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Program Management

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Program Management Phases and Related Services

The focus of the Program or Project Manager is to be the in-house design and construction expert for each specified project or program. Program Management services provide a single point of responsibility and accountability with a system of disciplined controls. The Program Manager consists of a customized team for each individual component or phase of the projects for the overall program. The Program Manager operates as a seamless extension of the Owner’s organization, bringing specialized resources to the program on an as-needed basis. The Program Manager does this for a group of related projects under a program. No two Program or Project Management assignments are the same. There is no standard set of services designed to meet every type of program or project. Program Management offers a menu of individual services which can be dovetailed with the program’s capabilities and to custom fit the unique needs of the program or project at hand. The following phases apply to both Program and Project Management.

Planning Phase:

  • Implement an IT-based program and project management system including:
    • Establish all project office hardware requirements and support, complete with backup fail-over system. This will include complete scalability to meet all project lifecycle requirements at scale
    • Establish all project management office software requirements and support, complete with all software necessary for project management and control
  • Determination of goals and objectives
  • Further define concepts and project requirements; identify inclusions and carve-outs and delivery method for each project within the program
  • Identify potential firms for Master Plan development and develop a short list through an RFQ process
  • Develop RFP for Master Plan; define overall project or program, schedule for proposal, master plan milestone/submittal schedule and requirements, firm qualification requirements, key staff experience requirements, selection criteria and scoring matrix, bid form (billing rates, subconsultants, etc)
  • Issue RFPs to short-listed candidate firms, identify potential candidates and recommend selection of Master Planner
  • Oversee Master Plan development through progress meetings and progress and compliance reviews against established milestones
  • Design consultant contract preparation
  • Site selection and evaluation
  • Program development
  • Existing facility evaluation/assessment
  • Financial
    • Master project or program budget
    • Construction market evaluation
    • Broad risk analysis of environmental, meteorological and market risks and their potential impacts on the project or program lifecycle
    • Develop order of magnitude estimates based on concepts and market surveys for individual components of the master plan
  • Preliminary master project or program schedule
    • Identify priorities/funding constraints/desired opening sequence
    • Identify State and Local submittal and approval requirements
    • Coordinate environmental and logistical requirements
    • Identify lead time for major concept components
    • Develop master milestone schedule
    • Develop master budgeted cost-loaded schedule to project cash flow requirements (refine during design)
  • Analyze potential utilization of an OCIP (Owner Controlled Insurance Program)
  • Time-lapse site photography from multiple angles

Design Phase:

  • Develop project cost model
  • Review/evaluate project documentation
  • Establish site logistics planning
  • Analyze construction sequencing
  • Develop team administrative procedures
  • Identify long lead procurement items
  • Monitor budget/schedule requirements
  • Building systems evaluation
  • Review building envelope integrity
  • Document constructability reviews
  • Value engineering analysis
  • Develop baseline quality controls
  • Discover, vet, and procure CM/GC services through an RFQ/RFP process
  • Overall design and construction procurement
    • Procure design services through the same RFQ/RFP process as with the Master Plan Development firm
    • Implement documents for architectural group producing intended structures as agreed upon by investing stakeholders
    • Contracting strategies
      • Establish forms of agreement reflective of procurement strategies for design work, consulting work, contracting work, management work, vendors and suppliers, small businesses
      • Establish insurance requirements for same
      • Establish bonding requirements for same
      • Establish special conditions (rules of the house) for inclusion in appropriate contracts
    • Develop bid package strategy
      • Develop Overall Contracting Plan; coordinate design development with environmental, permitting and master project or program schedule
      • Establish procedures for procurement process; sign off/approval requirements for bidders, bid package scope
      • Prepare bid packages for site survey, boring and geotechnical; supervise the conduct of the work, receive and review reports, coordinate results with design teams
    • Develop project cost and schedule control procedures
      • Establish and contractually obligate program and project controls with assured interoperability of data and required reporting flow of information from the project level through the program level and to the invested stakeholders
      • Establish all monitoring and control requirements for schedule and financial reporting to current Earned Value Management (EVM) standards
      • Implement a scalable visual record system (OxBlue type) through the completion of all projects in the program. This will include digital video and static photographic systems that will provide a visual complement to all written documentation.

Bid & Award Phase:

  • Pre-qualification of GC/Subcontractors
  • Notices and advertisements
  • Bid evaluation and recommendation
  • Contract award
  • Schedule preconstruction conferences

Construction Phase:

  • Provide onsite supervision as owner’s agent
  • Project contract administration
  • Monitor master milestone schedule
  • Review & monitor contractor safety program
  • Coordinate testing and inspection
  • Quality control inspections and reporting
  • Conduct regular jobsite meetings
  • Evaluate contractor pay applications
  • Cost to complete analysis with EVM
  • Change order evaluation
  • Prepare monthly status report
  • Coordinate owner vendor activities
  • Monitor FFE coordination/procurement
  • Assist in punch list process

Operational Turnover Phase:

  • Assist to secure occupancy permits
  • Start-up training coordination
  • Coordinate FFE/operational turnover
  • Validation of final change orders
  • Review and recommend final payment
  • Verify closeout procedures are complete
  • One year warranty inspection


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