WASTEWATER TREATMENT PLANT NO 3 DIGESTER GAS BOOSTER BLOWER REPLACEMENT PROJECT CM – Scope of Consultant Services 1
SCOPE OF CONSULTANT SERVICES
WASTEWATER TREATMENT PLANT NO 3 DIGESTER GAS BOOSTER BLOWER
REPLACEMENT PROJECT
PROJECT NO.: E3K305
City of Bakersfield – Wastewater Division
DESCRIPTION OF PROJECT
Provide construction management services including construction observation and contract administration for the Reconstruction of WWTP No. 3 Digester Gas Booster Blower Replacement Project (Plans and Specifications dated 05/09/2024).
NV5 shall furnish a licensed Civil Engineer as Resident Engineer during the contract period.
NV5 will also provide construction inspection services and support staff, as needed, during the course of the construction.
Based on a review of the provided project documents, it appears the project control monuments are provided by The City of Bakersfield – Wastewater Division. The construction Contractor will be required to perform the construction staking for the project.
The NV5 Resident Engineer will oversee the construction observations and major contract items such as construction change orders and claims.
The Resident Engineer shall be responsible for coordination with The City of Bakersfield – Wastewater Division and shall act as the key point of contact with the City. The Resident Engineer shall also be responsible for coordination of the Construction Management staff and will oversee the daily interaction with the Contractor, City of Bakersfield – Wastewater Division staff, and other public agencies.
NV5 shall complete the following contract administrative services.
Task 1: Pre-Construction Services
Task 1.1: Kick-Off Meeting
The NV5 Team will attend a meeting with The City of Bakersfield – Wastewater Division, the Designer, and any other affected agencies or stakeholders to discuss the design and construction schedule, and to coordinate responsibilities of the project management team. Other topics of the meeting will include contract administration procedures, submittal management, review times,
WASTEWATER TREATMENT PLANT NO 3 DIGESTER GAS BOOSTER BLOWER REPLACEMENT PROJECT CM – Scope of Consultant Services 2
procedures for change order concurrence, and general lines of communication between the parties.
Task 1.2: Pre-Construction Meeting
The NV5 Team will hold a pre-construction conference with the construction contractor, The City of Bakersfield – Wastewater Division, the Designer, and other stakeholders after contract approval and before start of work to review the project and discuss coordination efforts. This meeting will be used to establish managerial and administrative procedures with the contractor to ensure efficient startup and execution of the project. We will prepare and distribute an agenda and will keep and circulate meeting minutes.
Task 1.3: Pre-Construction Photographs
Before construction begins, the existing site conditions will be photographed and recorded by the NV5 Team. This record of existing conditions is essential to enforce the contractor’s responsibility to protect private property, The City of Bakersfield – Wastewater Division facilities, and third-party property/utilities. This inspection is also a key to proactively identifying any discrepancies between the site conditions and the project plans. NV5 will organize these preconstruction photograph records and store them digitally in the project files.
Task 2: Construction Management Services During Construction
Task 2.1: Project Coordination and Correspondence
Task 2.1.1: Interaction with The City of Bakersfield – Wastewater Division Staff The NV5 Team will assist as a liaison between stakeholders to provide effective and timely communications and resolutions. We will be the main point of contact to coordinate the work of the contractor with the responsibilities of the construction management team. To assist the project team in serving this role, our key personnel will utilize onsite personal computers networked via the internet to The City of Bakersfield – Wastewater Division project manager, the Designer, construction management field offices, and appropriate agencies via the internet.
Task 2.1.2: Progress Meetings
The NV5 Team will hold weekly progress meetings with the contractor, their appropriate subcontractors, and The City of Bakersfield – Wastewater Division to review construction progress. Monthly meetings, to specifically discuss scheduling, will also be held to identify work completed and activities for the coming month. We will keep and distribute minutes of the meetings that assign action items and responsibilities and document project trends.
Task 2.2: Project Administration and Documentation
Task 2.2.1: Document Control
When performing construction management activities, an area of importance that cannot be overemphasized is Document Control. Effective control of a construction project cannot be maintained without paperwork to inform, change, expedite, and provide a permanent record. The NV5 Team will oversee all document control and assist The City of Bakersfield – Wastewater
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Division in maintaining all project files. All contract files will be in accordance with Caltrans LAPM and Construction Manual requirements. Contract files will be kept current at all times.
Task 2.2.2: Schedule Review
The NV5 Team will assist The City of Bakersfield – Wastewater Division in reviewing the contractor schedule for accuracy.
Task 2.2.3: Statement of Working Days
The NV5 Team will prepare a record of weather conditions, controlling item(s), and the status of working days remaining on a weekly basis. A copy will be sent to the contractor to allow them an opportunity to dispute the statement.
Task 2.2.4: Submittal Management
The NV5 Team will help The City of Bakersfield – Wastewater Division manage the contractor’s submittals during construction. The status of submittals will be accounted for in the submittal log. We will review submittals as requested by The City of Bakersfield – Wastewater Division and/or forward them to the Designer. If necessary, the NV5 Team will conduct meetings with the contractor and reviewing parties to discuss and resolve issues. A list of previously authorized submittals was sent by the City of Bakersfield. The time of the already reviewed submittals was not included in the proposal as these items have already been authorized. A short list of expected submittals includes:
▪ Construction schedule
▪ Labor Compliance
▪ SWPPP
▪ Safety program
▪ Shop drawings
▪ Concrete mix designs
▪ Reinforcing Steel shop fabrication & placement drawings ▪ Sheet piling
▪ Miscellaneous material submittals
▪ Stainless Steel Pipes and Fittings
▪ Welding WCI Submittal with Qualifications
▪ Shop Drawings and Installation Plan for Shade Structures ▪ Digester Gas Submittals + Accompanying Submittals
▪ Chiller Submittal
▪ Seismic Restraint Equipment
▪ Miscellaneous Electrical Submittals
Task 2.2.5: Request for Information Management
The NV5 Team provide guidance on requested design clarifications during construction. The status of Requests for Information (RFIs) will be accounted for in the RFI log. All clarifications are to be presented in writing by the contractor. We will help The City of Bakersfield – Wastewater Division respond when appropriate. RFIs which might impact the design intent will
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be submitted to the Designer. If necessary, NV5 will attend meetings with the contractor and other parties to discuss and resolve requests for information.
Task 2.2.6: Change Order Management & Cost Control
Evaluation and negotiation of Contract Change Orders (CCOs) are among the most important functions of the construction management team. A quick and accurate evaluation can help keep the project on schedule and avoid contractor claims. Prior to requesting The City of Bakersfield – Wastewater Division approval, all CCOs will be evaluated by the NV5 Team. The review will include:
▪ Keeping The City of Bakersfield – Wastewater Division’s project manager informed on status of all CCOs.
▪ Maintaining a log of proposed CCOs, indicating action dates and status. ▪ Determining if the condition is a changed condition and documenting rationale. ▪ Coordinating with The City of Bakersfield – Wastewater Division and the Designer regarding impacts on the design.
▪ Evaluating contractor’s CCO cost estimates and schedule impacts, negotiating as required.
▪ Accurately documenting labor, equipment and materials used on force account work. ▪ Preparing CCO documentation for The City of Bakersfield – Wastewater Division and contractor signatures.
▪ Processing and incorporating the CCO into the progress payment breakdown.
Task 2.2.7: Monthly Payment Review
The NV5 Team will review applications for payment with The City of Bakersfield – Wastewater Division and the contractor and assist in negotiating any differences between the amount requested and the engineer’s estimate for work completed. The estimate will include a systematic determination of the quantities of work completed and their values. Information from the construction management team’s field data will include measurements of bid items on the project cost breakdowns. This data will be used to assist with determining the monthly progress payments. Payments will be processed through The City of Bakersfield – Wastewater Division’s project manager.
Task 2.2.8: Claims Management
The NV5 Team will take the lead in the resolution of any contract claims for the project during the construction contract period. We will keep current logs of Potential Claim Records and will prepare documents and supporting evidence regarding claims. Information on each individual Potential Claim Records will be kept separately in the project files. Documentation and recommendations will also be assembled into a report and submitted to The City of Bakersfield – Wastewater Division for review and use. The NV5 Team will be available to provide additional claims resolution support if further action is required and requested by the city. Claims resolution work, if any, is typically managed in the post construction services and will be performed as an extra work item because the amount of work cannot be determined ahead of time.
Task 2.2.9: Labor Compliance
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The NV5 Team shall assist The City of Bakersfield – Wastewater Division with labor compliance by receiving and logging certified payrolls and any other labor documentation that is submitted by the contractor and subcontractors on a weekly basis. Copies of the contractor’s certified payrolls along with copies of our daily diaries showing names of contractor’s or subcontractor’s personnel on the site along with the number of hours worked each day will be provided to The City of Bakersfield – Wastewater Division. Additionally, periodic information provided by the contractor or subcontractors, such as a fringe benefits statement, will also be copied and provided. Weekly listings of companies and individuals furnishing job-site labor on the project will be completed by NV5 and transmitted to the contractor, notifying them of the certified payroll submittal requirements.
Task 2.3: Construction Observation and Inspection Services Several forms of documentation and correspondence will be used during this project. The NV5 Team will use records, such as videotaping and still photographs (in electronic format), to document existing conditions, major features, and construction progress. We will keep and submit daily diaries. The resident engineer will review these diaries and summarize the information in a monthly status report to the City of Bakersfield – Wastewater Division as needed.
Task 2.3.1: Field Inspection and Daily Reporting
The construction management team serves as the front line of quality assurance of the contractor’s work and as the eyes and ears to identify potential problems such as utility conflicts, schedule issues, and design ambiguities, before they occur. Primary inspection services will be provided by NV5 and will include the following:
▪ Provide day-to-day written inspection reports on all activities performed by the contractor.
▪ Determine if work complies with contract documents, The City of Bakersfield – Wastewater Division standards, and project permits and approve/reject work accordingly. ▪ Document work performed, manpower, and extra work through daily diaries. ▪ Verify contractor is implementing safety plan and safe practices in accordance with OSHA regulations.
▪ Coordinate Quality Assurance material testing with The City of Bakersfield – Wastewater Division’s laboratories and coordinate corrective measures as required for failing materials.
▪ Identify any potential flaws in the constructed product and provide feedback on proposed remedial action from the contractor.
▪ Perform quantity calculations based on completed work for Progress Payments. ▪ Take progress photos of the work and field conditions; and ▪ Prepare a punch list and update as-built records as the work progresses.
Task 2.3.2: Storm Water Pollution Prevention Plan (SWPPP) Monitoring While SWPPP compliance is the contractor’s responsibility, the NV5 Team will provide oversight SWPPP monitoring services. Oversight SWPPP monitoring services include:
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▪ Reviewing contractor’s SWPPP.
▪ Verifying the contractor has taken responsibility for SWPPP in the SMARTS system. ▪ Verifying appropriate and effective BMPs are in place. ▪ Documenting ineffective BMPs and recommending changes. ▪ Verifying inspections, documentation and sampling is in accordance with the GCP. ▪ Verifying compliance with approved SWPPP, recommending changes and verifying that amendment is created and logged in the SMARTS system.
▪ Verifying illicit discharges, if any, are reported.
▪ Verifying annual report has been filed on the SMARTS system.
Task 2.4: Project Control and Monument Staking
NV5 may utilize the contractor’s stakes, or other City of Bakersfield – Wastewater Division control points for field verification of work.
Task 3: Post-Construction and Project Closeout Services
Task 3.1: Final Inspection & Issue Notice of Completion Items to be corrected or furnished by the construction contractor before project acceptance will be put in the form of a punch list as the work nears completion. With input from The City of Bakersfield – Wastewater Division, the Designer, and other affected agencies, NV5 will prepare the punch list. Upon satisfactory completion of all elements of construction and deliverables, The City of Bakersfield – Wastewater Division will submit a Notice of Final Completion to the contractor, thus relieving them from further maintenance.
Task 3.2: Prepare and Recommend Final Payment Request
After acceptance, the NV5 Team will prepare a Proposed Final Estimate (PFE) to allow the contractor to make exceptions to the final amount of compensation. Prior to submitting the PFE, we will meet with the contractor to attempt to agree on final payment for all contract items and change orders. If the contractor still objects to the PFE, we will assist The City of Bakersfield – Wastewater Division in negotiating final settlement with the contractor and process the final estimate.
Task 3.3: Review and Submit As-Builts
At the Project’s completion, the NV5 Team will receive the contractors’ prepared as-built drawings and perform a final review for completion against our record drawings. Final as-built drawings will be submitted to The City of Bakersfield – Wastewater Division and the Designer for final processing.
Task 3.4: Deliver Project Files
Project files will be maintained in hard copy and electronic formats. The hard copy files will be packaged in accordance with the Caltrans Construction Manual procedures and delivered to The City of Bakersfield – Wastewater Division. A digital copy of the project files will also be provided on a CD or USB flash drive.
COMPLETION SCHEDULE
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NV5 shall be bound by the requirements of the Agreement from the start of construction services commencing in December 2025 until the conclusion of post-construction services. It is understood that this agreement is based on the assumptions that the construction contract will have no more than 530 working days. Based on the revised contractors schedule provided by the City of Bakersfield on October 24, 2025, there are 498 working days remaining after December 1, 2025. This schedule also shows 142 working days will require field inspection services.
In the event that The City of Bakersfield – Wastewater Division’s Project Manager requires additional Construction Management services above the value established in the attached fee estimate; or the Construction Contract duration exceeds the working days listed above, NV5 will remain onsite and provide continuous Construction Management services. However, these services shall be considered as additional services, are above and beyond the scope and fee estimate of this contract and shall be paid on a cost-plus fixed fee basis as set forth by the appropriate hourly wages, mark-up, and profit shown in the attached fee estimate. In addition, should The City of Bakersfield – Wastewater Division request additional services not included in the contract, NV5 can provide those services. They shall also be considered as additional services, to be paid on a cost-plus fixed fee basis.
FEE SCHEDULE
Compensation to provide Construction Management services required for the construction observation and administration for the subject construction project as detailed in this Agreement, for the time periods discussed in the previous section throughout the duration of the contract, shall be on a time and materials basis for the necessary personnel and reimbursables at the rates included herein.