125-22 Attachment - Admin Procedures Appendices Final Revised March 2022.pdf

le prepared by the contractor and consult with Engineer concerning acceptability. Meetings - Attend meetings with the contractor such as preconstruction conferences, progress meetings, job conferences and other project related meetings, and prepare and circulate the minutes thereof. Liaison - The RE shall serve as the Engineer’s liaison with the contractor working principally with the contractor’s superintendent and the RE shall assist in understanding the contract documents. The RE shall also assist the Engineer in serving as the TOWNSHIP OF WEST ORANGE’s liaison with the contractor. In addition, the RE shall assist in obtaining additional details or information from the TOWNSHIP OF WEST ORANGE when required for proper execution of the work. Existing Conditions DVD Movie - The RE is to direct the contractor to immediately, and before any construction work begins, have made a professional Pre-construction DVD movie of the entire existing conditions of the work area and the immediate area along the sides of Page 6

SAMPLE TOWNSHIP OF WEST ORANGE CONTRACT the project work area. This DVD is to be a record of conditions before construction. When the contractor has finished recording the existing conditions, the RE is to immediately review this movie for content, and if found to be clear, properly done, and adequate, the RE shall immediately record the date of receipt and provide a copy to the TOWNSHIP OF WEST ORANGE Engineer’s Office before the construction begins. Shop Drawings - The RE shall record the date of receipt of all shop drawings delivered to the site and advise the Engineer and the contractor of the commencement of any work requiring a shop drawing if the submittal has not been approved by the Engineer. Review of Work, Rejection of Defective Work, Inspections and Tests -The RE shall conduct on- site inspection of the work in progress and shall assist the Engineer in determining if the work is in general proceeding in accordance with the plans and specifications. If the RE believes that any work is unsatisfactory, faulty or defective or does not conform to the plans or specifications, or has been damaged, or does not meet the requirements of any inspection, test or approval required to be made, the RE shall report this to the Engineer and shall further advise the Engineer of any work that the RE believes should be corrected or rejected or should be uncovered for inspection or requires special testing inspection or approval. The RE shall verify that tests, equipment and operating and maintenance are conducted in the presence of appropriate personnel and that the contractor maintains adequate records thereof. The RE shall report appropriate details relative to test procedures and results to the Engineer. Interpretation of Contract Documents - When clarifications and interpretations of the plans and specifications are requested by the contractor, the RE shall report this information to the Engineer and shall then transmit to the contractor the clarifications and interpretations as issued by the Engineer. Modifications to Plans and Specifications - Contractor’s suggestions for modifications to the plans or specifications shall be considered and evaluated by the RE and reported with the RE’s recommendations to the

and Specifications - Contractor’s suggestions for modifications to the plans or specifications shall be considered and evaluated by the RE and reported with the RE’s recommendations to the Engineer. The RE shall then transmit the decisions issued by the Engineer to the contractor. Records - The RE shall maintain at the job site orderly files for correspondence, reports of job conferences, shop drawings, reproductions of original plans and specifications including all addenda, change orders, field orders, additional plans issued subsequent to the execution of the contract, Engineer’s clarifications and interpretations of the plans and specifications, progress reports, source documentation, buy America certifications, DBE compliance, and other project related documents. The RE shall keep a diary or log book, recording contractor hours on the job site, weather conditions, data relative to questions of field changes, change orders or other change conditions, list of job site visitors, daily activities, field decisions, observations in general and specific observations in more detail as in the case of observing test procedures. The RE shall send copies of the diary or field log to the Engineer and TOWNSHIP OF WEST ORANGE. The RE shall also record names, addresses, and telephone numbers of all contractors, subcontractors and major suppliers of materials and equipment. Reports - The RE shall furnish the Engineer and TOWNSHIP OF WEST ORANGE Engineer periodic reports as required of progress of the work and of contractor’s compliance with Page 7

SAMPLE TOWNSHIP OF WEST ORANGE CONTRACT the progress schedule and schedule of shop drawings. The RE shall advise the Engineer and TOWNSHIP OF WEST ORANGE Engineer in advance of scheduled major tests, inspections or start of important phases of the work. The RE shall draft proposed change orders and work changes, obtaining back-up material from the contractor and recommend to Engineer change orders, work changes and field orders. The RE shall report immediately to both the Engineer and TOWNSHIP OF WEST ORANGE upon the occurrence of any accident. Payment Requests - The RE shall review applications for payment with the contractor for compliance with the contract and shall forward the recommendations to the Engineer, Completion - Before the Engineer recommends a certificate of substantial completion to the TOWNSHIP OF WEST ORANGE Engineer, the RE shall submit to the contractor a list of observed items requiring completion or correction. The RE shall also conduct a final inspection in the company of the Engineer, TOWNSHIP OF WEST ORANGE and contractor and shall then prepare a final punch list of items to be completed or corrected. Prior to making recommendation for final payment to the Engineer, the RE shall assure that all items on the final punch list have been completed or corrected by the contractor. Communication and Emergencies - The RE shall have a cell phone in his or her possession at all times in case the TOWNSHIP OF WEST ORANGE Engineer requires any communication with the site. In addition, the RE shall supply the TOWNSHIP OF WEST ORANGE with a twenty-four hour phone number to be used in case of emergency. Emergencies include but are not limited to accidents involving property damage, bodily injury, hazardous waste spills or unearthing hazardous waste, or damage to existing utility infrastructure. As-Built Plans - The RE shall prepare a set of as built plans in accordance with requirements listed on page 3 Limitations of Authority of The RE: Shall not authorize any deviation from the contract plans or specifications or substitute any materials or equipment not authorized by the Engineer; Shall not exceed limitations of Engineer’s authority as set forth in the General Conditions or

substitute any materials or equipment not authorized by the Engineer; Shall not exceed limitations of Engineer’s authority as set forth in the General Conditions or the Contract; Shall not undertake any of the responsibilities of contractor, subcontractor or contractor’s superintendent; Shall not advise on, issue directions relative to or assume control of any aspect of the means, methods, techniques, sequences or procedures of construction without prior approval of the Engineer and TOWNSHIP OF WEST ORANGE Engineer Shall not advise on, issue directions regarding or assume control over safety precautious and safety programs in connection with the work; Shall not accept shop drawings from anyone other than the contractor; Page 8

SAMPLE TOWNSHIP OF WEST ORANGE CONTRACT Shall not participate in specialized field or laboratory tests or inspections conducted by others Construction Inspection / Construction Services Individuals At least one full-time NICET (or equivalent) inspector shall be on site during all construction activities. A resident engineer shall be available during the duration of the project and for project close- out. All outside consultant service individuals shall report to the TOWNSHIP OF WEST ORANGE supervisor of inspections within the Division of Engineering. Maintain appropriate daily reports and construction as-built quantity records Conduct wage rate inspections on a monthly base (shall be done per trade minimum). Review contractor submissions to insure compliance with prevailing wage rates, DBE/ESBE requirements, and training requirements. Review and process contractor payments. Project engineer reviews for completeness (payment applications, invoice, and signed voucher).If incomplete, notify contractor of needed items On-site inspector reviews to verify quantities completed. If discrepancy, notify contractor to reconcile Resident engineer verifies bid unit prices and calculation of payment amount. Resident engineer verifies contractor submission of certified payrolls, DBE utilization report (if applicable), monthly utilization report (web based), and training reports (if applicable). Notify contractor if items are needed. ENGINEERING STANDARDS AND REQUIREMENTS: All work shall be done in strict compliance with all applicable Federal, New Jersey State, TOWNSHIP OF WEST ORANGE, and local municipal laws, rules, and regulations. All signal and roadway design prescribed herein shall comply with: a. the AASHTO “A Policy on Geometric Design of Highways and Streets” (current edition) b. the NJDOT “Design Manual - Roadway” (current edition and addenda) c. the FHWA “Manual on Uniform Traffic Control Devices” (current edition and addenda) d. the National Electrical Code (current edition) e. the NJDOT “Standard Roadway Construction - Traffic Control - Bridge Construction Details” (current edition and addenda)

. the National Electrical Code (current edition) e. the NJDOT “Standard Roadway Construction - Traffic Control - Bridge Construction Details” (current edition and addenda) f. the NJDOT Standard Specifications for Road and Bridge Construction” (current edition and addenda) g. the NJDOT “Supplementary Specifications for State Aid Projects” (current edition) h. the NJDOT “Supplementary Specifications for Federal Aid Projects” (current edition) i. the current design standards of the TOWNSHIP OF WEST ORANGE Engineer’s Office. and used as reference: j. the NJDOT “Sample Plans” (current edition and addenda) All required reports, documents, calculations, etc. which are necessary for the project’s design and/or approval shall conform to the standard format of the NJDOT’s “Federal Aid Handbook” Procedures for Federal Aid (federal aid projects only) to Counties and Municipalities, and the “NJDOT Procedures Manual”, as may be applicable. The consultant shall follow all applicable FHWA/NJDOT/ Page 9

SAMPLE TOWNSHIP OF WEST ORANGE CONTRACT TOWNSHIP OF WEST ORANGE requirements for construction inspection/management/administration. DELIVERABLES: The New Jersey Licensed Engineer is responsible for submitting all deliverable work products on or before the construction project close-out date. As appropriate for the type of work ordered, the deliverables shall include all of the following or such other items as may be directed in the RFP: a. Change Orders and related explanations & documents. b. NJDOT required documents. c. Punchlist Work, Punchlist completion and Project Completion Certification. d. Original Pre-construction DVD movie of entire existing conditions for the work area and the immediate area along the sides of the project work area. e. All project related notes and documents, including as-built plans f. Red Line As-Built drawings, and similar documents. Page 10

APPENDIX C CONSULTANT PROPOSAL EVALUATION FORMS & GUIDES Procedure for Administration and Inspection of Federal Aid Highway Projects

Appendix C-1 – Design Proposal Evaluation Guide & Form Introduction These guidelines are provided to assist you in the evaluation of proposals received in response to a Request for Proposals (RFP). As a member of the Evaluation Committee, you represent the Township of West Orange and your reviews of the proposals must be conducted individually and professionally. Evaluation Committee members must follow the established evaluation format and be able to evaluate all proposals objectively and without bias. One of the most important elements in the evaluation process is the assurance that each Offeror is treated fairly and equally. Evaluation Guidelines The proposals will be evaluated in two stages. First, the submitted proposals are reviewed for responsiveness to determine if they are in compliance with the RFP submission requirements. The proposals will then be scored based upon the criteria presented on the RFP Evaluation Form which MUST be consistent the requirements of the RFP. Each proposal must be scored by multiplying the rating you determine it deserves by the weighted value of the RFP criterion on the Proposal Evaluation Form. Pricing The pricing is not included in this evaluation and will be negotiated once the highest scored proposal is determined. Rating TEN (10) BEING EXCELLENT AND ZERO (0) BEING UNSATISFACTORY. You should give considerable thought to the rating you award. The evaluation process is designed to value the judgment and assessment of each individual evaluator. As an evaluator, your scores must reflect your individual judgment based on the selection criteria. You must complete your evaluation and score each proposal prior to attending the Evaluation Committee meeting. Discussion among the evaluators is encouraged to ensure the best value for the Township is achieved. The scores will then be tabulated. The highest scoring offeror(s) may be required to be interviewed by the Evaluation Committee. The interview/presentation is the second stage of the process. It is not mandatory; however, it is a good tool for the Evaluation Committee to use in its evaluation. It provides an opportunity to meet the key personnel. It is subjective and is not scored. You will be asked to rank the firms interviewed after all the interviews are completed. At the end of the interviews, the Evaluation Committee will have a discussion and do a final ranking