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0 City of Santa Ana, Public Works Agency South Main Corridor Improvements Project Construction Management and Inspection Services, RFP No. 20-115 1. Construction Progress Reports The PM will prepare monthly progress reports that will include the following items: summary of the prior month's main accomplishments and current construction activities; reconciliation of contract time, work progress, and manpower usage by the Contractor; project costs to date; overall contractor's conformance to quality requirements; identification of major issues addressed or arising from the project requiring resolution; summary of progress payments, certified payrolls, change order disputes, submittals, RFis and responses, and notices of noncompliance; and daily photographs of representative project activities. 2. Weekly Progress Meetings The PM will schedule and lead weekly meetings with the Contractor, the City's assigned Construction Manager, and other representatives to resolve all project matters and assess responsibilities for response to respective participants. The PM will implement action monitoring to ensure compliance and timely response. The CA will distribute the minutes to the attendees within two working days and include the minutes in the monthly progress reports. 3. Shop Drawings and Submittals The Butier Team will be responsible for processing and monitoring the status of submittals. In meeting the City's internal timeframes, submittals will be processed on a one -week turnaround basis or sooner. Submittal tracking will be introduced into the electronic document control system and status of submittals will be known at all times. This system will be coordinated with the Contractor per contract document requirements. The PM will review the completeness and quantity of all required shop drawings, product data, samples and other submittals received during the construction phase and transmit to City staffing for review and approval. 4. Requests for Information The PM will coordinate the RFI review process and route all RFIs to the appropriate reviewer. The documentation will be logged, tracked, maintained, and organized in the electronic document control system in PDF format. All responses will be monitored with suspense action dates and follow-up procedures implemented to ensure timely action by all parties to project issues including input from City staff. 5. Permits The Butier Team will verify that the contractor has secured all building permits and special permits required by the contact documents. 6. Change Order Requests The City or Contractor may initiate a change or request for changes, or modifications may arise due to differing site conditions. The PM will track, document, and negotiate all changes for added costs or credits with the Contractor. The PM will evaluate all schedule impacts in addition to advising the District of equitable cost and time adjustments for proposed or authorized changes including credits that are due. The PM will coordinate change order procedures for preparation of documents to be executed by the Contractor and the District. The RE and claims support will evaluate Contractor claims seeking additional costs or time for contract modifications. The PM will assess if the claim has merit and make recommendations. Unresolved claims will be administered through the remedies clauses of the construction contract under the direction of the City. 7. Contractor's Safety Program The Contractor will be required to prepare and submit a safety program to the City. The contractor is responsible for site safety. The CM team will periodically attend the contractors site safety meetings to validate the submitted plan is being monitored. 8. Cost Accounting Records The Butler Team will maintain cost accounting records on authorized work performed under unit costs and additional work performed 1BUTIER,� - F. SCOPE OF SERVICES & SCHEDULE