Program Manager

When an owner embarks on a large, highly complex project, or a Capital Improvement Program (CIP) involving multiple projects and/or multiple sites, it may be appropriate to retain Program Management (PM) services. A Program Manager is assigned the expanded responsibilities of managing all of the resources and relationships necessary to achieve an owner’s desired outcome.

Program managers utilize integrated systems and procedures such as budgeting, estimating, scheduling, procurement, and inspection to manage the planning, design, and construction process.

The scope of services to be provided by the program manager is highly dependent

upon the needs, capabilities, and resources of the owner’s organization and the specific challenges of their program or project. The PM may also be responsible for providing all of the

Construction Management services for the program. In that case the PM may be responsible for oversight and coordination of those independent Construction Managers and for establishing a clear separation of duties and responsibilities for the PM and the CMs.

In most circumstances the owner will engage the PM in an agency capacity, where the PM is acting as the owner’s representative, defining and then protecting the owner’

Scope of Work

SCOPE OF WORK

Organization, Management & Project Reporting

1. COORDINATE INFORMATION FLOW The PM shall coordinate and expedite the flow of information among the Owner, DB Contractor, and others, and track decisions required by each party.

2. PREPARE MONTHLY REPORTS prepare weekly and monthly reports to update the Owner on the status and progress of the various projects.

3. CONDUCT INTERNAL PROJECT MEETINGS conduct project meetings (and distribute minutes of same) for internal staff orientation and organization, and attend other meetings as required by the Owner.

4. CONDUCT EXECUTIVE BRIEFINGS conduct periodic Executive Briefings to the Owner’s Management.

5. SETUP AND MAINTAIN THE “MANAGEMENT INFORMATION SYSTEM (MIS)”

6. PUBLIC HEARINGS

7. ASSIST WITH INTERNAL PUBLICITY prepare an internal newsletter to familiarize internal staff, Boards, Committees, Faculty, and Citizens with the Projects’ progress.

Accounting

1. ESTABLISH THE PROJECT ACCOUNTING CODING SYSTEM work with the Owner to establish a project account coding format to track the project budget, contracts and coordinate with the Owner’s reporting requirements.

Monitor and track contract all cost information associated with the project including but not limited to: original budget, original contract amount, change proposals, change orders, claims and pay requests.

Decisions and Approvals

1. FACILITATE OWNER APPROVAL PROCESS work with the Owner to document the process required to receive each of the key approvals and list their staff or committees responsible for project approvals.

Issues of probable focus at each approval step are to be identified.

2. FACILITATE AN AGENCY APPROVAL CHECKLIST prepare a checklist of agencies and organizations that must approve the Project or parts.

3. MEET WITH KEY APPROVAL ORGANIZATIONS meet with the key approval organizations to acquaint them with the Project and document their concerns, approval process and schedules.

4. PREPARE A SCHEDULE OF APPROVALS prepare a schedule of all mandatory approvals by the Owner and external agencies.

5. RECEIVE CONTINGENT APPROVALS solicit and document contingent approvals where required

6. CONDUCT DESIGNER ORIENTATION CONFERENCE

7. CONDUCT WORK SESSIONS TO FOCUS ON CRITICAL ISSUES conduct periodic work sessions to resolve critical issues regarding the building’s use and occupant requirements.

Work sessions will include DPW staff, school district staff and faculty, the DB Contractor and his team of designers, at a minimum.

8. CONDUCT DESIGN REVIEW review design drawings and specifications during their development.

Focus on compliance with contract requirements, constructability, maintainability and economics of operation.

Provide recommendations on relative feasibility of construction methods, availability of materials and labor, time requirements for procurement, installation and construction, and factors related to cost including cost of alternative designs or materials, preliminary budgets, maintainability and possible economics.

Review the design documents for compliance with environmental regulations. The PM shall coordinate with the Owner for the review of environmental impacts associated with the development plan. The Program Manager will be responsible for approval of all submittals.

9. RECOMMEND ALTERNATIVE BUILDING SYSTEMS AND MATERIALS work with the Owner and the DB Contractor to recommend specific selections or ranges of alternative building systems and materials, which are appropriate for the project. This shall include architectural, structural, mechanical and electrical systems as well as all other aspects.

10. BALANCE COST AND SCOPE ISSUES work with the Owner to balance the project scope and budget to meet their project goals.

11. REVIEW, APPROVE, PROCESS, AND MANAGE SUBMITTALS In collaboration with the DB Contractor and Owners’ representative, establish and implement procedures for expediting the processing and approval of construction plans, product data, samples, and other submittals. Submittals are to be reviewed for conformance with requirements prescribed in the Contract Documents.