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Section 3 — Understanding of Need 0 <br />Daily Extra Work Reports: W&A CM will verify and sign the contractor's daily extra work reports documenting <br />force account (time and materials) work. W&A will monitor that only appropriate worker classifications <br />necessary for approved time and materials work are included on extra work reports. Any inappropriate <br />workforce and/or equipment charges will be promptly rejected and removed from extra work reports. <br />Progress Payment Processing: A cost control system based on the contractor's schedule of values, approved <br />change orders and the contract amount will be developed and implemented to monitor progress costs. <br />W&A CM will review the payment applications submitted by the contractor, check and or verify quantities using <br />measurement of items and verification of the quantities computed and noted in their signed daily reports. The <br />CM's daily reports and measurements will determine whether the amount requested reflects the progress of <br />the contractor's work. Appropriate adjustments to each payment application will be required by the contractor. <br />When the payment application has been checked, it will be presented to the City for processing. <br />Construction Meetings and Field Meetings: The following meetings will be held on site: <br />Periodic Progress Meetings with agencies, design team and staff to discuss all data included in the monthly <br />progress reports and focus on the following items: <br />✓ Progress during the period ✓ Anticipated or pending change orders <br />✓ Major decisions made ✓ Impacts of problems or change orders on <br />✓ Planned vs. actual schedule schedule and budget <br />✓ Upcoming work schedule ✓ Discussion of new goals <br />✓ Current or unresolved problems ✓ Planned vs. actual budget analysis <br />Weekly Progress Meetings will be mandatory for the contractor and W&A staff, and optional or on an as - <br />needed basis for City and design team staff. All parties are always invited to attend in person or via remote. <br />Meeting minutes are distributed to all team members whether in attendance or not. Discussions will focus on <br />the following items: <br />✓ Contractor's detailed four -week look -ahead ✓ Update of unresolved items from previous <br />schedule meetings <br />✓ Progress and major decisions during the last week ✓ Status of submittals and change orders <br />Bi-weekly Safety and Tailgate Meetings will be mandatory for the contractor and W&A staff. Topic summary <br />and sign -in sheet will be kept and distributed to City staff. <br />Special Meetings will be scheduled as needed to discuss important issues or which require detailed discussion <br />or review of Plans and specifications. These meetings will follow the weekly meeting to reduce trips, if issues <br />are not urgent. <br />W&A Inspection Approach. Construction inspection is all about documenting the project and getting the <br />material and facilities put in place in accordance with the regional standards and project documents. W&A <br />understands that each inspection report is a legal document and we treat them as such. The Inspector is on <br />site to observe and confirm the quality of the field work. In addition to some of the activities listed above, other <br />key activities include: <br />Daily Construction Observation Reports: W&A Inspector will compile daily observation reports documenting the <br />contractor's workforce, all materials and equipment used or idle, a summary of the construction operations, any <br />field problems, any disputes or claims, resolutions of issues and information provided or written directives to <br />the contractor. Completed daily reports will be transmitted to the City on a weekly basis with originals filed and <br />stored appropriately. We typically include job photos with each daily report or categorize them by date and <br />location for storage and "searchability" by title date location or key words on the computer. These are stored on <br />our OneDrive file system which the City can access at any time. <br />Weekly Statement of Working Days: When applicable the W&A Inspector will prepare a weekly statement of <br />working days documenting the construction progress, time of completion, delays and time extensions, and <br />submit to contractor and the City on a weekly basis. The weekly statement of working days is typically <br />discussed and agreed upon at each progress meeting and transmitted as an attachment to the minutes. <br />'Clallaeclnes <br />...... City of Santa Ana I Water Resources Construction Management and Inspection Services No. 19-118 14 <br />