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Construction Management Services Matrix— Continued <br />Preconstruction Outline project specifics and inform contractor of Establish ground rules and <br />Conference project administration procedures. responsibilities. <br />Existing Inspect and video all existing infrastructure that Provide a complete <br />Infrastructure could be damaged during construction. project record of existing <br />improvements to remain. <br />Management <br />Implement system for organizing, tracking, filing, and <br />Information <br />managing paper and electronic correspondence, <br />System (Web- <br />Based ontract <br />C <br />including letters, requests for information (RFI), <br />Management) <br />submittals, contracts, reports, 0&M manuals, <br />progress payments, and change orders <br />Presentations to <br />Prepare updates for and make presentations to <br />City <br />the City staff and City Council as required by the <br />project. <br />Communications Foster improved team communications through <br />written, verbal, and electronic communications to <br />keep the project team well informed. <br />Project Controls <br />Review and approve the contractors baseline <br />(schedule) <br />schedule. The schedule will be developed utilizing <br />the critical path method (CPM) identifying all <br />milestones, relationship with each activity, and <br />showing all activities necessary to complete <br />the project. Monitor contractor's CPM schedule <br />monthly. Notify parties of actual or potential <br />deviation from schedule. Work with project team to <br />correct non-compliance with schedule. <br />Coordinate <br />Coordinate the delivery, storage, protection, <br />Fixtures, <br />security, and installation of the City purchased <br />Furnishings, and <br />materials and equipment. <br />Equipment <br />Contract <br />Ensure that all conditions of the contract <br />Conditions <br />documents are met by the contractor. Notify <br />contractor of any non-compliance with the contract <br />documents. Review remedial action with designer <br />and the City as necessary before corrective work <br />is started. <br />Weekly Meetings Conduct weekly meetings to discuss schedule <br />status, current and past issues, status of RFIs, <br />submittals, and potential change orders, project <br />quality, and safety. <br />Public Relations Develop mailers, install 800 information hotline; <br />attend town meetings, and merchants meetings. <br />Promote better <br />recordkeepin g. Improve <br />claim resolution capabilities. <br />Good flow of communication <br />Improve project relations. <br />Fewer surprises. Fewer <br />disputes. Enhance problem - <br />solving. <br />Better project coordination. <br />Fewer delays. Fewer time <br />related disputes. <br />• Agenda <br />• Meeting minutes <br />• Videotapes <br />• Photographs <br />• Reports <br />• Paper and/or <br />electronic files <br />• Logs <br />• Monthly report <br />• Slides of <br />construction <br />progress <br />• Conversations <br />• Meetings <br />• Correspondence <br />• Memos <br />• Emails <br />• Schedule reports <br />• Recommendations <br />• Notifications of <br />schedule status <br />• "As -built" schedule <br />Ensure completion of the • Coordination reports <br />project at the earliest point. <br />Ensure that contract <br />documents requirements <br />are meet. <br />Maintain official dialogue <br />among team members. <br />Keep the public informed <br />Labor Review contractor's certified payrolls. Verify payroll Monitor contractor's <br />Compliance with employee interviews. Verify subcontractor compliance with public <br />utilization. works labor laws. <br />• Project reports <br />• Agenda <br />• Meeting minutes <br />• Schedule <br />• Mailers <br />• Information hotline <br />• Employee interview <br />forms <br />• Notices of <br />non-compliance <br />RFP No. 19-118 1 On -Call Water Resources Construction Mat 5 C-153 Services I City of Santa Ana PSOMAS <br />