1 FIRST AMENDMENT TO THE
PROFESSIONAL SERVICES AGREEMENT
BETWEEN THE CITY OF RIALTO
AND
SOUTHSTAR ENGINEERING AND CONSULTING, INC.
1. PARTIES AND DATE.
This First Amendment to the Professional Services Agreement ( “First Amendment”) is made and entered into this May 10, 2022, by and between the City of Rialto (“City”) and Southstar Engineering and Consulting, Inc. , (“Consultant”). City and Consultant are sometimes individually referred to as “Party” and collectively as “Parties” in this First Amendment.
2. RECITALS.
2.1 Agreement. City and Consultant entered into that certain Professional Services Agreement dated September 14, 2021 , (“Agreement”), whereby Consultant agreed to provide professional services related to Construction Management, Inspection, Community Outreach, Labor Compliance, and Geotechnical and Materials Testing Services to the City for construction of the 2020/2021 Street Overlay & Reconstruction Project, City Project No. 180807.
2.2 Amendment. City and Consultant desire to amend the Agreement by this First Amendment to include additional tasks for the project as set forth in “Exhibit A”, to extend the term of the Agreement, and to increase the total amount of compensation for the Agreement.
3. TERMS.
3.1 Description. The following paragraph is hereby added to Section 1 of the Agreement:
“The additional services to be provided pursuant to this First Amendment to the Agreement are more particularly described in “Exhibit A”, attached hereto and incorporated herein by this reference.”
3.2 Scope of Work. The following paragraph is hereby added to Section 2 of the Agreement:
“Consultant’s scope of work for the additional services included in this First Amendment to the Agreemen t is
described on “Exhibit A”, attached hereto and incorporated herein by this reference.”
2 3.3 Payment Terms. The following paragraph is hereby added to Section 3 of the Agreement:
“Consultant shall be compensated for the additional services included in the First Amendment to the Agreement as set for in “Exhibit A”, attached hereto and incorporated herein by this reference, which shall not exceed $1,143,369.12 (One Million One Hundred Forty -Three Thousand Three Hundred Sixty - Nine Dollars and Twelve Cents). The total compensation to the amended Agreement shall not exceed $1,243,369.12
(One Million Two Hundred Forty -Three Thousand Three
Hundred Sixty-Nine Dollars and Twelve Cents).”
3.4 Time for Performance. The following paragraph is hereby added to Section 4 of the Agreement:
“The additional services included in the First Amendment to the Agreement as set for in “Exhibit A”, attached hereto and incorporated herein by this reference, shall begin immediately upon the City Council’s approval of the First Amendment and shall be com pleted within three hundred (300) days of its approval.”
3.5 Continuing Effect of Agreement. Except as amended by this First Amendment, all provisions of the Agreement shall remain unchanged and in full force and effect. From and after the date of this First Amendment, whenever the term “Agreement” appears in the Agreement, it shall mean the Agreement as amended by this First Amendment.
3.6 Adequate Consideration. The Parties hereto irrevocably stipulate and agree that they have each received adequate and independent consideration for the performance of the obligations they have undertaken pursuant to this First Amendment.
3.7 Counterparts. This First Amendment may be executed in duplicate originals, each of which is deemed to be an original, but when taken together shall constitute but one and the same instrument.
3.8 Conflict of Interest . Pursuant to Rialto Municipal Code section 2.48.145, Consultant represents that it has disclosed whether it or its officers or employees is related to any officer or employee of the City by blood or marriage within the third degree which would subject such officer or employee to the prohibition of California Government Sections 87100 et. seq., Fair Political Practices Commission Regulation Section 18702, or Government Code Section 1090. To this end, by approving this Agreement, Consultant attests under penalty of perjury, per sonally and on behalf of Con sultant, as well its officers, representatives, that it/they have no relationship, as described above, or financial interests, as such term is defined in California Government Section 87100 et. seq., Fair Political Practices Commission Regulation Section 18702, or Government Code Section 1090, with any City of Rialto elected or appointed official or employee, except as specifically disclosed to the City in writing.
3 3.9 Corporate Authority . The persons executing this First Ame ndment on behalf of the parties hereto warrant that (i) such party is duly organized and existing, (ii) they are duly authorized to execute and deliver this First Amendment on behalf of said party, (iii) by so executing this First Amendment, such party is formally bound to the provisions of this First Amendment and (iv) the entering into this First Amendment does not violate any provision of any other agreement to which said party is bound.
[SIGNATURES ON FOLLOWING PAGE]
4 IN WITNESS THEREOF, the parties have caused their authorized representative to execute this agreement the day and year first above written.
CITY OF RIALTO SOUTHSTAR ENGINEERING AND
CONSULTING, INC.
By: By:
Marcus Fuller Name & Title
City Manager
Attest:
By:
Name & Title
By:
Barbara McGee
City Clerk
Approved as to Form:
Burke, Williams & Sorensen, LLP
By:
Eric S. Vail **Two signatures are required if a
City Attorney corporation**
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B.1
Southstar key team members, under the leadership of Mr. Abuelhassan, PE, MS, QSD, have a clear understanding of the public contracting and capital improvement projects processes. Southstar has relevant construction management and inspection experience in the local area including the City of Corona, Moreno Valley, Riverside, Murrieta, Fontana, Ontario and as far as Palm Desert, Palmdale, La Quinta and Indio. Southstar provides a holistic approach that encompasses every detail of the project.
APP ro ACH AND MANAGEMEN t P l AN
Our approach takes into consideration the traveling public, nearby residents, surrounding businesses, all stakeholders, and the environment to ensure complete satisfaction with the final product. our goal is to complete these projects in a safe, high quality, cost effective, and time efficient manner. Meeting the project goals starts with early and effective communication with project stakeholders, local residents, local businesses, utility owners and other affected local agencies. Our team will develop a project specific communication plan for each project to maintain an effective and transparent level of communication with all the stakeholders. We will also develop a customized quality assurance plan (QAP), specific to meet the needs and requirements of these projects, Caltrans, and the City of Rialto, and we will ensure that uniform quality assurance procedures are adhered to. The plans will include procedures and designated responsibilities for construction management services including: project start-up, project organization, review of plans and specifications, constructability reviews, bid solicitation and award assistance, pre-construction meetings, document control, labor compliance, schedule reviews, construction inspection, community outreach, safety, inspection procedures, independent assurance testing and project close out - all for both projects. Southstar will provide services from the pre-construction through the post-construction phases of the projects all in conformance with the contract documents and all City, County, Federal, and State requirements. The proposed project approaches to each one of these stages is listed in the sequential order of activities and in the following pages. sEQUENti A l list o F AC ti V iti E s
The tasks identified in the scope of work require, with varying time commitments (full time to once a month). The staffing of /Resident Engineer/ SWPPP (RE), Assistant RE/Office Engineer (AREOE), Lead Construction Inspector(s) (CI), and a Public Outreach Liaison (POL), Labor Compliance Manager (LC), Scheduler (S), Materials Testing and Source Inspection (MT), Utility Coordinator (UC) and Quality Assurance Manager (QAM) will be needed, and the same staff used for both projects.
The staffing plan is presented with the ability to eliminate positions as the City prefers during the cost negotiation phase of the Contract. The personnel assigned to these roles are listed on the Organization Chart. Described below are the activities involved in delivering the tasks in the general order they will occur.
ACTIVITY - (ALL ACTIVITIES APPLY TO BOTH PROJECTS) PERFORMED BY Phase i - Pre-Bid Activities
Detailed Constructability review of the 100% PS&E package with in-depth field review to determine constructability RE/ARE/OE/ CI
Review RE Pending file and Project History and Background with Designer RE/ARE Set up and maintain all project files in accordance with the Caltrans Manual ARE/OE Coordinate utility relocations with private owners and confirm completion before issuing the
NTP RE/UC
Conduct coordination meetings with Stake Holders RE/POL Conduct meetings with affected stakeholders and utility companies RE/UC Conduct Community Meetings and perform Public Outreach activities POL/RE Pre-construction Utilities Relocation Coordination RE/UC Phase ii - Construction Bid support Activities (if requested by the City) Prepare documentation in accordance with City Guidelines and Caltrans LAPM for advertisement, award and construction (if required by the City) RE/OE Respond to bidder’s questions and issue addenda RE/OE
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ACTIVITY - (ALL ACTIVITIES APPLY TO BOTH PROJECTS) PERFORMED BY Conduct Pre-bid meeting with prospective bidders RE/OE
Attend the bid opening and analyze the bids for accuracy and compliance RE/OE Recommend the award of the construction contract and attend Authority meetings, as required RE/OE Phase iii - Construction support Activities
Pre-Construction Activities
Assemble staff, prepare project specific Safety Plan and Quality Management Plan and conduct safety training RE
Conduct pre-construction meeting RE/CI/OE
Administer construction contract between City and Contractor and material testing firm RE/ARE Submittals and samples review and approval RE/SR/CI/OE
SWPPP Review and Approval RE/ARE/OE
Construction Activities
SWPPP Inspection RE/CI
Environmental Mitigation Plan compliance inspection CI
Daily field inspection CI
field activity documentation and reporting RE/CI
Measure item quantities for progress payment RE/CI/OE
Traffic Control Monitoring CI
Coordination of surveying and materials testing requests and reports RE/CI Project Site Meetings RE/ARE
Records filing and control ARE/OE
Processing construction change orders RE/ARE
Coordination of construction activities with Utility Owners, Local Agencies and the Public RE/ARE/POL Conduct public outreach activities RE/POL
Budget review, monitoring and cost control RE
Respond to Contractor’s Requests for Information RE/ARE Project photo and video diary and documentation CI/POL
Monthly Activities
Labor Compliance Verification, EEO Verification and UDBE Verification LC/ARE Prepare Consultant Progress Report (weekly and monthly) RE/ARE Review Contractor’s CPM schedule RE/ARE
Prepare monthly progress payment RE/ARE/OE/CI
Assist with reimbursement requests to Caltrans Local Assistance and other federal Agencies if Required RE/ARE/OE
Conduct Quality Assurance audits PIC
Post-Construction Activities
Prepare punch-list CI/RE
final estimates and payment to Contractor RE/ARE
Prepare as-built plans CI/ARE/RE
Archive project records RE
sCHEDU lE o F t A sK s
The schedule on the following page outlines how the proposed work can be accomplished within a reasonable duration for the various major items to be accomplished.
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PHA sE i – P rE-C oNstr UC tio N r EV iEW o F P l AN s, s PEC iFiCA tio Ns, AND E sti MA tE
It is understood that the City will award two separate contracts — one for each of the Projects along Riverside Avenue.
During this time Mr. Abuelhassan will lead the required staff to perform the necessary pre-construction services.
If the construction contract is not awarded before this phase starts, Mr. Abuelhassan will lead the team members and be involved as needed to provide pre-construction constructability review services. These services will, at a minimum, include participation in a detailed independent review of the 100% PS&E package with an in-depth field review to determine constructability and include a detailed review of all available documents and reports on the project. This involves the review of existing geotechnical reports and maps, proposed project schedule and number of contract days, site drainage adequacy, ADA compliance, permits and environmental commitments requirements, constructability and bid-ability, bid schedule and engineer’s estimate and traffic control. The detailed review will also include possible consolidation of construction stages to allow for early completion of the project.
Southstar will also provide schedule management and monitoring during this phase. Southstar will maintain all project files in accordance with Caltrans guidelines and as directed by the City Project Manager. The Southstar team will also coordinate all necessary field and office project meetings during this phase including agenda preparation, inviting attendees, meeting minute’s preparation and distribution and issues follow up and resolution.
During this phase, as required by the City, our team will provide support in the preparation of Requests for Proposals (RFP’s) for any additional specialized services for the Project.
PHA sE ii – C oNstr UC tio N MANAGEMEN t APP ro ACH
Tasks included in this phase will include: resident engineering, construction management, construction administration, scheduling, construction observation/inspection, materials testing, source inspection, environmental monitoring, and public outreach. Mr. Abuelhassan will be responsible for coordinating all materials testing and source inspection services during construction. All services shall be in accordance with City of Rialto Guidelines and the Caltrans Local Assistance Procedures Manual, the Los Angeles County Special Provisions, the Caltrans Construction Manual, and the Caltrans Construction Manual Supplement for Local Agency Resident Engineer. safety | Nothing is more important than the safety of the construction team and the public. The team will ensure conformity to all safety provisions in the OSHA Construction and Safety Manual. A project specific safety plan will be prepared prior to start of construction and every team member will be required to read, sign and implement the Project Safety Plan. In addition, weekly tailgate safety meetings will be held for the project team and topics relevant to ongoing and upcoming construction activities will be covered at those meetings. sWPPP | Mr. Abuelhassan is a registered QSD and Mr. Mike Smith is a registered QSP. They will be responsible for verifying water pollution control regulations, erosion and sedimentation processes, BMP installation and maintenance, dewatering operations, sampling and analysis, contract administration for water pollution control, and reviewing storm water pollution prevention plans. Team members are required by Mr. Abuelhassan to provide recommendations for improvements to the BMP installation and functionality on a daily basis during their regular inspection activities.
Environmental Compliance | Mr. Abuelhassan will coordinate with the approved environmental consultant for all environmental compliance and inspections depending on the requirements needed in the Projects’ environmental document.
reporting | The Southstar team will provide the City with project status reports on a weekly and monthly basis and as requested by the City. The weekly reports will provide a summary of the activities completed the previous week, ongoing activities for the current week and scheduled activities for the following week. This report will also include any field conflicts and issues that may have arose during the week. The monthly reports will describe the status of the project’s budget, schedule, submittals, change orders, claims in process and current and anticipated work progress. Earned Value reports will be available to the City as part of project tracking in order to maintain both schedules and move to completion.
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Coordination Meetings | the best way to resolve conflicts is to prevent them with effective communication. During the construction phase, Mr. Abuelhassan will coordinate meetings with the City, design engineer and all stake holders leading up to the pre-construction meeting. Agendas of meetings will be prepared and distributed as well as meeting minutes.
Mr. Abuelhassan will conduct weekly progress meetings with the contractor to address the status of the project and project issues. The team will prepare and distribute agendas, minutes, and an issues log. The meeting will be attended by representatives from the City, Contractor, Caltrans (when applicable), utility owners, and other stake holders as applicable. Some attendants will not be required to attend every meeting and will only be invited when their respective input is required. During these meetings, the status of submittals, RFIs, CCOs and project issues will be reviewed and updated.
submittals | The Southstar team will review project submittals, such as the Storm Water Pollution Prevention Plan (SWPPP), asphalt and concrete mix designs, excavation plans, shoring plans, shop drawings, material suppliers, material sites, etc. The team will also approve or recommend approval of, subject to delegation of authority from the City, other documents requiring review and approval.
requests for information | The Southstar team will respond to Contractor’s Requests for Information (RFI’s) or forward them to the design engineers as necessary. A weekly tracking report listing new, resolved, and outstanding RFI’s will be prepared by the team, submitted to the City, and will be discussed at the weekly progress meeting with the contractor. labor Compliance | The Southstar team will verify compliance with Federal and State labor laws by reviewing contractor’s certified payroll records, and performing worker interviews. Our proposed labor compliance officer, Mr. Ramon Carlos, has extensive experience working with various local cities and public agencies. He understands the significance of protecting the wages, benefits, and employment rights of staff on the project.
Progress Payments | The Southstar team will administer contractor’s progress payments, based on measurements and quantities calculated in the field, subject to the City’s audit and delegation of approval. team inspectors are required by Mr. Abuelhassan to prepare daily quantity sheets for all payable items installed on any given day. These quantity sheets will provide specifics on each pay item performed on that day with location and measured units in place. Any progress estimate prepared by our team will be a comprehensive stand alone document with all necessary backup documentation authorizing the expenditure on each bid item.
Project schedule | The Southstar team will review and approve the Contractor’s Critical Path Method (CPM) schedule.
Southstar is fully able to use Primavera P6 and Microsoft Project software to review, monitor, and analyze the contractor’s schedule. Updates to the schedule will be reviewed monthly against the project baseline schedule, progress will be verified and any potential issues causing delay to the project will be identified and mitigated ahead of the delay actually occurring.
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Document Control | Southstar follows a Caltrans compliant standardized filing and document control system. The team will document all communications with the contractor in correspondence and daily diaries. The team will receive all correspondence, prepare and transmit responses and coordinate with applicable parties as required. All project filing will be in compliance with the Caltrans Local Assistance Procedures Manual, Caltrans Construction Manual and with any City filing system requirements.
Cost r eduction Proposals | The team will monitor and manage the initiation, preparation, review, and justifications for project cost reduction proposals Any proposal will be thoroughly reviewed by the team and discussed with the City for potential implementation after establishment of merit.
Change o rders | Contract Change Orders (CCO’s) can be requested by the contractor after the discovery of a field conflict or can be initiated by the City for a change of scope. The team will determine the merit, scope, estimated cost and schedule impacts to the project as a result of potential contract change orders requested by the contractor, and provide recommendations to the City. The team will also negotiate change orders as directed by the City in case there is addition or change in scope by the City. All change orders will be monitored and logged in the CCO Log that will be created, maintained and updated by Mr. Abuelhassan.
Claims | Southstar team members have successfully managed hundreds of projects without contractor claims. The team will partner with the contractor to ensure that excellent communications and working relationships are established at the beginning of the project and will continue during the life of the project among all project stakeholders. The team will focus on solving and documenting issues to avoid the need for the contractor to file claims. In the event that claims become unavoidable, the team has the ability to tap into expert resources to eliminate or minimize impacts to the project’s cost and schedule.
office Engineering | The Office Engineer, is the focal point for proper and accurate project documentation on all construction projects. Mr. Abuelhassan will be supervising Mr. Philip Hannawi, PE, QSD our team’s proposed Office Engineer. Mr. Hannawi will be performing the office engineering responsibilities as he done so on recent and relevant projects. Mr. Hannawi, PE, QSD, is a former City of Riverside Principal Engineer and during his 40 year tenure at the City of Riverside, Mr. Hannawi participated in 4 major grade separation projects. He provided project management and office engineering services on many recent projects working hand in hand with Mr. Abuelhassan. Mr. Hannawi will be applying his decades of experience to achieve proper and accurate documentation of all project activities. Additionally, Mr. Shuhui (Steve) Liu, PE will be also be available to assist on any office engineering tasks, as-needed.
Construction o bservation and i nspection | As part of the quality control process, field Inspectors are the first line of defense on any construction project. It is important to have seasoned and experienced field inspectors in the lead of any field activities to ensure contractor’s compliance with the plans and specifications and to provide a quality product to the City, Caltrans and the motoring public. it is also critical for proper documentation of all field activities to maintain accurate measurement and payment records on all Contract i tems. The Southstar team is comprised of seasoned construction management personnel with many years of individual experience on projects such as this one. Our proposed senior inspector, Mr. Mike Smith, have completed complex interchange projects of their own and have supported Mr.
Abuelhassan in delivering successful projects. Mr. Smith will be engaged in the construction phase from day 1 and will be on the projects until the completion of construction.
Drainage | Proper on-site drainage is critical for the safety of the public and the constructed facilities. It is very important to maintain working drainage facilities during construction to prevent flooding of the project site local streets and to construct the new facilities with the ultimate conditions in mind. The projects propose to construct/modify drainage systems with various pipe sizes and materials and drainage structures. Mr. Mike Smith is heavily experienced in the construction of drainage facilities and systems in accordance with the Caltrans Standard Plans, Green Book and the contract documents.
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PHA sE i V – P ost C oNstr UC tio N s UPP ort
Southstar will perform all construction management and administration necessary for closing out the project to assure contract compliance and Federal reimbursement as outlined in Caltrans Local Assistance Procedures Manual. The following is a brief description of some of the major aspects of this work:
item Close- out | All open contract items will be closed out and balanced. Item overruns and underruns will be resolved with the Contractor. Contract Change Orders to adjust item prices will be created if necessary.
Claims r eport | Mr. Abuelhassan will prepare a Claims Report, in accordance with the Caltrans Construction Manual, for each claim that is outstanding and unresolved at the end of the construction project.
Proposed Final Estimate | Mr. Abuelhassan will prepare the Proposed Final Estimate and obtain Contractor’s concurrence. This document shall be provided after resolution of any open claims.
Project report | Mr. Abuelhassan will create a Project Report that identifies the construction of the project, the final cost of construction including construction management and administration, a list of all Contract Change Orders, a list of Construction Claims and the result of each after resolution, and photo and video documentation of construction.
As-Built Drawings | The Southstar team will maintain a red-lined set of “As-Built” plans in the construction field office documenting as-built conditions. At the end of construction, our team will coordinate with the Designer the preparation of a set of original As-Built corrections in accordance with Caltrans Local Assistance Procedures Manual and City Requirements. As- Built plans for roadway items shall be in accordance with Caltrans standards. As-Built drawings will be reviewed to confirm all changes to the plans are accurately documented. They will then be transmitted to the designer to be updated into the electronic plan set with Mr. Abuelhassan’s signature and transmitted to the City for archiving.
Project files | Project files will be transmitted to the City along with a final project report. Project files will be neatly arranged, labeled and boxed for storage. All electronic files from the field office server will also be transferred to an external storage drive and will be provided to the City for retention with the Project records.
Project Close-out | The Southstar team will deliver a final completed project to the City which is in compliance with the plans, specifications, and estimate (PS&E) package, and all applicable codes, permits and standards. The team will perform final inspections and issue punch-lists of incomplete work, monitor punchlist completion, coordinate final project acceptance with the City and other stake holders, close out the projects’ files and turn them over to the City with the projects’ as-built plans and work with the City in coordinating and filing all invoicing to ensure proper and full reimbursement of funds.
QUA lity C oN trol P ro Gr AM
Pre-construction Phase | Mr. Abuelhassan will prepare a Project Specific Quality Control Plan where standards of quality are thoroughly discussed, including the expectations of the Resident Engineer and requirements of the specifications, plans, and Caltrans Construction Manual. The plan will be shared with the Caltrans construction oversight team before it is finalized. Once finalized, every team member will be required to review and sign the Quality Control Plan and Mr. Abuelhassan will ensure that all team members strictly adhere to quality requirements and fully comply with such plan.
Construction Administration Phase | Our team will independently review the documents in our project files to make sure that we are accurately documenting the work and have all of the quality processes in place including test results, daily reports and back up for estimates and monthly progress payments to the contractor. We will verify that all materials have been inspected or released prior to incorporation and that all testing frequencies are met for the variety of materials used. We will perform independent checks of quantities for estimates to make sure proper payments are made and cross check the materials certifications or releases match the quantities placed and eventually paid for. schedule Control | Schedule control starts with the contractor’s submittal of a baseline schedule, approval of this schedule and then the subsequent timely schedule updates. Once these are approved, they will be checked against actual PAGE 13
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activities in the field and any discrepancies noted. The contractor must have a narrative for any changes between monthly updates and we will carefully scrutinize these. We will also require the contractor to provide a 2-4 week look-ahead schedule that will allow for weekly planning of inspections, materials testing and plans for off-site inspections if needed.
All of these activities will be discussed in our weekly meeting with the contractor and during the work week.
Inspectors will be responsible for monitoring the quantities of materials placed and will incorporate with the monthly estimate, noting the progress of the work and percent complete for each item that they are responsible for. Additional reports are available to determine the earned value progress of the project, a truer sense of progress than just dollars versus time. All the information as it is compiled and becomes available will be shared with the City Project Manager and will be included in the monthly Progress Report provided to the City.
Budget Control | Catching issues early and resolving them will be every team member’s responsibility. This proactive mindset will assist in keeping the project within budget and schedule because problems are not hidden and impacts can be anticipated in advance. Each month we prepare progress payments for all work completed by the contractor for review by the Resident Engineer and the City Project Manager.
Each progress payment is linked to the previous payment, and we verify that the Contractor only receives payment for pay items or change order extra work bills that the contractor is entitled to. Likewise, we will review certified payrolls, DBE reports and EEO records as applicable to ensure labor compliance. We also review progress reports, lien waivers, inventory of materials-on-hand, quantity surveys and monthly schedule updates. Retention and other applicable deductions are reviewed to verify they are properly recorded on each progress pay estimate. All bid items over/under runs will be closely monitored and shared with the City before any item approaches the 25% increase/decrease mark. Proper inspection will yield expected quality of materials and workmanship along with the proper testing of the materials. Our methods start with hiring and selecting excellent staff for construction inspection continues through a comprehensive training program that can get inspectors up to speed on any work assignment and concludes with our quality maintenance processes.
Effective change order administration is imperative for controlling cost and schedule on a construction project. The goal is to provide timely direction to the contractor while assuring that the costs of changes are fair and reasonable to both the contractor and the City. Issues may arise that have the potential for leading to claims. We minimize and avoid potential disputes by staying involved with the project and listening to the concerns of all project stakeholders. Our intent is to meet with the contractor and resolve issues without delay and at the lowest possible level. We also recognize the importance of maintaining proper documentation pertaining to any dispute. If a dispute develops into a claim, we will review the dispute or claim, determine additional analysis to be performed, decide on merit and provide recommendations to the City. We have a history of resolving issues prior to completion of the project and we are skilled at examining issues along with related specifications and maintaining detailed project documentation which mitigates potential claims from the Contractor. All relevant information as it is compiled and becomes available will be shared with the City Project Manager and will be included in the monthly Progress Report provided to the City.
Quality Assurance | Mr. Abuelhassan will review the documents in our project files to make sure that we are accurately documenting the work and have all of the quality processes in place including test results, daily reports and back up for estimates and monthly progress payments to the contractor. We will verify that all materials have been inspected or released prior to incorporation and that all testing frequencies are met for the variety of materials used. We will perform independent checks of quantities for estimates to make sure proper payments are made and cross check the materials certifications or releases match the quantities placed and eventually paid for. In the following tabulation, a summary of the quality control program as envisioned by our team is presented.
PUB li C oU tr EACH
Southstar is proposing public outreach support with unrivaled experience in community outreach and public education and awareness programs. Lead by Vanessa Barrientos, bilingual, our team will provide community outreach support for the project. Our team will ensure that accurate information regarding this project reaches targeted businesses and the community in a timely, cost-effective manner. “An informed public is generally a cooperative public.” Communication platforms are always tailored to the needs of the community.
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Purpose | We understand that this project warrants a Public Outreach Plan (Plan) that will be the road map for stakeholders to navigate through construction and support the project. It is intended to become a working document detailing new developments, tracking the progress, and ultimately serving as the primary resource to assist the agency in successfully keeping the public informed about the project through to project construction.
Community o utreach Goals and o bjectives | This public awareness plan will help share project/closure information, identify significant project issues, concerns and expectations. The goal of community outreach is to build trust and secure public support. Specific objectives are to:
• Provide a regional-bilingual public awareness of the project • Provide a consistent, two-way communications approach. • Ensure that the community understands the project need and benefits • Improve the understanding of specific stakeholder concerns. • Develop bilingual collateral material
• Partner with local agencies
Work Plan Approach | While it would seem practical to duplicate other successful public outreach programs we have delivered for other clients, our team does not believe in the “cookie-cutter” approach. We understand the project has a unique community with varying needs, and require a public outreach program that is customized to fit the community. This approach includes research, planning, strategic implementation, and thorough evaluation with measurable objectives; all with a personal, humanized approach.
research: Our team will research, as-needed, the project’s target audience because a strong communication is key to obtaining trust. We understand the City has 73% Hispanic or Latino Origin community members. Our communication plan will correspond to the character of the project area’s community. Collateral materials will be developed to communicate efficiently to stakeholders and ensure that methods of communication meet the needs of those individuals/groups.
1. Riverside Avenue - South of I-10 to Santa Ana River Project No. 180807 a. Commercial Businesses
b. High truck traffic - dispatchers.
c. Blue Birds - School business
d. Shopping Center
e. Coordination with City of Colton
2. Riverside Avenue - South of SR-210 to Foothill Avenue a. Residential
b. Omnitrans Transit
c. Shopping Center
d. Fire Station 202
e. Church
3. Riverside Avenue S/O Galway Street to N/O East Street a. Shopping Center
b. Residential
c. Coordination with Caltrans PIO
d. Fire Station 202
73%
Hispanic or
Latino Origin
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Planning: Based on the research above, our team
has developed a draft outreach plan with effective
communication tools that will be utilized as the schedule progresses. The plan will be a living document that will adjust according to the schedule and needs.
implementation: Upon the approval of the public
awareness campaign plan, our team will implement
elements of the outreach plan as directed by the
agency. The implementation process will be primarily
in the beginning of the project as it continues to develop collateral material and disseminate according to the
schedule.
Evaluation: As the project moves forward, task
elements of the outreach plan will be evaluated from
different perspectives - the level of need and the value to the project. Our monthly logs and reports will assist the agency in making this decision.
Quality Control | Collateral material and internet
content is the face of the project and agency goals. Our team utilizes the flowchart below to deliver technical
quality, with qualified professionals overseeing specific and well-defined project assignments. Our partnering
approach that improves communication and respect
between all project parties.
City of Rialto RFP No. 21-054
Project No. 180807
** SEPARATE CONSTRUCTION **
SURV.
(QA)
Total
HOURS TOTAL FEE
Hours $ 225 Hours $225.00 Hours $179.00 Hours $189.00 Hours $170.00 Hours $165.00 Hours $145.00 Hours $141.00 Hours $118.71 Hours $213.42 Hours $123.56 Hours $141.17 Hours $ 77.77 $ 50,000 $ 25,000 $ 1 Perform Constructability Review
a. Review contract documents 20 30 20 40 $ 14,830.00 b. Value Engineering 25 35 25 $ 13,500.00
45 65 20 65 $ 28,330.00
2 Pre-Construction Services 0 $ - a. Bidding/Award assistance 7 7 $ 1,462.50
b. Develop Construction Management Plan 7 7 $ 1,462.50 c. Pre-construction meeting 7 7 $ 1,462.50
d. General Project discussion/forms 7 7 $ 1,462.50 e. Prepare and distribute meeting minutes 7 7 $ 1,462.50 f. Construction notifications/outreach 7 7 $ 1,462.50 g. Construction schedule 7 7 $ 1,462.50
3 General Construction Management 0 $ - a. Digital photography/videotaping 12 7 7 26 $ 5,276.00 b. Construction management/direction 12 7 7 26 $ 5,276.00 c. Submittal review 12 7 7 26 $ 5,276.00
d. Project communications 12 7 7 350 376 $ 56,026.00 e. Calculations, records, reports, and correspondence 12 7 7 26 $ 5,276.00 f. Coordinate/monitor construction inspection 12 7 7 26 $ 5,276.00 g. Coordinate/monitor materials testing 12 7 7 26 $ 5,276.00 h. Coordinate/monitor construction staking/QA 12 7 7 26 $ 5,276.00 i. Ensure contractor compliance 12 7 7 26 $ 5,276.00 j. Complaints and inquiries 12 7 7 26 $ 5,276.00 k. Requests for Information (RFIs) 12 7 7 26 $ 5,276.00 l. Contract Change Orders (CCOs) 12 7 7 26 $ 5,276.00 m. Contractor payments 12 7 7 26 $ 5,276.00 n. Maintain logs and records 12 7 7 26 $ 5,276.00 4 Inspection Services 0 $ -
a. Continuous construction inspection 390 390 520 120 1420 $ 251,720.00 b. Monitor materials testing/construction staking 130 130 260 $ 47,840.00 c. Daily inspection reports/video/photography 130 130 260 $ 47,840.00 d. Monitor and document construction progress 130 130 260 $ 47,840.00 e. Monitor and document NPDES compliance 130 130 260 $ 47,840.00 f. Pay quantities/progress pay estimates 130 130 260 $ 47,840.00 g. Right-of-way compliance 130 130 260 $ 47,840.00 h. Verify construction staking 10 10 20 $ 3,680.00 5 Materials/Acceptance Testing Services (On-Site) 0 $ - a. Materials/acceptance testing 1140 55 55 82 76 0 $ 171,349.76 b. Provide tools and equipment 0 $ - c. Provide certified/licensed personnel 0 $ - d. Materials testing documentation 0 $ - e. Stainless steel materials acceptance testing 0 $ - f. Glass acceptance testing 0 $ - g. Corian acceptance testing 0 $ - h. Certified welding acceptance testing 0 $ - i. Elevator acceptance testing 0 $ - 6 Material and Fabrication Acceptance Testing (Off-Site) 0 $ - a. Material fabrication testing 0 $ - b. Provide tools and equipment 0 $ - c. Provide certified/licensed personnel 0 $ - d. Materials testing documentation 0 $ - e. Bridge elements acceptance testing 0 $ - f. Traffic signal acceptance testing 0 $ - AMR
ABUELHASSAN-
CONSTRUCTION
MANAGER
$ $225.00
Task
No.
WORK TASK OR ITEM DESCRIPTION
RAMON CARLOS
-
LABOR
COMPLIANCE
$ $141.00
VANESSA
BARRIENTOS -
COMMUNITY
OUTREACH
$ $145.00
STEVE LIU -
ARE/INSPECTOR
$ $189.00
JASON
BENNECKE-
PROJECT
MANAGER
$ $225.00
MIKE SMITH -
LEAD
INSPECTOR
$ $179.00
SERGIO TOPETE
-
BACK UP
INSPECTION
$ $170.00
TYLER
GARRISON -
BACK UP
INSPECTION
$ $165.00
MATERIALS
TESTING
TECHNICIAN
$
MATERIALS
TESTING
PROJECT
MANAGER
$
MATERIALS
TESTING
PROJECT
ENGINEER
$
MATERIALS
TESTING FIELD
SUPERVISOR
$
MATERIALS
TESTING
ADMIN.
$
MATERIALS
TESTING LAB
FEES
PHASE 1
PHASE 2
SUBTOTAL PHASE 1
1 of 3
City of Rialto RFP No. 21-054
Project No. 180807
** SEPARATE CONSTRUCTION **
SURV.
(QA)
Total
HOURS TOTAL FEE
Hours $ 225 Hours $225.00 Hours $179.00 Hours $189.00 Hours $170.00 Hours $165.00 Hours $145.00 Hours $141.00 Hours $118.71 Hours $213.42 Hours $123.56 Hours $141.17 Hours $ 77.77 $ 50,000 $ 25,000 $ AMR
ABUELHASSAN-
CONSTRUCTION
MANAGER
$ $225.00
Task
No.
WORK TASK OR ITEM DESCRIPTION
RAMON CARLOS
-
LABOR
COMPLIANCE
$ $141.00
VANESSA
BARRIENTOS -
COMMUNITY
OUTREACH
$ $145.00
STEVE LIU -
ARE/INSPECTOR
$ $189.00
JASON
BENNECKE-
PROJECT
MANAGER
$ $225.00
MIKE SMITH -
LEAD
INSPECTOR
$ $179.00
SERGIO TOPETE
-
BACK UP
INSPECTION
$ $170.00
TYLER
GARRISON -
BACK UP
INSPECTION
$ $165.00
MATERIALS
TESTING
TECHNICIAN
$
MATERIALS
TESTING
PROJECT
MANAGER
$
MATERIALS
TESTING
PROJECT
ENGINEER
$
MATERIALS
TESTING FIELD
SUPERVISOR
$
MATERIALS
TESTING
ADMIN.
$
MATERIALS
TESTING LAB
FEES
g. Stainless steel space frame acceptance testing 0 $ - h. Corian cladding panel acceptance testing 0 $ - i. Travel 0 $ -
7 Survey/Construction Staking Services (N/A) 0 $ - a. Construction staking quality assurance (QA) $ 25,000 0 $ 25,000.00 8 Utility Coordination 0 $ -
a. Utility relocation matrix 13 13 $ 2,925.00 b. Utility/contractor coordination 13 13 $ 2,925.00 c. Utility permits 13 13 $ 2,925.00
d. Ensure utility relocation timeframes 13 13 $ 2,925.00 9 Quality Assurance 0 $ -
a. General construction 13 13 $ 2,925.00
b. Testing/inspection 13 13 $ 2,925.00
c. Materials verification/certifications 13 13 $ 2,925.00 d. Manufacturers’ tests 13 13 $ 2,925.00
e. Nonconforming work/materials 13 13 $ 2,925.00 f. Recommendations 13 13 $ 2,925.00
g. Special testing 13 13 $ 2,925.00
10 Safety 0 $ -
a. Safety and health requirements 20 20 $ 4,387.50 b. Contractor’s safety program 20 20 $ 4,387.50 c. Deficiency notifications 20 20 $ 4,387.50 d. Remediation 20 20 $ 4,387.50
11 Construction Change Orders (CCOs) 0 0 $ - a. Proposed CCO evaluation 26 26 $ 5,850.00 b. Independent cost estimates 26 26 $ 5,850.00 c. CCO schedule and budget impacts 26 26 $ 5,850.00 d. CCO negotiations, drafting, processing, and 26 26 $ 5,850.00 12 Construction Claims 0 $ -
a. Potential claim evaluation 16 16 $ 3,656.25 b. Potential claim documentation/correspondence 16 16 $ 3,656.25 c. Potential claim analysis/recommendations 16 16 $ 3,656.25 d. Potential claim negotiations 16 16 $ 3,656.25 13 Process Project Documentation 0 0 $ - a. Maintain Project documents 13 13 $ 2,961.19 b. Maintain As-Built plans 13 13 $ 2,961.19 c. Establish/implement processes/procedures 13 13 $ 2,961.19 d. Provide audit support 13 13 $ 2,961.19
e. Prepare correspondence 13 13 $ 2,961.19
14 Interface with Designer, Contractor, and City Consultants 0 $ - a. City representation 13 13 $ 2,961.19
b. Design engineer interface/coordination 13 13 $ 2,961.19 c. Ensure Design engineer/consultant time frames 13 13 $ 2,961.19 d. Design engineer/consultant coordination 13 13 $ 2,961.19 15 Daily and Weekly Reports 0 $ - a. Prepare daily reports 21 21 $ 4,737.91
b. Prepare weekly construction progress reports 21 21 $ 4,737.91 16 CPM Schedule 0 $ -
a. Baseline schedule 11 11 $ 2,368.95
b. Schedule updates/revisions 11 11 $ 2,368.95 c. Overall progress report to City 11 11 $ 2,368.95 d. Report non-conformance/delays to City 11 11 $ 2,368.95 e. Schedule recommendations 11 11 $ 2,368.95 f. Time Impact Analysis 11 11 $ 2,368.95
17 Facilitate Meetings 0 $ -
2 of 3
City of Rialto RFP No. 21-054
Project No. 180807
** SEPARATE CONSTRUCTION **
SURV.
(QA)
Total
HOURS TOTAL FEE
Hours $ 225 Hours $225.00 Hours $179.00 Hours $189.00 Hours $170.00 Hours $165.00 Hours $145.00 Hours $141.00 Hours $118.71 Hours $213.42 Hours $123.56 Hours $141.17 Hours $ 77.77 $ 50,000 $ 25,000 $ AMR
ABUELHASSAN-
CONSTRUCTION
MANAGER
$ $225.00
Task
No.
WORK TASK OR ITEM DESCRIPTION
RAMON CARLOS
-
LABOR
COMPLIANCE
$ $141.00
VANESSA
BARRIENTOS -
COMMUNITY
OUTREACH
$ $145.00
STEVE LIU -
ARE/INSPECTOR
$ $189.00
JASON
BENNECKE-
PROJECT
MANAGER
$ $225.00
MIKE SMITH -
LEAD
INSPECTOR
$ $179.00
SERGIO TOPETE
-
BACK UP
INSPECTION
$ $170.00
TYLER
GARRISON -
BACK UP
INSPECTION
$ $165.00
MATERIALS
TESTING
TECHNICIAN
$
MATERIALS
TESTING
PROJECT
MANAGER
$
MATERIALS
TESTING
PROJECT
ENGINEER
$
MATERIALS
TESTING FIELD
SUPERVISOR
$
MATERIALS
TESTING
ADMIN.
$
MATERIALS
TESTING LAB
FEES
a. Weekly job-site progress meetings 13 13 $ 2,961.19 b. Meeting minutes 13 13 $ 2,961.19
c. Additional meetings 13 13 $ 2,961.19
18 Environmental Compliance/Mitigation 0 $ - a. Monitor, evaluate, report, and ensure environmental 13 13 $ 2,961.19 b. Ensure NPDES compliance 13 13 $ 2,961.19 c. Report/correct deficiencies 13 13 $ 2,961.19 d. Prepare and upload SMARTS reports. 13 13 $ 2,961.19 19 Right-of-Way Compliance 0 $ - a. Ensure construction is in right-of-way 0 $ - 20 Monthly Progress Estimates and Invoices 0 $ - a. Review and process pay requests 42 42 $ 9,475.82 21 Labor Compliance 0 $ -
a. Monitor labor compliance 5 300 305 $ 43,484.48 b. Review certified payroll 5 5 $ 1,184.48
c. Ensure compliance 5 5 $ 1,184.48
22 Construction Completion and Closeout 0 $ - a. Review/verify Project completion 13 13 $ 2,925.00 b. Final testing, documentation, and inspections 13 13 $ 2,925.00 c. Punch-list 13 13 $ 2,925.00
d. Corrections 13 13 $ 2,925.00
e. Closeout documentation 13 13 $ 2,925.00
23 As-Builts 0 $ -
a. Obtain contractor red-lines 13 13 $ 2,925.00 b. Complete "As-Built" drawings 13 13 $ 2,925.00 24 Project Acceptance 0 $ -
a. Finalize records 10 10 $ 2,193.75
b. Secure department/agency acceptance 10 10 $ 2,193.75 c. Notice of Completion 10 10 $ 2,193.75
d. Liquidated damages/final payment 10 10 $ 2,193.75 25 Additional Costs (ODC's - Office Space @$4k/mo) 0 $ 48,000.00 26 Fixed Costs (Materials Lab) $50,000 0 $ 50,000.00 0 1107 1278 1278 520 120 350 300 1140 55 55 82 76 0 6361 $ 1,215,039.12 45 1172 1298 1278 520 120 350 300 1140 55 55 82 76 0 6426 $ 1,243,369.12 $ 7,686,000
14.90%
16.18%
Construction Cost:
S/C - Total:
S/C Ratio Southstar + Materials + Surveying QA Support Costs SUBTOTAL PHASE 2
TOTALS:
3 of 3