01-27-25 - 2- Council WS and Regular Meeting

Home Search

CONSTRUCTION DOCUMENTS: September 2025- February 2026 During this phase, design meetings are reduced in frequency as the final bid documents are prepared. We anticipate construction document progress meetings with the City staff and Stakeholders. Internal coordination meetings between design team members take place throughout the phase to prepare the bid documents. A final set of documents will be presented to City Stakeholders at the 95% point for review for compliance with staff expectations and conformance with final project expectations and understanding. Quality Assurance and Quality Control checks are critical at this phase to ensure a smooth bidding and construction process. In total, the City's proposed schedule timeline is achievable with our team's staffing capacity to support the project. We are confident our entire experienced team will have sufficient time to develop a comprehensive, quality set of construction documents. Quality Assurance and Quality Control checks and meetings will take place periodically during design coordination among the design consultants, and at the 95%, 99%, and 100% completion time periods. In addition to full bidding document preparation, additional regulatory submittals are prepared for any reviews that have not already taken place and that can be started or completed prior to bidding. (Example: City Site Plan Review). It is anticipated that within this phase there is the final presentation of completed documents to the City Stakeholders and staff for the authorization to release for bids. BIDDING: The design team will coordinate and work with the City in the placement of bid advertisements, distribution of plan sets and the actual bidding process. The design team will participate in this phase by answering all requests for information and clarifications, reviewing and approving where necessary requests for acceptable products, coordinating with other design consultants and authoring addenda for distribution. The design team will also attend a pre -bid conference and answer questions regarding the scope of design and project. The Architect will also attend the bid opening and assist in evaluating bids as qualified and responsible and recommend acceptance by City Stakeholders and authorization of the contracts. CONSTRUCTION ADMINISTRATION: Spring 2026- Summer 2027 It is our firm's philosophy that it is critical for the same design team members be as involved in the construction process as they were in the initial design phases. These are the people who know the job best, so it is ideal to have that continuity during construction. It is also our firm's philosophy that it is critical to heavily participate in regular construction meetings and observe the construction on a regular basis. We do not administer the construction process from a distance. We have experience in these types of projects and have seen issues that may arise from the low bid contractors. That is why we believe close observation and involvement are necessary to alleviate issues right away or before issues arise. Our experienced team accomplishes this through active observation on the job site and through predicting issues based on prior experience. We strongly feel this is a benefit to the owner because it helps the contractor stay in -front of time and cost issues, gets any questions addressed quickly, and keeps the project on schedule and on cost. We will administer the process by reviewing all shop drawings and submittals, reviewing with City leadership and City Stakeholders where applicable, answering requests for information (RFI), issuing additional instructions (ASI), issuing proposal requests or change directives, reviewing cost proposals, issuing change orders as required, reviewing the construction prior to periodic construction meetings, and conduct or assist in conducting specific pre -construction meetings such as concrete floor placement, roof installation and others, developing punch lists and reviewing and developing construction and contract closeout documents. Phase Tasks and Deliverables: Process Phase Tasks and Deliverables: • Design Team & Owner CD Kick -Off 0 Final Approvals and Reviews [AHJ's] 0 Contract Review and Award • Design Package Development - 0 Owner Design Package Review 0 Construction Site Visits and 100% Completion [All disciplines] Period and Incorporation Observations • Sustainable Design Integration and 0 Bi-Weekly Check -ins - Owner + 0 Shop Drawings / Submittals / Strategy Analysis Design Team Mock-up Reviews • Final Cost Estimate Confirmation 0 0 Construction Change / Additional • Design Package Quality Instruction Management Management and Assurance 0 Construction Cost Management PROPOSAL FOR PROFESSIONAL SERVICES FOR THE LINO LAKES PUBLIC WORKS FACILITY and Pay Application Review • Construction Completion Observation / Final Reviews • Sustainable Design Integration and Assessment • Building Commissioning Processes • Project Closeout OERTEL ARCHITECTS- 16