The City plans to select up to two (2) firms to support the City with the various planned 2026 Pavement Program projects (hereinafter “Consultant”). The City plans up to six (6) pavement projects but only two are currently in design to date with PS&E completion scheduled during Q1 of 2026. As PS&E packages are completed, the City will seek constructability input from the Consultant for project constructability. As construction packages are awarded, the City will assign and negotiate a project to the Consultant whose staff and skill sets best align with the construction package. The following project tasks are for each of the planned 2026 Pavement Program projects, but additional requirements will be outlined in Task Order Assignments per project: Task 1 – PS&E Constructability Review The City is using a combination of in-house and consultant resources to complete PS&E packages for the 2026 Pavement Program projects. When feasible, the Consultant will be required to review the PS&E bid packages during the 65% and 95% design stages to review constructability and to recommend efficiency improvements for construction, construction staging, and inspection support. Review of PS&E packages shall include a field review of project sites by the Consultant. Field review should focus on confirmation of recommended improvements, location of additional civil improvements to comply with ADA requirements, drainage stability, and sidewalk improvements. As part of the PS&E review the City will also be seeking input on recommended construction staging to limit impacts to residents including neighborhood access and parking. Office review of PS&E package shall focus on confirmation of Technical Specifications to ensure all construction tasks and deliverables by the Contractor are properly explained and documented. Consultant shall also review Engineer’s Estimate to ensure the project Bid Schedules are appropriate for the construction packages and unit price consistent with market trends. Task 1 Deliverables: Red line PS&E comments and memorandum outlining Consultant recommendations to improve PS&E packages prior to release for bid. Recommendations on estimated project working days per PS&E package. Task 2 – Construction Management Consultant shall serve as an agent of the City and aid the City in managing all construction related activities related to the implementation of the 2026 Pavement Program. The Consultant will be responsible for, but not limited to, the following activities: • Review and recommendation of approval of contractor submittals • Preparation of Kick Off materials including agenda, note taking, and Action Item tracking • Review and recommendation of approval of contractor’s Monthly Payment Quantities for project invoicing • Coordination of weekly and monthly construction staging activities calendar with contractor • Serve as the City’s agent with the role of providing outreach to residents, businesses, schools, places of worship, childcare centers, senior centers, nearby Cities/County, Caltrain, Caltrans, UPRR, Fire Department, and Police Department. Ensure outreach notices are sent out a minimum of 4- and again at 2-weeks prior to start of construction activities. Coordinate with appropriate City staff for updates to the City’s website and social media networks. • Review and confirmation of contractor disbursement of public notice related to construction activities (i.e., door hangers or other median intended to notify residents and business on construction activities) 2 weeks before construction. • Review and confirmation of contractor posting notices for No Parking or Street Closed signs and restrictions related to construction activities • Preparation of Weekly Construction Updates and Weekly Forecasts for use in community notices to help inform the public regarding active and planned construction activities. • Participate in Weekly Coordination meetings (both in-office and in the field) with the contractors to discuss construction activities, document and issue construction change order notices, and to help facilitate required design revisions as needed with project design teams or City staff. • Respond quickly and professionally to calls and complaints from the public about project related matters, and provide access, information, and accommodation. • Obtain Certified Payroll, confirm, and document in the project folder. • Track the schedule and send the weekly remaining workdays to the contractor for each project. • Check in advance and coordinate with other constructions, permits, activities, and events. • Identify and prepare appropriate grant fund reporting documents Task 2 Deliverables: Weekly project updates and forecasts, monthly project summary reports, review, confirm, and document quantities for progress payments, and recommendations for approval of project invoices and other related construction documents. Task 3 – Construction Inspection Consultant shall serve as an agent of the City and aid the City in managing all construction related activities related to the 2026 Pavement Program. The City will require that one full-time consistent Construction Inspector be assigned for each project, duties will include, but not be limited to, the following: • Validate construction activities are consistent with approved traffic control plans for each construction stage. The construction Inspector(s) should be experienced in the inspection of traffic control and resurfacing projects; certification in Traffic Control Operations by an independent agency is preferred. • Meet daily with the contractor, subcontractor(s) at the start of each workday to discuss and document planned construction activities for the day. • Remain on-site during construction activities to ensure work activities are consistent with planned construction activities for the day and that work is consistent with approved project plans and specifications. • Direct contractor on construction activities in conformance with project plans and specifications. • Coordinate daily with the Consultant Construction Manager and City Project Manager regarding construction activities and solicit direction when needed to ensure that the contractor remains on task and that construction activities are consistent with project plans and specifications. • Document inconsistencies with project plans and specifications. Confirm with Consultant Manager and City Project Manager as needed.
