General Services The Consultant working under the guidance of the County shall: Assist the County with project scope development and refinements. Provide recommendations and ideas to expand/contract on project scope, cost management, and constructability issues. Facilitate the establishment and documentation of Project goals. Project Administration: Provide project administration and coordinate with the Architect & Engineer and assigned County personnel. Prepare for, cooperate with, and assist auditors who may be assigned to review project records, payments, reports, etc. Provide ample inspectors and assistance to adequately oversee all work being done on the contract. Monitor contractor’s hours worked and materials on the project and verify all pay requests for accuracy. Prior to starting work, submit to County personnel, a listing of personnel assigned to the project for review and approval. In addition, a list of persons with emergency phone numbers should always be supplied to County personnel and be available at any time in the case of an emergency on the project. The Consultant should also obtain from the Contractor a list of personnel that will be responsible for any occurrence that may arise on the project, for the life of the project. Plan, manage and coordinate all aspects of the Project. Lead, direct and coordinate the efforts of the Project Team to achieve the objectives of the Project and to meet the County's requirements. Scheduling: Consultant will be responsible for ensuring project stays on schedule. Baseline and monthly progress schedule management throughout all phases of the project including close-out and warranty period. Work closely with the County to foster a team environment among all members of the Project Team and ensure success is achieved for all stakeholders. Must be able to work independently, guided only through broad direction. Design Criteria Package: Knowledgeable in areas of public facility design and best practices to assist in the development of criteria package (Owner's Project Requirements). Consultant will effectively organize our efforts and integrate the County’s input to solidify the design criteria for use by the project’s Design/Build Contractor. As required, the Consultant will be responsible for preliminary meetings with specific user group representatives to understand their needs and elicit their participation in the proposed solutions and outcomes. Concept Development: The Consultant will be responsible for an “operationally based” approach to the design. The conceptual design approach should consider options for internal configuration functionalities in terms of responsiveness to meeting the overall operational intent of the public facility. The intent of an “operationally based” design is meant to convey that the design intent should be driven by the functions that are necessary of a public facility to efficiently operate. The design should incorporate the operational opinions of the current staff as well as the professional experience gained by the designers from other projects. Design Narratives: The Consultant will begin to assemble the logic behind the developing design solution from an architectural perspective using design narrative information for each construction discipline. This information will be provided to the design team to convey the rationale in support of the design criteria and the preliminary concept. Schematic Design (Preliminary): As programming and design information is generated, the Consultant will compile the information into a Preliminary Design Report for County stakeholder review and comment. Utilizing single line diagrams, sketches, or other drawings as required, this report will document the basic concepts and approaches to be used as the design process progresses. Detailed Schematic Estimate: Based upon the evolving levels of information, the projected schedule and estimate of probable construction cost estimates will be compiled and updated as needed to provide the most current information regarding the project. Oversee Design/Build Contractor: Assist and advise County on evaluating and selecting the Design/Build Contractor for the project. Produce and curate scoring criteria for Design Team selection. Manage the procurement process in coordination with County’s Purchasing and Legal departments. Design Compliance Monitoring: Consultant will participate in and advise the County throughout all design phases and steps including but not limited to: Programming, charrettes, constructability review, etc. The Consultant will have authority and ultimate responsibility for design schedule phasing, reviews, oversight, management, and modifications. Review work drawings and specifications, and act as an agent for Escambia County during the design, construction, commissioning, and occupancy of the Project. Sustainable Design Analysis: There is a responsibility to incorporate sustainable design concepts and elements in public sector projects. The Consultant will provide the expertise to evaluate and guide the design team regarding the incorporation of sustainable design elements in the project. These design elements should be evaluated for potential cost benefits for physical plant operations and environmental quality. The County does not have a preference regarding LEED or other construction certification target. The facility must meet all public facility certification requirements. Building Commissioning and Agent Oversight: The consultant shall provide, and have oversight of the commissioning services for the facility. Together with the Architectural/Engineering team, Commissioning Agency, and Owner, monitor and observe the testing and startup of all utilities, systems, and equipment. The consultant shall have experience with the coordination of the Project commissioning processes, occupancy preparation, and move management to aid the Owner. Assist in negotiations among the Project Team in coordination with the County’s Facilities Management, Information Technology and Purchasing departments, and as applicable, the utility companies concerning the installation of electric, sewer, water, gas, fiber, and telephone facilities required for the Project. Coordinate the selection, purchase and installation of Owner furnished furniture, fixtures, and equipment. Can communicate at all levels, including exercising discretion, confidentiality, and diplomacy. Become familiar with and adhere to all related Escambia County policies. Determine Project related applicable regulations, codes, laws, etc., and where necessary, work with the authorities having jurisdiction. Identify key decision points and facilitate approval processes, including bringing the necessary people to the table to get decisions made. Clearly establish the responsibilities of the Project Team and provide overall coordination and implement controls to ensure the Project proceeds and is completed efficiently. Establish, monitor, and control a program of progressive reviews including, scope, cost, schedule, and risk. Identify and assess scope, schedule, and budget changes and make recommendations to meet Project goals and objectives. Identify and advise the County, in a timely manner, of any potential obstacles or issues that need special attention during the Project, assess options, and provide recommendations to the County. Regularly assess the status of the work, establish, and administer quality assurance and control programs. Inspection of Work: Provide inspection services for conformance to Plans and Specifications, as well as applicable local, state, and federal requirements. Observe, measure, and record all quantities for payment. Record field measurements in project records for review by County personnel or auditors. Records shall be recorded on a standard form (field book) and/or on field inspection forms to be submitted to the County. Check traffic control daily, and additionally as required or requested. Notify the contractor of deficiencies or problems immediately. Document weekly (or as often as required) project traffic control on forms and distribute as required. Inspect daily erosion control items for conformance to the plans as well as effectiveness in the field. Notify the contractor of deficiencies. Prepare to justify all pay quantities in the case of questions from the contractor or County. For each inspection day, prepare an accurate diary, signed by the inspector, consisting of, but not limited to: A record of the contractors on the project Their personnel (number and classification) Equipment (number and type or size) Location and work performed by each Contractor or Subcontractor Orders given to the Contractor Events of note on the project Accidents on the project and any details surrounding the accident such as police report number, fatalities, causes, time, etc. Obtain a copy of the police report for the project records whenever possible. Weather, amount of precipitation, temperature at morning, noon, and evening, cloudy, clear, etc. Days charged, with explanation if not charged Equipment arriving or leaving the project, idle equipment Any other details that may be important later in the project life Ensure all reports and submissions are identified and included in the Project schedule of deliverables. Implement Project data control and retrieval systems (files: digital and hardcopy) to fully track the evolution of decisions, ensure appropriate approvals are obtained and preserved, and be able to provide copies of documents within 24 hours of receiving a request from the Project Team. Distribution of Correspondence: Submit to County personnel a copy of all correspondence between the Consultant, Contractor, Sub Contractors, or others concerning matters related to the project. Maintain an electronic file of all correspondence for submission with the project Final Records. Ensure all activities, especially decisions and financial commitments, are documented, tracked and retrievable on request. Maintain proper Project records in a format acceptable to the County and turn over Project documents at the completion of the Project, and at such other times as the County may require. Project Claims: Prepare documentation and assist in the defense of Escambia County, when requested, in preparation for Claims or possible Claims resulting in the execution of the contract. Attend Board meetings as requested to provide information and present recommended actions which the Board may be required to vote upon. Utility Relocations: Utility relocations will be a part of this contract. Relocations that are reimbursable will be inspected for quantities that will be reviewed and verified, comparing utility company records prior to payment by Escambia County Milestone Presentations: Presentations may be requested at various milestone levels. These presentations can include, but not be limited to Facilities personnel, Escambia County Board of County Commissioners, and local news media outlets. Timing of these presentations may shift/vary over the course of the project. Citizen Interface: Consultant will act as primary point of contact for citizen comments, inquiries, and complaints for this construction project. Consultant will periodically verify information posted on the contractor’s job board. The job board must include, but not be limited to, standard project documentation, permits, emergency contact information, etc. Location shall be within the project location, to be determined by County personnel. Pre-Design Services The Consultant working under the guidance of the County shall: Facility Program: The Consultant will perform programming studies and investigations with, but not limited to, facilities maintenance staff and administrative staff needs. Assist stakeholders and staff when final design programming is done with the design architect. Assist the County with evaluation and selection of RLI respondents for Architectural and Engineering services to provide final construction documents to include at a minimum: Civil, Structural, Mechanical, Electrical and Plumbing Engineering. Develop a complete Scope of Services to assist the County in preparation of RLI solicitation for other project professionals as needed. The Project Administration Manager role will include participation in design development to assist in recommendations for value in construction materials, means and methods, and construction approach, as well as sustainable energy options designed to deliver the project in the timeliest, cost sensitive and highest degree of quality. Develop a complete Scope of Services to assist the County in preparation of an RLI solicitation for design services to include at a minimum: IT network solutions, audio visual, FF&E, signage, security design and integration into the county wide security systems, building commissioning to integrate into design development, and post construction occupancy. Participation in the pre-design phase shall be intended to assist the Owner with procurement of all essential design team members and to clearly define the responsibilities of all parties, including the Owner. Solicitation of Requests for Proposals shall be in collaboration with the County’s Facilities Management, Information Technology and Purchasing departments, and the Board of County Commissioners (“BCC”). Responsibilities of the Consultant in the pre-design phase procurement shall include, but are not limited to develop, for review, a comprehensive Scope of Services for all disciplines, pre-qualification of interested bidders, assuming the lead role in the consultant selection process with the designated selection committee, make recommendations on the final selection, and assist the County’s Purchasing department with final contract requirements.
