Construction Project Management Manual
A. Goal
To Bring about some consistency and continuity within HCCS as it relates to the way we
proceed with construction-related projects.
B. Objective
To bridge the gap between user, A/E contractor, PM, to ensure quality of design and construction of the end product, which enhance will the learning capabilities of the students.
C. Construction Management Principles and Practices
Time and cost of construction are two key ingredients in determining the successful completion of a project. The final cost is not known until the project is substantially completed. The management challenge then is to use those principles that minimize the risk of not completing the project within time and budget. This challenge is met by applying the latest knowledge in construction techniques, methods and related costs in each of the following three phases: (1) the owner’s decisions, (2) the A/E’s design, (3) the contractor’s construction and delivery of the project.
D. The Construction Project Management Method, Function and Approach
The CPM is the owners (HCCS) representative and will assist the System’s architect/Engineer for work to be performed for the college.
During the design phase the CPM’s role is that of providing advisory services as well as bidding matters and usually administers such activities as bidder pre-qualification, solicitation, bid evaluation and award recommendation. Upon award of a contract the CPM supervises the contractor and administers the construction and procurement contracts for the (HCCS) owner.
The construction management approach is basically a system approach where overall time is saved through effective phasing between the decision, design and construction activities. In this approach the phased design is started before the final schematic design has been completed. CM activities also include (1) Oversite, (2 ) Contract Letting and (3) Construction Administration.
1. Oversite
The role of the Construction Manager (CM) or Project Manager (PM) should start at the very beginning, even before inception of the project. In fact, the Project Manager should participate as early as the feasibility study. The basic strategy in building a project involves making certain that the project is designed in a manner that brings about as many competitive forces as possible to minimize cost and construction time.
Involving the PM in the initial stages gives flexibility to allow evaluation of as many options as possible without delaying the time cycle.
2. Contract Letting
Regardless of the methods used to achieve maximum flexibility in the design and construction process, it is in the method of bid packaging that generates competition and influences cost and scheduling. The early involvement of the CM and the phasing of design and construction enable more in-depth analysis of the contractor’s proposals.
3. Construction Administration
a. The PM undertakes the responsibility for the supervision, coordination and administration of the project. His most important function in the phase are monitoring the cost and the schedules. By meeting with or talking with the contractor periodically, the PM is better able to keep the cost estimates and construction schedules up-to-date.
b. The PM also prepares and recommends documents to the college (HCCS) for: pre-qualification of construction contract bidders, fee bidding, advertisements, project construction schedules and other forms as required for the management process.
c. Review pre-qualification submissions of prospective construction contract bidders and submit recommendations to the (HCCS) college.
d. Assist in pre-bid conferences.
e. Assist in communicating with construction industry during bidding phases.
f. Assist in receipt of fee bids. Tabulate and submit recommendations to (HCCS) for award of construction contracts.
g. Prepare “Notice to Proceed” to Contractor.
4. Pre-Construction Conference
a. A pre-construction conference should be set up at any early date following contract award. The relationship between the CM and the A/E with respect to the contractor should be made clear.
b. Coordinate contractor A/E tasks to and through construction phase.
c. During construction phase, review and recommend approval of (CO) change orders.
E. Construction Project Management Point of Reference Procedure
1. Request for construction-related work should be initiated by the College President his/her designee only.
2. Request should be directed to the Vice Chancellor for Finance and Administration and she/he will assign the request to the Facilities Construction Department for further action.
3. Request should be submitted in the form of a work order and should include work to be accomplished, a budget, area of facility/program function affected by this request, and time cycle in which you hope to get work done.
4. The Construction Project Management Division of Facilities will then schedule a meeting with the college contact person and determine whether we need to bring in an A/E professional to produce documents.
5. Should an A/E professional needs to be hired, the cost for their services will be deducted from your budget.
6. The PM, President/COO and prominent user(s) of the space will sign off on the plan after (DD) Design Development is completed.
7. The PM will coordinate the A/E, Life Safety, IT and Environmental areas to ensure proper documents/programs are included in the contract documents.
8. Requests for change must be in writing. Often, after construction has started, the user/faculty, administrator, etc., realizes they have left something out and would like it added while construction is going on. Should you talk to the contractor on your own without getting it approved in writing, you and the contractor will be responsible for paying for the extra work. If the contractor performs the work without the approval of the PM/CM, the PM thanks him and the college thanks him.
9. Examine all significant change orders to contracts, all change orders must be signed and approved by architect, by the Chancellor and/or appropriate system or institutional staff designated with this authority in institutional policies and procedures. If the contractor performs the work without approval of the CPM and the Chancellor, the contractor will bear those costs, which can be passed on to the requestor personally.
