Presentation on theme: "Delivering Successful Facility Projects It Starts and Ends with You!"— Presentation transcript:
1 Delivering Successful Facility Projects It Starts and Ends with You! Al Erdman - Central Texas College
2 Standard DisclaimersThis 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 ), Chapter of the Texas Government Code, and TX Education Code Chapter 44. Please refer to these for more detail or clarification.
3 The Process Assembling the committee Assembling the team Designing the projectBidding the projectConstructionPost construction/warranty
4 Assembling the Committee Someone has to take the lead –as the CFO you’re probably going to have to live with itMulti-functional representationFacilitiesITFacultyStaff & administratorsOther occupant representative(s)Set ground rules for communicationCompile, distribute and review minutes!Establish what success looks likeBudget, function, schedule, appearance etc.
5 Assembling the Team Team is a critical concept College committeeConsultants hired by college (2 step)ArchitectsMaterials testingRoofing consultantLEED consultantCommissioning agentOwner’s rep PM firm (optional)Establish project delivery method early on – typically:Construction Manager at Risk (CMAR) –early additionDesign-Build – early additionCompetitive (low) bid – late additionCompetitive Sealed Proposals –late addition
6 CMAR, Low Bid or CSP Relationship Provide consultation during design phase and serve as general contractor during construction phase.
7 Key Concepts in Hiring AEs & CMs Hire for chemistry not for reputationDon’t fall for bait-and-switchAsk for project list for last xx yearsEverything is negotiableUse your own contracts (modify AIA versions)Price is only one factor – 40% guideWatch out for lowball pricingListening is an overlooked skillYou are the boss!
8 Setting Direction is Important Reconfirm what success looks likeReconfirm rulesEstablish preliminary schedule(s)Establish budgetConstructionAE & consultant feesOther (furniture & equipment, etc.)Contingencies – 10 to 20%DesignOwner
9 Early Program Definition Benefits 37%PoorAverageGoodA number of years ago some of our staff met Ed Merrill, President of Independent Project Analysis in Vienna Va. They are a construction industry think tank that specializes in petrochemical and pharmaceutical plants. They are a “go-to” company for benchmark statistics if you have a refinery or a pill factory to build somewhere in the world.Mr. Merrill said that his data revealed that a well defined project cost 17% less than the average in his database. A poorly defined project cost 20% more. That’s a 37% swing.We don’t know the details behind those statistics, but it makes sense to us. Does it to you?Well-defined projects cost 17% less than the averagePoorly defined projects cost 20% more.Edward Merrill Independent Project Analysis Corp. Reston, VA
11 Designing the Project Design phases Schematic Design (SD)Design Development (DD)Construction Documents (CD)Team MUST review plans & specs at end of each phaseEnsure that AE assembles and answers comments from team before progressing to next design phaseDo cost estimates at end of each phase to keep project within budgetOwner must approve use of contingency!
12 Why is Early Review Important? Written requirementsDesign drawingsThe cost of changing something increases by a factor of about 10 each time the project changes its state.Construction drawingsConstructionOccupancy
13 Bidding the ProjectMake sure plans & specs are complete (include draft contract if possible)Reach out to potential biddersHold a pre bid conference – issue addendaGive bidders sufficient time to bidEvaluate using published criteriaSelect the bidder that represents “best value”If CMAR, make rankings public within 7 daysContract and issue Notice to Proceed (NTP)
14 Let’s Get Building! Ensure that Coordinate pre construction meeting Contract is signedP & P bonds and insurance are in placeNotice to Proceed is issuedCoordinate pre construction meetingTeam should attend along with key sub contractorsReconfirm definition(s) of success for the projectDiscuss college “rules”Review project scheduleReview communication requirementsEmphasize safetyContractor is responsible –site “belongs” to the CM
15 Construction Progress/Administration Weekly meetingsDiscuss major project issuesScheduleRequests For Information (RFIs)Change Orders (COs)Safety – close calls and accidentsAttendance by critical sub consultants & contractorsEnsure that AE takes and distributes minutes!Weekly project walks by TeamTeam approach
16 Substantial Completion Substantial completion – defined by the AIA§ A 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 listOwnership of the project transfers to college (along with insurability!)Generally owner occupies at SubstantialWarranty commences
17 Final Completion Final Completion CM notifies AE project is complete in writingAE walks project & certifies completion of punch listCM submits final pay application to AE along withCertifies that all bills have been paid from prior pmts.Conditional lien waiverAttestation that insurance will be kept in place through warranty period with cancellation notificationConsent of suretyOther documents required by contractAE submits final pay application to owner
18 WarrantyCommences at substantial completion and usually runs for a yearMake sure warranty list is compiled by CM, updated, and reviewed monthly by TeamConduct six and eleven month walks!Look for reoccurring problemsIf we’ve paid out the AE and CM how do we know they will workReputation and future work is the driverOwner can also require a maintenance bond in contract
19 So What Have we Learned? Assembling the right college team is critical Define success early onHire an architect that will listen to youThe project delivery method should be decided at the beginning the projectContracts govern everythingStay connected during constructionDon’t waffle on substantial completionDrive the project through to final completionHave fun!
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