Delivering Successful Facility Projects It Starts and Ends with You!
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Transcript of Delivering Successful Facility Projects It Starts and Ends with You!
Delivering Successful Facility Projects
It Starts and Ends with You!Al Erdman - Central Texas College
This presentation is not intended to be a complete illustration of the design and construction process.
Rules and law governing many of the processes and procedures that will be discussed are governed under HB 628 (codified as Chapter 2267 of the Texas Government Code effective 9-1-11), Chapter 2254 of the Texas Government Code, and TX Education Code Chapter 44. Please refer to these for more detail or clarification.
Standard Disclaimers
Assembling the committee Assembling the team Designing the project Bidding the project Construction Post construction/warranty
The Process
Someone has to take the lead –as the CFO you’re probably going to have to live with it
Multi-functional representation◦ Facilities◦ IT◦ Faculty◦ Staff & administrators◦ Other occupant representative(s)
Set ground rules for communication ◦ Compile, distribute and review minutes!
Establish what success looks like◦ Budget, function, schedule, appearance
etc.
Assembling the Committee
Team is a critical concept◦ College committee◦ Consultants hired by college (2 step)
Architects Materials testing Roofing consultant LEED consultant Commissioning agent Owner’s rep PM firm (optional)
Establish project delivery method early on – typically:◦ Construction Manager at Risk (CMAR) –early addition◦ Design-Build – early addition◦ Competitive (low) bid – late addition◦ Competitive Sealed Proposals –late addition
Assembling the Team
CMAR, Low Bid or CSP Relationship Provide consultation during design phase and serve as general contractor during construction phase.
Hire for chemistry not for reputation Don’t fall for bait-and-switch Ask for project list for last xx years Everything is negotiable Use your own contracts (modify AIA
versions) Price is only one factor – 40% guide Watch out for lowball pricing Listening is an overlooked skill You are the boss!
Key Concepts in Hiring AEs & CMs
Reconfirm what success looks like Reconfirm rules Establish preliminary schedule(s) Establish budget
◦ Construction◦ AE & consultant fees◦ Other (furniture & equipment, etc.)◦ Contingencies – 10 to 20%
Design Construction Owner
Setting Direction is Important
Average
Good
Poor
37%Early Program Definition Benefits
Well-defined projects cost 17% less than the average
Poorly defined projects cost 20% more.
Edward Merrill Independent Project Analysis Corp. Reston, VA
Why are Contingencies Important?
Time
Market Conditions
Core Inflation Rate
Bid Day Scope Reductions or Budget Overrun
Scope Increases
Design phases◦ Schematic Design (SD)◦ Design Development (DD)◦ Construction Documents (CD)
Team MUST review plans & specs at end of each phase
Ensure that AE assembles and answers comments from team before progressing to next design phase
Do cost estimates at end of each phase to keep project within budget
Owner must approve use of contingency!
Designing the Project
Written requirements
Design drawings
Construction drawings
Occupancy
The cost of changing something increases by a factor of about 10 each time the project changes its state.
Construction
Why is Early ReviewImportant?
Make sure plans & specs are complete (include draft contract if possible)
Reach out to potential bidders Hold a pre bid conference – issue addenda Give bidders sufficient time to bid Evaluate using published criteria Select the bidder that represents “best
value” If CMAR, make rankings public within 7 days Contract and issue Notice to Proceed (NTP)
Bidding the Project
Ensure that◦ Contract is signed◦ P & P bonds and insurance are in place◦ Notice to Proceed is issued
Coordinate pre construction meeting◦ Team should attend along with key sub
contractors◦ Reconfirm definition(s) of success for the project◦ Discuss college “rules”◦ Review project schedule◦ Review communication requirements◦ Emphasize safety
Contractor is responsible –site “belongs” to the CM
Let’s Get Building!
Weekly meetings◦ Discuss major project issues◦ Schedule◦ Requests For Information (RFIs)◦ Change Orders (COs)◦ Safety – close calls and accidents◦ Attendance by critical sub consultants &
contractors◦ Ensure that AE takes and distributes minutes!
Weekly project walks by Team Team approach
Construction Progress/Administration
Substantial completion – defined by the AIA◦ § A.9.8.1 Substantial Completion is the stage in the
progress of the Work when the Work or designated portion thereof is sufficiently complete in accordance with the Contract Documents so that the Owner can occupy or use the Work or a portion thereof for its intended use.
Architect walks project (with Team), certifies, and develops/attaches punch list
Ownership of the project transfers to college (along with insurability!)
Generally owner occupies at Substantial Warranty commences
Substantial Completion
Final Completion◦ CM notifies AE project is complete in writing◦ AE walks project & certifies completion of punch
list◦ CM submits final pay application to AE along with
Certifies that all bills have been paid from prior pmts. Conditional lien waiver Attestation that insurance will be kept in place
through warranty period with cancellation notification
Consent of surety Other documents required by contract
◦ AE submits final pay application to owner
Final Completion
Commences at substantial completion and usually runs for a year
Make sure warranty list is compiled by CM, updated, and reviewed monthly by Team
Conduct six and eleven month walks! Look for reoccurring problems If we’ve paid out the AE and CM how do we
know they will work◦ Reputation and future work is the driver◦ Owner can also require a maintenance bond in
contract
Warranty
Assembling the right college team is critical Define success early on Hire an architect that will listen to you The project delivery method should be
decided at the beginning the project Contracts govern everything Stay connected during construction Don’t waffle on substantial completion Drive the project through to final completion Have fun!
So What Have we Learned?
Questions!