P.I.N. 1759.59 TITLE: Geyser Road Safe Routes to School Project LOCATION: City of Saratoga Springs COUNTY: Saratoga County I. Supervision of Project Construction Management Plan a. Roles and Responsibilities: The City of Saratoga Springs is the owner of the proposed pedestrian improvements along Geyser Road (CR 43) and responsible for all oversight, overall owner project management and administration, including paying the contractor and Consultant Team, approving major modifications to the contract, and accepting the completed work. The Responsible Local Official (RLO) shall be the Mayor, Joanne D. Yepsen. The Regional Local Projects Liaison (RLPL) for this project is Ms. Tracy Balogh. Greenman-Pedersen, Inc. is the inspection team and is responsible for providing full-time inspection and monitoring of daily construction activities at all stages of construction to observe progress and quality of all aspects of the contractor s work for conformance with the contract plans and specifications. The Consultant s efforts will be directed toward providing the City of Saratoga Springs a greater degree of confidence that the completed work will conform to the contract documents. The consultant will conduct periodic progress meetings; and review monthly estimates for payment from the contractor for work accomplished. b. Consultant and Funding: Greenman-Pedersen, Inc. (GPI) is the construction inspection consultant. GPI is responsible for overall project coordination, providing technical engineering expertise, and addressing technical issues during construction. The inspection team will all be employees of GPI and reimbursed in accordance with the procedures of the NYS Department of Transportation. c. Inspection Qualifications: The on-site inspection team will consist of one part-time NICET Level III Inspector, employed by GPI. d. Chain of Command: The project staff hierarchy is illustrated in the organizational chart. The final determination for dispute resolution will rest with the Mayor, Joanne D. Yepsen. II. Contract and Project Requirements a. Disadvantaged Business Enterprise (DBE) Goals: The construction contract has a 5% DBE participation goal. b. Permits: The RE will ensure that the Contractor is fully aware of any permit requirements. c. Requirements of the Railroads and Utility Companies: There are no railroads in the project area. National Grid, Verizon, and Time Warner Cable have aerial and underground infrastructure in the project vicinity. The only utility impact expected is installation of sidewalk guys to accommodate the sidewalk under existing guys. All necessary utility work agreements have been Page 1 of 7
obtained for this work. The RE will assure that the contractor coordinates this effort. d. Commitments made to other municipalities, emergency service providers, schools, etc.: This project will utilize a standard shoulder closure for a specified period however, access for property owners, business owners and emergency services will be required and maintained at all times. The RE and the Project Manager, in close cooperation with the Contractor and the City of Saratoga Springs, will be responsible for keeping the affected property owners, the general public and key organizations informed of construction activity. e. Commitments contained in Design Approval Document that are to be fulfilled during construction: The RE and the Project Manager, in close cooperation with the Contractor and the City of Saratoga Springs, will be responsible for public outreach to inform the community of the road closure and detour. f. Special Documentation: The RE will be responsible for obtaining HC-91 property release forms from adjacent property owners to perform any contract work on private lands such as re-establishing approaches to private land (driveways/walkways), planting trees and shrubs, grading and re-establishing turf and replacing utility services connections. g. As-built plans documentation procedures: The RE will maintain a set of plans in the Field Office that will show the as-built changes. At the end of the project, GPI will transfer these changes on to mylars. III. Contract Administration a. Subcontractor Approval Process: The Contractor will submit a pre-award package to the RLPL seven (7) days after the bid opening. The preaward package will consist of the following forms: AAP-19c, AAP-10 and AAP-11 from the submitted bid package, plus AAPHC89, AAP-22 and AAP-23. The Contractor will submit a list of anticipated subcontractors to be used on the project at the pre-construction meeting. At the pre-construction meeting the following forms will be submitted: AAP-19c, AAPHC89, AAP-15 and AAP-35. All forms are available at: https://www.nysdot.gov/main/business-center/contractors/construction-division/forms-manualscomputer-applications-general-information/civil-rights. The RE will check to ensure that the subcontractor is not on any Debarred Contractor List. The RE will remind contractors of the requirements of Form FHWA 1273.2 (contained in an Appendix of the Bid Proposal) which states that the contractors shall insert all of the stipulations of the contract into all contracts with the subcontractors and that the prime contractor is responsible for the compliance of all subcontractors. Any subcontract found lacking these stipulations will not be eligible for reimbursement. b. Change Order Approval Process: Change Orders will be processed using the current NYSDOT Order on Contract forms. The RE shall recommend all approved change orders to the Project Manager. The City of Saratoga Springs and NYSDOT will have final approval of all Change Orders. After Sponsor review and before final approval, a copy of all Change Orders will be sent to the Regional Local Projects Liaison (RLPL). The RLPL s approval will be requested for any change order that: 1. Adds significant new items, Page 2 of 7
2. Changes the character of the work materially, in kind or nature from that included in the original proposed construction contract, 3. Changes the quantity of any major item of work, fixed quantity item, or composite item (as defined in the contract) above 125% or below 75% of the original contract quantity, 4. Proposes changes outside the contract limits, 5. Proposes changes outside the contract scope, 6. The value of the proposed change order exceeds the contingent amount established in the State/Local Agreement. c. Procedures to Ensure DBE Compliance: In accordance with the DBE section of Appendices 12, the Contractor will make a good faith effort to utilize DBE s as his subcontractors. The Contractor will complete form AAP-19c and AAP-20. The Sponsor and the Contractor will collaborate on all DBE reporting requirements. d. Procedures to Ensure EEO Compliance: The RE will interview the Contractor s EEO officer to ensure that the Contractor is fully familiar with the Code of Federal Regulations, Title 41, Chapter 60, 60-1.1, Equal Opportunity Clause and 60-4, Construction Contractors, Affirmative Action Requirements; and Form FHWA 1273.III, Non-segregated Facilities; all of which are included in the Bid Proposal. The RE will monitor the Contractor s Compliance with these requirements. The Sponsor and the Contractor will collaborate on EEO reporting requirements. The RE will ensure that the following forms are completed: Monthly: AAP-33d, Monthly Employment Utilization Report AAP-19c Every time there is a change in the DBE utilization AAP-21c, Prime Contractor Report of Contractor Payments (Submit with each Payment) The New York State Department of Transportation, through the Office of Construction, has purchased and implemented an Internet based civil rights reporting system called EBO (Equitable Business Opportunities) to streamline and reduce the efforts required by the construction industry to satisfy the civil rights reporting requirements. The contractor is encouraged to utilize this system for tracking purposes. Information is available at: https://www.dot.ny.gov/main/business-center/contractors/construction-division/constructioncivil-rights/ebo e. Wage Rate Compliance Procedures: Sponsors must comply with the following: Collect and maintain all payroll records for 5 years after the completion of work. Designate, in writing the individual responsible for collecting payrolls from the Prime Contractor. The sponsor s designated employee s name must be posted in a conspicuous location at the project site. The Sponsor must make the Prime Contractor s filing of payrolls with the Sponsor a condition of payment. If the Prime Contractor fails to file payrolls or willfully underpays wages, the contractor can face possible felony charges. The RE will audit the Contractor s Certified Payroll reports on a weekly basis. The RE will also conduct wage rate interviews with at least ½ of the Contractor s labor force that matches the Contractor s payroll frequency. The statement of compliance as requested by Form FHWA 1273.V.2. (See PLAFAP 1273 Requirements) manual Statements and Payrolls Payroll Records, will be strictly enforced. The RE will compare the actual pay rates and supplemental benefits paid to the labor force with the State and Federal Wage Rates published in the Bid Proposal. The contractor will be advised immediately in writing if there is a violation of this contract requirement, and will have one week to rectify the disparity. Page 3 of 7
f. Procedures to Ensure Worker Safety: The RE will have the Contractor s and Subcontractor s site specific safety plan on file PRIOR to the start of any work on site. The RE will ensure that the Contractor have on site at all times at least one person skilled in safety and health procedures and familiar with State and Federal safety and health regulations, whose responsibility it will be to monitor methods and procedures. This person will attend the preconstruction meeting and will be approved by the RE as qualified and will review all safety plans and procedures the Contractor will employ during the work. g. Claim and Dispute Resolution Procedures: Claim and Dispute Resolution Procedures will follow those specified under NYSDOT Section 105-14, Dispute Resolution and Disputed Work Provisions to settle claims and disputes. The RE will organize and coordinate the dispute resolution process and the City of Saratoga Springs will make the final finding upon the recommendation of the Project Manager. h. Scheduling and Time Extensions: As required under Section 108-01, Start and Progress of Work, the contractor will be required to provide a work schedule within 5 days after the commencement of work. The RE and the Project Manager will review this schedule and monitor the Contractor s compliance with this schedule. If the Contractor does not progress the work at the rate proposed, he will be advised in writing of failure to comply with his schedule and he will be ordered to provide an updated schedule indicating the means that he will use to guarantee the completion of the project on time. No extensions of time will be allowed unless specifically negotiated under Section 105-14, Dispute Resolution and Disputed Work Provisions. i. Record Keeping and Record Retention Procedures: The project will be administered and monitored using the NYSDOT Manual of Uniform Record Keeping (MURK). The RE will complete daily logs and any special daily reports included in the NYSDOT Construction Inspection Manual (CIM), including structural concrete and asphalt paving reports. Upon completion of the project, all documents will be catalogued and copied. Original documents will be retained by the Sponsor. Close out materials requested by the RLPL will be provided. All documents will be retained for three years after the State/Local Project Agreement has been closed. IV. Construction Inspection a. Inspection Plan: The RE shall be responsible for ensuring conformance with contract plans and specifications. The RE will develop and document estimates of completed work and prepare contractor payment requisitions. The RE shall monitor daily construction activities of the contractor for conformance with the contract plans and specifications; take measurements of all unit price items and compute areas and volumes of completed work; and monitor the execution of the project s maintenance and protection of traffic plan to assure the contractor adheres to the contract requirements. Shop inspection shall be performed by GPI to assure the fabrication of the materials is performed in accordance with the NYSDOT specifications. b. Quality Control/Quality Assurance Plan: The Sponsor will make periodic visits to the jobsite to ensure that work is being completed in accordance with the contract, including the specifications. The RE will be interviewed prior to the start of the project to Page 4 of 7
ensure that the RE is fully familiar with the inspection procedure for any item of work in the project, prior to start of work on that item. NYSDOT CIM will be referenced for that assurance. c. Material Testing Procedures: The NYSDOT is responsible for material sampling and testing at the plant. The Sponsor is responsible for material testing in the field and acceptance. These duties cannot be assigned or delegated to the contractor. The material testing procedures must be tailored to each project. Use of the NYSDOT CIM for guidance on frequency and amount of testing is recommended. Consultant Inspectors and/or an Independent Testing Company will approve/certify construction materials. Quality Assurance must not be done by the approving entity. Note: Asphalt will be provided only by NYSDOT approved plants and will be field inspected/tested in accordance with the NYSDOT CIM. Concrete will be provided only by NYSDOT approved plants and will be field inspected/tested in accordance with the NYSDOT CIM. d. Shop Drawing Approval Process: Shop drawing review will be the responsibility of the design engineer through the RE. The review time will be as allowed by the Specifications and/or Contract Plans for the subject item. V. Coordination with Others a. Anticipated efforts to ensure compliance with permits: The RE will notify all permitting agencies of the schedule of each project. No work will be progressed prior to the full execution of any permit. b. Anticipated efforts to coordinate with affected utility companies and railroads: The RE or the Project Manager will notify the appropriate utilities, as construction requires. All utility relocations are expected to be Permanent. c. Anticipated efforts regarding coordination with other municipalities, emergency service providers, schools, etc.: The existing project corridor is currently operating under two-lane conditions. Short and/or intermediate lane closures will be implemented (in addition to the specified road closure noted in section II. d.) and the RE and the Project Manager, in close cooperation with the Contractor and the City of Saratoga Springs, will be responsible for keeping the affected property owners, and key organizations apprised of construction activity. d. Anticipated efforts to ensure satisfaction of unfulfilled commitments made in Design Approval SHPO Memorandum of Agreements or other unfulfilled commitments made in the Design Approval. None. e. Anticipated efforts to address all special requirements.: None. VI. Close-Out a. Contract Acceptance and Close-out Procedures: Page 5 of 7
ORGANIZATIONAL CHART City of Saratoga Springs Responsible Local Official (RLO) Mayor Joanne D. Yepsen 518-587-3550 NYSDOT Supervisor Karen Hulihan, P.E. NYSDOT RLPL Tracy Balogh Greenman-Pedersen, Inc. Project Manager Peter Faith, P.E. (518) 453-9431 Ext. 222 Field Office GPI Inspection Staff Construction Manager Willy Grimke, P.E. Inspector TBD Office and Subcontractors Shop Drawing Review Highway Casey Knapp, P.E. (GPI) Traffic Signal Michael Wieszchowski, P.E. (GPI) Page 7 of 7