WORK ORDER INITIATION FORM - 16-0003-ENy
gai consultants
GAI Consultants, Inc
WORK ORDER INITIATION FORM
for the CITY OF CLEARWATER
Date: 4/29/2021
Consultant Project Number: A181093.04
City Project Number: 16 -0003 -EN
City Plan Set Number: 2016017
1. PROJECT TITLE:
Cleveland Street Phase III and Festival Core Construction Administration.
2. SCOPE OF SERVICES:
GAI Consultants, Inc. ("GAI") is pleased to submit this Scope of Services/Fee Proposal for Professional
Services the City of Clearwater (the "Client" or the "City") for the above -referenced project. This
proposal reflects the anticipated scope and related costs for services to be provided based on our
knowledge of the project.
The purpose of this Work Order is to authorize the Engineer to provide construction administration
services during construction of both Cleveland Street Phase III and the Festival Core, which provide
roadway travel lane reduction, widening of pedestrian sidewalks with the addition of a cycle track,
along with the replacement of the existing storm drainage system, sanitary sewer main, reclaimed
water and watermain. The limits of the designed roadway work for Cleveland Street are from the
intersection of South Missouri Avenue to 500 feet east of Gulf to Bay Blvd. The limits of roadway for
Gulf to Bay Blvd are from Cleveland Street to Court Street. The intersection of Cleveland Street at
Gulf to Bay have been realigned, and a Festival Core is proposed at this location.
Based on our understanding of the project requirements/criteria provided to date by the Client and
construction duration, GAI will perform the following described Scope of Services:
I. CONSTRUCTION PHASE:
Task 1.1 Preconstruction Meeting:
GAI Attendees include Project Manager, Project Engineer, Utility Engineer and Landscape
Architect.
Task 1.2 Schedule Review:
Review Construction Manager's initial and updated schedules for general conformance with
construction sequencing.
Work Order Initiation Form
Page 1 of 8 Revised: 1/25/2020
Task 1.3 Shop Drawings:
Log, disseminate, review, and respond to up to shop drawings and other submittals from the
Construction Manager. Submittals received from the Construction Manager that have not been
properly documented and reviewed by the Construction Manager will be returned to the
Construction Manager without review.
Task 1.4 Request for Information (RFI):
Log, disseminate, review and track Construction Manager RFIs. Engineer will provide general
technical information, additional data or drawings and written instructions, and provide
clarifications and interpretations of the Contract Documents to resolve unforeseen conditions
encountered during construction in response to Construction Manager RFIs.
Task 1.5 Price Change Requests (PCRs) and Work Change Directives (WCDs):
Evaluate PCRs and WCDs resulting from clarifications and changes to the contract work not
requiring additional design or permitting efforts. Engineer will provide general technical
information and written instructions and develop and issue the formal PCRs and WCDs.
Task 1.6 Field Change Directives (FCDs):
Develop and issue FCDs required to clarify or resolve issues with the contract work.
Task 1.7 Teleconference Progress Meetings:
Attend monthly progress meetings via teleconference during field construction efforts and review
the Construction Manager's meeting minutes. Attendees: Project Manager, Utility Engineer and
Landscape Architect
Task 1.8 Periodic Site Visits:
Periodic site visits by members of the engineering team at various stages of construction to
observe the overall progress and quality of executed work by the Construction Manager and to
assist with answering questions.
Task 1.9 General Program Management:
• As -needed reviewing project status and ongoing issues, prioritizing efforts and scheduling and
assigning personnel and other necessary resources regarding:
o Outstanding submittals and submittals requiring review;
o RFIs requiring responses;
o Field Orders and Work Change Directives;
o Other outstanding project needs included within the Engineer's Scope of Services and
requiring the Engineer's efforts;
• Miscellaneous meetings, conference calls, emails and discussions necessary to coordinate,
plan and manage the efforts of the Engineer's internal staff and technical disciplines with
those of other engineering firms involved in the project. Technical Disciplines include
Civil/Stormwater, Utilities, and Landscape Architectural.
• Miscellaneous phone calls and emails with the City's Project Manager and other City staff;
• Miscellaneous phone calls and emails with the Construction Manager's staff required to
respond to minor questions not requiring formal RFIs;
Work Order Initiation Form Page 2 of 8 Revised: 1/25/2020
• Reviewing, track the Consultant and logging construction observation, materials test reports
and other field data;
• Monitoring the engineering budget and advising the City's Project Manager of unforeseen
efforts that could affect the available budget;
• Monthly Status reports: Providing the City's Project Manager with a monthly status report
and assessment of the remaining engineering budget and the project schedule.
• Document control: Maintaining files of correspondence, meeting minutes, Contract
Documents, Change Orders, Field Orders, RFIs, Work Change Directives, Addenda, additional
Drawings issued subsequent to the execution of the Contract, progress reports, Shop Drawing
and Sample submittals, regulatory correspondence and other Project -related documents.
Task 1.10 Substantial Completion Walkthrough/Punchlist:
The Engineering Project Manager and Landscape Architect will conduct a walk-through of the
project site when improvements are completed and ready to be turned over to the City for
operation. This walkthrough will be conducted to determine if the completed work is in general
conformance with the requirements of the Contract Documents. A punch list will be provided to
the Construction Manager.
Task 1.11 Final Completion walkthrough:
Once the punch list items are addressed and completed, the Engineering Project Manager and
Landscape Architect will conduct a final walk through of the project site.
Task 1.12 Electronic Record Drawings:
Record Drawings will be based on the surveyed As-Builts provided by the Construction Manager.
Record Drawings will show changes indicated on the surveyed As-Builts in addition to other
changes made by Work change Directive or Field Order. Changes will be shown with a
combination of cross outs and clouds.
Task 1.13 Permit Certification
Prepare and submit the certifications for the following permits:
• FDEP Domestic Wastewater.
• FDEP Potable Water.
• SWFWMD Environmental Resource Permit (ERP).
Task 1.14 Final Closeout
Assist the City with review and processing of closeout paperwork.
Task 1.15 Festival Core — Klar & Klar
Please see attached Scope of services.
Task 1.16 Irrigation - Certified Irrigation Designs Inc.
Work covered by Please see attached Scope of services
3. PROJECT GOALS:
Assist City staff in reviewing Contractor's submittals and reviewing construction status of ongoing
issues, in order to prioritize response scheduling, to keep construction on schedule.
Work Order Initiation Form
Page 3 of 8 Revised: 1/25/2020
Final deliverables will include:
• Electronic (PDF) copies of all submittal reviews, RFI responses, supporting information, and
supplemental drawings via email.
• Electronic (PDF and/or Word) copies of all Field Change Directives, Work Change Directives, and
Requests for Proposal via email.
• One (1) electronic (PDF and CADD) and one signed and sealed hard copy of the final Record
Drawings.
Electronic (PDF) copies of all permit certification packages.
4. BUDGET:
This price includes all labor and expenses anticipated to be incurred by GAI and it's subconsultants,
for the completion of these tasks in accordance with Professional Services Method "B" — Lump Sum —
Percentage of Completion by Task, for a fee not to exceed Four Hundred, Eighty -One Thousand, and
Thirty Dollars ($ 481,030.00).
5. SCHEDULE:
The schedule for construction is assumed to be 18 months from issuance of notice -to -proceed. GAI
will attend monthly meetings with City staff and the Contractor. Contractors submittal for review will
be responded within a reasonable time so as to not delay the construction schedule.
Final Closeout documents will be provided within 14 working days of receipt of As-builts.
6. STAFF ASSIGNMENT:
GAI and subconsultants Key Staff Assignment:
Christina M. Newcomb, PE Project Manager
Frank Bellomo, PLA Senior Director of Landscape Architecture
Ruth Perry, PLA Landscape Architect Manager
Jay Ameno, PE Utility Engineer
Rob Hoogeveen Irrigation
Festival Core:
Tim Knowles, AIA, NCARB Architect
Michael Spychala, PE Electrical Engineer
Jeremy Case, PE, SE Structural Engineer
City Staff Assignment
Catherine Corcoran, RLA Project Manager
7. CORRESPONDENCE/REPORTING PROCEDURES:
Consultant's project correspondence shall be directed to:
Christina M. Newcomb, PE
c.newcom b@gaiconsultants.com
(813) 605-7078
All City project correspondence shall be directed to:
Catherine Corcoran, RLA
Work Order Initiation Form Page 4 of 8 Revised: 1/25/2020
catherine.corcoran@myclearwater.com
(727)562-4749
8. INVOICING/FUNDING PROCEDURES:
For work performed, invoices shall be submitted monthly to the:
City of Clearwater, Engineering Department
Attn: Veronica Josef, Senior Staff Assistant
PO Box 4748
Clearwater, Florida 33758-4748.
Contingency services will be billed as incurred only after written authorization provided by the City
to proceed with those services.
City Invoicing Code:
9. INVOICING PROCEDURES:
At a minimum, in addition to the invoice amount(s) the following information shall be provided on all
invoices submitted on the Work Order:
A. Purchase Order, Project and Invoice Numbers and Contract Amount.
B. The time period (begin and end date) covered by the invoice.
C. A short narrative summary of activities completed in the time period.
D. Contract billing method — Lump Sum or Hourly Rate.
E. If Lump Sum, the percent completion, amount due, previous amount earned and total earned to
date for all tasks (direct costs, if any, shall be included in lump sum amount).
F. If Hourly Rate, hours, hourly rates, names of individuals being billed, amount due, previous
amount earned, the percent completion, total earned to date for each task and other direct costs
(receipts will be required for any single item with a cost of $50 or greater or cumulative monthly
expenses greater than $100).
G. If the Work Order is funded by multiple funding codes, an itemization of tasks and invoice
amounts by funding code.
10. ADDITIONAL CONSIDERATIONS:
Consultant acknowledges the following:
A. All City directives shall be provided by the City Project Manager.
B. "Alternate equals" shall not be approved until City Project Manager agrees.
C. All submittals must be accompanied by evidence each has been internally QA/QC'd before
providing to City.
D. Consultants/contractors are not permitted to use City -owned equipment (i.e. sampling
equipment, etc.).
E. Documents posted on City website must be ADA accessible.
All work orders should include considerations for the following:
A. Sea Level Rise and Flood Resilience, as applicable.
B. Submittal of a Critical Path Method (CPM) Schedule(s).
C. Submittal of a Project Catalog with the following items, as appropriate:
Work Order Initiation Form Page 5 of 8 Revised: 1/25/2020
a. Data requests, assumptions, critical correspondence, meeting agenda, sign -in sheets,
meeting minutes, document comment -response log(s), technical memorandum/reports,
addenda, progress reports, regulatory correspondence, and other project -related
documents.
b. If construction project, also include design plans, conformed plans, change orders, field
orders, RFIs, work change directives, addenda, progress reports, shop drawing and
progress submittals, as-builts, record drawings, and other project -related documents
such as O&M manuals and warranty information.
c. At the conclusion of the project, ENGINEER will combine this information into a Project
Catalog and submit to the City for review and comment.
D. Arc Flash labeling requirements:
a. All electrical designs and construction shall adhere to NFPA 70 E "Standard for Electrical
Safety in the Workplace".
b. Updated calculations of Fault and Arc Flash, and provisions for new or updated Arc Flash
equipment labeling shall be included in the contract documents.
11. SPECIAL CONSIDERATIONS:
The consultant named above is required to comply with Section 119.0701, Florida Statutes, where
applicable.
The scope of work and fee is based on a 24 -month construction schedule starting at the Pre -
construction meeting. In the event construction exceeds 24 months, GAI reserves the right to pursue
additional fees necessary to complete construction services through completion.
Scope and Manhours was based on the City conducting CEI and providing field reports of construction.
PREPARED
APPROVED BY:
Istina M. Newco b, P.E.
Sr. Engineering Ma ager
GAI Consultants Inc.
GAI PPROVAL:
tub 51-z(
Fra Bellomo, PLA Date
Sr. 'rector of Landscape Architecture
GAI Consultants, Inc.
Work Order Initiation Form
Tara KiveTt,
City Engineer
City of Clearwater
f7)4W61-(
Date
Page 6 of 8 Revised: 1/25/2020
ATTACHMENT "A"
Cleveland Street Phase III and Festival Core
16 -0003 -EN
GAI Consultants Inc.
WORK ORDER INITIATION FORM
CITY DELIVERABLES
nisi opOcable mOft ]
1. FORMAT:
The design plans shall be compiled utilizing the following methods:
1. City of Clearwater CAD standards.
2. Datum: Horizontal and Vertical datum shall be referenced to North American Vertical Datum
of 1988 (vertical) and North American Datum of 1983/90 (horizontal). The unit of
measurement shall be the United States Foot. Any deviation from this datum will not be
accepted unless reviewed by City of Clearwater Engineering/Geographic Technology Division.
2. DELIVERABLES:
The design plans shall be produced on bond material, 24" x 36" at a scale of 1" = 20' unless approved
otherwise. Upon completion the consultant shall deliver all drawing files in digital format with all
project data in Autodesk Civil 3D file format.
NOTE: If approved deviation from Clearwater CAD standards are used the Consultant shall include all
necessary information to aid in manipulating the drawings including either PCP, CTB file or pen
schedule for plotting. The drawing file shall include only authorized fonts, shapes, line types or other
attributes contained in the standard release of Autodesk, Inc. software. All block references and
references contained within the drawing file shall be included. Please address any questions regarding
format to Mr. Tom Mahony, at (727) 562-4762 or email address Tom.Mahony@myClearwater.com.
All electronic files (including CAD and Specification files) must be delivered upon completion of project
or with 100% plan submittal to City of Clearwater.
Work Order Initiation Form Page 7 of 8 Revised: 1/25/2020
ATTACHMENT "B"
Cleveland Street Phase III and Festival Core
16 -0003 -EN
GAI Consultants Inc.
WORK ORDER INITIATION FORM
PROJECT BUDGET
I. CONSTRUCTION PHASE
Task
Subconsultant
GAI
Total
1.1
Preconstruction Meeting
$ 0
$ 4,900
$ 4,900
1.2
Schedule Review
$ 0
$ 6,400
$ 6,400
1.3
Shop Drawings
$ 0
$ 34,500
$ 34,500
1.4
RFIs
$ 0
$ 80,000
$ 80,000
1.5
PCR/WCD
$ 0
$ 35,000
$ 35,000
1.6
FCD
$ 0
$ 48,000
$ 48,000
1.7
Teleconference Progress Meetings
$ 0
$ 17,700
$ 17,700
1.8
Periodic Site Visits
$ 0
$ 26,200
$ 26,200
1.9
General Program Management
$ 0
$ 84,000
$ 84,000
1.10
Substantial Walkthrough/Punchlist
$ 0
$ 11,700
$ 11,700
1.11
Final Completion Walkthrough
$ 0
$ 11,700
$ 11,700
1.12
Electronic Record Drawings
$ 0
$ 24,000
$ 24,000
1.13
Permit Certification
$ 0
$ 10,100
$ 10,100
1.14
Final Closeout
$ 0
$ 14,600
$ 14,600
1.15
Festival Core - Klar & Klar
$ 23,500
$ 0
$ 23,500
1.16
Irrigation - Certified Irrigation Designs Inc.
$ 5,000
$ 0
$ 5,000
Task 1.0 Total Construction Phase
$ 437,300
Task Allowances (10%)
$ 43,730
GRAND TOTAL
$ 481,030
Work Order Initiation Form Page 8 of 8 Revised: 1/25/2020