1.0 General Statement of Scope of Work The Contractor will work with MnDOT as the Design Build Verification Consultant (DBVC) for the I-35W 4th Street South Design Build Project (Project). Contractor will provide design verification, contract administration, and construction verification for the Project. The goal of the DBVC contract is that MnDOT receives assistance in performing the tasks necessary to verify that the Design-Build Contractor is meeting all requirements of the design-build conformed contract for the I-35W 4th Street South Project. Attend conferences or meetings necessary for close coordination during day-to-day progress of the work or as required to carry out the Project. Notify MnDOT s Project Manager immediately of any unanticipated project conditions. Maintain a record of design submittals, approvals, changes, and modifications using TRACS. Collect, properly label or identify, and deliver to MnDOT all original calculations, drawing and sketches, electronic design files, records, reports, and other documents prepared by Contractor in the performance of the work as described in the Contract upon completion or termination of the Project. Provide interpretations of the plans, specifications and contract provisions. Contractor will consult with MnDOT s Project Manager when an interpretation involves complex issues or may have an impact on the cost of performing the work. When warranted, MnDOT s Project Manager may request an interpretation from Contractor. 2.0 FTP Site When this scope of work refers to information on a FTP site the Contractor may find that information at the following FTP site address: ftp://ftp2.dot.state.mn.us/pub/outbound/ocic/4th_street_ramp/ 3.0 Project Layout and Limits Refer to the file cp2783136_lo1[1].pdf on the FTP site in the folder ftp://ftp2.dot.state.mn.us/pub/outbound/ocic/4th_street_ramp/2011-12-07/. Project limits are within MnDOT right of way for 3rd and 4th Streets South. 4.0 Verification Team Organization Chart Exhibit B shows the verification team organization chart, and shows how MnDOT will staff the verification team for this project. It graphically shows the chain of command. It also shows how the Contractor staff described in this Contract interacts with the MnDOT staff. 5.0 Estimating Hours for Cost Proposal This Scope of Work will estimate the hours needed for consultant staff working under this contract. The bidding teams must use those hours to estimate their cost proposal. However, this section does not supersede the requirements of the Flexible Workforce section. 6.0 Verification Consultant Project Management and Design Build Contract Management The Contractor will perform all work necessary to manage this verification consultant contract and its personnel, and assist MnDOT s Project Manager with all work related to managing and processing claims and disputes involving the design build contract, including but not limited to change orders and litigation. 6.1 Staffing Requirements The Contractor will supply one person, in total, to perform the duties of the Verification Consultant Project Manager and Design Build Contract Manager. This person will work part time, 30 hours per week, from August 14, 2013 to February 14, 2014. This person will work part time, 20 hours per week, from February 15, 2014 to November 15, 2015. This person will work part time, 20 hours per month, from November 16, 2015 to May 15, 2016. Page 1 of 17
The Verification Consultant Project Manager and Design Build Contract Manager will be colocated with MnDOT s Project Manager. At this time the location of the office is unknown, but is expected to be within 2 miles of the project. For some of the time the Consultant staff may be located at MnDOT s Golden Valley Office, 2055 North Lilac Drive, Golden Valley, MN 55422. 6.2 Flexible Workforce DBVC personnel approved by the MnDOT s Project Manager are considered by MnDOT to be committed to performing services for the durations listed in this scope of work. Any changes will require written approval from the MnDOT s Project Manager. The Contractor will be advised of the official notice of award of the Design-Build Contract and will be ready to fully staff all personnel except bridge and roadway inspectors for the project within one week after notification. No personnel will be assigned until written notification by the MnDOT Project Manager has been issued. If the Design-Build Contract is suspended for any reason, the Contractor s forces will be adjusted to correspond with the type of cessation, either complete or partial suspension. Contractor will continuously look ahead to fully understand what type of staff are needed and in what numbers. The Contractor s schedule will be dictated by the Design-Builder s schedule. Contractor will provide a flexible work force so that only those staff that can be fully utilized during any given project activity are present and billing hours to the contract. Contractor will continuously monitor all activity to ensure that all work carried out is within the agreed scope and completed with resources that can complete the work as budgeted. In the event it becomes necessary to complete work outside the original scope of work, the Contractor s Project Manager will notify MnDOT s Project Manager immediately before proceeding. No work outside the original scope will be done without written authorization from MnDOT s Project Manager. When the Design-Build Contractor s operations on the Project diminish, the DBVC will reduce the number of its personnel assigned to the project as appropriate. Any adjustment of DBVC forces as recommended by the MnDOT s Project Manager will be accomplished within one week after notification. The MnDOT s Project Manager will provide said notification to the DBVC in writing, and the DBVC will provide confirmation of notification in writing. 6.3 Items Provided by MnDOT MnDOT will provide office space, phone, computer, basic furniture, and access to MnDOT servers and printers. Expendable office supplies will be paid for by MnDOT, and will be ordered by the Contractor through the MnDOT supply system. Expendable office supplies are defined as items that generally are used one time and then discarded and include, but are not limited to: staples, rubber bands, note pads, paper, folders, pens, and clips. 6.4 Items to be Provided by Contractor Contractor will provide durable office supplies for their own employees as needed. Durable office supplies are defined as items that can be reused and include, but are not limited to: staplers, tape dispensers, scissors, rulers, three hole punches, staple removers, mechanical pencils, etc. Contractor will provide, service, and maintain a sufficient number of clearly identifiable vehicles to maintain the necessary coverage of the Project and to adequately transport personnel and equipment. The vehicles will have the necessary safety features to be within the work zone. Contractor will be solely responsible for risk of loss of or damage to vehicles, and will replace or repair vehicles at its own cost. Contractor will be required to obtain adequate insurance coverage for such loss or damage. Page 2 of 17
Contractor will provide, service and maintain cellular phones for all Contractor field personnel assigned to the Project. A list of these phone numbers will be available to MnDOT s Project Manager. Contractor will be solely responsible for risk of loss of or damage to cellular phones, and will replace or repair cellular phones at its own cost. 6.5 Web Based Teleconferencing The Contractor will provide the means for the project team to meet via web based teleconferencing. Such a system will allow participants to log into a website to view the desktop of the meeting organizer. Participants will be able to take control of the virtual desktop as needed to point out things on the file being displayed. Voice communication will occur via phone teleconferencing. 6.6 Tasks 6.6.1 DBVC Staffing Approval The Contractor will utilize only personnel who are qualified by experience and education. The Contractor will submit, in writing, to the MnDOT s Project Manager the names of all personnel to be considered for assignment to the project, together with detailed resumes with respect to education, experience (including specific durations) and qualification of each individual. Minimum qualifications for the Contractor personnel are set forth in this RFP. MnDOT may require that these minimum qualifications be altered in instances when the unique nature of the work requires specific specialized skills. No personnel will be assigned to this project by the Contractor until the qualifications of each person proposed have been reviewed and approved in writing by the MnDOT s Project Manager. The Contractor s personnel approval request will be submitted at least two weeks prior to the date an individual is scheduled to report to work. An individual previously approved by the MnDOT s Project Manager whose performance is later determined by MnDOT to be unsatisfactory will be replaced by the Contractor. The Contractor will be responsible for obtaining proper licenses for equipment and personnel operating equipment when licenses are required. Deliverable: DBVC Personnel Approval Request. One request may include multiple people. Format: Electronic Microsoft Word 2010 document (docx extension). Deliver to MnDOT s Project Manager electronically either by e-mail or FTP site. Due: At least two weeks prior to the date an individual is scheduled to report to work. Standard: Written as a letter. MnDOT Review: Five business days. Contractor Update: Update and resubmit the deliverable to MnDOT within five business days of receiving MnDOT review comments. 6.6.2 Weekly Verification Team Meetings Contractor s Project Manager will schedule and facilitate weekly meetings with MnDOT s Project Manager and the entire MnDOT Verification Team. Meetings will be held at the co-housed facility. Any personnel not co-housed may attend the meeting via conference call. Conference calls will be arranged using the MnDOT conference call system. Deliverable: A weekly verification team meeting. Meeting minutes are not required. Format: Meet in co-housed office conference room. Due: Weekly. Standard: Intentionally left blank. Page 3 of 17
6.6.3 Performance Reviews of the Contractor During the life of the Project, the MnDOT s Project Manager will conduct reviews of the various phases of the Contractor s performance and operations. Reviews will be to determine compliance and the sufficiency with which procedures are being effectively applied to assure that this Contract s scope of work is being performed in substantial conformity with MnDOT policies, plans, specifications, and Design-Build conformed contract requirements. The Contractor will cooperate and assist the MnDOT s Project Manager, or his representative(s), in the conduct of the reviews. If deficiencies are indicated in a review, remedial action will be immediately implemented by the Contractor in conformance with the MnDOT s Project Manager s recommendations. The MnDOT s Project Manager s remedial recommendations and the Contractor s actions will be properly documented by the Contractor in a Performance of the Contractor Review Report. In general, remedial action will be required commensurate with the degree and nature of the deficiencies cited. Additional compensation will not be allowed for remedial action taken to correct deficiencies by the Contractor. Remedial actions may include any or all of, but are not necessarily limited to, the following actions: Further subdivide assigned design review or construction verification responsibilities, reassign design review or construction verification personnel or assign additional personnel. The Contractor will comply with this action within 24 hours of notification by the MnDOT s Project Manager. Replace personnel whose performance has been determined by the MnDOT s Project Manager to be inadequate. When directed by the MnDOT s Project Manager, any person whose performance has been determined to be unsatisfactory will be immediately removed. Deliverable: Performance of the Contractor Review Report. Format: Electronic Microsoft Word 2010 document (docx extension) delivered via email or FTP site Due: Within 5 business days of the reviews occurrence. Standard: Intentionally left blank. MnDOT Review: Within five business days. Contractor Update: Within five business days. 6.6.4 Contract S-Curve In addition to the monthly progress reports and invoices the Contractor will create a contract s-curve to graphically depict a summary of the budget status. The contract s-curve shows how the project budget is projected to be used over the life of the project and compares actual expenditure versus the budget. Deliverable: Monthly contract s-curve. Format: The s-curve analysis can be created in any program, but the final printout delivered to MnDOT must be in Adobe PDF format. Due: Monthly at the same time as the contract progress reports and invoices. Standard: Intentionally left blank. MnDOT Review: At monthly progress report meeting. Contractor Update: Within five business days. 6.6.5 Monthly Progress Report Meetings Contractor s Project Manager will meet with MnDOT s Project Manager once per month to review the monthly progress reports and invoices. Contractor s Project Manager will solicit feedback from MnDOT s Project Manager to assess whether all services meet or exceed the requirements of the project. If needed, Contractor will direct changes to personnel and/or Page 4 of 17
procedures to correct identified deficiencies and implement opportunities for improvements. Deliverable: An informal meeting with the monthly progress reports, invoices, and s-curves supplied. Meeting minutes are not required. Format: See requirements in Contract and in this Scope of Work. Due: Monthly at the same time as the contract progress reports and invoices. Standard: Intentionally left blank. MnDOT Review: During the meeting. Contractor Update: Update progress reports, invoices, and s-curves as needed within 5 business days. 6.6.6 Change Order Management Create, manage, and investigate all design build contract change order documents. Track the status of each change order, and send documents to the correct recipients as the process dictates. Inform the MnDOT s Project Manager if the due dates at each step in the process are not being met. Review and investigate all change orders. Review and investigation includes all work necessary to confirm that the change order is accurate and may involve, review of plans, review of site conditions, review of calculations, review of DB Contractor allegations and claims, and etc. May also need to verify the claims being made or provide an alternative solution. This verification will be done by creating an independent design with quantities and cost estimates to be used as a comparison to the DB Contractor s claims. The consultant will use all consultant staff described in this contract as needed to assist with this work. Deliverable: Change Orders. Format: Electronic Microsoft Word 2010 document (docx extension), hard copies, and Adobe PDF. Due: As needed. Standard: Conformed Contract and MnDOT Contract Administration Manual. MnDOT Review: five days. Contractor Update: five business days. 6.6.7 Preparation for Dispute Resolution or Litigation Assist MnDOT in preparing for dispute resolution or litigation regarding the Project. This may require assembling documents for review by others and tracking status of dispute or litigation and writing letters as needed. Review and investigate all disputes or litigation. Review and investigation includes all work necessary to confirm that the dispute or litigation is accurate and may involve, review of plans, review of site conditions, review of calculations, review of DB Contractor allegations and claims, and etc. May also need to verify the claims being made or provide an alternative solution. This verification will be done by creating an independent design with quantities and cost estimates to be used as a comparison to the DB Contractor s claims. The consultant will use all consultant staff described in this contract as needed to assist with this work. Deliverable: Assembled documents with letters with independent designs, quantities, and cost estimates. Format: Electronic Microsoft Word 2010 document (docx extension), hard copies, and Adobe PDF. Due: As needed. Standard: Conformed Contract and MnDOT Contract Administration Manual. MnDOT Review: five days. Contractor Update: five business days. Page 5 of 17
7.0 Office Management and Document Control Management This work will assist the MnDOT s Project Manager with the document management and administrative support. MnDOT will use TRACS to manage document control on the project. The Contractor will supply one person, in total, to perform the duties of the Office Manager and Document Control Manager (OMDCM). This person will work full time, 40 hours per week, from August 14, 2013 to December 15, 2015. This person will work part time, 20 hours per week, from December 16, 2015 to May 15, 2016. The OMDCM will be co-located with the MnDOT s Project Manager. At this time the location of the office is unknown, but is expected to be within 2 miles of the project. For some of the time the OMDCM may be located at MnDOT s Golden Valley Office, 2055 North Lilac Drive, Golden Valley, MN 55422. 7.1 Tasks Office Management and Document Control Management 7.1.1 TRACS The OMDCM will thoroughly understand all functions of the TRACS document control system. This person will maintain the MnDOT document management system in TRACS. This person will be responsible for organizing the documents in the TRACS system and enforcing that all documents are properly submitted in TRACS. This person will coordinate document control items with the Design-Builder s document control manager to ensure that submittals from the Design-Builder are done properly. MnDOT will perform the initial training to both the DBVC and Design-Builder. The OMDCM will be responsible for identifying document control procedure errors in a submittal from the Design-Builder and then will inform and train the Design-Builder, so the Design-Builder corrects their errors and ultimately begins making submittals following the correct procedures. Deliverable: A well maintained and organized TRACS system for this project. Format: TRACS Due: Continuous throughout project. Final delivery occurs when DBVC contract ends. Standard: TRACS Manuals and DB Conformed Contract. 7.1.2 Administrative Support Provide miscellaneous administrative support activities including but not limited to document drafting, formatting, reviewing letters, filing, copying, and mail processing. Deliverable: Letters, filing, copying and mail processing, etc. Format: Electronic Microsoft Word 2010 document (docx extension), hard copies, and Adobe PDF. Due: Continuous throughout project. Each item will have its own deadline. Contractor shall adapt to the work load to meet deadlines. Filing of a specific item should occur within five business days of the item being received. Standard: Intentionally left blank. Page 6 of 17
7.1.3 Affirmative Action/Equal Employment Opportunity (AA/EEO) Contract Compliance Serve as Compliance Officer to ensure Contactor s compliance with Affirmative Action/Equal Employment Opportunity (AA/EEO) plans. The Contractor will arrange a meeting with the MnDOT s Project Manager no later than two weeks after the Design- Build Contract award to determine exact reporting requirements needed for this task. Contractor will schedule and facilitate monthly meetings with MnDOT s Project Manager to review AA/EEO requirements. Deliverable: Monthly Compliance Reports and other documentation. Format: Electronic Microsoft Word 2010 document (docx extension) and hard copies. Due: Monthly Standard: Conformed Contract and MnDOT Contract Administration Manual. MnDOT Review: one day. Review will occur at the monthly meeting. Contractor Update: five business days. 7.1.4 Disadvantaged Business Enterprise (DBE) Contract Compliance Serve as Compliance Officer to ensure Contactor s compliance with Disadvantaged Business Enterprise (DBE) requirements. The Contractor will arrange a meeting with the MnDOT s Project Manager no later than two weeks after the Design-Build Contract award to determine exact reporting requirements needed for this task. Contractor will schedule and facilitate monthly meetings with MnDOT s Project Manager to review DBE requirements. Deliverable: Required forms and reports as described in the MnDOT Contract Administration Manual. Format: Electronic Microsoft Word 2010 document (docx extension) and hard copies. Due: See MnDOT Contract Administration Manual. Standard: Conformed Contract and MnDOT Contract Administration Manual. MnDOT Review: one day. Review will occur at the monthly meeting. Contractor Update: five business days. 8.0 Design Verification Management, Roadway Design Review, and Utility Coordination Perform all verification tasks related to roadway design, which includes all requirements covered under the DB Conformed Contract, Book 2, Section 1, 2, 5, 7, 9, 10, 11, 20. Duties include coordination with all project participants, maintenance of records, interpretations of plans and specifications, and recommendations regarding dispute resolution. The Contractor will have general familiarity with the DB Conformed Contract. The Contractor must be an expert in understanding the requirements of the DB Conformed Contract, Book 2, Section 1, 2, 5, 7, 9, 10, 11, 20; and MnDOT manuals, standards and specifications related to roadway design. Attend all conferences or meetings as needed. Perform all verification tasks related utility coordination, which includes all requirements covered under the DB Conformed Contract, Book 2, Section 6. Duties include coordination with all project participants, maintenance of records, interpretations of plans and specifications, and recommendations regarding dispute resolution. The Contractor will have general familiarity with the DB Conformed Contract. The Contractor must be an expert in understanding the requirements of the DB Conformed Contract, Book 2, Section 6; and MnDOT manuals, standards and specifications related to utility coordination. Attend all conferences or meetings as needed. Review and check the Design Builder s plans for conformance to the design concept upon which the preliminary plans were prepared. Contractor will verify that the final plans are prepared in Page 7 of 17
accordance with the Design-Build conformed contract including current MnDOT standards and practices. These reviews will include over-the-shoulder plans, release for construction plans, notice of design changes (NDC), field design changes (FDC), and as-built plans. Contractor will use the following criteria to check and review the plans: Review A comparative analysis for agreement with standard practice, conformance to the contract requirements, agreement with similar structures, all with application of professional judgment. Mathematical analysis is not specifically required, but may be necessary where a discrepancy appears likely. Work will include an analysis of the Design- Build Contractor s methods, assumptions, and calculations. Check Contractor will check mathematical computations provided by the Design-Build Contractor and provide independent calculations when an issue occurs during the check. 8.1 Staffing Requirements 8.1.1 Design Manager The Contractor will supply one person to perform the duties of the Design Manager. The Design Manager s role is to manage the verification of the DB Contractor s design by making sure the proper specialized engineers are reviewing the relevant plans, making sure designs are well coordinated across all disciplines, maintaining a consistent and predictable enforcement of the DB conformed contract, and meeting all verification responsibilities of the DB conformed contract. The Design Manager reviews all comments in TRACS for consistency and conformance to the DB contract, does a cursory review of plans sets, but leaves the detailed checking of plans and calculations to the specialized engineers. This person will work full time, 40 hours per week, from August 21, 2013 to February 21, 2014. This person will work part time, 20 hours per week, from February 22, 2014 to November 15, 2014. This person will work part time, 20 hours per month, from November 16, 2014 to May 15, 2015. 8.1.2 Roadway Design Engineer The Contractor will supply one person to perform the duties of the Roadway Design Engineer. The Roadway Design Engineer s role is to perform all Design Review tasks related to roadway design including coordination with all project participants, maintenance of records, interpretations of plans and specifications, and recommendations regarding dispute resolution. This person will have general familiarity with the DB Conformed Contract. This person must be an expert in understanding the requirements of the DB Conformed Contract, Book 2, Sections 1, 2, 5, 7, 9, 10, 11 and 20, and MnDOT manuals, standards and specifications related to roadway design. This person will attend all conferences or meetings as needed. This person will work full time, 40 hours per week, from August 21, 2013 to February 21, 2014. This person will work part time, 20 hours per week, from February 22, 2014 to November 15, 2014. This person will work part time, 20 hours per month, from November 16, 2015 to May 15, 2015. 8.1.3 Utility Coordinator The Contractor will supply one person to perform the specific tasks involved with Utility Coordination. Contractor will coordinate their review with the relevant MnDOT Functional Group with the requirement of obtaining that functional groups acceptance of the design and plans. This coordination means that the Contractor will do all the review work, and then present it to the MnDOT Functional Group for their concurrence. As the Utility Coordinator the Contractor will: Page 8 of 17
Review the DB Contractor s Utility Work Plan. Attend project utility meetings. Facilitate work order negotiations and processing between the design-build contractor, utility owners, and MnDOT. Coordinate the MnDOT s permit process for all facilities relocated by utility owners and the design build contractor. Coordinate with other functional areas within MnDOT as needed. Monitor field activities with the construction manager. Reconcile any unknown utilities discovered by the DB contractor. Review utility tracking report. Review utility invoices to insure they comply with the scope of the work orders. Review, reconcile, and recommend for payment any invoices to be paid for reimbursable work outside of the DB Contract. Audit the DB Contractor s utility coordination process to verify that it complies with the DB Contract and Master Utility Agreement requirements. Communicate with utility owners to increase their understanding of the DB Contract requirements and the Master Utility Agreement. This person will work part time, 20 hours per week, from August 21, 2013 to November 15, 2014. This person will work part time, 20 hours per month, from November 16, 2014 to May 15, 2015. 8.1.3 Additional Roadway Design Staff The Contractor will supply staff as needed to assist the Roadway Design Engineer with the task of reviewing plans and calculations. Staff may be required to use MicroStation and Geopak to draft alternative roadway designs and create quantities and cost estimates to counter any claims made by the DB Contractor. The additional roadway design staff will work part time, 20 hours per week, from August 21, 2013 to February 21, 2014. The additional drainage staff will work part time, 20 hours per month, from February 22, 2014 to May 15, 2015. 8.2 Co-Location The Assistant Design Manager, Roadway Design Engineer, and Utility Coordinator will be colocated with the MnDOT s Project Manager. The additional roadway design staff will not be colocated with the MnDOT s Project Manager. At this time the location of the office is unknown, but is expected to be within 2 miles of the project. For some of the time the Consultant staff may be located at MnDOT s Mendota Heights Office, 2055 North Lilac Drive, Golden Valley, MN 55422. 8.3 Tasks 8.3.1 Design Review Review and check the Design Builder s plans for conformance with the DB Contract. The Contractor will use the procedures for checking plans and calculations described in the DB Conformed Contract Book 2, Section 2, Exhibit A Quality Management Template, and Volume II Design Quality Management Plan. Deliverable: Hardcopy plan sets that show checked, corrected, and verified redlines corrections. Format: Hardcopy plans and calculations. Due: Continuous throughout project and as described in the DB conformed contract. Final delivery occurs when DBVC contract ends. Standard: DB Conformed Contract. Page 9 of 17
8.3.2 Design Quality Management Audit the design quality process. Contractor s Quality Management staff will not be responsible for reviewing the design release for construction packages for technical compliance with the conformed contract requirements. Contractor s Quality Management staff will be responsible for auditing the DB Contractor s Design Quality Management processes and ensuring the DB Contractor is following those processes. Deliverable: Two mandatory audit reports. The first will cover the first three design packages, and the second will cover a random selection of packages. Additional audit reports will be completed on an as needed basis if the DB Contractor s design quality process is not satisfactory to the MnDOT Project Manager. Format: Electronic Microsoft Word 2010 document (docx extension) and hard copies. Due: The first audit report is due one week after the third design package is received from the DB Contractor. A second audit report will be completed within two months of the first design package submittal. Additional reports continuous throughout the project will be as need and submitted within one week of being requested by the MnDOT Project Manager. Final delivery occurs when the DBVC contract ends. Standard: Intentionally left blank. MnDOT Review: Five business days. Contractor Update: Five business days. 8.3.3 TRACS Thoroughly understand the Submittal Control module of the TRACS document control system. These persons will be responsible for entering comments, and reviewing and tracking responses in TRACS for all design related issues. MnDOT will provide the TRACS training. Deliverable: Enter comments, review and track responses in TRACS. Format: TRACS Due: Continuous throughout project. Final delivery occurs when DBVC contract ends. Standard: TRACS Manuals and DB Conformed Contract. 8.3.3 Utility Coordination Process utility work orders. Deliverable: Executed utility work orders. Format: Hardcopy. Due: Continuous throughout project. Final delivery occurs when the DBVC contract ends. Standard: DB Conformed Contract. 9.0 Drainage Design Verification Perform all verification tasks related to storm water design, which includes all requirements Page 10 of 17
covered under the DB Conformed Contract, Book 2, Section 12. Duties include coordination with all project participants, maintenance of records, interpretations of plans and specifications, and recommendations regarding dispute resolution. The Contractor will have general familiarity with the DB Conformed Contract. The Contractor must be an expert in understanding the requirements of the DB Conformed Contract, Book 2, Section 2 Project Management and Section 12 Drainage; and MnDOT manuals, standards and specifications related to drainage design. Attend all conferences or meetings as needed. Review and check the Design Builder s plans for conformance to the design concept upon which the preliminary plans were prepared. Contractor will verify that the final plans are prepared in accordance with the Design-Build conformed contract including current MnDOT standards and practices. These reviews will include over-the-shoulder plans, release for construction plans, notice of design changes (NDC), field design changes (FDC), and as-built plans. Contractor will use the following criteria to check and review the plans: Review A comparative analysis for agreement with standard practice, conformance to the contract requirements, agreement with similar structures, all with application of professional judgment. Mathematical analysis is not specifically required, but may be necessary where a discrepancy appears likely. Work will include an analysis of the Design-Build Contractor s methods, assumptions, and calculations. Check Contractor will check mathematical computations provided by the Design-Build Contractor and provide independent calculations when an issue occurs during the check. Contractor will coordinate their review with the relevant MnDOT Functional Group with the requirement of obtaining that functional groups acceptance of the design and plans. This coordination means that the Contractor will do all the review work, and then present it to the MnDOT Functional Group for their concurrence. 9.1 Staffing Requirements 9.1.1 Drainage Engineer The Contractor will supply one person, in total, to perform the duties of the Drainage Engineer. This person will work full time, 40 hours per week, from August 21, 2013 to February 21, 2014. This person will work part time, 20 hours per week, from February 24, 2014 to November 15, 2014. This person will work part time, 20 hours per month, from November 16, 2014 to May 15, 2015. 9.1.2 Additional Drainage Staff The Contractor will supply staff as needed who understand how to operate following software, so the Contractor can check the products the Design-Builder creates with this software: Software Possible Vendor Functions GEOPAK Drainage Bentley Rational method hydrology Inlet design and spread analysis Storm drain pipe design and hydraulic grade line analysis Page 11 of 17
Software Possible Vendor Functions Visual Urban (HY- 22) FHWA Inlet design and spread analysis Compute pipe/channel critical and normal depth, capacity Flowmaster Haestad Methods Inlet design and spread analysis Channel/pipe critical and normal depth, capacity HydroCAD Applied Microcomputer Systems Generate NRCS (SCS) hydrograph Develop stage-storage and stage-discharge for ponds Combine/route hydrographs through ponds and channels XP-SWMM XP-Software Generate NRCS (SCS) hydrograph or model historical storm Dynamic routing of hydrographs through ponds, pipes, and channels with varying tailwater/flow conditions HYDRAIN FHWA or GKY HYCHL module may be used to analyze ditches and ditch lining HY-8 may be used as specified below CulvertMaster Haestad Methods Analyze headwater and hydraulics for single or multiple culverts and/or road overtopping Design pipe size based on maximum headwater HY-8 FHWA Analyze headwater and hydraulics for single culvert and/or road overtopping Design pipe size based on maximum headwater Energy dissipater design HEC-RAS COE Water surface profiles for steady or unsteady flow Analysis of bridges, bridge-culverts, and culverts P8 Urban Catchment Model Walker Model for predicting generation and transport of pollutants in stormwater runoff in urban watersheds. PEAKFQ USGS Gauge frequency analysis The additional drainage staff will work part time, 20 hours per week, from August 21, 2013 to February 21, 2014. The additional drainage staff will work part time, 20 hours per month, from February 22, 2014 to May 15, 2015. 9.2 Co-Location The Drainage Engineer will be co-located with the MnDOT s Project Manager. The additional drainage staff will not be co-located with the MnDOT s Project Manager. At this time the location of the office is unknown, but is expected to be within 2 miles of the project. For some of the time the Drainage Engineer may be located at MnDOT s Golden Valley Office, 2055 North Lilac Drive, Golden Valley, MN 55422. Page 12 of 17
9.3 Tasks Drainage Engineer 9.3.1 Design Review Review and check the Design Builder s plans for conformance. The Contractor will use the procedures for checking plans and calculations described in the DB Conformed Contract Book 2, Section 2, Exhibit A Quality Management Template, and Volume II Design Quality Management Plan. Deliverable: Hardcopy plan sets that show checked, corrected, and verified redlines corrections. Format: Hardcopy plans and calculations. Due: Continuous throughout project. Final delivery occurs when the DBVC contract ends. Standard: DB Conformed Contract. 9.3.2 TRACS Thoroughly understand the Submittal Control module of the TRACS document control system. This person will be responsible for entering comments, and reviewing and tracking responses in TRACS for all drainage related issues. MnDOT will provide the TRACS training. Deliverable: Enter comments, review and track responses in TRACS. Format: TRACS Due: Continuous throughout project. Final delivery occurs when the DBVC contract ends. Standard: TRACS Manuals and DB Conformed Contract. 10.0 CPM Schedule Reviewer Contractor will review the Design-Builder s Critical Path Method (CPM) schedules in accordance with the DB conformed contract. The Design Builder is required to use Primavera Project Management (P6) version 7.0, herein referred to as P6, and the Contractor is required to use the same software. Contractor s review may include the following with specific tasks directed by the Project Manager: A comparison of the schedule s content as it relates to the requirements of the DB conformed contract. An evaluation of its completeness of the work and all areas of the Project. A review of the inclusion of the required deliverables during the design process. An evaluation of the Design Builder s applied logic, with attention paid to float suppression and sequestering techniques such as excessive lags, excessive durations, non-contractual constraints and non-tangible relationships. Criticality will be reviewed for specified compliance, and the critical path will be reviewed for reasonableness. The cost and resource loading of the schedule will be reviewed to ensure the total cost of the activities rolls up to equal the Contract price. Activities will be reviewed for cost and resource assignments. They will also be reviewed for imbalances amongst like activities. Cash flow will be reviewed for front loading. In-depth schedule analysis, including a comparison of the schedule update against the baseline for changes between the two. Page 13 of 17
The critical path and overall progress will be monitored and reported on. The Baseline Schedule s cash flow will be graphed to be used as a measure tool to reflect the planned outlay compared to the actual. Monthly review of DB Contractor s invoices to verify payment requested matches work shown as completed in the monthly updated CPM schedule. Review of DB Contractor s Time Impact Analysis. Assist in reviewing, coordinating and processing contractor Partial Estimate pay vouchers. 10.1 Staffing Requirements The Contractor will supply one person, in total, to perform the duties of the CPM Schedule Reviewer. During the certification for the base line schedule this person will work full time, 40 hours per week, from August 21, 2013 to October 21, 2013. This person will work part time, 20 hours per month, from October 22, 2013 to May 15, 2015. 10.2 Co-location The CPM Schedule Reviewer will not be co-located with the MnDOT Project Manager. They may reside at their normal business office. The Contractor will arrange meetings via a web based teleconferencing system. 10.3 Tasks CPM Schedule Reviewer 10.3.1 Base line schedule review Review and check the Design Builder s base line schedule. Deliverable: Comments entered into TRACS and verification that all comments were addressed. Format: TRACS Due: According to DB Conformed Contract. Standard: DB Conformed Contract and TRACS standards. 10.3.2 Monthly invoice and schedule review Review and check the Design Builder s monthly invoices and schedule. Deliverable: Comments entered into TRACS and verification that all comments were addressed. Format: TRACS Due: According to DB Conformed Contract. Standard: DB Conformed Contract and TRACS standards. 10.3.3 Time Impact Analysis Review Review and check the Design Builder s Time Impact Analysis. Deliverable: Comments entered into TRACS and verification that all comments were addressed. Format: TRACS Due: According to DB Conformed Contract. Standard: DB Conformed Contract and TRACS standards. Page 14 of 17
10.3.4 Recovery Schedule Review Review and check the Design Builder s Recovery Schedule. Deliverable: Comments entered into TRACS and verification that all comments were addressed. Format: TRACS Due: According to DB Conformed Contract. Standard: DB Conformed Contract and TRACS standards. 11.0 Environmental Compliance Management Perform all verification tasks related to environmental compliance, which includes all requirements covered under the DB Conformed Contract, Book 2, Section 4. Duties include coordination with all project participants, maintenance of records, interpretations of plans and specifications, and recommendations regarding dispute resolution. The Contractor will have general familiarity with the DB Conformed Contract. The Contractor must be an expert in understanding the requirements of the DB Conformed Contract, Book 2, Section 4; and MnDOT manuals, standards and specifications related to roadway design. Attend all conferences or meetings as needed. This position will serve as liaison between MnDOT project staff, MnDOT s Office of Environmental Stewardship and their consultants, the Design Build Contractor s Environmental Team, and other agency stakeholders for the environmental commitments on the project. Contractor will follow all responsibilities of the MnDOT ECM as defined in the DB conformed contract including both design review and construction inspections. The Environmental Compliance Manager will be responsible for representing MnDOT with Environmental Compliance for the project. The ECM will oversee the contractor s Erosion Control Plan development and implementation and be responsible for ensuring the contractor complies with all necessary environmental documents and permits associated with the project. The ECM must have experience in environmental compliance and be familiar with permitting requirements in Minnesota related to NPDES, Section 404 and 401, contaminated materials, ground water, etc. The ECM will report to the MnDOT Construction Project Manager. This position will collaborate with the DB Contractor and review, check, and verify that all required environmental permits have been obtained by the DB Contractor for the performance of work, and ensure that obligations of permits and approvals are being met. This position will review and provide comments on the DB Contractor s Environmental Protection Training Program. Included in this task will be as-needed participation in the training program to provide clarification and understanding of MnDOT s environmental goals and policies. This position will review and provide comments to the DB Contractor s proposed mitigative measures for all areas of environmental concern impacted by the Project. This position will review and provide comments to the DB Contractor submittals, including but not limited to: Contaminated materials management plans Contaminated groundwater dewatering plans Spill containment plans Wetland and floodplain mitigation plans Storm water pollution prevention plans Cultural resource surveys Contaminated soil and groundwater documentation reports Asbestos and regulated material documentation. NPDES inspections and reports Weekly/monthly environmental monitoring Page 15 of 17
Review and check the Design Builder s plans for conformance to the design concept upon which the preliminary plans were prepared. Contractor will verify that the final plans are prepared in accordance with the Design-Build conformed contract including current MnDOT standards and practices. These reviews will include over-the-shoulder plans (OTS), release for construction plans (RFC), notice of design changes (NDC), field design changes (FDC), and as-built plans. Contractor will use the following criteria to check and review the plans: Review A comparative analysis for agreement with standard practice, conformance to the contract requirements, agreement with similar structures, all with application of professional judgment. Mathematical analysis is not specifically required, but may be necessary where a discrepancy appears likely. Work will include an analysis of the Design- Build Contractor s methods, assumptions, and calculations. Check Contractor will check mathematical computations provided by the Design-Build Contractor and provide independent calculations when an issue occurs during the check. Contractor will coordinate their review with the relevant MnDOT technical experts with the requirement of obtaining the technical experts acceptance of the design and plans. This coordination means that the Contractor will do all the review work, and then present it to the MnDOT technical experts for their review, comment, and concurrence. Contractor will perform field inspections to verify that the DB Contractor is meeting all requirements of the DB conformed contract and permits. 11.1 Staffing Requirements 11.1.1 Environmental Compliance Manager The Contractor will supply one person, in total, to perform the duties of the Environmental Compliance Manager (ECM). This person will work full time, 40 hours per week, from August 21, 2013 to November 15, 2013. This person will work part time, 20 hours per week, from Nov. 16, 2013 to Nov. 15, 2014. This person will work part time, 20 hours per month, from Nov. 16, 2014 to May 15, 2015. 11.1.2 Erosion Control Specialist The Contractor may propose to use an additional person to perform the specific tasks involved with erosion control, SWPPP, and NPDES permit compliance, or the ECM may perform the duties of the Erosion Control Specialist. This person will work full time, 40 hours per week, from August 21, 2013 to November 15, 2013. This person will work part time, 20 hours per week, from November 16, 2013 to November 15, 2014. This person will work part time, 20 hours per month, from November 16, 2014 to April 15, 2015. 11.2 Co-Location The Environmental Compliance Manager and Erosion Control specialist will be co-located with the MnDOT s Project Manager. At this time the location of the office is unknown, but is expected to be within two miles of the project. For some of the time the Contractor may be located at MnDOT s Golden Valley Office, 2055 North Lilac Drive, Golden Valley, MN 55422. Page 16 of 17
11.3 Tasks Environmental Compliance Manager and Erosion Control Specialist 11.3.1 Design Review Review and check the Design Builder s plans for conformance. The Contractor will use the procedures for checking plans and calculations described in the DB Conformed Contract Book 2, Section 2, Exhibit A Quality Management Template, and Volume II Design Quality Management Plan. Deliverable: Hardcopy plan sets that show checked, corrected, and verified redlines corrections. Format: Hardcopy plans and calculations. Due: Continuous throughout project. Final delivery occurs when the DBVC contract ends. Standard: DB Conformed Contract. 11.3.2 Construction Inspection Perform construction field inspections to verify that the DB Contractor is meeting all requirements of the DB conformed contract and permits. Deliverable: Well organized environmental compliance files including SWPPP amendments, and inspection reports. Format: Hardcopy files. Due: Continuous throughout project. Final delivery occurs when the DBVC contract ends. Standard: DB Conformed Contract. 11.3.3 TRACS Thoroughly understand the Submittal Control module of the TRACS document control system. They will be responsible for entering comments, and reviewing and tracking responses in TRACS for all environmental compliance related issues. MnDOT will provide the TRACS training. Deliverable: Enter comments, review and track responses in TRACS. Format: TRACS Due: Continuous throughout project. Final delivery occurs when the DBVC contract ends. Standard: TRACS Manuals and DB Conformed Contract. Page 17 of 17