I. PROJECT PLANNING
• Plan and conduct a kick off meeting/planning session with the project team and other essential parties to define the implementation plan in detail.
• Assist Owner in defining project goals in terms of program, scope, quality, image, cost, schedule, etc.
• Participate in discussions with governmental agencies in order to understand the entitlement process and brief the agencies on the project, and lay groundwork for future planning approvals and building permits.
• Determine necessary project team members (i.e. architect, mechanical engineer and electrical engineer, etc. )and identify, pre-qualify and recommend potential candidates for Owner’s consideration or as otherwise appropriate based upon Owner’s established procurement processes.
• Establish procedures, including reporting formats, lines of communication, methods of approval, documentation standards, and all other administrative requirements.
• Establish a project control budget that comprehensively identifies each projected cost element and establishes the initial cost estimate for each element. The project budget can include legal fees, permit and governmental impact fees, design and other soft costs, site improvements, building improvements, moving costs, and tenant improvements such as IT infrastructure, security, office build out, office furniture, etc. This document will serve as the budget to be used throughout the project to measure and control project expenditures.
• Update the master project schedule to include fine detail for all phases of the project including real estate, design, permitting, construction, equipment installation, commissioning and start-up, including all critical path issues, points of approvals, and critical milestones. This document will serve as the control schedule to be used throughout the project to measure and control progress. It will be updated regularly to track project progress.
II. BUILDING DESIGN AND CONSTRUCTION CONTRACTING
• Recommend design and engineering firms to be interviewed based on relevant project experience and resources to achieve goals.
• Draft request for proposals for design services and issue to qualified firms.
• Analyze proposal responses, prepare executive summary and abstract analysis, and orchestrate interviews of finalist firms. Provide recommendation as to the most appropriate design firms for the project.
• Assist Owner in negotiating and documenting the design contracts and fees.
• Select and recommend a list of contractors based on relevant project experience. Thoroughly pre-qualify prospective contractors.
• Develop and coordinate the issuance of bid packages to contractors along with the design documents.
• Conduct pre-bid conferences as required. Field questions from the bidders and coordinate answers with the project team and document responses as is necessary.
• Receive and analyze contractor bids and qualifications. Work with Owner and the bidders to clarify the scope of work, pricing details, schedules, project approach, assumptions, allowances, exclusions and other critical elements of the bids. Conduct bid review meetings as required. Prepare bid abstract analysis with recommendation for final selection for Owner’s approval.
• Work with the Owner to negotiate and document the construction contract with the selected contractor.
Engage in an extensive selection process to select the very best project design team and general contractor for this specific project.
Engage in an extensive bid analysis and negotiation of the contract price in order to identify contractor scope gaps and overlaps. Additional value engineering opportunities are rigorously pursued. Reduce potential for change order by clear and full understanding of project expectations and alignment of the fees.
III. DESIGN AND ENGINEERING MANAGEMENT
Represent Owner throughout the design process.
• Develop and coordinate in order to establish design firm(s) goals and objectives.
• Develop and refine project design requirements (programming, outline specifications, etc.) in coordination and consultation with Owner.
• Conduct design meetings as Owner’s representative. Facilitate participation by Owner.
• Monitor the design process to assure compliance with Owner’s program goals and objectives.
• Monitor and administer design team contracts as to timeliness of performance, payments, compliance with contract requirements, etc.
• Refine project schedules for the design phase. Coordinate the activities of Owner, architect, engineer, interior designer and other consultants. The schedule will show the responsibilities of each party and the proper tine spans and sequence of activities.
• Recommend to Owner for approval the early purchase of long lead items as required to meet project schedule requirements. Expedite the design of the long lead items.
• Review preliminary and final documents to surface any potential concerns relating to construction or operational issues.
• Assist Owner in the decision making process. Coordinate communications between the design team and Owner’s organization. Understand the urgency of each issue and ensure that timely decisions are communicated to the design team.
• Assist Owner in the value engineering process to identify alternative construction methods or materials that might produce equivalent effect at a reduced cost and/or construction time.
• Review plans and specifications for constructability, methods and materials, completeness, clarity, lack of ambiguity, coordination, etc.
• As needed, in conjunction with the Owner or contractor, interface with government authorities having jurisdiction to provide requested information and ensure timely receipt of local approvals.
• As needed, in conjunction with the Owner or contractor, interface with the local utility providers to ensure timely design decisions are made and functioning utilities are installed in support of the project schedule.
Design performance will be continuously challenged to encourage the optimal design approach for the design development and construction documents. This translation of the design programming into contractor scope documents is scrutinized for accuracy and completeness. Conflicts are resolved reducing later costs risks.
Design team will be held accountable for timely and accurate communications.
• Perform an initial high level review to develop a general understanding of the bid response scope and price. Adjustments are made to level the larger variations between bidders. Communications with the bidders is limited to clarification of significant scope and price considerations.
• Initial bid leveling will be applied to the bid matrix to develop a more accurate picture of the relative costs proposed by each bidder. Consideration of the alternate bid proposals will be considered in this selection. The expected result is to reduce the number of bidders to the best two, and no more than three.
• A “short list” recommendation will be submitted to Owner for bidders to be included in the final review process for final decision by Owner.
• Perform a detailed analysis of the short list bid responses to determine scope differences. Work with the short list bidders to clarify the scope of work, pricing details, schedules, project approach, assumptions, allowances, exclusions and other critical elements of the bids. Questionnaires will be developed for each bid response to request clarification of the bid scope and price. A balance will be made to address relevant issues that lead to a final selection of the successful bidder that includes a clear understanding of the bid scope and price.
• Participate in discussions with the design team to assess the impact of the alternate design approach to the project scope, cost, and schedule.
• Coordinate bid review meetings with the short list contractors, less any bidders mutually excluded from further consideration. Prepare the interview agenda including general questions, specific bid response questions, team qualification review, schedule review, and other considerations specific to each bidder.
• The bid matrix will be updated to include all information to the selection process. A final recommendation will be presented to Owner of the successful contractor(s).
• If beneficial, conduct a “last and final” RFP process to request final bidder pricing on bid scope variations. The last and final bid addendum of drawings and specifications is to be provided by the design team for inclusion into the RFP document. Alternatively, Consultant will negotiate final pricing adjustments with the successful contractor.
• Draft a letter of intent to the successful contractor for signature by Owner. Upon full execution, the unsuccessful bidders will be notified and debriefed.
• Support negotiation and documentation of the business terms for the construction contract with the selected contractor.
• Represent Owner throughout the construction phase. Comprehensively manage the construction process from initial planning, through mobilization, implementation, start-up and close out.
• Report to Owner’s organization on a regular basis to keep Owner fully informed on an on-going basis. Prepare a written monthly report of the progress and status of the project including executive summary, updated schedule, list of critical issues, list of outstanding Owner decisions, invoice summary, change order summary, and other relevant information.
• Monitor contractor performance as to cost and cash flow. Monitor the economic health of the project being alert to financial concerns.
• Monitor milestone schedule performance to validate on time completion of the project. Maintain contractor accountability for any work completion delays. Demand remedial activities and track to resolution.
• Monitor the contractor quality control program. Audit quality of work performed to validate the completeness and accuracy of the contractor quality control program. Track any concerns to resolution.
• Monitor and confirm contractor and Owner compliance with insurance requirements.
• Review and recommend for approval contractor applications for payment and supporting documentation.
• Maintain and organize contractor-provided project logs, progress photos, files and other documentation as required or appropriate.
• Monitor and coordinate A&E site visits and responses to contractor inquiries.
• Assist in resolving field issues in the most economical and expeditious manner possible. Recommend and oversee corrective and recovery measures, as required.
• Assist with the shop drawing and sample submittal process as Owner’s representative. Coordinate all communication and decision making with Owner and communicate decisions to the Owner and/or Contractor in a timely manner.
• Review all change order requisitions, prepare analysis, negotiate pricing and credits and prepare recommendations for Owner’s approval.
• Maintain project budget and provide project cost accounting reports of expenditures to date.
• Maintain overall project schedule to assure that activities of general contractor and Owner’s vendors are fully coordinated.
Interaction with the contractor and sub-contractors, inspecting work product, and communication of concerns reduces the long-term risk to Owner associated with inferior quality on the project.
Reviewing work schedules, delays, work in place, and work plans minimizes the risks of schedule delays.
Scrutiny of change order requests and pay requests reduces cost and financial risks.
• Assist the Architect in determining the date of Substantial Completion.
• Coordinate the development of the punch list and monitor the timely completion of punch list items. Facilitate Owner’s involvement in the punch list process.
• Monitor the receipt of proper close out documents from the Owner and general contractor including warranties, final release of liens, as-built plans, and operation and maintenance manuals.
• Assist Owner in procuring any necessary documentation from the architect and the general contractor to ensure Owner’s audit requirements are properly met in a timely manner.
Site inspection of the work and participation in the punch list development increases the quality of the work product and decreases the long-term risk associated with inferior quality on the project.Type your paragraph here.