Project Management Staff Augmentation Services

The vendor is required to provide project management staff augmentation services for water and wastewater projects and general civil engineering projects.
- The project management services listed below are anticipated for both categories:
• Manage project from initiation through completion of design, construction, designated warranty period and project closeout. 
• With reasonable assistance from project team and city of staff, the project manager shall be responsible for maintaining project budget, schedule and delivery of scope as established by their contract with the city. 
• Manage the design and execution of a complex capital project by providing project leadership, communication, coordination and conflict resolution in order to ensure project goals are met. 
• Facilitate timely responses from project representatives and report progress and issues impacting the project goals to stakeholders. 
• Administer and maintain project documentation related to capital project management, construction management, cost and schedule control specialties, administration, accounting and budget management, or other areas of expertise normally associated with design and construction management for capital projects. 
• Preliminary and design phase general project management – management of third-party design contracts to meet required deliverables, schedules, and budgets; including reviewing and approving invoices. 
• Design phase project management will be in accordance with the city’s project management procedures manual and may include the management of the following, but not limited to:
o Develop and maintain project level schedules, budgets, and spending plans.
o Review consultant’s and fee proposal: ▪ Review consultants to ensure that it includes all elements required to complete the project based on the city’s needs, including but not limited to: surveying, geotechnical, environmental, traffic control, utility coordination, permitting, other city reviews, plans, specifications, construction cost estimate, schedule, and fee estimate
o Regular and ad-hoc meetings:
▪ Conduct design consultant kick-off meeting
▪ Conduct regular (at least monthly) meetings with design consultants to review the design schedule and budget.
▪ Conduct regular (at least monthly) meetings with project sponsors and other stakeholders to keep them updated on design progress.
▪ Conduct ad-hoc meetings with design consultants, sponsors, and other stakeholders as needed when project issues arise.
o Preliminary engineering report (PER) and 30% design monitoring
▪ Review submitted per from consultant in accordance with city requirements
▪ Coordinate the review of proposed per with sponsoring departments to ensure it meets their needs
▪ Coordinate the 30% design through the DSD public project review process for projects that need site permits
▪ Resolve any conflicts in review comments
o 60% design, 90% design, post 90% design monitoring
▪ Review submitted design standards from consultant in accordance with city requirements
▪ Coordinate required reviews with QMD
▪ Submit to committee and resolve conflicts with utility providers
▪ Coordinate permit reviews and submit formally through the DSD public project review process for projects that need site permits
▪ Assemble front end documents if needed
▪ Review plans, front end documents, technical specifications and construction cost estimates to identify potential constructability issues or items that may present construction change orders
▪ Coordinate permit reviews with the DSD general permit office for projects that qualify for general permits
▪ Coordinate reviews of traffic controls plans (TCP) with right of way (row) management
▪ Coordinate and review contract documents (project manuals and drawings) with QMD
▪ Resolve any conflicts in review comments
▪ Provide project specific information for appropriate sections of the bid documents
o Permitting
▪ Track all project phase progress for consistency and forecast milestones, to mitigate schedule risks and to assure compliance with departmental goals, city of resolutions as well as applicable local, state and federal codes, statutes and regulations
▪ Assist design team with navigating permitting processes, including all required approvals from the city of, boards and commissions and council, county, and other entities as required
▪ Resolve any conflicts in review comments
o Coordinate with financial services department (FSD) to publish the approved project manuals and plans for solicitation/bidding
o Prepare construction trade summaries
o Administer the bidding process including working with consultants, QMD and department
to publish any answers to bidders’ questions and addendum, and preparing request for council action (RCA).
• Construction phase project management– management of third-party construction contracts to ensure compliance with the construction contract (i.e., project manuals and wings), required deliverables, schedules, and budgets. 
• This includes reviewing and approving consultant invoices and contractor pay applications. 
• Construction phase project management responsibilities may include, but are not limited to, the following:
o Conduct a pre-construction meeting using the city’s pre-con meeting agenda template
o Conduct weekly construction progress meetings using the city’s construction progress meeting agenda template
o Conduct ad-hoc meetings and on-site field visits with contractor, inspector, engineer, and other stakeholders as needed to address issues that arise
o Coordinate the review of contractor’s submittals with the engineer, inspector, and other city review entities as per the construction contract
o Coordinate or manage responses to the requests for information (RFIs) from contractor with the engineer, inspector, and sponsor to provide the information to the contractor in a timely manner
o Coordinate and process proposed change orders and claims with the engineer, inspector, sponsor, and if necessary, the city’s legal department
o Manage stakeholder communication including project team and internal and external stakeholders
o Process decommissioning documentation (for applicable facility projects)
o Coordinate and process LEED or similar programs documentation (for applicable facility projects)
o Process grant funding documentation, including working with agency and other municipalities on funding reimbursements for joint projects (for applicable projects)
o Process substantial and final completions, including processing final pay applications
o Manage the close-out process, including as-built documentation and operations & maintenance manuals
o Manage the warranty phase and final walk-thru
o Manage other aspects of the construction contract
o Ensure compliance with federal, state, city and any other agencies having jurisdiction - Staffing
• Staffed between the selected firm and city staff, generally during regular business days (Monday through Friday) and hours (e.g., 8am – 5pm) or as determined by supervising city staff. 
• Consultant staff would be expected to report to city offices two (2) days per week. 
• Consultant staff would be expected to provide services beyond these days and hours as needed to meet business demands, including, but not limited to night and weekend meetings and frequent visits to project sites.
• Provide the appropriate level of technical expertise to properly fulfill the anticipated services and will include senior and mid-level staff to augment agency staff.
• Staff members of the selected consultant shall have technical engineering experience, construction experience, and shall be able to communicate effectively through writing and conversation.
- Contract Period/Term: 5 years
- Pre-Response Meeting Date: July 7, 2025