Planning and Construction Management Services

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1 Planning and Construction Management Services Construction Project Management Services New construction, major renovations or improvements to building structures and systems are part of the Department's Capital Improvement and Capital Construction budget requests. Our Project Managers direct construction of new facilities and remodeling of existing ones for DAS owned buildings as well as for other state agencies. We also provide assistance with agencies in contract management and budget management in their construction and interior projects. DAS Project Managers ensure that the design and construction of each project meets the quality requirements set by the State and other involved agencies. We regularly compare our costs and performance against private and public sector benchmarks to assure the highest quality service. The Project Management Institute certifies project managers on our staff. Project Management DAS provides project leadership and project management specifically tailored to achieve the client's cost, time and quality goals. Problem solving is one of our core strengths. Our experience enables us to analyze problems, solicit input from stakeholders, propose workable solutions, and follow up to ensure successful resolution. A successful outcome results when time, cost and quality are controlled. Construction Administration As an extension of our project management and construction management services, we provide construction administration services from pre-construction through project closeout. Our professionals coordinate the construction process, providing quality assurance, including compliance with contracts and plan specifications. They also ensure cost, schedule and quality standards are met. Progress is monitored throughout construction, and final documentation for close-out is prepared. Pre-Construction Services Due Diligence Assessment of existing properties Project feasibility analysis Site investigations, zoning and code review Budget and schedule preparation Direction and coordination of the Design Team Prequalification of Contractors and Subcontractors Preparation of bid packages and construction contracts

2 Construction Phase Services Management of all construction activities Direction and coordination of design consultants and contractors Cost tracking for compliance with budgets and schedules Project Accounting Quality Assurance Documentation of work progress throughout the construction phase Project Closeout Reconciliation of all project costs Coordination of all required final inspections Assistance in preparation of the Punch Lists Coordination of all warranties, as-built drawings, and maintenance schedules Securing all applicable use and occupancy permits Project Planning Project planning is the first step in the facility development process. We define the project goals, evaluate the resources needed and develop an action plan to coordinate all the elements for a successful project. The project plan is a coordinated effort of many people from different organizations. This approach results in better project decisions and ownership of the project by all involved. Each project plan clearly assigns responsibilities to the state of Oregon as owner, to design professionals, to contractors and subcontractors. The project planning process creates consistent and coherent documents for major projects that will: Guide project development and execution Establish initial project goals Document project planning assumptions and constraints Document the process for project planning decisions including priorities, alternatives and changes Establish the project stakeholders and decision makers Facilitate communication amongst stakeholders Define key reviews as to content, extent and timing Provide a baseline for progress measurement and project control

3 Interior Project Management Services The DAS Enterprise Asset Management Interior Project Managers provide quality interior project management and design services to our customers to facilitate the efficient use of Stateowned and leased office space. Main steps in the Interior Project Process Work with staff and managers to estimate agency needs. Do a preliminary estimate of expected costs and funding. Develop the final agency approved space plan. Order furniture including cabling, wiring, carpet and phones. Plan the installation and organize the move. Available assistance Develop project needs by assembling information about staffing numbers, program needs, and storage so work units, equipment and storage can be arranged for the best efficiency. Find creative ways to make workspaces more professional-looking and organized. Prepare alternate plans with AutoCAD to illustrate architectural and furnishing options. Assist in determining if systems furniture is a good solution for your work group. Assist with the selection of systems furniture, furniture, interior finishes, paint, carpet, and informational and directional signs. Prepare systems furniture layout plans. Review and approve systems furniture plans. Monitor and review design consultants work regarding compliance with codes, compliance with DAS planning policies and standards, and materials and finish selections for quality, design, and value engineering purposes. Assist with move coordination. Prepare floor plan drawings for the project showing: Locations of walls to be demolished and new walls being constructed. Locations of existing electrical and phone/data in walls being demolished. Locations of new electrical and phone/data in existing or new walls being constructed. Location of new power poles and base power-ins. Locations of copiers, printers and fax machines. Marking critical dimensions on floor plans.

4 Steps in a Typical Construction Project Pre-Design Pre-design is a team process conducted through the collaborative efforts of Project Management and design firms in consultation with the customer and stakeholders. This phase shapes the ideas into a well-defined project that is feasible, properly approved and well funded. Objectives: Demonstrate project need and feasibility Define project requirements Explore alternative facility solutions Form a project team Select a design firm if one is to be used Establish project financing Submit project for review by the Capital Improvement Advisory Board Submit project for review by the Capital Projects Advisory Board Design A final design in produced with feedback from both the customer and Project Management staff. The goal is to develop a design that meets the project s programmatic needs, is compliant with applicable standards, and is within budget. Objectives: Establish a contract with a design firm Hold project team meetings with the design firm Determine the best method for contractor selection Review the final design and cost estimates Approve the design and budget Development of Construction Documents After design approval, detailed construction drawings and building equipment specifications are prepared showing how the building or project is to be constructed. These documents provide contractors the level of detail needed to calculate construction costs and bid on the project. Unless design or programmatic issues surface, customer input and review is not required. Objectives: Prepare construction documents Begin planning for the construction period Review construction documents

5 Prepare construction bid documents Bid Process Once construction bid documents are ready, they are released via a formal bid-opening process. When the bids have been returned, they are reviewed and the project is awarded according to purchasing policies. Alternative contracting methods such as design build or construction manager and general contractor (CM/GM) follow a different procurement process. These types of projects require an exemption to the normal public purchasing process. Objectives: Solicit bids Review returned bids Award the project to the selected contractor Construction During the construction phase, Project Management acts as a clearinghouse for information on projects. We visit the construction site to ensure work is progressing on schedule and on budget. Objectives: Assistance in obtaining building permits Relocate building occupants, if needed Conducting a pre-construction meeting Give approval to begin construction Monitor compliance with construction documents Keep all stakeholders well-informed Solve problems that may arise Occupancy As construction nears completion; we will assist clients with their move into the new or improved facility. We also coordinate commissioning of building systems, which involves testing and calibrating such building features as fire alarm and suppression system, and heating, ventilation and air-conditioning equipment. Objectives: Commission building systems Coordinate client s move into the new space or facility Close out project budget

6 Funding Capital Projects include: land, buildings, and support system projects such as parking. They also include major facility renovations, additions, or improvement projects to meet program needs and building code or equipment upgrades. They also may change a use or function of a building. Project costs may include planning, design, land acquisition, and construction or implementation costs. Approval by the Governor and the Oregon State Legislature are necessary for the funding of Capital Projects. Capital Projects include two budget categories: Capital Improvement Projects where the complete project cost including land is less than $1 million including anticipated requests in future biennia. Capital Construction / Acquisition Projects where the complete project cost including land exceeds $1 million for all phases of a project. Major projects normally follow a two-phase process. Phase one is planning and design; phase two is construction. A Capital Construction project must build, acquire, adapt, replace, or change the use or function of an information technology-related system, a facility or group of related facilities. Building Maintenance Maintenance, repair, replacement, or adaptation projects are not generally Capital Project items. Building maintenance projects keep the facility operating without increasing its value or operating life. Projects include work to meet current code and state policy requirements. Some projects reduce maintenance costs or increase efficiency. Capital Project Request The Planning & Construction Management Section coordinates all capital projects for DAS owned buildings. We submit fund requests for Capital Construction, Capital Improvement and long-range planning as part of our budget process to the Governor and Legislature or to the Emergency Board. Capital Projects Fund The funding for the DAS Capital projects comes from the depreciation of assets from previous projects. The project costs are depreciated based on the life span of the replaced/improved asset.

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