Okaloosa County BOCC — April 7, 2015 — TaskOrder06 HDR — reading text

Stored Materials/Equipment Review (as required) = Coordinate with Contractor to facilitate review of major items prior to unloading and storage. * Regularly review Contractor's storage areas to determine compliance with the Contract Documents. » Notify the Contractor of any damaged or improperly stored materials. = Adjust payments properly for damaged or improperly stored equipment. 1340 - Design Discipline Site Visitations = Coordinate design discipline site and other visitations. « Follow-up of any site deficiencies noted by design team members = Inthe event of visitation by regulatory officials, follow up with telephone contact to get their impressions and comments. = For special visitations, arrange that proper persons representing the various interested parties are present. 1345 - Project Photo and Video Documentation (as required) * Develop and maintain a logging system to enable easy retrieval of visual information. * Video or photo document construction activites as deemed appropriate. 1350 - Record Drawing Review * Review monthly status of as-recorded drawings. Refer to Additional Work Authorization and Request for Proposal Logs to identify areas of construction revision. = Notify Contractor in a timely fashion of noted deficiencies. = Provide follow-up to verify Contractor brings as-recorded drawing status up-to-date. = Continually note items as they are noticed during regular field observation duties for inclusion on monthly as-recorded updates, = Report general status at Project meetings 1355 - Develop a Progressive List of tems Requiring Correction = Manitor construction throughout the Project duration and identify deficient items. * Provide Contractor with an updated list at construction meetings. = As deficiencies are corrected, revise the list by deleting corrected items. = Distribute the deficiencies list updates to authorized parties. « Utilize list to aid in identifying retainage amounts near Project completion. 1360 - OWNER Notification of Accident Damagefinjury = Maintain communications with Contractor's superintendent encourage prompt notification of accidents. = Require lost-time accident reports at construction meetings. to = Upon cbservation or notification of an accident, take photographs and/or videotape of accident scene, make written notes and notify OWNER. TASK SERIES 1400 - CONTRACT INTERPRETATIONS AND MODIFICATIONS Objective: CONSULTANT Activities: ADMINISTRATION Provide timely reviews and responses to Contractor requests for interpretations or information and proposed modifications identified by the Contractors, OWNER or CONSULTANT design and construction engineering and inspection team. 1405 - Coordinate Interpretations Review = Receive, log and distribute Requests for information (RFI) to appropriate design team members for response. » Review and respond to RFI's. * Receive design team responses, log and distribute to Contractor. « Prepare and issue response letters, Change Orders (CO's) or Change Proposal Requests (CPR's) as required. 1410 - Administration of Changed Worlk * Evaluate Project on a continual basis to determine when changes are required. = Initiate necessary changes in the form of Requests for Proposals (RFP's). = Review costs presented on RFP's by Contractor. = Review all RFP items and negotiated costs with OWNER for OWNER's approval. = Assemble approved RFP's periodically into Change Orders (CO's). include justification documents with each CO. * Track RFP's and CQO's through Contractor's acceptance, OWNER's acceptance, Engineer's signature and OWNER executive action = Maintain current status log of all RFP's and CO's. * For minor changes involving no cost and no time changes, issue FO's. * Review as-recorded drawings to verify changes in work are reflected as applicable. * Review pay requests to verify CO items are broken out and that payment is not made until work is complete. 1415 - Coordinate and Issue Interim Field Change Agreement (IFCA) * Prepare technical description of the IFCA, * Route IFCA through established clearinghouse for numbering, logging and issuance to the Contractor. = Obtain a copy, executed by the Contractor, and route copies to the appropriate Project files. 1420 - Coordinate and issue Change Proposal Requests (RFP's) * Collect technical information and evaluate proposed change. Prepare technical description of the RFP using necessary graphic details and specifications. = Prepare Engineer's Opinion of Cost and evaluation of impact on Contract Time. * Route the RFP through established clearinghouse for numbering, logging and issuance to the Contractor for pricing. * Route copies to the appropriate Project files. * Follow and report the status of RFP’s using logs that track the dates of: Return from the Contractor with pricing; Engineer's review and recommendation of pricing; and, OWNER's acceptance. = Assist OWNER with negotiations of cost and time. 1425 - Work Change Directives (WCD's) = Evaluate field activities to determine need for issuance of Work Change Directive when necessary to expedite extra work on a time and materials basis. = Observe time and material work and reconcile costs with Contractor on a daily basis. = Finalize WCD's in an appropriate Change Order when associated work is complete, 1430 - Change Orders {CO's) = Identify with the OWNER's designated representative the combining of CPR's strategy and the timing of Change Orders. = Update CPR and Change Order Logs and provide status reports tracking the execution of Change Orders. » Monitor Contractor progress payment applications to allow payment only for executed Change Orders. TASK SERIES 1500 - MEASUREMENT AND PAYMENT ADMINISTRATION Objective: CONSULTANT Activities: Obtain a reasonably balanced distribution of costs to the various elements of the total construction in the Contractor's Schedule of Values (cost breakdown) to serve as a basis for progress payments and determination of cost impact ofchanges. 1505 - Review and Process Progress Payments = Review draft application for payment in comparison to measuredor estimated quantities. Make notations of: Deficient work not recommended for payment until corrected:; Deletion of payment for stored materials andfor equipment which do not have approved Shop Drawings and/or proper invoices; and Reduction of value for partially completed items claimed as complete. Return a copy of the reviewed draft to the Contractor. = Conduct review of storage areas and verify existence of invoiced materials/fequipment and proper storage. » Meet with Contractor to reconcile discrepancies. = Review revised application for payment and, if appropriate, advise Contractor to submit the required number of copies. = Execute completed application for payment indicating amount recommended for payment and transmit to OWNER for processing of payment. « Distribute executed copies as established in preconstruction conference minutes. + Monitor total payments to adjust retainage amounts as specifiedin the Contract Documents, * As Project nears completion, and at OWNER's direction, adjust retainage from fixed percent to only enough retainage to providefor work completion. TASK SERIES 1600 - PROJECT CLOSEOUT Objective: CONSULTANT Activities: Conduct an orderly and properly decumented Projectcloseout. 1605 - Review Substantial Completion Submittal * Receive and review Contractor's required substantial completion submittal and determine if Project is ready for substantialcompletion inspection. = Develop substantial completion submittal checklist. = Verify submittal of all required documents. * Review Contractor Record Drawings. = Perform review of Record Drawing revisions. * Review other substantial completion submittal documentsfor completeness and compliance with Contract provisions. = Schedule substantial completion inspection. 1610 - Conduct Substantial Completioninspection = Notify design team members of date or substantial completion inspection. Notify OWNER's designated representative of the date ofthe substantial completion inspection. Prepare and distribute the punch list format to the parties conducting the inspection. Compile the punch list, review with OWNER and transmit to the Contractor. Review progress of corrective action on punch list items and periodically update and re-issue. 1615 - Issue Certificate of Substantial Completion and Punch List Review the findings of the substantial completion inspection with OWNER and jointly determine the status of the Work. Address comments from either OWNER or the Contractor regarding the tentative date of substantial completion or the punch list. 1625 - Document Project Warranties Provide notification of the start of the warranty period to define for all parties the ending date of the period for which the Contractor is responsible for repairing deficient Project materials and equipment, 1630 - Review Final Completion Submittal Receive and review the Contractor's required final completion submittal, Develop final completion submittal checklist. Verify submittal of all required documents. Review for completeness and compliance with Contract provisions. Notify OWNER and Contractor of date of final inspection, Determine if OWNER requires (or is required by State Statute) Lien Waivers and Consent of Surety. 1635 - Conduct Final Completion Inspection Schedule the final inspection date and notify the Contractor and OWNER, Assemble the various final completion submittal documents for the final inspection meeting and review them with the various parties. Conduct the final inspection. 1640 - Recommend Final Payment Finalize all Project costs and determine the final adjusted amounts for construction as well as reimbursements for engineering services owed to OWNER by the Contractor. Obtain Contractor's signature on any required Contractor's Certification or Affidavits. Process and sign Final Application for Payment. Prepare transmittal letter indicating recommendation for Final FPayment and stating whether or not Engineer is aware of any outstanding issues that preclude issuance of Final Payment.