R2007-186 2007-12-10
RESOLUTION NO. R2007 -186
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PEARLAND,
TEXAS, AUTHORIZING A CONTRACT FOR CONSTRUCTION
MANAGEMENT SERVICES ASSOCIATED WITH THE MAGNOLIA
PROJECT (PHASE II).
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF PEARLAND, TEXAS:
Section 1. That certain contract for construction management services associated
with the Magnolia Project, a copy of which is attached hereto as Exhibit "A" and made a
part hereof for all purposes, is hereby authorized and approved.
Section 2. That the City Manager or his designee is hereby authorized to execute
and the City Secretary to attest a contract for construction management services
associated with the Magnolia Project.
PASSED, APPROVED and ADOPTED this the 10th day of December, A.D., 2007.
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TOM RErr?
MAYOR
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ATTEST:
APPROVED AS TO FORM:
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DARRIN M. COKER
CITY ATTORNEY
Exhibit II A"
Resolution No. R2007 -186
07 -0086 T70041
CONTRACT FOR PROFESSIONAL SERVICES
THIS CONTRACT is entered into on December 10, 2007 by and between the City of
Pearland ("CITY") and Carter & Burgess, Inc. ("CONSULT ANT").
The CITY engages the CONSULT ANT to perform Construction Management and
Construction Inspection Services (Project # T70041).
SECTION I - SERVICES OF THE CONSULTANT
The CONS U L T ANT shall perform the following professional services to CITY standards and in
accordance with the degree of care and skill that a professional in Texas would exercise under
the same or similar circumstances:
A. The CONSULT ANT shall perform Construction Management and Construction
Inspection Services for the Magnolia Road Expansion Project, from Veterans
Drive to SH 35 and John Lizer Rd from SH 35 to Pearland Parkway. See
Exhibit A, attached, for the Level of Effort Budget and Exhibit B for the
detailed Scope of Services.
B. The CONSULTANT shall prepare and submit a detailed opinion of estimated cost
of services.
C. The CONSULT ANT acknowledges that the CITY (through its employee
handbook) considers the following to be misconduct that is grounds for
tennination of a CITY employee: Any fraud, forgery, misappropriation of funds,
receiving payment for services not performed or for hours not worked,
mishandling or untruthful reporting of money transactions, destruction of assets,
embezzlement, accepting materials of value from vendors, or consultants, and/or
collecting reimbursement of expenses made for the benefit of the CITY. The
CON S U L T ANT agrees that it will not, directl y or indirect! y; encourage a C fTY
employee to engage in such misconduct.
D. The CONS UL T ANT shall submit all final construction documents in both hard
copy and electronic format. Electronic documents shall be Microsoft Office
compatible. All Record Drawings provided by the Contractor, shall be provided in
hard copy and electronic files shall be submitted to the CITY in digital format.
E. The CONSULT ANT recognizes that all drawings, special provisions, field survey
notes, reports, estimates and any and all other documents or work product
generated by the CONSULT ANT under the CONTRACT shall be delivered to the
CITY upon request, shall become subject to the Open Records Laws of this State.
] Ob. Revised 10/22/07
F. The CONSULT ANT shall procure and maintain for the duration of this
Agreement, insurance against claims for injuries to persons, damages to property,
or any errors and omissions relating to the performance of any work by the
CONSULT ANT, its agents, employees or subcontractors under this Agreement,
as follows:
(1) Workers' Compensation as required by law.
(2) Professional Liability Insurance in an amount not less than $1,000,000 in
the aggregate.
(3) Comprehensive General Liability and Property Damage Insurance with
minimum limits of $1,000,000 for injury or death of anyone person,
$1,000,000 for each occurrence, and $1,000,000 for each occurrence of
damage to or destruction of property.
(4) Comprehensive Automobile and Truck Liability Insurance covering
owned, hired, and non-owned vehicles, with minimum limits of
$1,000,000 for injury or death of anyone person, $1,000,000 for each
occurrence, and $1,000,000 for property damage.
The CONSULTANT shall include the CITY as an additional insured under the
policies, with the exception of the Professional Liability Insurance and Workers'
Compensation. Certificates of Insurance and endorsements shall be furnished to
the CITY before work commences. Each insurance policy shall be endorsed to
state that coverage shall not be suspended, voided, canceled, and/or reduced in
coverage or in limits ("Change in Coverage") except with prior written consent of
the CITY and only after the CITY has been provided with written notice of such
Change in Coverage, such notice to be sent to the CITY either by hand delivery to
the City Manager or by certified mail, return receipt requested, and received by
the City no fewer than thirty (30) days prior to the effective date of such Change
in Coverage. Prior to commencing services under this CONTRACT,
CONSUL TANT shall furnish CITY with Certificates of Insurance, or formal
endorsements as required by this CONTRACT, issued by CONSULTANT'S
insurer(s), as evidence that policies providing the required coverage, conditions,
and limits required by this CONTRACT are in full force and effect.
G. The CONSULTANT shall indemnify and hold the CITY, its officers, agents, and
employees, harmless from any claim, loss, damage, suit, and liability of every
kind for which CONSULT ANT is legally liable, including all expenses of
litigation, court costs, and attorney's fees, for injury to or death of any person, for
damage to any property, or errors in desit,'11, any of which are caused by the
-2-
Revised 11/16/07
negligent act or omission of the CONSULTANT, his officers, employees, agents,
or subcontractors under this CONTRACT.
H. All parties intend that the CONSULTANT, in performing services pursuant to this
CONTRACT, shall act as an independent contractor and shall have control of its
own work and the manner in which it is performed. The CONSULTANT is not to
be considered an agent or employee of the CITY.
SECTION II - PERIOD OF SERVICE
This CONTRACT will be binding upon execution and end at the time that the one-year
warranty period is completed for the PROJECT.
SECTION III - CONSULTANT'S COMPENSA nON
A. The method of payment for this CONTRACT is a Time and Materials Not to
Exceed contract. Total compensation for the services performed shall be the sum
of $874,055.25.
B. The CITY shall pay the CONSULTANT in installments based upon monthly
progress reports and detailed invoices submitted by the CONSULTANT
C. The CITY shall make payments to the CONSULTANT within thirty (30) days
after receipt and approval of a detailed invoice. Invoices shall be submitted on a
monthly basis.
SECTION IV - THE CITY'S RESPONSIBILITIES
A. The CITY shall designate a project manager during the tenn of this CONTRACT.
The project manager has the authority to administer this CONTRACT and shall
monitor compliance with all terms and conditions stated herein. All requests for
information from or a decision by the CITY on any aspect of the work shall be
directed to the project manager.
B. The CITY shall review submittals by the CONSULT ANT and provide prompt
response to questions and rendering of decisions pertaining thereto, to minimize
delay in the progress of the CONSULT ANT'S work. The CITY will keep the
CONS UL T ANT advised concerning the progress of the CITY'S review of the
work. The CONSULT ANT agrees that the CITY'S inspection, review,
acceptance or approval of CONSULTANT'S work shall not relieve
CONSULTANT'S responsibility for errors or omissions of the CONSULTANT or
its sub-consultant(s) or in any way affect the CONSULTANT'S status as an
independent contractor ofthe CITY.
-3-
Revised 11/16/07
SECTION V - TERMINATION
A. The CITY, at its sole discretion, may terminate this CONTRACT for any reason -
- with or without cause -- by delivering written notice to CONSULTANT
personally or by certified mail at 55 Waugh Drive, Suite 800, Houston, Texas
77007. Immediately after receiving such written notice, the CONSULTANT shall
discontinue providing the services under this CONTRACT.
B. If this CONTRACT is terminated, CONSULTANT shall deliver to the CITY all
drawings, special provisions, field survey notes, reports, estimates and any and all
other documents or work product generated by the CONSULT ANT under the
CONTRACT, entirely or partially completed, together with all unused materials
supplied by the CITY on or before the 15th day following termination of the
CONTRACT.
C. In the event of such termination, the CONSULT ANT shall be paid for services
performed prior to receipt of the written notice of tennination. The CITY shall
make final payment within sixty (60) days after the CONSULTANT has delivered
to the CITY a detailed invoice for services rendered and the documents or work
product generated by the CONSULT ANT under the CONTRACT.
D. If the remuneration scheduled under this contract is based upon a fixed fee or
definitely ascertainable sum, the portion of such sum payable shall be
proportionate to the percentage of services completed by the CONSULTANT
based upon the scope of work.
E. In the event this CONTRACT is terminated, the CITY shall have the option of
completing the work, or entering into a CONTRACT with another party for the
completion of the work.
F. If the CITY tenninates this CONTRACT for cause and/or if the CONSULTANT
breaches any provision of this CONTRACT, then the CITY shall have all rights
and remedies in law and/or equity against CONSULTANT. Venue for any action
or dispute arising out of or relating to this CONTRACT shall be in Brazoria
County, Texas. The laws of the State of Texas shall govern the terms of this
CONTRACT. The prevailing party in the action shall be entitled to recover its
actual damages with interest, attorney's fees, costs and expenses incurred in
connection with the dispute and/or action. CONSULTANT and CITY desire an
expeditious means to resolve any disputes that may arise between under this
CONTRACT. To accomplish this, the parties agree to mediation as follows: If a
dispute arises out of or relates to this CONTRACT, or the breach thereof, and if
the dispute cannot be settled through negotiation, then the parties agree first to try
in good faith, and before pursuing any legal remedies, to settle the dispute by
mediation of a third party who will be selected by agreement of the parties.
-4-
Revised] 1116/07
SECTIOl\ VI - ENTIRE AGREEMENT
This CONTRACT represents the entire agreement between the CITY and the CONSULTANT
and supersedes all prior negotiations, representations, or contracts, either written or oral. This
CONTRACT may be amended only by written instrument si!:,'11ed by both parties.
SECTION VII - COVENANT AGAINST CONTINGENT FEES
The CONSULT ANT affirms that he has not employed or retained any company or person, other
than a bona fide employee working for the CONSULT ANT to solicit or secure this
CONTRACT, and that he has not paid or agreed to pay any company or person, other than a
bona fide employee, any fee, commission, percentage brokerage fee, gift, or any other
consideration, contingent upon or resulting from the award or making of the CONTRACT. For
breach or violation of this clause, the CITY may terminate this CONTRACT without liability,
and in its discretion, may deduct from the CONTRACT price or consideration, or otherwise
recover, the full amount of such fee, commission, percentage brokerage fee, gift, or contingent
fee that has been paid.
SECTION VIII- SUCCESSORS AND ASSIGNS
This CONTRACT shall not be assignable except upon the written consent of the parties hereto.
The parties have executed this CONTRACT this lath day of December
,2007.
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~,CITY MANAGER
CITY OF PEARLAND, TEXAS
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CONS ANT
-5-
Revised 11/16/07
Jacobs Carter Burgess
November 30, 2007
Mr. Trent Epperson
City of Pearl and
3519 Liberty Drive
Pearland, Texas 77581
RE: Magnolia Road Expansion between Pearl and Parkway and Veterans Drive.
Proposal for Professional Construction Management and Inspection Services
Dear Mr. Epperson:
Jacobs Carter Burgess is pleased to present the following time and materials, not to
exceed, budgetary proposal for the above referenced project. This proposal provides
professional construction management and inspection services in accordance with the
agreed upon scope referred to as Attachment A. Our level of effort budget proposal
(attached) is valued at $874,100.00. Our budget is based on the project scope and
anticipated construction duration of 610 calendar days.
Critical personnel assigned to this project will be Hugh Brightwell, as the Construction
Project Manager, and Charles Davidson as the Resident Project Representative.
ESPA Corp, Inc. will be providing on site construction inspection support.
The contract for this project will be with Carter & Burgess, Inc., the legal contracting
authority for Jacobs Carter Burgess.
If this is acceptable please incorporate this budget estimate into the city's agreement
for our signature. If you have any questions, please contact Hugh Brightwell or myself
at 713-869-7900.
Sincerely,
JAC~~RGESS
Stephen C. Bushong, PE
Managing Principal
Jacobs Carter Burgess (legal name Carter & Burgess, Inc.) a wholly owned subsidiary of Jacobs Engineering
HDB/wlb
Cc: Wendell Barmes. PE. VP
Todd Thurber, PE
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CITY OF PEARLAND
EXHIBIT B of Contract
STANDARD
CONSTRUCTION MANAGEMENT
SCOPE OF SERVICES
FOR
Magnolia Road Reconstruction Phase II
John Lizer from Pearland Parkway to SH35
Magnolia Road SH35 to Veterans Road
F-l
20. Revised 10/18/07
BASIC SERVICES: Construction Manager(s) shall render the following professional
services to the O\X'NER in connection with the construction of the Project.
1. Pre-Construction
1.1 Provide constructability review of plans, specifications, contract
documents and validity of Engineer of Record's project duration.
Identify construction issues, conflicts, deficiencies, review the adequacy
and accuracy of the design and independent verification of quantities.
1.2 Attend Pre-Bid Meeting; provide feedback to City's Project Manager as
necessary.
1.3 Chair Pre-construction Meeting
1.3.1 Schedule and conduct the pre-construction meeting; record
and disseminate minutes from pre-construction meeting.
1.3.2 Set communications protocol and contract administration
procedures.
1 .3.3 Provide agenda for meeting to cover: Key milestone dates,
pay application procedures, schedule, public notification
issues and procedures, utility coordination issues, traffic
control, permitting, property owner notification and
coordination, temporary facilities, etc.
CITY OF PEARLAND
F-2
20. Revised 10/18/07
2 Construction Administration and Management Services
2.1 Act as the City's on-site representative and provide overall project
oversight.
2.2 Meetings: Schedule and conduct construction progress meetings; record
minutes from construction progress meetings and distribute to City
Project Manager, Design Engineer and contractor throughout the
duration of the project.
2.2.1 Schedule meetings weekly, minimum, to review the following:
work progress and schedule, outstanding issues, submittals,
shop drawings and changes to the work.
2.2.2 Coordinate additional meetings as necessary to discuss and
resolve problems and provide guidance in a timely manner.
2.2.2.1 Coordinate/ monitor the following: utility
relocation activities for compliance, utility
installation verification, reporting, record
management and as-built drawings.
2.2.2.2 Attend all utility coordination, construction,
and scheduling meetings.
2.2.2.3 Obtain copy of ROW permit and prints from
Public Works in order to monitor progress of
utility relocation per permit/plan.
2.3 Manage Construction
2.3.1 All final documentation is required as an electronic! digital
format.
2.3.2 As field problems arise, notify the Design Engineer and City
Project Manager of proposed solutions to resolve problems.
2.3.3 Review and update as-built documents regularly with
contractor.
CITY OF PEARLAND
F-3
20. Revised 10/18/07
2.3.4 Monitor and ensure adherence to approved project baseline
schedule. Review contractor's schedule monthly, ensure
compliance with City's intended schedule, and provide
recommendations as needed to retain and regain schedule if
needed.
2.3.5 Recommend alternate project sequencing/scheduling to keep
project on schedule.
2.3.6 Prepare monthly summary repon of construction activities
with outstanding issues outlined for review. Monthly progress
information associated with the project will be submitted to
the City for review and approval.
2.3.7 Record weather conditions on jobsite daily.
2.4 Coordinate work of contractor with external agencies and utility
companies. Coordinate contractor's operations with regard to other City
contracts and construction as well as with property owners for planned
service outages, street closures, and access control issues to propenies
including notifications.
2.4.1 Verify construction conformance and compliance with
TCEQ, Nor and NOT.
2.4.2 Verify construction conformance with permitted activities
such as: City of Pearland Permits, u.s. Army Corps of
Engineers permits, T xDOT roadway permits, and any
Railroad agreements.
2.5 Maintain records of all decisions, actions and activities with regard to
construction operations (i.e. Change Orders, RFIs and responses,
Submittals and responses, Request for Proposals, correspondence,
SWPPP inspections.)
CITY OF PEARLAND
F-4
20. Revised 10/18/07
3 Construction Inspection Services
3.1 Provide full-time on-site technical observation of Contractor's activities
to verify and ensure all work materials, structures, equipment and
workmanship comply with the Contract Documents including Addenda,
and Change Orders. Verify and ensure that Contractor maintains good
construction practices and professional standards prevailing in the local
City, County, and State of Texas.
3.1.1 Notify the City Project Manager if Contractor's work is not in
compliance with the Contract Documents or specifications.
Notify the City Project Manager and Design Engineer of any
failure of the Contractor to take measures to repair and bring
work in compliance.
3.1.2 Issue Advisory Notices to Contractor for work that is not in
compliance with approved construction documents.
3.1.3 Issue Non-Compliance Reports to Contractor if non-
conforming work is not brought into compliance or if plan of
action to bring work into compliance is not conducted in
timely manner.
3.1.4 Inspect and observe the materials and equipment being
incorporated into the work to assure that they are handled,
stored and installed in accordance with the Contract
Documents and specifications. Report to the City Project
Manager regarding these activities.
3.2 Identify, record and notify Design Engineer of any problems or failures
to meet performance requirements in a timely manner to minimize delay
in the progress of the project, make recommendation(s) for appropriate
solution to the City Project Manager and Design Engineer.
3.3 Prepare and maintain daily progress log, photographs and records for
turnover at completion of project. Provide a copy of daily progress log
CITY OF PEARLAND
F-5
20. Revised 10/18/07
that includes quantities installed that day to the City Project Manager on
a weekly basis.
3.4 Verify contractor has obtained necessary permits and is maintaining any
Traffic Control, public notification and Storm Water Pollution
Prevention Plans, facilities, equipment or arrangements in accordance
with contract documents.
3.5 Attend and participate in progress meetings.
3.6 Gather for your records: names, addresses, telephone numbers and email
of all contractors, subcontractors, sub consultants and major suppliers of
material and equipment.
3.7 Immediately notify the City Project Manager and Design Engineer in the
event of an on-site accident. Record and note conditions, activities and
witnesses to the event.
3.8 Maintain Resolution Log and respond to citizen complaints.
3.9 Consult with City Project Manager and Design Engineer in advance of
scheduled major work operations, tests, inspections or start of important
phases of project.
4 Pay Applications
4.1 Produce and prepare independent progress based pay applications on a
monthly basis for all work in compliance with contract documents.
Review and verify quantities provided by contractor.
4.1.1 Review work conducted daily on daily inspection reports and
material installed measurements submitted by contractor;
Meet weekly with contractor to verify work conducted and
bid item quantities; meet monthly to review pay estimate and
quantities with contractor
4.1.2 Review progress pay application with Design Engineer for
approval or revision prior to submittal to City.
CITY OF PEARLAND
F-6
20. Revised 10/18/07
4.1.3 Finalize pay application with signatures from Contractor,
Engineer and Construction Manager certifying quantities and
amounts.
4.1.4 Provide City Project Manager with one original with all
original signatures for processing and payment by the 10th day
following the cut off date for pay applications.
4.1.5 Track and record requests for rain or other delays with
potential to add to Contract Time daily and monthly.
4.1.6 Provide an independent quantity forecast bid items to
identify potential quantity over-runs as part of pay estimate
revIew.
4.2 Upon completion of the work, prepare a final progress payment
including a balancing change order zeroing out all unused quantities.
Identify and add additional quantities and make any approved changes to
the Contract Time.
4.2.1 Review and coordinate with Design Engineer to provide
Engineer's recommendation for Substantial Completion or
Final Acceptance. (See Close-out Section)
5 Document Control
5.1 Receive, route, track and log all Contractor communications, Submittals,
Change Orders, RFIs, Pay Applications and Citizen
Complaint/Resolution Log. Communicate with Contractor the status of
submittal reviews. Create and keep a submittal and RFI log showing
status. Notify City Project Manager, Contractor and Design Engineer of
time critical issues.
5.2 Respond to RFIs when such response does not require the Engineer's
opinion or expertise or direction from City.
5.3 Assemble and maintain notes, comments, sketches and supportive data
relative to the Project to facilitate the revision of drawings to conform to
the final as-built conditions. Review Contractor's record keeping
periodically to ensure completeness, timeliness and progress.
CITY OF PEARLAND
F-7
20. Revised] 0/1 8/07
6 Change Orders
6.1 Prepare and issue request for proposals in a timely manner. Provide RFP
and contractor proposal for additional work to City Project Manager and
Design Engineer for review and approval. Log and track status of RFP
and Responses from Contractor, City and Design Engineer.
6.2 Provide recommendation on technical matters as an advocate for the
City. Evaluate Contractor's response/proposal for merit, cost, time,
accuracy and price practicality. Negotiate with Contractor on City's
behalf if required.
6.3 Prepare Change Order and documentation including signatures of
Contractor, Engineer and Construction Manager for delivery to City.
7 Testing Laboratory and Results
7.1 Coordinate testing laboratory activities with Contractor's activities.
Review test reports for compliance with Contract Documents. Log, track
and retain test reports for file. Review results with Contractor. Monitor
any corrective action and re-testing for compliance. Maintain compliance
with City's specifications
7.1.1 Review lab test reports and log any failures.
7.1.2 Review Invoicing from Laboratory to daily activities.
8 Project Completion and Close out
8.1 A. Provide list of deliverables for substantial completion walk
through/inspection. Schedule and conduct project walk through upon
receipt of Contractor's notification of substantial completion. Include
City Project Manager, Design Engineer and others as directed. Prepare a
list of non-conforming work based on visual inspections. Record and
monitor contractor's corrective efforts and schedule. Schedule final
completion inspection for any remaining corrections.
CITY OF PEARLAND
F-8
20. Revised 10118/07
B. Coordinate and obtain Design Engineer's sealed completion and Final
Acceptance letter.
8.2 Review and compile any Operation and Maintenance documents required
from the Contractor - forward to Engineer for review. Collect
Contractor's closeout documents to review for completeness and
accuracy, including; affidavits of final payment, final pay estimates, as
built records, redlines and drawings. Once received, forward to Design
Engineer along with any supporting documentation.
8.2.1 Upon completion of close out items, provide
recommendation for City's Substantial Completion/Final
Acceptance certificate.
8.2.2 Provide indexed project files and redlines to City.
8.3 Conduct Project Close-Out Meeting.
8.4 Prepare and recommend final payment application. Prepare job record
logs transmittals, and correspondence reports in an organized file for
delivery to City.
8.5 Consult with City on any potential Warranty items requiring repair or
replacement.
Warranty Period
8.5.1
Schedule, arrange and coordinate a One Year Walk-through
of the project to review status of the work 30 days prior to
expiration of the One Year Maintenance period.
Provide staff to conduct and participate in the warranty
8.5.2
mspectlons.
8.5.3 Produce list of work not conforming for presentation to the
City Project Manager, Design Engineer and Contractor.
CITY OF PEARLAND
F-9
20. Revised 10/18/07