Services Required

• Act as NARA NW’s representative during all designated phases of the construction project.
• Provide and distribute, throughout all phases, management reports detailing project progress, schedule, and financial status.
• Assist NARA NW in creation and implementation of format(s) to disseminate this information to the public at large.
• Establish a NARA NW capital construction office, including maintenance of related records, documentation, design data, drawings, correspondence, etc., pertaining to the construction program.
• Provide management to ensure compliance with all public entity rules and regulations.
• Develop material specifications consistent with NARA NW’s facilities management standards.
• Provide periodic presentations/tours as directed by NARA NW.

Scope of Work for Each Project Phase

Conceptual Planning Phase

• Develop an overall management plan for the project to include a preliminary master schedule, critical dates, preliminary contracting strategy for all elements of the project, and other pertinent issues.
• Assist NARA NW and/or project architects in the development of educational specifications for each project and convert program information into design criteria to be used by the consultants.
• Verify project and program master budget including cost projections for each phase of the project. Provide a financial management system including a cost model to maximize value within available funding through all phases of the work. Study and report on financial feasibility.
• Develop project reporting, communication, and documentation systems to include progress, schedule, financial, and other information to be distributed to appropriate parties throughout all phases of the work.
• Develop procedures for administration of the project.
• Develop and negotiate contracts in conjunction with NARA NW staff when requested.
• Obtain required survey and soil tests.

Schematic Design Phase

• Provide general direction to the project consultants and architects. Monitor their activities and review all consultant work produced. Review and recommend the payment of consultant billings.
• Provide a detailed design schedule. Monitor the design process by reviewing design documents for thoroughness, code compliance. Review cost estimates for each project in each phase of the design process.
• Assist with value engineering and energy efficiency design protocols. Assist with constructability analysis.
• Coordinate the design process with the master schedule.
• Work with NARA NW and other consultants on the development of the specifications for the administration of work during the construction process.
• Assist with bid package format (designation of additive and deductive alternates, etc.).
• Identify long lead items and collaborate on processes to ensure timely delivery in alignment with the master project schedule.
• Begin permitting processes.
• Prepare local Planning or Zoning Board applications.
• Update master construction schedule.
• Design Development Phase
• Confirm final selection of components and systems.
• Assist with establishment of bidding schedule.
• Establish general conditions planning.
• Coordinate with governmental agencies and utilities.
• Refine project budgets.
• Evaluate and identify prospective responsible general contractors available to bid on all phases of the project.

Contract Document Review

• Conduct final pre‐bid review of project manual(s), plans, and specifications.
• Assist in preparation of instructions to bidders.
• Prepare a cash flow schedule based on an updated master project schedule.

Bidding and Contract Award Phase

• Consult with NARA NW and its consultants regarding bid document preparation, bidding strategies, evaluation of bids, and notification of qualified bidders.
• Take part in pre‐bid conferences.
• Assist NARA NW in evaluation of bid responses and bid award in alignment with project master budgets.
• Set disbursement schedules with contractor(s).

Construction Phase

• Assume responsibility for the administration of the construction contracts, quality assurance, and special inspection requirements. Prepare construction procedures and conduct site progress meetings.
• Attend construction meetings and on‐site inspections as needed to monitor general and subcontractor’s work to assure conformance to codes and project design specifications.
• Prepare and coordinate preparation of periodic progress and financial information reports required by NARA NW, periodically brief NARA NW staff and its Board on project status, progress, and financial aspects. Update construction schedule(s) as required.
• Confirm work completed and materials received and approve progress payments.
• Communicate change orders and construction change directives to the Superintendent or designee for authorization.
• Work with the general contractor to assure site safety and security during construction.
• Track and communicate NARA NW’s occupancy schedule(s).
• Assist with punch list development. Confirm completion of identified punch list items.
• Confirm substantial completion, temporary occupancy, and final occupancy.
• Train NARA NW staff on building systems and coordinate turnover process.

Post Construction Phase

• Participate in construction contract close‐out activities including punch lists, final payment and release of retainage.
• Assist with documentation of warranty issues for ongoing administration by NARA NW staff.
• Provide final project close‐out financial information with comparator(s) to master project budget(s).
• Energy Incentives Coordination
• Provide analysis and documentation necessary for NARA NW to obtain the maximum amount of energy incentives available through the State of Oregon, the Oregon Department of Energy (ODOE) and/or local utility incentives.
• Responsibilities shall include but are not limited to:
  • determining requirements for available incentives through cooperation with ODOE and the local utility.
  • completing all required documentation for submission; and
  • ensuring that all required timelines are met.
• Coordinate with NARA NW to resolve any potential issues to ensure that documentation is submitted when required.

Other Services

• Assist NARA NW in coordination, research, report preparation, and other tasks required for project execution.
• Assist NARA NW in communicating with its staff, community, and news media to enhance understanding and develop ongoing support for the projects.