and routine field activities. Describe emergency response capabilities and anticipated deployment timelines for urgent environmental issues, discoveries, schedule changes, or unanticipated work activities.

• Incident / Discovery Notifications: Describe notification procedures, communication hierarchy, and proposed response timelines for environmental incidents, discoveries, and potential noncompliance events.

• Daily Monitoring Logs: Describe schedule and procedures for preparation and upload of daily monitoring documentation.

• Survey Reports: Describe anticipated turnaround times for biological survey reports, clearance memoranda, and related technical documentation.

• PRIMP: Describe anticipated schedule for preparation and implementation of the

Paleontological Resources Impact Mitigation Program (PRIMP).

• Environmental Training Program Materials: Describe schedule for development and delivery of environmental training materials.

• Project Setup: Describe schedule and staffing approach for environmental compliance mobilization and startup activities.

Task 5.1.4 On-Site Compliance Documentation

• Environmental Compliance Quick-Reference Brochure: Develop concise field-oriented environmental compliance reference materials summarizing key permit requirements, sensitive resources, reporting obligations, contact information, and stop-work procedures.

• Environmental Compliance Binder: Maintain current onsite copies of applicable environmental permits, approvals, environmental procedures, mitigation measures, conditions of approval, and relevant specifications.

Task 5.2 Biological Services

The Consultant is responsible for providing biological surveying, monitoring, coordination, documentation, and implementation services required for the Project.

Provide targeted biological monitoring based on construction activities, resource sensitivity, seasonal constraints, and permit requirements. Full-time biological monitoring is anticipated during initial disturbance in unpaved areas and during vegetation removal activities where special-status species may be present.

The Consultant is responsible for providing the following biological services:

• Biological monitoring for Mount Hermon June Beetle (MHJB) for work occurring within Zayante soils. Assumptions:

o Consultant is responsible for MHJB effects monitoring, including tracking habitat disturbance areas and documenting any MHJB relocation activities.

o Consultant shall coordinate with team regarding access restrictions, disturbance limits, exclusion areas, and sequencing constraints applicable to MHJB habitat areas.

• Pre-construction surveys and biological monitoring, as needed, for nesting birds, San Francisco dusky-footed woodrats (SFDFWR), and roosting bats.

o The City expects a highly thorough and methodical approach to woodrat midden identification. Prior surveys on other City projects have failed to identify active middens later observed onsite. Proposers are encouraged to identify enhanced survey methods or technologies intended to improve detection reliability.

o Assume four surveys total for nesting birds, SFDFWR, and roosting bats in year one and two surveys per year thereafter. Additional surveys may be authorized by the City depending on construction sequencing and seasonal constraints.

• Develop and actively implement a nesting bird deterrence and management plan intended to minimize schedule impacts associated with nesting birds and active nests. Potential measures may include:

o removal of inactive nests where permitted;

o installation of physical deterrents or exclusion measures prior to nesting season;

o regular inspection of structures and active work areas;

o coordination of demolition sequencing; and o adaptive management measures coordinated with the Design-Builder and City.

• Species relocation as required, allowed, and permitted. The Consultant shall be responsible for securing any permits, authorizations, or agency coordination required for relocation activities beyond those already held by the City.

• Monthly site visits for environmental compliance checks during periods when no other biological monitoring is occurring onsite and ground-disturbing activities are underway.

Task 5.3 Arborist Services

Provide arborist services consistent with the requirements of the Arborist Report dated April 23, 2024, applicable Planning Permits, and the Environmental Procedures Specification. The Project Arborist shall be an ISA Certified Arborist qualified to oversee implementation of tree protection measures, root protection measures, monitoring activities, inspection requirements, and construction coordination associated with retained trees. Services shall include, at minimum:

• Participation in preconstruction coordination regarding tree preservation measures;

• Verification of tree protection fencing installation prior to construction activities;

• Review of contractor access routes and staging activities near retained trees;

• Monitoring of excavation, trenching, demolition, grading, or construction activities occurring within Tree Protection Zones;

• Supervision of root pruning activities;

• Assessment and documentation of tree impacts;

• Coordination regarding corrective actions where damage occurs; and

• Final inspection and closeout recommendations.

Provide daily field logs when onsite documenting tree-related construction activities, observations, monitoring activities, recommendations, nonconformance issues, corrective actions, and disposition tracking for retained and removed trees. Maintain traceable documentation of Tree Protection Zone compliance, root encounters, pruning activities, encroachments, and corrective actions.

Task 5.4 Paleontological Services

Prepare and implement a Project-specific Paleontological Resources Impact Mitigation Program (PRIMP) including reporting consistent with Project requirements and applicable mitigation measures.

Utilize existing geotechnical and EIR information, including EIR Section 4.7 Geology and Soils, to develop a targeted monitoring approach and to avoid unnecessary monitoring where unsupported by site conditions.

The monitoring approach shall consider:

• Depth of artificial fill;

• Presence of Holocene alluvial or colluvial deposits;

• Depth and type of planned ground disturbance activities;

• Previously disturbed conditions; and

• Relative likelihood of encountering significant paleontological resources.

Only propose fossil salvage, recovery, stabilization, laboratory analysis, or curation activities where required by permit conditions, mitigation measures, or regulatory requirements.

Task 6 Office Space

The City of Santa Cruz will provide approximately 1,000 SF of unfurnished space at the GHWTP site, including utilities for use by the Consultant. Consultant shall be responsible for providing office furniture, computers, telephones, printer/copier/scanner, internet service/Wi-Fi network, temporary toilets with waste disposal service, drinking water, office cleaning services and other similar devices and materials for their staff.

Optional Work

The following are optional items of work and the City of Santa Cruz reserves the right to exercise its option to delete or proceed with these items. The tasks shall not be started without written authorization from the City of Santa Cruz.

Task 7 Additional Services During Construction

Consultant shall include 300 calendar days of additional construction management and inspection services to cover time overruns by the construction contractor. These services will include additional construction management, inspection, and project administration during the additional time.

Task 8 Unforeseen Conditions Support

It may be necessary for the design-build entity to react to unforeseen field conditions. As a result, it is anticipated that this will require the design-build entity to quickly perform design, submittal, shop drawing, permitting, and other changes to maintain the progress of work. Consultant shall include in their scope and fee additional support for construction management, project administration and inspection to track and monitor the design-build entity’s work. Consultant shall coordinate the review of changed documents with the City of Santa Cruz to validate they conform to the project technical requirements.

Consultant shall state in their proposal their assumptions used to develop their fee for this optional task.

Task 9 Other Optional Tasks

The Consultant shall describe other tasks that they believe are beneficial to complete the Project or are an added value based…