June 6, 2022
Mr. Jeffrey Kim, P.E.
CITY OF FONTANA
Engineering Department
8353 Sierra Avenue
Fontana, CA 92335
Subject: Sierra Avenue Widening Construction Management Scope of Services
Dear Mr. Kim:
Thank you for the opportunity to provide professional construction management services for the Sierra Avenue Widening Project. The City would like to retain professional engineering services for the construction management of the street widening along Sierra Avenue between Foothill Boulevard and Baseline Avenue including demolition of structures, undergrounding of overhead electrical, telephone, fiber optic, and cable television lines, vault and manhole construction required for the utility undergrounding, installation of new water mains and pressure reducing station, curb, gutter, sidewalk, driveway and ramp construction, asphalt concrete pavement, median curb, landscaping and irrigation, fencing, walls and signing and striping and private property improvement reconstruction. TKE’s scope of services for each project has been listed below:
SCOPE OF WORK
TKE’s scope of services is presented in the following paragraphs:
Task No. 1 - Preconstruction Meeting
A preconstruction conference will be held for the project. The conference will be attended by City staff, TKE’s Construction Manager , the C onstruction Inspector, the Contractor, representatives of potentially affected utilities and representatives of any other affected agencies. Prior to the conference, we will prepare a conference agenda. At the meeting, we will discuss communication protocol requirements, safety and health procedures, permitting, traffic control requirements, schedule and phasing requirements, utility coordination and inspection, storm water pollution prevention controls, procedures for contract submittals, contract administration, job -site access and delivery, progress payments, certified payroll, and coordination with others. After the meeting, it will be documented with minutes.
Deliverables: Agenda, Minutes, and Distribution to All Entities Task No. 2 – Material Submittal Review
TKE will develop a list of all required material submittals and compare the list to the Contractors submittals. TKE wil l review all project submittals including traffic control plans.
Each submittal shall be reviewed with City of Fontana staff and design t eam as required to verify compliance. We will maintain a project log which will include descriptions of submittals, submittal status, date received, and date returned. Once the submittals have been reviewed and accepted, they will be signed, dated, and sent to the Construction Inspector, City of City of Fontana - Mr. Jeffrey Kim, P.E. (Continued)
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Fontana staff, project Contractor and the file. Submittals will be returned within the time frame specified by the Contract Documents.
In addition to submittals, TKE will review all vendor and lab reports and certifications and material test inspections and correlate all reports with respect to the plans and specifications.
TKE will provide a log for reports and certifications and notify the City upon any irregularities.
Deliverables: Submittals, Transmittals, and Logs
Task No. 3 – Records Management
TKE utilizes an electronic records management system. Files include:
Contract Documents, Addenda, Bulletins, and Reports
All required local, other agencies and state records throughout the project duration and submit copies to the City’s project manager, including labor compliance. Environmental Compliance Documents/ Agency Permits
Material Submittals
Contractor Correspondence (RFI’s and RFC’s)
City Correspondence (Responses to RFI’s and RFC’s , Bulletins and other correspondence)
Certified Payroll Records
Change Orders
Progress Payments
Materials Testing Reports/Correspondence
Surveying Records
Inspection Field Reports/ Accident Reports
Photo Logs
Utility/Agency Correspondence
Public Correspondence
Operations and Maintenance Manuals
Project Closeout Records
Deliverables: E-File of All of the Above
Task No. 4 – Construction Meetings
TKE will be in constant communication with City staff during the projects entirety to ensure that the project is running smoothly and in accordance with the City’s expectations. TKE will hold weekly meetings with City staff, Contractor and Inspector, meetings with utilities/agencies, and affected agencies. Each is discussed below:
City Meetings -TKE will meet with City staff as required to keep staff fully apprised as to construction progress and potential project issues. We will prepare agendas and minutes for each meeting.
Contractor Meeting-our Construction Manager will meet with the project contractor weekly .
We will prepare agendas and minutes for each meeting. Meeting agenda will typically include background, old business, new business, SWPPP, submittals, RFI’s, objectives, traffic control, City of Fontana - Mr. Jeffrey Kim, P.E. (Continued)
Sierra Avenue Widening Construction Management Scope of Services June 6, 2022 Page 3 of 5
construction phasing, project schedule, utility coordination, potential issues discussion, payment quantities discussion, certified payroll deficiencies, and any safety defici encies observed.
Utilities/Agency Meetings -as mentioned above, TKE will invite utilities and agencies to the preconstruction conference. During that meeting, all potential project impacts will be discussed with each. During construction, should issues develop needing further discussions with utilities/agencies, TKE will meet with each and develop remediation strategies. Again, all meetings will be documented with minutes.
Deliverables: Agendas, and Minutes
Task No. 5 – Construction Management
With our current experience on the Sierra Avenue Widening Project Management , TKE is uniquely suited to respond to challenges that may occur during construction. Our manager’s consistent communications with th e City and construction inspector will also provide immediate remediation alternative development.
TKE will review the project schedule and construction progress prior to each Contractor meeting to verify compliance with the Contract Documents. In addition , we will prepare weekly statement of working days to be provided to the contractor at each weekly meeting.
If the Contractor is failing to meet approved schedule contract obligations, TKE will request a remediation effort to return the project progress to comply with requirements. If the remediation plan requires adjustment to the completion date, TKE will advise the City and will not execute any approval of such change without City authorization.
In addition, TKE will receive RFI’s and RFC’s (including written clarification requests and change-in-plan drawings) regarding the contract documents. TKE will provide any drawings, sketches and written responses in a timely manner to each with direction and will verify compliance with the Contract Documents. All RFI’s and RFC’s will be logged, including content of inquiry, date relayed and date of response. TKE will review all RFC’s for any potential change in scope and notify the City if potential change orders may arise from the RFC.
Change conditions and time extensions that may warrant a c hange order will require a complete understanding of the impacts of the change of which TKE will need to consider in determining its resolution. TKE will seek appropriate comments from anyone impacted by the changed conditions and will closely consult with the City to develop the most cost-effective remediation alternative. Cost and scheduling impacts will be noted and presented to the City in accordance with the cities change order procedures prior to direction being given to the Contractor, including the preparation of Change Order drawings and specifications, if required.
To maintain cost controls, TKE will review project budgets on a weekly basis, or as warranted, by review of change orders, RFC’s, and progress payments. In particular, quantities used on the project will be tracked to verify that they will not exceed contract budgeted amounts.
Each month, TKE will provide a budget report to the City. Should an increase in budget be required, TKE will assist Staff with staff report preparation.
Regarding change orders, we will review any change order request received to determine if said request is warranted. If the change order request is not warranted, we will reject it in writing; prior to sending rejection letters to the Contractor, we will review it with City staff.
If the change order request appears justified, we will review it with the Construction Inspector and compare it with field reports for confirmation of materials, equipment and/or labor involved; we will review same with City sta ff and receive City staff’s approval prior to preparing and processing the contract change order. Change orders will be prepared on standard forms.
City of Fontana - Mr. Jeffrey Kim, P.E. (Continued)
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Should rejected change order s require additional consideration, we will negotiate with contractors to estab lish the impact of change conditions and we will attempt to complete negotiations prior to beginning work. If we fail to reach an agreement and the work must continue, we will direct the Contractor to complete the work. For all disputed work and force account work, the Construction Inspector will document the labor, materials and equipment used for the extra work for use in future negotiations.
Upon direction from the City, TKE will continue negotiating with Contractors to settle all disputes. However, City staff will ultimately determine the extent the City will go to achieve resolution. TKE will meet with both parties, either independently or together, as warranted until resolution is reached. TKE will complete all necessary calculations to support th e City’s position. TKE utilizes a proactive dispute avoidance program. Once an issue is identified, TKE works diligently to resolve it as timely as possible. The weekly meetings will also be used to avoid or resolve these disputes.
If required, TKE will perform labor compliance interviews and verification of labor compliance for the project with each payment request submitted. Should deficiencies be noted, corrective action will be requested from the contractors prior to payment release.
Deliverables: RFI and RFC R esponses, Change Orders, Budget Reports, Labor Compliance Reporting and Staff Report
Task No. 6 – Pay Requests
Each month, TKE will review the construction payment requests submitted by the contractors for work completed and the construction schedule. We will review the work completed and payment requests to ensure that the quantities and amounts requested reflect the actual work completed. After each request has been reviewed (and revised if necessary), we will approve it and forward it to staff for approval and payment along with a written statement of completed review. We will also submit a monthly status report with each payment request that will advise the City of compliance with the project schedule.
TKE will track and log any Preliminary and Stop Notices prior to each month’s progre ss payment. If any stop notices have been issued, we will direct the Contractor to rectify the notice and provide proof of the rectification prior to release of payment.
TKE will also provide monthly reports highlighting project progress, change orders, c ost issues, and schedule.
Deliverables: Payment Requests and Budget Reports
Task No. 7 – Construction Surveying
TKE will provide construction staking services for the project. Construction staking will include site control to develop control and establishment of centerline monumentation and elevation’s for City’s benchmarks around the site to be utilized during construction. In addition, we will provide staking and grade sheets as necessary for all items required for construction including but not limited to, clearing and grubbing, rights-of-way, temporary construction easements, rough grading, asphalt concrete and PCC demolition limits, conduit installation, vaults, manholes, sewer pipe, street lights, traffic signal poles, curbs, median curb, walkways, ramps, driveways, fences, walls, asphalt concrete pavement blue tops and relocation of private property improvements. In addition, we will tie out all monumentation on the project site prepare temporary monument tie sheets and reinstall all removed monumentation with new tie sheets.
Deliverables: Construction Stakes and Grade Sheets
City of Fontana - Mr. Jeffrey Kim, P.E. (Continued)
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Task No. 8 – Agency Coordination
TKE’s Construction Manager will review permitting and coordinate with appropriate City and utility agencies affected by the work. We will coordinate project schedules and work progress affecting the project with each appropriate agency. If appropriate, the Construction Manager will invite affected agencies to attend the weekly progress meetings to review the project schedule, summarize project requirements and discuss them at these weekly meetings.
Deliverables: Agency Coordination
Task 9 – Project Close-Out
After project construction is essentially complete, we together with City staff, will field review the project and prepare a construction deficiencies list (punch list) of items requiring remedial work. After all deficiencies are corrected, our Construction Manager will prepare a letter, recommending acceptance of the project. Once the remedial work is completed, TKE will review and process the final project invoice.
TKE will assist the City to identify, track and monitor the completion of warranty work prior to the construction completion date. We will obtain lien waivers, bonds, g uarantees, warranties, if required, and other documents required by the Contract Documents for final Contract Closeout.
In addition, we will prepare the Notice of Substantial Completion to establish the date for the commencement of contract warranty peri ods and acceptance of maintenance responsibility by City. We will provide the Contractor with a list of any remaining incomplete work requirements to be completed prior to Final Completion.
After all project requirements have been completed, we will prepare a “Notice of Completion” report documenting the final completion of the project and acceptance of the project improvements by the City.
We will forward copies of all records in digital and hard copy format (CD ROM and mylar) and we will prepare a summary of construction changes, final cost, and schedule revisions.
Deliverables: Punch List, Final Payment, Project Records, and Notice of Completion FEE
TKE’s fee to provide the scope of services described above is shown on the attached fee table breakdown. TKE will invoice monthly in accordance with our rate schedule and will not exceed our fee without prior approval from the City.
TKE’s scope is based off construction management for a construction period of 30 0 working days and was developed based on our understanding of the project plans and specifications.
Again, thank you for the opportunity to submit our proposal to provide professional surveying services. If you have any questions, please contact me at (951) 680-0440.
Sincerely,
Terry Renner, P.E., Q.S.D.
Senior Vice President
TKE ENGINEERING, INC.
Attachment: Fee Table Breakdown
Total
Task No. Task Hours $ Hours $ Hours $ Hours $ $
Scope of Services
Task 1 - Preconstruction Meeting 6 900$ 8 1,040$ 2 150$ -$ 2,090$ Task 2 - Material Submittal Review 24 3,600$ 72 9,360$ -$ -$ 12,960$ Task 3 - Records Management 8 1,200$ 24 3,120$ 60 4,500$ -$ 8,820$ Task 4 - Construction Meetings 120 18,000$ 240 31,200$ 30 2,250$ -$ 51,450$ Task 5 - Construction Management 2) 1,080 162,000$ 650 84,500$ 210 15,750$ -$ 262,250$ Task 6 - Pay Requests 28 4,200$ 56 7,280$ -$ -$ 11,480$ Task 7 - Construction Surveying 8 1,200$ 8 1,040$ -$ 480 110,400$ 112,640$ Task 8 - Agency Coordination 40 6,000$ 40 5,200$ 8 600$ -$ 11,800$ Task 9 - Project Close-Out 24 3,600$ 40 5,200$ 8 600$ -$ 9,400$ Subtotal: 1,338 200,700$ 1,138 147,940$ 318 23,850$ 480 110,400$ 482,890$ Reimbursables (@2%)1.): 9,658$
Rates: Construction Management Total: 492,548$
Construction Manager 150$ /HR
Assistant Construction Manager 130$ /HR Notes:
Clerical 75$ /HR 1.) Reimbursables Include Cost for Prints, Copies, Mileage, Etc.
Survey Crew 230$ /HR 2.) Assumes Construction Period of 300 Working Days TKE Engineering, Inc.
Clerical Survey Crew
City of Fontna
Professional Construction Services for Sierra Avenue Widening Project Consulting Engineering Fee
Construction Manager
Assistant Construction
Manager