Okaloosa County BOCC — April 19, 2016 — FairchildRoadCEI TO-04 — reading text

TASK ORDER APPROVAL FORM CONTRACT #:_C14-2080-PW TASK ORDER #:__04 (Fairchild Road Paving CEl Services) TASK ORDER AMOUNT:_NTE $127,068.58 OFFERED BY CONSULTANT: Hatch Mott MacDonald Florida, LLC FIRM'S NAME David D. Skipper, P.E. REPRESENTATIVE'S PRIN Vice President 3/17/2016 TITLE DATE RECOMMENDED FOR APPROVAL APPROVED BY OKALOOSA COUNTY (Department Director) (Per Purchasing Manual) e $25,000 or less approved by Purchasing Director o Between $25,001 and $50,000 approved by Purchasing Director and County Administrator ¢ Inexcess of $50,000 approved by the Board. Z/ngflfifn al)( | SIG\I\%TL?R'E \ \\/ Zan Fe{@k, Purchasing Manager | Public Works“Director 4 '/I it TITLE DATE 77 f%\%\\“fi DATE | John H stcd,yyfity Administrator Charles K. Windes, Jr., Chairman itk DATE DATE SCOPE OF WORK CONSTRUCTION ENGINEERING & INSPECTION FOR Fairchild Road (North) Improvements SCOPE OF SERVICES SUMMARY The Scope of Work for this project is to provide Construction Engineering and Inspection Services for the Fairchild Road (North) Project in Okaloosa County. The consultant shall also provide all required project management services as necessary to ensure that the project is constructed in substantial conformance with the Project Plans and Specifications. This document gives the Consultant the same responsibility and authority as Okaloosa County when administering this County construction project contract. The administration of the Fairchild Road (North) Project will be conducted by the Consultant in full cooperation with Okaloosa County. The consultant shall also coordinate with the Engineer of Record. Okaloosa County will have the final word in regard to challenges of Consultant authority by the Contractor or decisions made by the Consultant regarding the work. The ultimate goal of Okaloosa County and the Consultant should be to administer the contract in a highly professional manner, conducive to a cooperative relationship between the Consultant, Contractors, and Okaloosa County, and to complete the work on budget and on time with minimum inconvenience and maximum safety for the public. The responsibilities of the Consultant on this project are, but not limited to: 1. Erosion Control and Preconstruction Conferences: Prepare for and conduct the Erosion Control and Preconstruction Conferences. Address and resolve all issues that arise at the meetings with appropriate offices, agencies and divisions. Prepare and distribute detailed minutes of the meeting. 2. Attend Progress Meetings: Prepare the agenda, attend, and conduct a Progress Meeting weekly or bi-weekly with Okaloosa County personnel, Contractor, Sub-Contractors, Utility personnel and other agencies affected by the project. Be prepared to discuss recent progress, upcoming events, the schedule, and problems associated with the project. Record significant information revealed and discussed at the meeting. Distribute written minutes to the appropriate agencies. 3. Project Administration: Provide project administration and coordinate with the assigned Okaloosa County Construction Project Manager. Prepare for, cooperate with, and assist auditors who may be assigned to review project records, payments, reports, etc. Provide ample inspectors and assistance to adequately oversee all work being done on the contract. Monitor contractor’s hours worked and materials on the project and verify all pay requests for accuracy. Prior to starting work, submit to the Okaloosa County Construction Project Manager a listing of personnel assigned to the project for review and approval. In addition, a list of persons with emergency phone numbers should be supplied to the Okaloosa County Construction Project Manager and be available at any time in the case of an emergency on the project. The Consultant should also obtain from the Contractor a list of personnel that will be responsible for any occurrence that may arise on the project, for the life of the project. 4. Provide Construction Inspection: Provide effective and qualified supervision of all inspection services being conducted by Prime Contractor and Sub-Contractors. Field technicians must be certified in the applicable FDOT certification workshops listed below: Asphalt Roadway Paving Inspector Asphalt Plant Inspection Class 1 Concrete Technician Soils and Aggregate Technician Earthwork Technician Nuclear Gauge Trained and Proficient SWPPP Certified Certification from another State Highway Department, nationally recognized institution, or other approved agency may be acceptable in lieu of the FDOT certification. Prior approval is required. 5. Conduct Field Surveys: Verify surveying services to obtain original, final, as well as, progress estimate quantities for payment of all earthwork pay items to the Contractor. Be prepared to justify quantities in case of discrepancies between the Contractors and the project plans. Upon request, check construction layout when deemed necessary by the Okaloosa County Construction Project Manager. 6. Supplemental Agreements/Construction Changes: Notify the Okaloosa County Construction Project Manager of the necessity of any Supplemental Agreements/Construction Changes. Negotiate prices for additional pay items with the Contractor while adhering to the “Average Unit Price” listing when possible. Coordinate acceptance of prices with the Okaloosa County Construction Project Manager. 7. Shop Drawings & Quality Control Plans: Preview and approve all shop drawings and the Quality Control (QC) Plan submitted by the contractor, in coordination with the Design Engineer of Record. Shop drawings shall be approved by the Engineer of Record and the Consultant prior to the Contractor submitting a finalized order from the appropriate Vendor. The Consultant shall coordinate with the Engineer of Record and respond to the Contractor’s QC Plan within 21 day of receipt from the contractor with any required changes or revisions. The Consultant shall ensure the contractor is in compliance with the approved QC plan, requiring and reviewing any revisions to the QC plan as necessary. 8. Quality Assurance, Testing for Acceptance, and Training: Copies of all certifications should be filed in the project records for review by Okaloosa County at any time. Any temporary waivers of certification or licensing will be reviewed by Okaloosa County for the final decision. Provide certification training to Consultant personnel for all necessary field-testing and inspection. Monitor the testing provided by the Contractor in the field as defined in the Contract, Plans or Specifications. Document Consultant testing on standard forms provided by Okaloosa County and distribute as required. Monitor documentation of testing by the Contractor. Field test verification by the Consultant includes, but is not limited to, all asphalt related testing to include asphalt plant inspection and all concrete related testing for acceptance by Okaloosa County, nuclear density testing of earthwork, base stone, asphalt, structural backfill and pipe backfill as defined in the Standard Specifications and Okaloosa County’s sampling and testing schedule. The Consultant will also verify aggregate analysis and moisture testing for roadway embankment and base stone materials as defined in the Standard Specifications and Okaloosa County’s sampling and testing schedule. (Note: All tests normally performed by Okaloosa County personnel will be performed by the Consultant.) Also Consultant’s responsibilities include the random checking of application rates, dimensions and bearings to assure conformance to the Plans and Specifications. In case of notification of defective concrete as defined in the Specifications, the Consultant will submit the initial information on forms supplied by Okaloosa County and will receive the final disposition of the material after review. Certifications of material submitted by the Contractor will be reviewed by the Consultant for conformity to the Project Specifications. The certification documents submitted to Okaloosa County will also be reviewed for completeness and conformance to the Okaloosa County’s standard form of submission. A Final Materials and Tests Certification will be submitted to Okaloosa County Construction Project Manager with the Final Records. 9. Progress Payments: The Consultant will document and assemble accurate quantities for Monthly Progress Payments to the Prime Contractor from actual project field records, as directed by Special Provisions in the contract, from Supplemental Agreements/Construction Changes. The quantities for payment will be referenced to field records prior to submission for payment. Test reports will be on file prior to payment. The Okaloosa County Construction Project Manager must approve any waiver of testing documents prior to payment. Pay quantities will be submitted to the Okaloosa County Construction Project Manager for review and payment. Payments for stockpiled material may be made as defined in the Standard Specifications and approved by the Okaloosa County Construction Project Manager. Copies of approved Sub Contractors should be on file prior to the first Progress Payment. 10. Revisions to the Contract Plans: Any revisions to the contract plans or cross sections will be submitted to the Okaloosa County Construction Project Manager and Design Engineer of Record for review and processing. 11. Distribution of Correspondence: Submit to the Okaloosa County Construction Project Manager a copy of all correspondence between the Consultant, Contractor, Sub Contractors, or others concerning matters related to the project. Maintain an electronic file of all correspondence for submission with the project Final Records. 12. Inspection of Work: Provide inspection services for conformance to Plans and Specifications for all roadway, structures, and specialty items that are being incorporated into the project. Observe, measure, and record all quantities for payment. Record all field measurements in project records for review by Okaloosa County or auditors. The records will be recorded on a standard form (field book) supplied or defined by Okaloosa County and/or on field inspection forms to be submitted to Okaloosa County. Check traffic control daily, and additionally as required or requested. Notify the contractor of deficiencies or problems immediately. Document weekly (or as often as required) project traffic control on forms supplied by Okaloosa County and distribute as required. Inspect daily erosion control items for conformance to the plans as well as effectiveness in the field. Notify the contractor of deficiencies. Prepare to justify any and all pay quantities in the case of questions from the contractor or Okaloosa County. Prepare an accurate daily diary, signed by the inspector, consisting of, but not limited to: A record of the contractors on the project Their personnel (number and classification) Equipment (number and type or size) Location and work performed by each Contractor or Subcontractor Orders given to the Contractor Events of note on the project Accidents on the project and any details surrounding the accident such as police report number, fatalities, causes, time, etc. Obtain a copy of the police report for the project records whenever possible. e Weather, amount of precipitation, temperature at morning, noon, and evening, cloudy, clear, etc. e Days charged, with explanation if not charged Equipment arriving or leaving the project, idle equipment e Any other details that may be important later in the project life 13. Reports: There are numerous reports, documents, etc., that shall be generated in the process of Contract Administration. Submit a formatted (Okaloosa County standard format) of selected project records to Okaloosa County Construction Project Manager after project completion. Any questions regarding the requirements shall be forwarded to the Okaloosa County Construction Project