Item 21 - Agreements for On -Call Landscape Architectural Services

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Proposal to provide On-Cail Landscape Architectural Services — RFP No. 22-097 (including the evaluation of product substitutions), shop drawings and schedules required 'to be submitted by the contractor for conformance with the design plans and specifications. Task 23 — Site Visits DEAs construction management team will attend a pre -construction meeting in addition to field meetings during construction to discuss construction progress, visit the site as deemed appropriate to review the progress and quality of the work and ensure its compliance with the overall design intent, and review project issues and general construction matters. The team will assist the City in preparing punch lists for the contractor, in addition to conducting preliminary and final inspections to determine the dates of substantial completion and final completion of construction. Task 24 — As -Built Plans The DEA team will also prepare As -Built plans in electronic format from information provided by the contractor red lines. The City will coordinate with the contractor to provide DEA the information regarding changes made to the project during construction which are to be shown on the As -Built plans. DEA will utilize the electronic plans to prepare said modifications; and provide colored bond prints which readily highlight said modifications. Availability to Perform Requested Services DEA understands that the key to managing on -call contracts is our ability to be flexible and responsive. When our services are needed, we will promptly react and employ the required expertise and appropriate tools to accomplish the task as efficiently as possible. For previous on -calls, DEA has employed these methods to provide project support in less than 24-hours' notice. DEA will bring this same level of service to the City. DEA is committed to being responsive and to maintain project schedules, and has the depth of resources necessary to meet the demand. We avoid schedule delays by proactive project management and planning ahead. Our depth of readily available resources at DEA offices enables us to recover almost any loss in schedule. At the first sign of schedule critical path impact, we develop a full range of recovery options. These options may include bringing in additional staff from other DEA offices, altering field procedures, and/ or employing different tools in order to maintain project schedule and not sacrifice quality. A detailed project schedule with milestones can be developed in accordance with the project needs. Schedules and deadlines will be reviewed frequently (minimum weekly) by the project manager to verify that key completion dates are not missed. riupuzieu aLidLugy tu Auuumpilibill Lim: VVU1K DEA has executed a number of on -call contracts with other agencies throughout the years. Beginning with the cost proposal stage throughout the final delivery stage and the close out of a particular task order. Upon preparation of a draft task order, Project Manager, Heath Habig will meet with the City to define the task in terms of purpose, goals, roles and responsibilities, and expectations. He will coordinate with the appropriate design task lead to develop the scope of work per the identified City project. A cost proposal will be developed defining level of efforts, schedule, work plan and budget. This will be submitted to the City for review and negotiation. Upon the City approval of the task order, the team will have a kickoff meeting with the City. This will focus the team in setting the communication plan, delivering a consistent, efficient and quality product. Project instructions will be discussed and distributed to all team members. Develop Task Identify Project Objectives Prepare Order Team and Project Scope Deliverables submift AM MMUFNIIIIIII L Deliveraabllesrm These personnel work hand -in -hand to develop the task order team and quickly and efficiently IQuality Assurance�� Identify QC Expectations — QC Checks 31 14 1 March 15, 2023 1 David Evans and Associates, Inc.