Project Scope

II.   DESCRIPTION OF SERVICES
 
           Pre-Construction Phase Services
 

1. Consult with Owner and Architect regarding the project program, budget, timetable, and advisability of various phasing options and timing of construction, including construction constraints, sequence of construction, and overall project schedule.

 

2. Adjust the preliminary master schedule for the Owner’s requirements to maintain existing functions and programs.  This includes scheduling, contractor access / use of site, and cleaning protocol.

 

3. Conduct pre-bid conference / walkthrough and help solicit local bidder interest for the project.

 

4. Help evaluate low bidders with Architect and Owner.

 
Construction Phase Services
 

1. Maintain communications with Owner / Architect / Contractors.

 

2. Report to Board of Education monthly on progress schedule, project status, and photographic documentation of previous month’s activities.

 

3. Monitor and oversee construction quality, progress, compliance and schedule adherence for action by Enhanced Clerk of the Works and Architect.  Report findings to Owner and Architect for required action.  Coordinate work of multiple prime contracts, provide schedule enforcement and management, act as an agent of the Owner striving to keep contractors on schedule and within budget.

 

4. Coordinate independent testing agencies hired by the Owner and local utility providers.

 

5. Establish positive contractor relationships on the site.

 

6. Review Contractor’s Safety Protocols for the Entire Project, including Safety for Students and Workers.

 

7. Coordinate on-site issues with Prime Contractors to avoid delays; assist in resolution of disputes.

 

8. Meet and accompany Project Inspectors and testing agencies and report on inspection results.

 

1. Maintain Owner’s project files: Correspondence; Project Documents; Change Orders; Construction Directives; Architect’s Supplemental Instructions; Meeting Minutes; Shop Drawings; Applications for Payment; Insurance and Bond Certificates.

 

10. Review, evaluate, and accept / reject contractor’s schedule of values.

 

11. Review and approve Applications for Payment (including final payment) in coordination with supporting documentation and field observations, including certified payrolls in compliance with labor laws.

 

12. Coordinate construction efforts and disruption of services with building staff and school activities.

 

13. Receive and inventory keys, special tools and turn-over materials.

 

14. Provide document management and administration, development of RFI’s, RFP’s, change order requests, and back-up information.  Issue documents to appropriate parties, track progress, and provide follow-up with regard to RFI response and acceptance / rejection of any RFP’s.

 

15. Schedule, conduct, and provide meeting minutes/reports for bi-weekly project meetings.

 
Closeout Phase Services
 

1. Coordinate project close-out processes including record drawings, O&M manuals, and warranties.

 

2. Verify and coordinate Contractor completion of Architect / Engineer punchlist(s)

 

3. Coordinate training sessions with Contractor and Owner.

 
III.  PROPOSAL REQUIREMENTS
 
The following information / materials must be received by the established date and time for your firm to be considered for selection.
 
             Section I:  Company Profile
            
This section should state the size of your firm, the type of firm (i.e., General Contractor / Construction Manager, Construction Manager only, or Construction Clerk), firm background, and the location of the office that will perform the work on this project.
 
             Section 2:  Experience
 
Please include your firm’s experience as a Clerk-of-the-Works and / or Construction Manager for projects completed within the last 5 years.  Please explain your firm’s role in each project (i.e., Clerk-of-the-Works, Construction Manager).
 
Section 3:  References
 
Provide client references for your firm and specifically for the key personnel being proposed for this project.
 
             Section 4:  Proposed Services
 
Provide your understanding of the scope of services that you feel will be required to achieve our key project objectives, namely controlling the project’s cost, schedule, and safety aspects.
 
             Section 5:  Proposed Staffing and Responsibilities
             Describe the roles and responsibilities of the personnel being proposed for this project.  Include              resumes of key staff members.
            

 
Section 6:  Insurance
 
Notwithstanding any terms, conditions or provisions, in any other writing between the parties, the professional consultant hereby agrees to effectuate the naming of the District/BOCES as an Additional Insured on the professional consultant's insurance policies, except for workers' compensation and N.Y. State Disability insurance.
 
The policy naming the District as an Additional Insured shall:
a. Be an insurance policy from an A.M. Best A- rated or better insurer, licensed to conduct business in New York State. A New York licensed and admitted insurer is strongly preferred.
 b. State that the organization's coverage shall be primary and non-contributory coverage for the District/BOCES, its Board, employees and volunteers with a waiver of subrogation in favor of the District/BOCES for all coverages including Workers Compensation.
 c. Additional insured status for General Liability coverage shall be provided by standard or other endorsements that extend coverage to the District/BOCES (CG 20 26) or equivalent. The decision to accept an endorsement rests solely with the District/BOCES. A completed copy of the endorsements must be attached to the Certificate of Insurance to include General Liability, Auto Liability (where applicable) and Umbrella/Excess coverages.
 
The certificate of insurance must describe the services provided by the professional consultant that are covered by the liability policies.
 
At the District's/BOCES’ request, the professional consultant shall provide a copy of the declaration page of the liability and umbrella/excess policies with a list of endorsements and forms. If requested, the professional consultant will provide a copy of the policy endorsements and forms.
 
The consultant agrees to indemnify the District for any applicable deductibles.
 
Include an Insurance Certificate to verify your firm’s ability to provide the following limits of liability during the project:

1. Commercial General Liability Insurance

                              $1,000,000 per occurrence / $2,000,000 aggregate.
                              $2,000,000 Products and Completed Operations
                              $1,000,000 Personal and Advertising Injury
                               $100,000 Fire Damage
                              $10,000 Medical Expense       

2. Workers' Compensation and N.Y.S. Disability        

Statutory Workers' Compensation (C-105.2 or U-26.3); and NYS Disability Insurance (DB120.1) for all employees [per NYS WC and Disability laws]. Proof of coverage must be on the approved specific form, as required by the New York State Workers’ Compensation Board. ACORD certificates are not acceptable. A person seeking an exemption must file a CE-200 Form with the state. The form can be completed and submitted directly to the WC Board online

3. Professional Errors and Omissions Insurance

               $2,000,000 per occurrence/ $2,000,000 aggregate for the professional acts of the consultant            performed under the contract for the District.  If written on a “claims-made” basis, the         retroactive date must pre-date the inception of the contract or agreement.  Coverage shall              remain in effect for three years following the completion of work.

4.  Third Party Crime & Cyber coverage

               For dishonest acts of the consultant’s employees with coverage for computer fraud and fund       transfer including client coverage.
 
The contractor must carry coverage applicable to first- and third-party claims, arising from a cyber incident that could impact the district’s data the contractor may have in their possession. Limits shall be the greater of those carried by the Contractor or $250,000 per incident and $250,000 in the aggregate. If coverage is on a claims-made basis, coverage must have a retroactive date no later than the date of agreement with the district/BOCES and provide coverage for two years following the date of Final Completion of the Project. The Cyber policy must be with a NYS licensed carrier.
 

5. Excess Insurance

                 On a “Follow-Form” basis, with limits of $3,000,000 each occurrence and aggregate. over the required Auto Liability (where applicable), General Liability and Professional Liability coverages.
 

6. Automobile Liability

         $1,000,000 combined single limit for owned, hired, borrowed and non-owned motor vehicles.
 
 
The Professional Consultant acknowledges that failure to obtain such insurance on behalf of the District/BOCES constitutes a material breach of contract and subjects it to liability for damages, indemnification and all legal remedies available to the District/BOCES. The professional consultant is to provide the District/BOCES with a certificate of insurance, evidencing the above requirements have been met, prior to the provision of services. The failure of the District/BOCES to object to the contents of the certificate or the absence of same shall not be deemed a waiver of any rights held by the District/BOCES
 
 
             Section 7:  Compensation
            
Please provide a lump sum compensation proposal with qualifications as to reimbursables.  Use the following schedule assumptions in your compensation proposal:
 

• Anticipated Pre-Construction Phase:
  • TBD through June 14, 2026     
  • Provide one (1) full-time on-site representative (Clerk) for tasks listed per Section II.

 

• Anticipated Construction Phase: 
  • June 15, 2026 through December 31, 2026
  • Provide two (2) full-time on-site representatives (Clerk & Assistant Clerk) during the period of June 15^th to November 1^st 2026. 
  • All other months of construction, provide one (1) full-time on-site representative (Clerk).

                                       

• Anticipated Close-out Phase:  
  • January 1, 2027 through February 1, 2017
  • Provide one (1) full-time on-site representative (Clerk) as needed to complete close-out processes and punchlists.

 

• Reimbursables:
  • Please outline possible reimbursables and unit costs for each.