Exhibit A Scope of Work and Deliverables

Transcription

1 Table of Contents 1 Introduction and Background Information General Statement of Scope of Work Co-location Project Letting File Transfer Protocol (FTP) Site Project Scope Verification Team Organization Chart 6 2 Project Management DBVC Project Manager Staffing Requirements Co-location Deputy Project Manager Staffing Requirements Co-location Flexible Workforce Flexible Workforce - Project Support Staff Items Provided by the State Items Provided by Contractor Web Based Teleconferencing Tasks Deputy Project Management DBVC Staffing Approval Weekly Verification Team Meetings Performance of the Contractor Reviews Monthly Progress Report Meetings 10 3 Contract Team Design-Build Contract Manager Staffing Requirements Tasks Construction Expert Staffing Requirements Tasks Office Management and Document Control Management Staffing Requirements Tasks CPM Schedule Reviewer Staffing Requirements Tasks 15 4 Design Team Design Manager Staffing Requirements Tasks Roadway Design Review 18 Page 1 of 33

2 4.2.1 Roadway Design Engineer Roadway Design Engineer Assistant Tasks Traffic Review Staffing Requirements Tasks Structures Design Review Structures Design Engineer Structures Design Engineer Assistant Tasks Geotechnical and Foundations Review Staffing Requirements Tasks Drainage Design Verification Drainage Engineer Drainage Engineer Assistant Tasks Utility Coordination Utility Coordinator25 5 Quality Management Team Staffing Requirements Quality Manager Roadway Inspector Structures Inspector Co-location Tasks Document Control System Quality Manual Design Quality Management and Auditing As-Built Documents Inspection and Testing Plan Materials Control Schedule (MCS) Quantities and Production Tracking Construction Inspection 30 6 Environmental Team Environmental Compliance Manager (ECM) Staffing Requirements NPDES Expert: Erosion Control Inspector & SWPPP Designer Staffing Requirements Permitting Specialist Staffing Requirements Tasks Design Review Construction Inspection State Document Control System 33 Page 2 of 33

3 1 Introduction and Background Information 1.1 General Statement of Scope of Work Work with State as the Design-Build Verification Consultant (DBVC), which will be called the Contractor throughout this scope of work. Collectively the MNDOT Staff and Contractor are collectively known as the Design-Build Verification Team (DBVT) for the State Project (SP) Interstate (I)35W North MNPASS Design-Build Project (Project). Provide design verification, construction verification, and contract administration for the Project. The goal of the DBVC contract is that State receives assistance in performing the tasks necessary to verify that the Design-Build Construction Contractor (DB Contractor) is meeting all requirements of the Design-Build Conformed Contract (DB Conformed Contract) for the Project. Attend conferences or meetings necessary for close coordination during day-to-day progress of the work or as required to carry out the Project. Notify State s Project Manager immediately of any unanticipated project conditions. Maintain a record of design submittals, approvals, changes, and modifications using State s Document Control System Microsoft SharePoint. Collect, properly label or identify, and deliver to State all original calculations, drawing and sketches, electronic design files, records, reports, and other documents prepared by the DB Contractor in the performance of the work as described in this contract upon completion or termination of the Project. Provide interpretations of the plans, specifications and contract provisions. Consult with State s Project Manager when an interpretation involves complex issues or may have an impact on the cost of performing the work. When warranted, State s Project Manager may request an interpretation from the Contractor. 1.2 Co-location This project will be a full co-location project. The DBVT Team must meet the following requirements. Design-Build Project Manager. Locate in the co-located facility full-time for the duration of the Project. Design-Build Construction Manager. Locate in the co-located facility full-time for the duration of the Project. Design Manager. Locate in the co-located facility full-time for the duration of the design. Construction Quality Manager. Locate in the co-located facility full-time for the duration of construction during the Project. Lead Roadway Engineer. Locate in the co-located facility full-time for the duration of the design. Lead Structural Engineer. Locate in the co-located facility full-time for the duration of the structural design. Contract Environmental Compliance Officer. Locate in the co-located facility 50 percent of the time during design and 75 percent of the time for the duration of the Project. Maintenance of Traffic (MOT) Engineer Locate in the co-located facility full-time during the duration of the MOT design and the first five days after any traffic switch Intelligent Transportation System (ITS) Engineer Locate in the co-located facility full-time during the duration of the ITS design and full-time during the ITS installation and testing activities Traffic Engineer Locate in the co-located facility full-time during the duration of the traffic design. Quality Manager Locate in the co-located facility full-time for the duration of the Project. Page 3 of 33

4 Design Quality Manager Locate in the co-located facility full-time for the duration of the design. Critical Path Method Scheduler Locate in the co-located facility one day a month for schedule comment resolution meetings. Permit Specialist - Locate in the co-located facility 50 percent of the time during design. Hydraulic Engineer/Water Resource Engineer Locate in the co-located facility full-time during the duration of the storm water design. Utility Coordination Manager. Locate in the co-located facility full-time during the first year of activities and then co-located 50 percent of the time for the remainder of the project. Public Information Liaison. Delegated personnel located in the co-located facility 25 percent of the time for the duration of the Project. Document Manager. Locate in the co-located facility full-time during the duration of the Project. Safety Manager. Locate in the co-located facility full-time for the duration of construction during the Project. Erosion Control Supervisor. Locate in the co-located facility full-time for the duration of construction during the Project. Signing Design Engineer. Locate in the co-located facility full-time for the duration of the sign design. Throughout this scope of work, some roles of the DBVT are designated as being co-located and others are not. Co-located personnel are expected to be physically located in the project office for the time indicated for each role. Co-located personnel will have a physical workspace, computer, phone and other common office supplies at the co-location office. Keep in mind, all personnel on the DBVT are obligated to meet the requirements of the Flexible Workforce section of this scope. In order to effectively manage the budget for the DBVT, co-located personnel will be expected to inform the Verification Consultant Project Manager & Design-Build Contract Manager and the State Project Manager, if co-location requirements are excessive based on the current verification activities of that role. If, in agreement with the State s Project Manager, it is decided that the co-located role can be just as effectively performed partly from the team member s home office then it may be determined that the co-location requirements be temporarily relaxed. Personnel that are not to be co-located at the project office can perform their role from their home office. However, non-co-located personnel are required to report to the project office or project site as needed for specific meetings, over the shoulder reviews, inspections, and other duties in a timely and efficient manner to fulfill the obligations of their roles on the DBVT. It is incumbent upon all DBVT members to utilize current web-conferencing best practices to be an effective resource to the DBVT and the DB Contractor during meetings, over the shoulder reviews and questions that arise from the DB Contractor for the DBVT. The purpose of a co-location office is to minimize difficulty of communication between the DBVT and the DB Contractor, so technology cannot be a hindrance in this relationship. If web-conferencing is not working efficiently to communicate between the two teams, the role member will be expected to be present at the co-location office as needed so the DB Contractor is not unduly delayed. It is important that any phone or web conference technical difficulties be minimized or eliminated so that co-location can be effectively minimized for each role. 1.3 Project Letting The Project letting is September 12, Page 4 of 33

5 1.4 File Transfer Protocol (FTP) Site When this scope refers to using FTP sites, the Contractor must use the following procedures: Contractor placing files on the State FTP site 1) On your computer create a folder that contains all the information you want to transmit. Name the folder as follows: YYYYMMDD_SPXXXX-XX. For example: _SP ) Open Windows Explorer (not Internet Explorer) 3) Type or copy/past the following URL in the Address Box (the URL is case sensitive): ftp://ftp2.dot.state.mn.us/pub/incoming/metrowatersedge 4) The folder will appear empty, and no contents will be visible. Copy/Paste the desired folder to this location. Once the folder is uploaded, an internal, State user can download the folder. 5) Notify the intended recipient by that the folder has been uploaded and provide the folder name. Note: Once the file(s) are uploaded to the site, they will disappear. This is an automatic process to hide the files from outside users. Troubleshooting: Sometimes the files will not upload and error messages will occur. Often it is only one file that is being rejected by the system. Try uploading only the large files and ing the small files and see if that works. Contractor retrieving files on the State FTP site The State employee will send an to the Contractor stating that they uploaded a folder or file and they will provide the name of the folder or file. It is possible to locate files that have been placed on MnDOT Metro District s FTP site using the following directions: 1) Open Internet Explorer or Windows Explorer 2) Type or copy/paste the following URL in the Address Box (note that this is case sensitive): ftp://ftp2.dot.state.mn.us/pub/outbound/metrowatersedge 3) To open files: Double (left) click a file to open it. If a menu pops up, select OK without supplying a password. 4) To save files either: Save a file as would be normal for the program while it is open, or Right click a file in the menu and select Save Target As. Troubleshooting: If you are unable to view files you may need to change a setting within Internet Explorer. To do this open the Tools pull-down menu, select Internet Options, then click on the Advanced tab at the top of the new window. Click and place a checkmark besides Enable FTP folder view (outside of Internet Explorer) under the Browsing header. Click the Apply button at the bottom of the window, then close the window. If this does not solve the problem, turn on Compatibility View by opening the Tools pull-down menu and selecting Compatibility View. 1.5 Project Scope Add a lane to I35W, which will be a MnPASS lane, from County Road (CR) C in Roseville to Lexington Avenue (Ave) (CR 17) in Blaine. Repave I35W and ramps with an unbonded concrete overlay from CR C in Roseville to 0.1 mile north of Sunset Ave (CR 53) in Lino Lakes. Project length is about 12 miles. Replace the four I35W bridges at CR C and adjacent Railroad (RR), replace the I35W bridge at CR I, Page 5 of 33

6 and do bridge rehabilitation to the bridge from northbound I35W to westbound United States Highway (US) 10. Install seven separate noise walls with a total length of about 4.1 miles. Approximate Project cost: $200 million. To find additional project information related to the Project, refer to the project website located here: Project information such as design files, layouts and more can be found on the project FTP site, which is found on the project website. Download and review all files on the project FTP site. 1.6 Verification Team Organization Chart Exhibit B is the DBVT organization chart, and shows how the State will staff the DBVT for this project. It graphically shows the chain of command. It also shows how the Contractor staff described in this contract interacts with the State staff. 2 Project Management Perform all work necessary to manage this DBVC Contract and its personnel. Perform all work necessary to assist with managing the DB Conformed Contract. 2.1 DBVC Project Manager This person is responsible for managing the consultant contract Staffing Requirements Supply one person, in total, to perform the duties of the DBVC Project Manager. The person serving as the DBVC Project Manager may also serve as either the Design Manager or the DB Contract Manager Co-location The DBVC Project Manager is not required to be co-located. At this time the location of the office is unknown, but is expected to be within three miles of CR J and I35W. 2.2 Deputy Project Manager This person is responsible for performing the duties of the State s Project Manager as needed. This person is not expected to have experience in Construction Management. Work includes the proper coordination and management of contract administration activities with all parties involved in accomplishing completion of a Minnesota Department of Transportation (MnDOT) construction project. This may include some or all of the following: 1) Ensure that Contractor performs all work in accordance with the Contract. 2) Maintenance of complete, accurate records of the activities and events relating to a project. 3) Interpretation of plans, specifications and contract provisions of a project Staffing Requirements Supply one person, in total, to perform the duties of the Deputy Project Manager. The person serving as the Deputy Project Manager must be either the Design Manager or the DB Contract Manager. Page 6 of 33

7 2.2.2 Co-location The Deputy Project Manager will be co-located with the State s Project Manager and is expected to be in the co-located facility full-time for the duration of the project. At this time the location of the office is unknown, but is expected to be within three miles of CR J and I35W. 2.3 Flexible Workforce DBVC personnel approved by the State s Project Manager are considered by the State to be committed to performing services for the durations listed in this scope of work. Any changes will require written approval from the State s Project Manager and include both adding additional staff and reducing staff. The Contractor will be advised of the official Notice of Award of the Design-Build Contract and will be ready to fully staff all personnel on the DBVT for the project within one week after notification. No personnel will be assigned until written notification by the State Project Manager has been issued. If the DB Contract is suspended for any reason, the Contractor s forces will be adjusted to correspond with the type of cessation, either complete or partial suspension. Contractor will continuously look ahead to fully understand what type of staff are needed and in what numbers. The Contractor s schedule will be dictated by the DB Contractor s schedule. Contractor will provide a flexible work force so that only those staff that can be fully utilized during any given project activity are present and billing hours to the Contract. Contractor will continuously monitor all activity to ensure that all work carried out is within the agreed scope and completed with resources that can complete the work as budgeted. In the event it becomes necessary to complete work outside the original scope of work, the Contractor s Project Manager will notify State s Project Manager immediately before proceeding. No work outside the original scope will be done without written authorization from State s Project Manager. Throughout this scope of work, the availability in the co-located facility will be defined as full-time (40 hours per week) or part time (less than 40 hours per week) for a specified duration. Throughout the course of the Project, it may become evident that two or more Contractor roles would be more efficiently staffed by a single qualified person. If this situation arises, the Contractor can make a request to the State s Project Manager to modify the staff by combining roles. The State s Project Manager will evaluate the experience and workload of the remaining staff member and will make a determination of whether the roles should be combined. If multiple roles are allowed to be staffed by a single person, the State Project Manager may reverse that decision at a later date, if circumstances call for more attention to those roles than the single person can effectively handle. Conversely, it is expected that the Contractor have staff available to fulfill the obligations of each role described within this Contract. Certain roles are defined as being co-located with the DBVT office and have estimates of the amount of time expected to be co-located per week. To meet the requirements of this Flexible Workforce section, team members that are co-located and even those that are not co-located may need to be present at the co-location office more often than estimated in order to efficiently and effectively fulfill the duties of those roles so that the DB Contractor is not unduly burdened by the verification activities. When the DB Contractor s operations on the Project diminish, the Contractor will reduce the number of its personnel assigned to the Project as appropriate. Any adjustment of Contractor forces as recommended by the State s Project Manager will be accomplished within one week after notification. The State s Project Manager will provide said notification to the Contractor in writing, and the Contractor will provide confirmation of notification in writing Flexible Workforce - Project Support Staff The Responders will only bid hours for those positions described in this scope of work. In reality, the Contractor will need to leverage additional project support staff, whether within their company or through subconsultants, to assist the various roles on the DBVT. The additional staff are expected to be available to Page 7 of 33

8 help with the task of reviewing plans and calculations, use MicroStation and GEOPAK to draft alternative designs/create quantities to counter claims by the DB Contractor, and use other software listed in this scope to evaluate products the DB Contractor creates using that software Uniform Bid for Hours The hours for Project support staff will not be included in the Uniform Bid for Hours. Refer to requirements under the Flexible Workforce and Monthly Progress Reports Meetings herein Co-location The support staff for any roles will not be co-located with the State Project Manager. They may reside at their normal business office. Arrange meetings via a web based teleconferencing system. 2.4 Items Provided by the State State will provide office space, phone, computer, basic furniture, and access to State servers and printers. Expendable office supplies will be paid for by State, and will be ordered by the Contractor through the State supply system. Expendable office supplies are defined as items that generally are used one time and then discarded and include, but are not limited to: staples, rubber bands, note pads, paper, folders, pens, and clips. 2.5 Items Provided by Contractor Provide durable office supplies and reference material for their own employees as needed. Durable office supplies are defined as items that can be reused and include, but are not limited to: staplers, tape dispensers, scissors, rulers, three hole punches, staple removers, and mechanical pencils. Provide own equipment and testing supplies for all testing of component materials used on the Project. Provide, service, and maintain a sufficient number of clearly identifiable vehicles to maintain the necessary coverage of the Project and to adequately transport personnel and equipment. The vehicles will have the necessary safety features to be within the work zone. Contractor will be solely responsible for risk of loss of or damage to vehicles, and will replace or repair vehicles at its own cost. Contractor will be required to obtain adequate insurance coverage for such loss or damage. Provide service and maintain cellular phones for all Contractor field personnel assigned to the Project. A list of these phone numbers will be available to State s Project Manager. Contractor will be solely responsible for risk of loss of or damage to cellular phones, and will replace or repair cellular phones at its own cost. 2.6 Web Based Teleconferencing Provide the means for the DBVT to meet via web based teleconferencing. Such a system will allow participants to log into a website to view the desktop of the meeting organizer. Participants will be able to take control of the virtual desktop as needed to point out things on the file being displayed. Voice communication will occur via phone teleconferencing. 2.7 Tasks Deputy Project Management Assist the State s Project Manager to complete the duties of the State s Project Manager, which includes leading the team that is responsible for achieving the project objectives. Page 8 of 33

9 2.7.2 DBVC Staffing Approval Utilize only personnel who are qualified by experience and education. Submit, in writing, to the State s Project Manager the names of all personnel to be considered for assignment to the project, together with detailed resumes with respect to education, experience (including specific durations) and qualification of each individual. Minimum qualifications for the Contractor personnel are set forth in this Request for Proposal (RFP). The State may require that these minimum qualifications be altered in instances when the unique nature of the work requires specific specialized skills. No personnel will be assigned to this Project by the Contractor until the qualifications of each person proposed have been reviewed and approved in writing by the State s Project Manager. The Contractor s personnel approval request will be submitted at least two weeks prior to the date an individual is scheduled to report to work. An individual previously approved by the State s Project Manager whose performance is later determined by the State to be unsatisfactory will be replaced by the Contractor. Be responsible for obtaining proper licenses for equipment and personnel operating equipment when licenses are required. (A) Deliverable: DBVC Personnel Approval Request. One request may include multiple people. (B) Format: Electronic Microsoft Word 2013 document (docx extension). Deliver to State s Project Manager electronically either by or FTP site. (C) Due: At least two weeks prior to the date an individual is scheduled to report to work. (D) Standard: Written as a letter/ . (E) State Review: Five business days. (F) Contractor Update: Update and resubmit the deliverable to State within five business days of receiving State review comments Weekly Verification Team Meetings Contractor s Project Manager will schedule and if requested, facilitate weekly meetings with State s Project Manager and the entire DBVT. Meetings will be held at the co-housed facility. Any personnel not co-housed may attend the meeting via conference call or web based teleconference. The MnDOT conference call system may be used to reduce costs if web based teleconferencing is not required for a particular meeting. (A) Deliverable: A weekly verification team meeting. Meeting minutes are not required. (B) Format: Meet in co-housed office conference room. (C) Due: Weekly. (D) Standard: Intentionally left blank. Minutes are not required Performance of the Contractor Reviews During the life of the Project, the State s Project Manager may conduct reviews of the various phases of the Contractor s performance and operations. Reviews will be to determine compliance and the sufficiency with which procedures are being effectively applied to assure that this Contract s scope of work is being performed in substantial conformity with State policies, plans, specifications, and DB Conformed Contract requirements. The Contractor will cooperate and assist the State s Project Manager, or his representative(s), in the conduct of the reviews. When deficiencies are indicated in a review, remedial action will be immediately implemented by the Contractor in conformance with the State s Project Manager s recommendations. The State s Project Manager s remedial recommendations and the Contractor s actions will be properly documented by the Page 9 of 33

10 Contractor in a Performance of the Contractor Review Report. In general, remedial action will be required commensurate with the degree and nature of the deficiencies cited. Additional compensation will not be allowed for remedial action taken to correct deficiencies by the Contractor. Remedial actions may include any or all of, but are not necessarily limited to, the following actions: 1) Further subdivide assigned design review responsibilities, reassign design review or assign additional personnel. The Contractor will comply with this action within 24 hours of notification by the State s Project Manager. 2) Replace personnel whose performance has been determined by the State s Project Manager to be inadequate. When directed by the State s Project Manager, any person whose performance has been determined to be unsatisfactory will be immediately removed. (A) Deliverable: Performance of the Contractor Review Report. (B) Format: Electronic Microsoft Word 2013 document (docx extension) delivered via or FTP site (C) Due: Within five business days of the reviews occurrence. (D) Standard: A formal business report. (E) State Review: Within five business days. (F) Contractor Update: Five business days of receipt of State review of deliverable Monthly Progress Report Meetings Contractor s Project Manager, when requested, will meet with State s Project Manager to review the monthly progress reports and invoices. Contractor s Project Manager will solicit feedback from State s Project Manager to assess whether all services meet or exceed the requirements of the project. If needed, Contractor will direct changes to personnel and/or procedures to correct identified deficiencies and implement opportunities for improvements. (A) Deliverable: An informal meeting with the monthly progress reports, invoices, and s-curves supplied. (B) Format: See requirements in Contract and in this Scope of Work. (C) Due: Monthly at the same time as the contract progress reports and invoices. (D) Standard: Intentionally left blank. Meeting minutes are not required. (E) State Review: During the meeting. (F) Contractor Update: Update progress reports, invoices, and s-curves as needed within five business days of State review Contract S-Curve In addition to the monthly progress reports and invoices create a contract s-curve to graphically depict a summary of the budget status. The contract s-curve shows how the project budget is projected to be used over the life of the project and compares actual expenditure versus the budget. Use this information to determine if the project can be completed within budget or if amendments are needed to complete the work load. (A) Deliverable: Monthly contract s-curve. (B) Format: The s-curve analysis can be created in any program, but the final printout delivered to the State must be in Adobe PDF format. (C) Due: Monthly at the same time as the contract progress reports and invoices. (D) Standard: Intentionally left blank. Page 10 of 33

11 (E) State Review: At monthly progress report meeting. (F) Contractor Update: Five business days of receipt of State review of deliverable. 3 Contract Team 3.1 Design-Build Contract Manager Assist with the evaluation of Value Engineering (VE) Proposals, change order management, and preparation for dispute resolution and litigation Staffing Requirements Provide one person, in total, to perform the duties of the Design-Build Contract Manager Co-location The DB Contract Manager will be co-located with the State s Project Manager and is expected to be in the co-located facility part time. At this time the location of the office is unknown, but is expected to be within three miles of CR J and I35W Tasks Evaluation of Value Engineering Proposals Assist with the evaluation of VE Proposals and analysis of Project Changes. (A) Deliverable: Evaluation of Value Engineering Proposals (B) Format: Electronic Microsoft Word 2013 document (docx extension), hard copies, and Adobe PDF. (C) Due: As needed. (D) Standard: Conformed Contract and MnDOT Contract Administration Manual. (E) State Review: Five business days of receipt of Contractor deliverable. (F) Contractor Update: Five business days of receipt of State review of deliverable Change Order Management Assist the Construction Manager as needed in the creation, management, and investigation of designbuild contract change order documents. Track the status of each change order, and send documents to the correct recipients as the process dictates. Inform the State s Project Manager if the due dates at each step in the process are not being met. Review and investigate all change orders. Review and investigation includes all work necessary to confirm that the change order is accurate and may involve, review of plans, review of site conditions, review of calculations, review of DB Contractor allegations and claims, and etc. May also need to verify the claims being made or provide an alternative solution. This verification will be done by creating independent cost estimates to be used as a comparison to the DB Contractor s claims. The Contractor will use all Contractor staff described in this contract as needed to assist with this work. (A) Deliverable: Change Orders. (B) Format: Electronic Microsoft Word 2013 document (docx extension), hard copies, and Adobe PDF. (C) Due: As needed. (D) Standard: Conformed Contract and MnDOT Contract Administration Manual. (E) State Review: Five business days of receipt of Contractor deliverable. (F) Contractor Update: Five business days of receipt of State review of deliverable. Page 11 of 33

12 Preparation for Dispute Resolution or Litigation Assist State in preparing for dispute resolution or litigation regarding the Project. This may require assembling documents for review by others and tracking status of dispute or litigation and writing letters as needed. Review and investigate all disputes or litigation. Review and investigation includes all work necessary to confirm that the dispute or litigation is accurate and may involve, review of plans, review of site conditions, review of calculations, review of DB Contractor allegations and claims, and etc. May also need to verify the claims being made or provide an alternative solution. This verification will be done by creating independent cost estimates to be used as a comparison to the DB Contractor s claims. The Contractor will use all Contractor staff described in this contract as needed to assist with this work. (A) Deliverable: Assembled documents with letters with independent cost estimates. (B) Format: Electronic Microsoft Word 2013 document (docx extension), hard copies, and Adobe PDF. (C) Due: As needed as determined by the State. (D) Standard: Conformed Contract and MnDOT Contract Administration Manual. (E) State Review: Five business days. (F) Contractor Update: Five business days. 3.2 Construction Expert Assist State s Construction Manager. Provide expert advice and support regarding construction management including inspections and materials testing. The work includes resolution of field problems as quickly as possible. Generally, field problems are any types of difficulties encountered during construction through circumstances that require some degree of engineering evaluation and decision. Field problems may involve situations such as: plan omissions, out tolerance work, out of specification materials, structural defects, accidental damage, underground obstructions, etc. These problems may have a significant impact on the execution, progress or cost of the project. It is therefore of paramount importance that they be resolved expeditiously. Work includes the services necessary to assure that proper coordination and management of the construction inspection, surveying, materials sampling & testing and contract administration activities are coordinated with all parties involved in accomplishing completion of a Minnesota Department of Transportation (MnDOT) construction project. This may include some or all of the following: 1) Ensure that Contractor performs all work in accordance with the Contract. 2) Maintenance of complete, accurate records of the activities and events relating to a project. 3) Serve as Compliance Officer to ensure Contactor s compliance with Contract requirements, including Equal Employment Opportunity (EEO) Affirmative Action plans and Disadvantaged Business Enterprise (DBE) requirements. 4) Proper documentation of significant changes to a project. 5) Interpretation of plans, specifications and contract provisions of a project. 6) Making recommendations to State to resolve disputes which arise in relation to the Contracts. 7) Resolution of field problems, including situations such as: out of place piling, out tolerance work, out of specification materials, structural defects, accidental damage, underground obstructions, etc. 8) Hiring and managing of qualified sub-consultants in some or all of the following work types: Grading & Base, Bituminous and Concrete Inspection; Bridge Page 12 of 33

13 Inspection; Construction Surveying; Materials Sampling & Testing Field, Plant Inspection/Bituminous, and Plant Inspection/Concrete and Public Involvement. 9) Evaluation of Value Engineering Proposals and analysis of Project Changes. 10) Assist State in preparing for dispute resolution or litigation regarding the Project Staffing Requirements Provide one person, in total, to perform the duties of the Construction Expert Co-location Will be co-located and is expected to be in the co-located facility full time during construction. At this time the location of the office is unknown, but is expected to be within three miles of CR J and I35W Tasks Construction Management Assist with construction management. (A) Deliverable: Well organized construction inspection reports. (B) Format: State s document control system. (C) Due: Continuous throughout project. Final delivery occurs when DBVC contract ends. (D) Standard: DB Conformed Contract. 3.3 Office Management and Document Control Management This work will assist the State s Project Manager with the document management and administrative support. Become an expert in using the State s document control management system. Train both State and DB Contractor staff to use State s document control management system. State will perform the initial training for the system. Serve as Compliance Officer to ensure Contactor s compliance with Contract requirements, including Equal Employment Opportunity (EEO) Affirmative Action plans and Disadvantaged Business Enterprise (DBE) requirements Staffing Requirements Provide one person, in total, to perform the duties of the Office Manager and Document Control Manager (OMDCM) Co-location The OMDCM will be co-located with the State s Project Manager, and is expected to be in the colocated facility full time. At this time the location of the office is unknown, but is expected to be within three miles of CR J and I35W Tasks Document Control System The OMDCM will thoroughly understand all functions of the State document control system. They will be responsible for organizing the documents in the system and enforcing that all documents are properly submitted. They will coordinate document control items with the Design-Builder s document control manager to ensure that submittals from the Design-Builder are done properly. State will perform the initial training to both the DBVC and Design-Builder. The OMDCM will be responsible for identifying document Page 13 of 33

14 control procedure errors in a submittal from the Design-Builder and then will inform and train the Design- Builder, so the Design-Builder corrects their errors and ultimately begins making submittals following the correct procedures. (A) Deliverable: A well maintained and organized document control system for this project. (B) Format: Microsoft SharePoint (C) Due: Continuous throughout project. Final delivery occurs when DBVC contract ends. (D) Standard: DB Conformed Contract Administration Support Provide miscellaneous administration support activities including but not limited to document drafting & formatting, reviewing letters, filing, copying, answering office phone, taking messages, and mail processing. (A) Deliverable: Letters, filing, copying and mail processing, etc. (B) Format: Electronic Microsoft Word 2013 document (docx extension), hard copies, and Adobe PDF. (C) Due: Continuous throughout project. Each item will have its own deadline. Contractor must adapt to the work load to meet deadlines. Filing of a specific item should occur within 5 business day of the item being received. (D) Standard: Intentionally left blank Affirmative Action/Equal Employment Opportunity (AA/EEO) Contract Compliance Serve as Compliance Officer to ensure Contactor s compliance with Affirmative Action/Equal Employment Opportunity (AA/EEO) plans. The Contractor will arrange a meeting with the State s Project Manager no later than two weeks after the DB Contract award to determine exact reporting requirements needed for this task. Contractor will schedule and facilitate monthly meetings with State s Project Manager to review AA/EEO requirements. (A) Deliverable: Monthly Compliance Reports and other documentation. (B) Format: Electronic Microsoft Word 2013 document (docx extension) and hard copies. (C) Due: Monthly (D) Standard: Conformed Contract and MnDOT Contract Administration Manual. (E) State Review: One day. Review will occur at the monthly meeting. (F) Contractor Update: Five business days DBE Contract Compliance Serve as Compliance Officer to ensure Contactor s compliance with DBE requirements. The Contractor will arrange a meeting with the State s Project Manager no later than 2 weeks after the Design-Build Contract award to determine exact reporting requirements needed for this task. Contractor will schedule and facilitate monthly meetings with State s Project Manager to review DBE requirements. (A) Deliverable: Required forms and reports as described in the MnDOT Contract Administration Manual. (B) Format: Electronic Microsoft Word 2013 document (docx extension) and hard copies. Page 14 of 33

15 (C) (D) (E) (F) Due: See MnDOT Contract Administration Manual. Standard: Conformed Contract and MnDOT Contract Administration Manual. State Review: One day. Review will occur at the monthly meeting. Contractor Update: Five business days. 3.4 CPM Schedule Reviewer Review the Design-Builder s CPM schedules in accordance with the DB Conformed Contract. The Design Builder is required to using State s Enterprise Project Management System (EPMS) Primavera P6 software, herein referred to as P6, and the Contractor is required to use the same software. Contractor s review may include the following with specific tasks directed by the State s Project Manager: 1) A comparison of the schedule s content as it relates to the requirements of the DB Conformed Contract. 2) An evaluation of its completeness of the work and all areas of the Project. 3) A review of the inclusion of the required deliverables during the design process. 4) An evaluation of the Design-Builder s applied logic, with attention paid to float suppression and sequestering techniques such as excessive lags, excessive durations, non-contractual constraints and non-tangible relationships. 5) Criticality will be reviewed for specified compliance, and the critical path will be reviewed for reasonableness. 6) The cost and resource loading of the schedule will be reviewed to ensure the total cost of the activities rolls up to equal the Contract price. 7) Activities will be reviewed for cost and resource assignments. They will also be reviewed for imbalances amongst like activities. 8) Cash flow will be reviewed for front loading. 9) In-depth schedule analysis, including a comparison of the schedule update against the baseline for changes between the two. 10) The critical path and overall progress will be monitored and reported on. 11) The Baseline Schedule s cash flow will be graphed to be used as a measure tool to reflect the planned outlay compared to the actual. 12) Monthly review of DB Contractor s invoices to verify payment requested matches work shown as completed in the monthly updated CPM schedule. 13) Review of DB Contractor s Time Impact Analysis. 14) Assist in reviewing, coordinating and processing contractor Partial Estimate pay vouchers. 15) Collaborate with other verification team members to review and analyze recovery schedules as required by the Design Builder within the CPM Specifications Staffing Requirements Provide one or more persons to perform the duties of the CPM Schedule Reviewer Co-location Locate in the co-located facility one day a month for schedule comment resolution meetings Tasks Baseline schedule review Review and check the DB Contractor s baseline schedule. Page 15 of 33

16 (A) Deliverable: Comments entered into DCS and verification that all comments were addressed. (B) Format: Microsoft SharePoint (C) Due: According to DB Conformed Contract. (D) Standard: DB Conformed Contract and State DCS Training Monthly invoice and schedule review Review and check the DB Contractor s monthly invoices and schedule. (A) Deliverable: Comments entered into DCS and verification that all comments were addressed. (B) Format: Microsoft SharePoint (C) Due: According to DB Conformed Contract. (D) Standard: DB Conformed Contract and State DCS Training Time Impact Analysis review Review and check the DB Contractor s Time Impact Analysis. (A) Deliverable: Comments entered into DCS and verification that all comments were addressed. (B) Format: Microsoft SharePoint (C) Due: According to DB Conformed Contract. (D) Standard: DB Conformed Contract and DCS Training Recovery Schedule review Review and check the DB Contractor s Recovery Schedule. (A) Deliverable: Comments entered into State DCS and verification that all comments were addressed. (B) Format: Microsoft SharePoint (C) Due: According to DB Conformed Contract. (D) Standard: DB Conformed Contract and DCS Training. 4 Design Team 4.1 Design Manager Manage the verification of the DB Contractor s design by making sure the right specialized engineers are reviewing the relevant plans, making sure designs are well coordinated across all disciplines, maintaining a consistent and predictable enforcement of the DB Conformed Contract, and meeting all verification responsibilities of the DB Conformed Contract Staffing Requirements Provide one person, in total, to perform the duties of Design Manager. Page 16 of 33

17 Co-location Will be co-located during design activities. At this time the location of the office is unknown, but is expected to be within three miles of CR J and I35W Tasks Design Review Review and check the Design-Builder s plans for conformance with the DB Contract. The Contractor will use the procedures for checking plans and calculations described in the DB Conformed Contract Book 2, Section 5, Exhibit A Quality Management Template. Must pay special attention to making sure that all the separate plans and disciplines are well coordinated with each other. For example, understanding that a change on the Roadway Plans may impact the Drainage, Bridge or ITS plans and vice versa. The Design Manager reviews all comments for each Release for Construction package for consistency and conformance to the DB contract, does a cursory review of plans sets, but leaves the detailed checking of plans and calculations to the specialized engineers. Perform coordination with all project participants, maintenance of records, interpretations of plans and specifications, and recommendations regarding dispute resolution. Must have general familiarity with the DB Conformed Contract. Must have general familiarity in understanding the requirements of MnDOT manuals, standards and specifications related to all disciplines. Attend all conferences or meetings as needed. Coordinate their review with the relevant external stakeholders with the requirement of obtaining the stakeholders acceptance of the design and plans. Stakeholders include Cities, Counties, and permitting agencies. Manage the review and checking of the Design Builder s plans for conformance to the design concept upon which the preliminary plans were prepared. Verify that the final plans are prepared in accordance with the DB Conformed Contract including current State standards and practices. These reviews will include overthe-shoulder plans, release for construction plans, notice of design changes, field design changes, and as-built plans. Contractor will use the following criteria to check and review the plans: 1) Review A comparative analysis for agreement with standard practice, conformance to the contract requirements, agreement with similar structures, all with application of professional judgment. Mathematical analysis is not specifically required, but may be necessary where a discrepancy appears likely. Work will include an analysis of the Design-Build Contractor s methods, assumptions, and calculations. 2) Check Contractor will check mathematical computations provided by the Design- Build Contractor and provide independent calculations when an issue occurs during the check. (A) Deliverable: Hardcopy plan sets that show checked, corrected, and verified redlines corrections. (B) Format: Hardcopy plans and calculations. (C) Due: Continuous throughout project and as described in the DB Conformed Contract. Final delivery occurs when DBVC contract ends. (D) Standard: DB Conformed Contract. Page 17 of 33

18 As-Built Documents Within 15 calendar days of the DB Contract Award, the Contractor will hold an As-Built Document coordination meeting with the DB Contractor. At this meeting the DB Contractor will explain how they will meet the conformed contract requirements for delivering as-built documents. The Contractor will audit the as-built plans upon their delivery for conformance to the conformed contract. (A) Deliverable: A meeting to determine DB Contractor s proposal for as-built documents. Contractor will provide a write-up explaining how the DB Contractor will organize the as-built documents. (B) Format: Electronic Microsoft Word 2013 document (docx extension) and hard copies. (C) Due: Meeting to occur 15 calendar days after DB Contract Award and write-up is due within 15 calendar days of the meeting. (D) Standard: Intentionally left blank. (E) State Review: Five business days. (F) Contractor Update: Five business days State Document Control System Thoroughly understand the Submittal Control methods for using the Microsoft SharePoint Document Control System. They will be responsible for entering comments, and reviewing and tracking responses in the DCS for all design related issues. State will perform the DCS training. (A) Deliverable: Enter comments, review and track responses in DCS. (B) Format: Microsoft SharePoint (C) Due: Continuous throughout project. Final delivery occurs when DBVC contract ends. (D) Standard: State Training and DB Conformed Contract. (F) Contractor Update: Continuous 4.2 Roadway Design Review Supply a team of people to perform all verification tasks related to roadway design, which includes all requirements covered under the DB Conformed Contract, Book 2. Perform all verification tasks related to roadway design, which includes all requirements covered under the DB Conformed Contract, Book 2. Duties include coordination with all project participants, maintenance of records, interpretations of plans and specifications, and recommendations regarding dispute resolution. The Contractor will have general familiarity with the DB Conformed Contract. This position must be an expert in understanding the requirements of the DB Conformed Contract, Book 2, Section 1, 2, 5, 7, 9, 10, 11, 14, 20; and MnDOT manuals, standards and specifications related to roadway design. Attend all meetings as needed. Verify that the Design-Builder s plans appear to meet the requirements of the DB Conformed Contract including current State standards and practices. These reviews will include over-the-shoulder reviews, release for construction plans, notice of design changes, field design changes, and as-built plans. Thoroughly understand the Submittal Control methods. They will be responsible for entering comments, and reviewing and tracking responses in the Microsoft SharePoint Document Control System for all design related issues. State will perform the DCS training. Page 18 of 33