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  • California High-Speed Rail Authority

    Project & Construction Management Manual(For Design-Build Contracts)

    Submitted by:

    ____________________________________ ________

    Shahin PourvahidiPt., Design and Construction Coordination DateManager, Authority

    Concurred by:

    ____________________________________________________ ___________

    go ia, PE., Isign and Construction Manager, Authority Date

    Approval by:1 7 ( t

    Ofeli Alcanta P.E., Director of Design & Construction, DateAuthority

    Revision Date Description0 30 May 2013 Initial Release0-A 30 September 2014 Draft PCMM-Rev 0-A1 29 October, 2014 Approved Rev 1

    Note: Signatures apply for the iatest technical memorandum revision as noted above.

  • Project & Construction Management Manual(For Design-Build Contracts)

    Prepared by:

    ____________________________________________

    9/iJam, T. V glino, D- / p Manager, PMT Date

    Checked by:

    ____________________________________________ _________

    Dane Hudson, D-B Manager, PMT Date

    Recommended

    Robert a Director of rogram Delivery, PMT Date

    ReIeaseby:J?Fis Van Epps, Program Director, PMT /batV /

    PARSONSPrepared by: ERINCNERHOFF

    for the California High-Speed Rail Authority

  • This document has been prepared by Parsons Brinckerhoff for the California

    High-Speed Rail Authority and for applicability to the California High-Speed Train

    System. Any use of this document for the purposes other than this System, or the

    specific portion of the System stated in the document, shall be at the sole risk of

    the user, and without liability to PB for any losses or injuries from such use.

  • Draft PCMM-Rev 0-A California High-Speed Rail Authority

    Page i of v Project & Construction Management Manual

    (For Design-Build Contracts) Table of Contents

    Table of Contents

    1.0 Introduction, Purpose and Scope ............................................................................... 1-1 1.1 List of Acronyms .......................................................................................................... 1-1 1.2 Introduction ................................................................................................................. 1-1 1.3 Purpose and Scope ..................................................................................................... 1-2 1.4 First Construction Segment Contract Packaging ......................................................... 1-3

    2.0 Program Structure and organization .......................................................................... 2-1 2.1 Basic Structure and Function ....................................................................................... 2-1 2.2 Authoritys On-Site Representatives ............................................................................ 2-1 2.3 Authoritys Contract Administration Responsibilities .................................................... 2-1 2.4 Program Management Team Responsibilities ............................................................. 2-2 2.5 Project & Construction Management Consultant Responsibilities ................................ 2-2

    2.5.1 Project & Construction Management Consultant Design-Build Oversight Manager .............. 2-2

    2.5.2 Project & Construction Management Consultant staff ........................................................... 2-2

    2.5.3 Project & Construction Management Consultant Office Engineer ......................................... 2-4

    2.5.4 Project & Construction Management Consultant Field Engineers ......................................... 2-4 3.0 Contract Administration .............................................................................................. 3-1

    3.1 General ....................................................................................................................... 3-1 3.2 Contract Commencement ............................................................................................ 3-1

    3.2.1 Notice of Award/Notice to Proceed/Early Actions .................................................................. 3-1 3.3 Design-Build Contract Kick-off Conference .................................................................. 3-2

    3.3.1 Utility/Agency Kick-off Conference/Railroad Kick-off Conference .......................................... 3-4

    3.3.2 Pre-Activity meetings .............................................................................................................. 3-4 3.4 Design-Build Contractors Means and Methods ........................................................... 3-4 3.5 Environmental Compliance/Controls ............................................................................ 3-5

    3.5.1 Authoritys Environmental Oversight and Audits .................................................................... 3-7

    3.5.2 Hazardous Material Remediation ........................................................................................... 3-7 3.6 Design-Build Contract Progress Oversight .................................................................. 3-8

    3.6.1 Progress Meetings .................................................................................................................. 3-9

    3.6.2 Meeting Minutes ..................................................................................................................... 3-9 3.7 Request for Information ............................................................................................. 3-10 3.8 Partnering .................................................................................................................. 3-10 3.9 Contractors Monthly Payments ................................................................................. 3-11

    3.9.1 Basis of Payment .................................................................................................................. 3-11

    3.9.2 Approval of Contractors Schedule of Values and Payment Breakdown ............................. 3-12

    3.9.3 Contractors Certifications with Monthly Payment Invoices .................................................. 3-12

    3.9.4 Monthly Payment Invoices .................................................................................................... 3-12

    3.9.5 Monthly Payment Invoice Documentation and Distribution .................................................. 3-15

    3.9.6 Payment from Provisional Sum Items .................................................................................. 3-15

    3.9.7 Payment for Unincorporated Materials ................................................................................. 3-18

    3.9.8 Payment for Change Orders................................................................................................. 3-18 3.10 Subcontractor Approval Process ............................................................................... 3-19

    3.10.1 Subcontractor Approval Process .......................................................................................... 3-19

    3.10.2 Small and Disadvantaged Business Enterprise Program Requirements ............................. 3-20

    3.10.3 Subcontractor Substitution Process ..................................................................................... 3-23 3.11 Labor Compliance Reports ........................................................................................ 3-24

  • Draft PCMM-Rev 0-A California High-Speed Rail Authority

    Page ii of v Project & Construction Management Manual (For Design-Build Contracts) Table of Contents

    3.12 Community Benefits Agreement ................................................................................ 3-24 3.13 United States Department of Labor Office of Federal Contract Compliance Program

    Oversight Committee Reports ................................................................................... 3-24 3.14 Contract Drawings and Specifications ....................................................................... 3-25 3.15 As-Built Documents ................................................................................................... 3-25 3.16 Value Engineering Cost Proposals ............................................................................ 3-25 3.17 Risk Management and Mitigation ............................................................................... 3-26 3.18 Contingency Management Plan ................................................................................. 3-27

    4.0 Communication, Documentation, and Reports ......................................................... 4-1 4.1 Project Management Information System .................................................................... 4-1

    4.1.1 Organization of Project Management Information System ..................................................... 4-1 4.2 Document Control System ........................................................................................... 4-4 4.3 Correspondence .......................................................................................................... 4-5

    4.3.1 Letters, Transmittals, and Memorandums .............................................................................. 4-5

    4.3.2 Telephone Conversation and Email Correspondence ........................................................... 4-6 4.4 Construction Documentation ....................................................................................... 4-6

    4.4.1 Field Notebooks and Field Engineer Daily Reports................................................................ 4-6

    4

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