EXHIBIT A SCOPE OF SERVICES CONSTRUCTION MANAGEMENT TEAM POSITIONS AND REQUIREMENTS

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1 EXHIBIT A SCOPE OF SERVICES CONSTRUCTION MANAGEMENT TEAM POSITIONS AND REQUIREMENTS 1.0 SCOPE OF SERVICES 1.1 General Information LAUSD requires construction management services to manage and expedite completion of construction projects within schedule, quality standards and budget. Also required is the planning of the project in such a manner that allows the school sites to function throughout construction. Multiple firms will be selected as Construction Management (CM) firms for the Facilities construction projects. The CM firms will oversee the progress of the work and will report directly to the respective Local District Project Managers (LDPMs). The staff of the selected CM firms will be provided workspaces at the project sites or in the Local District Facilities offices, at the Division Office, or at close proximity. The CM firm is expected to provide all required personnel, both technical and administrative, to accomplish the scope of services. As a special note, CM firms will be required to provide specified staff fully trained and experienced in Primavera P-3 and/or Expedition software. 1.2 General Scope of Services Provide services to implement LAUSD Facilities Execution Plan. Sequence and schedule construction projects for each school with LDPM, other Local District staff and project architect engineer (A-E). Prepare and present status reports to the Local District. Coordinate the identification and abatement of hazardous materials as required for the project (hazardous materials construction managers to be provided by the LAUSD). Provide staff to prepare progress and or status reports. Reports will be submitted at regular intervals to the Local District. Reporting formats and frequency shall be approved by the LAUSD. Unscheduled reports may be needed on short notice. EXHIBITA (SCOPE OF SERVICES; POSITIONS) 1

2 Report regularly on the bid climate and recommend bidding strategies to maximize the effectiveness of the funds available. Use and maintain approval and billing procedures acceptable to the LAUSD. Provide in-service training to contractor/sub-contractor firms regarding LAUSD procedures. Conduct contractor workshops on bidding, change orders and the payment process. Encourage successful contractors to bid on all projects. Review current budget information and assist the Local District to develop an overall project budget, including fees, permits, etc. Assist the Local District to revise budget to reflect expenditures. Assist the Local District to evaluate and revise current procedures and to develop new procedures if necessary. Assist the Local District with overall coordination and administration of Facilities projects, interfacing with internal staff of various departments and representatives of outside organizations. Develop and maintain a comprehensive project Critical Path Method (CPM) Schedule that documents the sequence and time frame for each project and or bid package in the program. Assist the Local District in developing the criteria and a process to identify priorities for the Facilities Modernization and other projects. Assist the Local District staff in the use of cost control and timely accurate measurement of expenditures. Prepare periodic summaries of project expenditures for Local District review. Maintain status at all times of obligations, commitments and expenses against each project. Maintain status of funding available for each project. 1.3 Pre-Bid/Design Phase Prepare, review and monitor the project schedules. Assist the Local District to refine the project budget. Attend and or conduct meetings necessary for the coordination with all interested parties. Conduct formal value engineering sessions for types of systems as requested by the LDPM. Develop a construction delivery strategy that meets the Local District s objectives for the project and minimizes disruptions to the educational programs. Provide periodic reports that summarize design progress, schedule and cost status, changes and other significant project information. Review design to recommend alternative solutions whenever design details affect construction feasibility or schedule, without assuming any of the project A-E s responsibilities or liabilities for design. Provide cost estimating, as requested by the LDPM. EXHIBITA (SCOPE OF SERVICES; POSITIONS) 2

3 Develop and coordinate the relocation and or move management plan as directed by the LDPM. Prepare and submit A-E performance evaluations. 1.4 Bid and Award Phase Generate a bid list and solicit potential contractors. Conduct pre-bid conferences and site visits. Assist project A-E to identify and obtain all necessary permits. Assist the Local District in evaluating bids for responsiveness and in processing the contract with the responsible bidder. Assist the Local District in reviewing the bonds and insurance certificates of the successful bidder. Provide assistance in the timely execution of contract documents. 1.5 Construction Phase Coordinate schedule of work with the Local District, school principal or site building administrator. Assist the Local District with management and administration of construction contracts, including work changes, payments, submittals, monitoring of construction, document interpretations, and other procedural aspects. Assist the Local District in maintaining communication and cooperation with various local, state and federal agencies including the coordination of FEMA related work. Assist with evaluation of and or recommend Change Orders. Assist the Local District with the Change Order process insuring preparing independent cost estimate, negotiation, procedural compliance and accomplishment of the work. Use standard accounting methods to tabulate, compile and check correctness of all expenditures associated with the projects based on information provided by the Local District. Attend jobsite meetings with the contractor to assist the project A-E and the LAUSD Inspector to discuss and resolve field and administrative issues. Review planned construction for coordination with ongoing educational programs and school activities. Review contractor payment requests and verify progress as well as make recommendation for payments. Review and monitor the contractor s construction schedule and advise the Local District regarding the best sequencing to facilitate productivity and occupancy objectives. Report potential budget and schedule variances and prepare recovery plans. EXHIBITA (SCOPE OF SERVICES; POSITIONS) 3

4 Coordinate relocation activities at the project site, including coordination of Local District move and or relocation activities. Prepare and submit periodic contractor performance evaluations. 1.6 Post-Construction Phase Assist in the preparation of punchlists and coordinate work completion. Coordinate the completion of construction and the occupancy schedule to minimize disruption to the educational activities. Assist the Local District in developing a performance evaluation process of new systems installed in a facility and its impact on the users. Assist the Local District to schedule instruction sessions by major material and equipment suppliers to orient and train the Local District s staff and site building administrator on operation. Ensure all operations manuals and warranties are delivered to the Local District in a timely manner. Assist the Local District to organize and conduct post-occupancy evaluations. Ensure receipt of all closeout documents. Prepare and submit final contractor performance evaluation. 1.7 Additional Task as Requested CM firm to provide other additional staff to perform functions related to construction management for the Facilities modernization program as directed. EXHIBITA (SCOPE OF SERVICES; POSITIONS) 4

5 2.0 CONSTRUCTION MANAGEMENT SERVICES LIST OF POSITIONS 2.1 Location : Local Districts Construction Management Staff 1. Sr. Project Manager 2. Project Manager 3. Asst. Project Manager 4. Construction Manager 5. Project Analyst 6. Administrative Assistant 7. Office Engineer 8. Project Engineer 9. Field Supervisor Project Controls Staff 10. Lead Project Controls Engineer 11. Project Planner/Scheduler 12. Project Cost Estimator 13. Expedition Support Specialist 14. Data Entry Clerk 2.2 Location : Director of Projects Office Construction Managment Staff 1. Deputy Director of Projects 2. Sr. Project Manager 3. Project Manager Project Controls Staff 4. Program Controls Manager 5. Program Budget Manager 6. Program Cost Control Manager 7. Program Schedule Manager 8. Program Controls Specialist 9. Sr. Reports Analyst EXHIBITA (SCOPE OF SERVICES; POSITIONS) 5

6 CONSTRUCTION MANAGEMENT SERVICES POSITION REQUIREMENTS 3.0 LOCATION : LOCAL DISTRICT (CM POSITIONS) 3.1 Sr. Project Manager Minimum 10 years experience in project/construction management of vertical structures modernization projects Minimum 5 years experience in school construction preferred Plans, organizes, directs, coordinates and reviews the project management activities of the Local District Facilities Director and Local District Project Manager with regard to construction of B Bond deferred Maintenance projects. Responsible for multi-site trade or multi-trade Contracts exceeding $2M working in the field. 3.2 Project Manager Minimum 5 years experience in project/construction management of vertical structures modernization projects. Minimum 3 years experience in school construction preferred Assist the Sr. Project Manager, if present Plans, organizes, directs, coordinates and reviews the project management activities of the Local District Facilities Director and Local District Project Manager with regard to construction of B Bond deferred Maintenance projects. Responsible for multi-site trade or multi-trade Contracts exceeding $2M working in the field. Perform other CM management functions as assigned by the LDPM. 3.3 Assistant Project Manager Minimum 2 years experience in project/construction management of vertical structures modernization projects. Minimum 3 years experience in school construction preferred Assist the Sr. Project Manager and/or the Project Manager in review and coordination of: o Project planning o Constructability review o Bid packaging o Scheduling o Estimating o Central District Reporting Perform other CM management functions as assigned by the LDPM. EXHIBITA (SCOPE OF SERVICES; POSITIONS) 6

7 3.4 Construction Manager Minimum 5 years experience in construction management of vertical structures modernization projects Minimum 5 years experience in school construction preferred. Provide pre-construction activities including Assist in bid evaluation Prepare bid analyses Evaluate contractor responsibility Attend bid evaluation meetings Perform day-to-day contract administration including assisting Local District Project Manager (LDPM) in coordinating pre-construction conferences, review of contractor s initial construction schedule, schedule of values, submittals, and generally respond to contractor s questions regarding contract administration. Supervise, coordinate and direct the CM staff. Perform other CM management functions as assigned by the LDPM. 3.5 Project Analyst 2 years experience with District IFS or project/construction budget reporting Provide support of contract administration activities associated with the development and negotiation of procurement, construction and professional services contracts. Perform detailed cost/price analyses on contractor cost proposals, bids, amendments and change orders to maximize value and minimize cost of services to the District. Review Construction Contract budgets against expenditures. Package Budget Modification Request packages. 3.6 Administrative Assistant 3 years experience in project administration of vertical structures Experience in school construction preferred Maintain records and files on construction projects and contracts including checking of bonds, specifications, forms, contracts and related documents. Provide information by telephone and through correspondence on requirements concerning bonds, insurance, licenses, signatures, specification, bid procedures, change orders and payments. Assist professional staff members in performing assigned technical tasks under immediate supervision Prepare written materials including correspondence, reports, procedural guides and instructions. Assist in financial analysis by making computations and comparisons. Must operate a computer EXHIBITA (SCOPE OF SERVICES; POSITIONS) 7

8 3.7 Office Engineer Minimal experience in construction management of vertical structures Assist Project Manager and/or Construction Manager as required Assist in submittal procedures Maintain and distribute current contract plans and specifications. Confirm contractor s maintenance of record drawings. Provide technical and engineering support to LDPM. Coordinate with surveying, testing and inspection staff. Perform other duties as directed by PM/CM 3.8 Project Engineer Minimum 3 years experience in construction management of vertical structures Assist in submittal procedures Maintain and distribute current contract plans and specifications. Confirm contractor s maintenance of record drawings. Provide technical and engineering support to LDPM. Coordinate with surveying, testing and inspection staff. Perform other duties as directed by PM/CM and or LDPM 3.9 Field Engineer Minimum 3 years experience in construction management of vertical structures Under the direction of the PM/CM, be responsible for field coordination with Contractor responding to field issues Assist in the analysis and recommendations of field issues with the LDPM staff Field Supervisor Minimum 3 years experience in construction management of vertical structures Assist the Field Engineer in field related issues 3.11 Additional Positions Not Specified Herein Additional positions not specified related to accomplishing the scope of services EXHIBITA (SCOPE OF SERVICES; POSITIONS) 8

9 4.0 LOCATION: DIRECTOR OF PROJECTS OFFICE (CM POSITIONS) 4.1 Deputy Director of Facilities Projects Minimum 15 years Project Management-Construction/Facilities Prefer 10 years in School Construction or Facilities Management Assist the Director of Facilities Projects to accomplish the planning, design and construction of Bond BB deferred maintenance and modernization projects. Plans, organizes, directs, coordinates and reviews the project management activities of the Director of Facilities Projects with regard to construction of Bond BB deferred Maintenance projects and modernization. Assist in: o Planning and administering the Branch budget and controls expenditures of appropriations project budgets. o Coordination of Branch activities with other organizational units such as the Architecture and Engineering, Construction and Environmental Health and Safety branches and the Priority Housing Program. o Developing and approving or recommending internal policies and procedures. 4 Perform other Facilities Management functions as assigned by the Director of Facilities Projects. 4.2 Sr. Project Manager Minimum 10 years experience in project/construction management of vertical structures modernization projects Minimum 5 years experience in school construction preferred Plans, organizes, directs, coordinates and reviews the project management activities of the Deputy Director of Existing Facilities with regard to construction of B Bond deferred Maintenance projects. Perform other Facilities Management functions as assigned by the Director of Facilities Projects. 4.3 Project Manager Minimum 5 years experience in project/construction management of vertical structures modernization projects. Minimum 3 years experience in school construction preferred Assist the Sr. Project Manager, if present, plan, organize, direct, coordinates and review the project management activities of the Director of Facilities Projects and Deputy Director of Facilities Projects. Perform other Facilities Management functions as assigned by the Director of Facilities Projects. EXHIBITA (SCOPE OF SERVICES; POSITIONS) 9

10 4.4 Additional Positions Not Specified Herein Additional positions not specified related to accomplishing the scope of services EXHIBITA (SCOPE OF SERVICES; POSITIONS) 10

11 PROJECT CONTROLS POSITION REQUIREMENTS 5.0 LOCATION: LOCAL DISTRICT (CONTROLS POSITIONS) 5.1 Lead Project Controls Engineer Degree in engineering or related technical field Minimum five years experience in project controls of building modernization projects Three years experience in school construction preferred Supervise activities of District Office project controls group Responsible for planning and scheduling, budget management, cost control, schedule control and contract change control at the District Office Responsible to support Construction Managers and Resident Engineers in contract and price negotiations Responsible for the implementation of Primavera Project Planner, maintenance of the District Office master project schedule, and the submittal of monthly schedule updates to the Facilities Services Office Responsible for the implementation of cost control systems and procedures at the District Office, including Primavera Expedition 5.2 Project Planner/Scheduler Minimum three years experience in construction scheduling Prepare and maintain District Office master project schedule under the direction of the Lead Project Controls Engineer Review contractors schedule submissions for conformance with contract documents, for sufficiency, and for quality Check critical path, cost and resource loading, schedule content, use of relationships and lag, constraints and milestones Review and verify contractors monthly progress Prepare reports as needed and directed by District Office personnel 5.3 Project Cost Estimator Minimum five years experience in construction estimating of vertical structures or school construction Prepare preliminary independent cost estimates of projects for comparison with designer or contractor for LDPM to establish negotiating position Prepare change order estimates for LDPM to establish negotiating position Support Resident Engineer or Office Engineer in price negotiations Prepare claim analyses and estimates EXHIBITA (SCOPE OF SERVICES; POSITIONS) 11

12 5.4 Expedition Support Specialist Minimum three years experience in the use of Primavera Expedition as applied to contract change control and document management Responsible to implement Primavera Expedition for contract management, change control, cost control, and document control at the District Office Processes budget modifications, contracts, change orders and invoices into expedition Develops forms and reports for use in processing transaction into expedition Develops and implements document control procedures at the District Office 5.5 Data Entry Clerk Supports other District Office personnel in the entry of data into various project controls applications as directed by the Lead Project Controls Engineer Demonstrated proficiency in the use of Microsoft Office applications and construction project control applications, such as Primavera Project Planner and Primavera Expedition EXHIBITA (SCOPE OF SERVICES; POSITIONS) 12

13 6.0 LOCATION: DIRECTOR OF FACILITIES PROJECTS OFFICE (CONTROLS POSITIONS) 6.1 Program Controls Manager Minimum degree in engineering, business, construction management or related field with a masters degree in business administration or construction management strongly preferred Minimum ten years experience as a project controls manager on government agency building or infrastructure engineering and construction projects, using state-of-the-art productivity and project control tools such as Microsoft Office, Primavera Project Planner, Timberline Gold Job Cost & Accounting System, Primavera Expedition, etc. Minimum twenty years experience in project controls work, including planning, estimating, forecasting, scheduling, cost control, schedule control, and project reports Manages, integrates, coordinates and reviews the work of the Program Controls group to develop, implement, feed, reconcile, and maintain valuable program control databases and reports at the Facilities Services Office Manage and ensure the reconciliation of program controls data with LAUSD financial systems, including IFS and PICK, coordinating with Facilities Support Services and ITD. Coordinate and provide leadership to Local District Project Managers and Local District Facilities Directors to establish and maintain data coding structures, project control tools, and quality data for budgets, contracts, change orders, trends and actual costs Motivate and evaluate performance of Program Controls personnel and local district project controls personnel Develop, implement and maintain a management reporting data warehouse to produce valuable program controls reports and data 6.2 Program Budget Manager Minimum degree in accounting or finance required. CPA Certification strongly preferred Minimum three years experience developing and managing multi-billion dollar, multi-funding source program budgets Minimum one year experience developing and managing multi-billion dollar K-12 capital program budgets and with federal and state K-12 school construction aid programs and funding programs Administers overall Prop BB program budget, including BB and non-bb funding sources Performs financial analysis and special project analysis Administers financial reporting and cash flow forecasting EXHIBITA (SCOPE OF SERVICES; POSITIONS) 13

14 Monitors financial and program control databases of completeness and accuracy Develops and implements budget and financial policies and procedures and interfaces with other departments 6.3 Program Cost Control Manager Minimum degree in engineering, business, construction management or related field Minimum ten years experience in using Microsoft Office applications (including Word, Powerpoint, Excel and Access), and project cost control systems, including contract control, change control, contract cost control, cost forecasting, invoice processing, and document control Minimum five years of project controls experience in education, public works or government agency project work and two years experience on a major school construction program Manages, integrates, coordinates and reviews the work of Program Controls Specialists to create, feed, reconcile, and maintain valuable program control databases and reports Oversee the reconciliation of program controls data with LAUSD financial systems, including IFS and PICK Coordinate with Local District Project Managers and Local District Facilities Directors to establish and maintain data coding structures, project control tools, and quality data for budgets, contracts, change orders, trends and actual costs Motivate and evaluate performance of Program Controls Specialists and local district project controls personnel Makes effective use of a management reporting data warehouse to produce valuable program controls reports 6.4 Program Schedule Manager Minimum degree in engineering, business, construction management or related field Minimum ten years experience in using Microsoft Office applications (including Word, Powerpoint, Excel and Access), Primavera Project Planner and/or Suretrak, including resource and cost loading and leveling, and review of schedule content, relationships and lag, constraints and milestones Minimum five years of project controls experience in education, public works or government agency project work and two years experience on a major school construction program Manages, integrates, coordinates and reviews the work of Program Controls Specialists to create, feed, reconcile, and maintain valuable program control databases and reports EXHIBITA (SCOPE OF SERVICES; POSITIONS) 14

15 Oversee the reconciliation of program controls data with LAUSD financial systems, including IFS and PICK Coordinate with Local District Project Managers and Local District Facilities Directors to establish and maintain data coding structures, project control tools, and quality data for work activities and resource schedules Motivate and evaluate performance of Program Controls Specialists and local district project controls personnel Makes effective use of a management reporting data warehouse to produce valuable program controls reports 6.5 Program Controls Specialist Minimum degree in engineering, business, construction management or related field Minimum three years of project controls experience in education, public works or government agency project work and one year experience on a major school construction program Minimum two years experience with Microsoft Office applications, Primavera Project Planner, Suretrak, and/or Primavera Expedition Integrates, coordinates and reviews in the work of local district project controls personnel to create valuable program control databases and reports Coordinate with local districts to establish and maintain data coding structures, project control tools, work activities and resource schedules Reconciles program cost and schedule data to LAUSD financial systems, including IFS and PICK Motivate and evaluate performance of local district project controls personnel Understands, explains and attempts to mitigate local district problems in the development and reporting of project control data 6.6 Sr. Reports Analyst Minimum degree in accounting or finance required Minimum three years experience in financial analysis and reporting with multi-billion, multi-funding source capital program budgets Participates in development and implementation of management reporting data warehouse Prepares cash flow forecasts using Primavera Project Planner Prepares budget reports and Prop BB contingency report Reviews budget modification requests EXHIBITA (SCOPE OF SERVICES; POSITIONS) 15

16 EXHIBIT B TYPICAL LOCATION and STAFFING ESTIMATES Interested CM firms should submit sufficient resumes to fully staff the Director of Facilities Projects office and one or more Local Districts. Provide the correct number of resumes for each of the positions listed in the Typical CM Staff Configuration below. As an example, consider the position of Construction Manager. CM firms would need to provide six resumes for Construction Manager for each Local District location. If a CM firm wishes to provide services at three Local District locations, the CM firm would submit three times as many, or 18, resumes for the position of Construction Manager. Note that the District will accept personnel based on need. Listing of a position below does not imply that the position is open. District is under no obligation to accept personnel from selected CM firms for each position listed. District retains the sole authority to assign CM firms to any location(s) it deems appropriate. The current and projected peak Staffing Estimates for Local Districts and the Division office locations (attached) are provided to respondents strictly for informational purposes. TYPICAL CM STAFF CONFIGURATION LOCATION : LOCAL DISTRICTS Total : 18 Construction Management Staff 1. Sr. Project Manager 1 2. Project Manager 1 3. Asst. Project Manager 1 4. Construction Manager 6 5. Project Analyst 1 6. Administrative Assistant 1 7. Office Engineer 1 8. Project Engineer 1 9. Field Supervisor 1 Project Controls Staff 10. Lead Project Controls Engineer Project Planner/Scheduler Project Cost Estimator Expedition Support Specialist Data Entry Clerk 2 LOCATION : DIRECTOR OF FACILITIES PROJECTS Total : 9 Construction Managment Staff 1. Deputy Director of Projects Project Manager 2 Project Controls Staff 4. Program Controls Manager 1 5. Program Budget Manager 1 6. Program Cost Control Manager 1 7. Program Schedule Manager 1 8. Program Controls Specialist 1 9. Sr. Reports Analyst 1 EXHIBIT B (STAFFING) 1

17 EXHIBIT B DIRECTOR OF FACILITIES PROJECTS OFFICE STAFFING ESTIMATES POSITION CURRENT PEAK Construction Management staff Deputy Director of Projects 2 2 Sr. Project Manger 0 2 Project Manger 5 5 Program Controls Staff Program Controls Manager 1 1 Program Budget Manager 1 1 Program Cost Control Manager 1 1 Program Schedule Manager 1 1 Program Controls Specialist 1 3 Sr. Reports Analyst 1 1 EXHIBIT B (STAFFING) 2

18 EXHIBIT B LOCAL DISTRICT STAFFING ESTIMATES District A B C D E F Position Current Peak Current Peak Current Peak Current Peak Current Peak Current Sr. Project Manager Project Manager Asst. Project Manager Construction Manager Project Analyst Administrative Assistant Office Engineer Project Engineer Field Supervisor 3 6 Lead Project Controls Engineer Project Planner/Scheduler Project Cost Estimator Expedition Support Specialist Data Entry Clerk Total Staffing Estimated Construction Value in Millions of dollars District G H I J K Position Current Peak Current Peak Current Peak Current Peak Current Peak Sr. Project Manager 1 1 Project Manager Asst. Project Manager Construction Manager Project Analyst Administrative Assistant Office Engineer Project Engineer 1 Field Supervisor 1 3 Lead Project Controls Engineer Project Planner/Scheduler Project Cost Estimator Expedition Support Specialist Data Entry Clerk 1 Total Staffing Estimated Construction Value in Millions of dollars EXHIBIT B (STAFFING) 3

19 EXHIBIT C SEALED COST PROPOSAL FOR CONSTRUCTION MANAGEMENT SERVICES Position Construction Management Staff At Local Districts 1. Sr. Project Manager 2. Project Manager 3. Asst. Project Manager 4. Construction Manager 5. Project Analyst 6. Administrative Assistant 7. Office Engineer 8. Project Engineer 9. Field Supervisor SUBTOTAL Project Control Staff At Local Districts 10. Lead Project Controls Engineer 11. Project Planner/Scheduler 12. Project Cost Estimator 13. Expedition Support Specialist 14. Data Entry Clerk SUBTOTAL Construction Management Staff At Facilities Division Offices 1. Deputy Director of Projects 2. Sr. Project Manager 3. Project Manager SUBTOTAL Project Controls Staff At Facilities Division Offices 4. Program Controls Manager 5. Program Budget Manager 6. Program Cost Control Manager 7. Program Schedule Manager 8. Program Controls Specialist 9. Sr. Reports Analyst SUBTOTAL GRAND TOTAL Pay Rate OH Rate Profit Billing Rate EXHIBIT C (SEALED COST PROPOSAL) 1

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