Project Management Program Doc. Ref.: GJLE1/General/PM/13. Engineering Consultants Australia Dubai Abu Dhabi. Graham Jones Al Ewan

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1 Engineering Consultants Australia Dubai Abu Dhabi Project Management Program Doc. Ref.: GJLE1/General/PM/ of 30

2 GJLE1 Profile Project Management Group - GJLE1 is a professional services company, specializing in Project Management in the construction, infrastructure, and real-estate industries. With the UAE being a hub of growth and expansion in the construction field, there is real demand for seasoned professionals that not just have a thorough understanding of project management services, but can also keep up with the fast-paced constructions industry to suit the innovative ideas that are being brought to the region. GJLE1 has been founded to fulfill the need of aniche market, focusing its attention primarily on the area of Project Management & Quantity Surveying of Construction of Projects. While still being a growing Practice, GJLE1 brings a wealth of experience to its growing client portfolio through its team, who amongst themselves, bring over 20 years of experience in the industry. This experience has been gathered both regionally and globally through an association with leading world class firms. Our highly personalized approach to meeting client s objectives and our dedication to each client s success have made us the preferred partner for many construction companies in various sectors in the UAE and Middle East. With a passion for innovation and challenging projects, GJLE1 hand picks the finest and brightest qualified professionals in Surveying, Architecture, Engineering, Risk Management, Contract Management and Dispute Resolution from all over the world. Not only do our people have the technical expertise, they also have sophisticated communication skills. They understand your requirements and are committed to working closely with you to ensure your objectives are met By developing close relationships with our clients, and focusing our attention on their success, we are able to fully understand the project at hand, and therefore, construct the right team of professionals and subject matter experts to deliver results that go beyond expectations. With an impressive track record of successful projects run by experienced Project Managers, GJLE1 has earned the trust of major clients in the UAE. Whether it be strategic cost modeling or advice in relation to contract and procurement, or pro-active cost management, value engineering, or risk and value management, GJLE1 offers credibility, capability and an assurance that its professional, experienced and continually developed resources will deliver real savings and value at all stages of the project lifecycle. Our international expertise coupled with our extensive local knowledge has made GJLE1 really stand out in the market, and outperform the standard. GJLE1 professional services cover the management of a construction development from inception to completion. Our primary service include: Project Management, Quantity Surveying, Cost Management, Building Surveying, Contract Management, and a number of other extra services. info@gjle1.ae 2 of 30

3 GJLE1 Services 1. Project Management This provision comprises the professional management of the overall planning, control and coordination of a construction project, or portfolio of projects, to ensure its completion on time and on budget. Our experienced team managers and coordinates all design, procurement and construction activities, ranging from site investigation and appointment of contractors, to health, safety and building regulations. We are able to provide services across all stages of the project s lifecycle, integrating all required project activities into a comprehensive process of project definition, implementation, review and audit and then defining and implementing a project which will bring about those changes. We monitor the development of projects to ensure that, as the design phase progresses, clients are advised as to the most appropriate design solution at the lowest possible cost. This includes advising on schedule and procurement options that would result in the most competitive price and fastest delivery. As construction proceeds, we provide a full range of management services focused on monitoring and controlling the cost and schedule of the project. It is essential that project budgets are aligned with expectations for project scale, schedule, risk and quality. We deliver clear and realistic advice at the earliest possible stage of projects development, allowing our clients to make informed decisions at the outset. This requires a full understanding of our clients goals and aspirations, and application of our unique project databases, specialist knowledge and skills. Our Project Management duties cover the following areas: Project Management: Project planning and scheduling Gantt-based construction project planning Construction estimating and budgeting process Cost analysis and control, construction of cost schedule and timing plans Project status analysis Site planning and preparation Site Management, Progress Reporting, CDM Management Appointment of design team, specialized Consultants & contractors Client core team and contractor co-ordination Identify and recommend design team members and consultants Tender Procurement Complete tendering process on all services and trades Risk management Quality Assurance Procedure a strategy and reference handbook for the project Ensure maintenance manuals are provided Project Coordination: info@gjle1.ae 3 of 30

4 We provide pro-active project co-ordination covering all aspects of development from inception to completion and subsequent occupation or sale. Typically our service include management and co-ordination of the development process including site location, feasibility studies, guidance in relation to funding and procurement/development strategies, advising clients regarding the appointment of and subsequent management of the professional team, co-ordination of the Construction phase and management of the completed building in providing support services through the property life-cycle. In addition, using our skills, knowledge and experience coupled with the latest project management software we are able to assist clients who have complicated build, refurbishment or facilities management and maintenance programmes. We work alongside facilities and development teams to develop, advice, manage and monitor a master programme of proposed works. Project Monitoring: In conjunction with our building surveying division, we can provide advice on the technical aspects of a project to confirm the adequacy of the proposed design and technical detailing for a range of projects. This work can involve advising on statutory applications, approvals, licenses and consents and the Client s own specific design requirements. Our core knowledge provides an ideal basis from which to ensure that the key financial and contractual considerations are sufficiently considered. This extends beyond any main building contract to consider other consultants appointments, performance bonds, insurance requirements, deeds of collateral warranty and the like. II. Quantity Surveying Controlling cost is a major component of construction project management; this provision addresses the activities undertaken by GJLE1 to control expenditures and to obtain the best value for money on major building and civil engineering investments. GJLE1 provides complete cost planning and cost control services to protect team ensuring the cost control is an active and dynamic process that manages, controls, and anticipates construction costs. The approach taken is based on best value principles that ensure the emphasis of our service is on understanding and achieving the Client s objectives. We actively promote the latest developments in procurement and the changing culture in the industry. We continually build on traditional principles and methods, and best practices info@gjle1.ae 4 of 30

5 established by leading Quantity Surveying companies around the world. But what makes us really competitive in this field is our extensive local experience which allows us to foresee possible future cost and uncover any issues that would influence cost planning, better that our international counterparts. GJLE1 pro-active Quantity Surveying services include: Estimating & Cost Planning, Tender Procurement Contract Advice & Documentation, Cost Control & Monitoring, and Contract Administration, Valuation & Final Account. These services are offered throughout the project life cycle starting from feasibility phase through to final account preparation and agreement. The following is a detailed explanation of GJLE1duties under Quantity Surveying provision throughout project phases: Feasibility Analysis Phase: Preparing estimates to enable a realistic budget to be established. Design Development Phase: Preparing progressive elemental estimates as the planning progresses and reconciling each one with the budget. Assisting the design team to obtain economical design solutions through value engineering and value management involving cost studies, cost comparisons and life cycle cost analysis. Tendering Phase: Advising on the type of contract to be adopted. Drafting contract clauses to suit the special circumstances of the project and to promote an optimal allocation of risks and a partnering relationship with the contractor. Practicing fair and equitable tendering procedures. Obtaining competitive prices from selected contractors by tendering with Bills of Quantities or by adaptation of this system to suit the particular requirements of the project time constraints and partnering arrangements with the contractor. Post-contract Phase: Valuing the work in progress on site and recommending amounts of interim payments. Measuring and valuing variations to the contract in accordance with the contract rates. Preparing progressive financial statements regularly during the construction period to keep the Employer informed of the financial status of the project. Assisting the architect in the administration and interpretation of the contract conditions to avoid or minimize claims from the contractor. Examining, evaluating and negotiating any contractor s claims that may arise from under the contract. Preparing the final account which is a detailed statement of the final contract sum. Building Surveying info@gjle1.ae 5 of 30

6 GJLE1 offers a complete range of Building Surveying Services on all types of building throughout the industry sectors. These services include defect diagnostics, fast track building surveys to enable clients to meet acquisition deadlines for investment purposes, undertaking planned preventative maintenance surveys and administering the schedules of planned works over a specified time or he whole life of the building, preparation of specifications, tender and contract documents and administering contracts for multimillion Dollar projects. We are also able to offer specialist advice on dilapidations matters, party wall and boundary disputes, rights to light, experts witness, consents for alteration, building regulations and historic buildings. Contract Management Attempting to resolve disputes can, by recourse to litigation or arbitration, be exorbitantly expensive sufficient to deter many just claimants. There are, however, alternative forms of dispute resolution which have evolved in recent years that are quick, relatively inexpensive and should be considered as an effective way to obtain redress including adjudication, meditation, conciliation and expert determination. GJLE1 provides a pro-active and commercial service helping our clients to resolve outstanding disputes expediently whilst keeping legal costs to a minimum. The strategy implemented for each appointment is tailored and agreed specifically to suit the merits of each situation. We assist clients to recover monies to which they are entitled, resist spurious claims or mitigate loss in the unfortunate circumstances that the company is proven to be at fault. GJLE1 contract management and dispute resolution services include: Contract negotiations Contract documentation Inspection and warranty collection Final sign-offs and approvals Claims preparation and analysis Creation of project brief, specification and objectives Manage final account negotiations Contract Administration Valuations & final Accounts info@gjle1.ae 6 of 30

7 Scope of Service (GJLE1 Service Portfolio) Project delivery methodology Forward thinking, pro-active Project Management is an essential part of our integrated approach to project delivery. By breaking down the project into the following phases, distinct and specific objectives to be met by the Project Manager are identified in the ensuing sections: Design phase Bid & Award phase Construction phase Post Construction phase To render the necessary Project Management services necessary to ensure that the following project objectives are met: The scope of the project is well defined and the Client interests are protected. The overall construction will be completed in the shortest time frame possible, in accordance with latest schedules, without compromising quality standards. The construction work is performed in conformity with the design requirements and specifications. The Project budget is prepared and updated on a regular basis. info@gjle1.ae 7 of 30

8 Post Contract Pre Contract Project Management and the Development Process Project Initiation Define Project Scope Establish parameter budget Establish preliminary schedule Establish pre Detailed Cost Estimating /QS. Marketing/Feasibility Studies Parameter Cost Estimating Project Manager Input Detailed Cost Estimating/QS Phase 1 Master Planning Data Collection Research and Analysis Programming Master Plan Phase 2 - Design Civil Architectural Structural HVAC/MEP Interiors Landscape Architecture Pre-Contract Management Design Reviews and Approvals Value Engineering Procurement Strategies Contractor Selection Budget Updates Tendering/Contracts Scheduling Coordination Phase 3 Construction Contract Awards Main Contractor Subcontractors Vendors Construction Supervision Post Contract Management Reporting and Info Systems CO Management and Claims Avoidance Budget Management Schedule Management Scope Management QA/QC O and M start up and testing Contract Close-out Warranty and Guarantees info@gjle1.ae 8 of 30

9 Design Phase The approach to managing the project during the design will be pro-active not reactive. Our integration into the design team and the provision of timely cost advice to the Consulting Engineer will foster the positive approach of design to cost and significantly reduce the need for redesign because of cost overruns. The goal during the design phase is to complete a set of documents defining a cost-effective Project that can be bid in the current local marketplace within the Owner s established budget, performance and time requirements. Contract Administration: We will provide necessary contract Administration services on behalf of the client with the Consulting Engineer including but not limited to the following: Monitoring and controlling the design schedule Monitoring the performance of the Consulting Engineer in accordance with its contract with the Client Reviewing the work of the Consulting Engineer for conformance with Project requirements Reviewing and recommending payments of the Consulting Engineer s fee Assisting the Client to negotiate resolution of disagreements with the Consulting Engineer before mediation or litigation Value Engineering Studies: is a formal and organized process to seek out the optimum value for the initial investment level and long-term cost. During the early design stages, we will provide 2 value engineering studies once after the completion of the Schematic Design phase and once during the Design Development phase taking into account capital, operating, and maintenance costs to verity that the most cost effective design solution has been achieved. It is important that these studies be carried out as soon as the necessary design data has been developed. Our value engineering services will be oriented towards assisting the Client in developing cost savings and efficiency increases either immediately or on a life cycle basis. In recent years we have developed risk and value management as an integral part of project delivery and our methodology is summarized as follows: Risk Management Approach Identification Classification Analysis Response Understand the base estimate Identify sources of potential risk Identify potential risks Type of risk Impact of risk Consequence of risk Qualitative Quantitative Reduce the risk Retain the risk Avoid the risk Transfer the risk Information Phase Creative Phase Evaluation Phase Schematic Phase Dev. Phase Gather project data Review project Identify the functions Identify value mismatches Generate Alternatives Identify ideas with most potential Prepare proposals Prepare proposals info@gjle1.ae 9 of 30

10 Project Cost Report: We will prepare a Project cost report to compare and monitor the budget for the Project to the actual costs incurred and the forecast to complete. The report will specify estimated cost compared to the Project and construction budget. Document Review: We will review all design and contract documents, both technical and commercial. This review, and subsequent report, will encompass establishing cost and time, identifying alternatives, documentation, and potential problems. We will monitor compliance with the Milestones Schedule dates and submit revisions to the Client for acceptance. Monitor Design Schedule: We will monitor the design schedule prepared by the Consulting Engineer to ensure compliance with Project time constraints. Design Phase Progress Reports: We will develop and implement a system for flow of information to all Project parties concerning design progress during this phase. We will apprise all appropriate parties of any actual or potential constraints to the Project goals through written recommendations for corrective action. Public Relation: If appropriate, we will assist the Client in public relations activities, particularly those with respect to community relations and developing interest among bidders. Procurement Strategy: The initial step during this phase is the establishment of a contracting and packaging strategy. The strategy will be minimize the risk during the implementation of the project and achieving all its requirements. The available alternatives to the Client are: Single responsibility general contract Separate early contracts, including early material or equipment purchases of long lead items Separate prime contracts Direct management of separate trade contracts and labor crews. Each of these alternatives provides advantages and disadvantages. A detailed plan will analyze each alternative and provide a final recommendation. The plan will address issues such as the competitive bidding versus direct negotiation, schedule impacts for each alternative, logistical obstacle, quality and safety. As part of this phase a detailed analysis to develop physical boundaries for each package will be conducted. The will assure that: the boundaries are logical for contractors during the implementation all the scope is accounted for no overlaps between packages exist develop contract documents with clarity of risk, responsibility and specialization Meetings: We will conduct periodic Project meetings for the purpose of assessing progress, adherence to the Construction Management Plan, documenting performance, planning for completion, and taking necessary action to resolve current problems. At a minimum there should be a meeting to discuss results of constructional reviews at the end of each applicable design phase, plus a final review of the documents prior to release of each bid package Constructability Plan: We review the evolving design of the various facilities from schematic designs, design developments through detailed design with the objective of assessing the info@gjle1.ae 10 of 30

11 economic viability of proposed materials/building system and hence recommending solutions that will mitigate any possible negative impacts on the construction schedule and costs. From the early design development phase, the Project Management Team will identify the major building components (i.e. foundations, structural systems, underground structures and services, façade and roofing systems, electromechanical plant and equipment) where the installation of these items are directly dependant on other preceding critical trades. During this phase, to continually undertake a Constructability analysis by evaluating the cost and schedule impacts on the Projects. The major criteria to be used by us throughout the design in the Constructability assessment are listed here below: Allowance for temporary integration of required crane age and material handling equipment within the buildings during construction due to site restrictions. Availability of required products locally and regionally as compared to sourcing from the international market, particularly for limited quantities where cost and procurement schedules may not be favorable. Availability of specified materials through numerous competing sources to ensure best price at most favorable delivery schedule. Availability of local expertise for the systems and products specified. Allowance of adequate tolerance in design to avoid construction problems and delays. The above criteria will lead to fulfilling the project objectives and design through efficient construction methods and proper material selections. Project Policies and Procedures: develop and implement a Policies and Procedures manual/project management plan (PMP) that will be tailored to the Development Project requirements. The manual will be the guide for the project team, and will include a management plan, which is a systematic, end-result oriented, living plan for the management of the total program from pre-design through occupancy and operations in order to achieve the programs goals. This plan defines how the project will procure design and construction services, and defines the strategy and sequencing of the project. Together with detailed policies and procedures, the manual will define the operating procedures for the entire project. Pre-Qualification of contractors: a pre-qualification effort for all contractors is an effective way of ensuring that participants are technically, professionally, and financially qualified to undertake performance or supply obligations. A pre-qualification document will be prepared and issued to potential Tenderness. Since the evaluation of the performance is for the most part qualitative, the goal is to establish a legally supportable measurements system for the criteria used. The most acceptable method is to use a qualify/disqualify test in conjunction with an objective point rating system. This method will be developed in coordination with the Client management. A minimum point score will be established for a contractor to pre-qualify. In addition a questionnaire will be prepared to cover points such as: Contractors annual turnover, scope and value. Current and future Commitments Other prospects currently under consideration by the contractor info@gjle1.ae 11 of 30

12 Financial stability and Bonding Limit Arrange visits to other projects in progress or recently completed Interview specific individuals assigned to the project and compel adherence to the contractors proposed staffing Prepare Construction Contracts for Execution: One of the advantages of being exposed to construction claims is the understanding of the importance of good contract documents. It is has been our experience that many construction disputes originate from weak contracts. The civil and Architectural Consultant will prepare the contract documents that the Client may have and want to use. During the review of the contract documents we will be viewing for contradictions in clauses, flaws in legal language, ensuring that scopes of work are clearly defined and that the general and special conditions are in accordance with international standards. Bid and Award Phase: The goal in this phase is to secure bidders for each bid package that are qualified, competitive, interested in the work, and capable of doing quality work within the Project time requirements. Bidding and Contracting Process: The bidding and contracting process is a key element in Project success. We will aid and assist the Client in soliciting and pre-qualifying bidders; delivering bid documents and addenda; opening and evaluating bids; monitoring compliance with and execution of construction contracts; arranging for owner-purchased equipment and materials; and arranging for the provision for permits and insurance. Estimates for Addenda: We will review in detail all proposed addenda. The quantification and pricing methodology should be that used in the final construction documents estimate submitted to the Client for approval. Pre-Bid Construction Schedule: We will develop a pre-bid construction schedule and identify major milestones for inclusion in the bidding documents prior to transmitting contract documents to the bidders. The pre-bid schedule information is provided as a best estimate of the proposed work sequence, contractual restraints and dependencies, and the contract and/or Project duration based upon the completed design, past experience, and the Project status and forecast information available at bid time. Contractor s Construction Schedule: We will encourage successful bidder(s) participation in the Master Schedule to make them aware of their scheduling responsibilities and obligations are required by the Contract Documents. Communication Procedures: We will develop procedures for recording and controlling the flow of communications from the Consulting Engineer. We will aid and assist in the establishment of the systems and procedures for communications between the Owner, Consulting Engineer, Contractors and PM over the course of the Project. Pre-Bid Conferences and Meetings: We will conduct the pre-bid conferences, which are intended to be a forum for explanation of Project requirements concerning schedule, access to the site, time constraints, Owner s administrative requirements, and technical information pertaining to the Project. We and the Consulting Engineer will accept questions from bidders and responds in writing prior to bid closing Minutes of Meetings will be recorded and officially issued to all bidders. info@gjle1.ae 12 of 30

13 Bid Openings and Evaluation: We will assist the Client in recording bid receipt times in a formal procedure. We will evaluate the bids for completeness, responsiveness, and pricing and should co-ordinate this evaluation with any technical review that may be required by the Consulting Engineer. All bidder exceptions and clarifications will be resolved in a manner suitable to the owner. Early bids should not be opened prior to the designated time, and late bids should be formally returned unopened. Post Bid Interview: We will conduct the post bid interview to discuss the proposed contract with the bidder to whom award of the contract is being anticipated to be certain that they clearly understand the Project scope and to discuss any bid alternatives the bidder may have submitted. If applicable, we will confirm the absence of any bid errors and inform the bidder of the permit requirements, as well as the required insurance documents, quality issues and any special requirements of the contract documents. Items discussed will be documented. Construction Phase The goal in this phase is the efficiency and expedition of the construction process through professional planning and execution of Project activities, all focused upon fulfilling the Owner s scope, cost, quality and time requirements. Project Inspection: Periodic site inspection will be conducted to verify that the Contractor and Consulting Engineer are fulfilling their contractual obligations. Progress of the Contractor will be recorded and submitted noting any discrepancies. Daily logs will be kept and will contain a record of weather, number of workers, work accomplished, work stoppages, problems encountered and other similar relevant data. Follow up: in obtaining building permits/noc and special permits as required. Review of comprehensive plans for temporary constructions facilities, utilities, off-site and on-site transportation/access, central warehousing, lay down areas, and mobilization logistics. The plan info@gjle1.ae 13 of 30

14 shall include provisions job safety, first aid, security, site maintenance/cleaning and common construction equipment. Receive, review and monitor certificates of insurance for contractors, forwarding them to the Client management. Process Request for Information (RFI s) submitted by the contractor(s) Assist the Supervision Engineer in the review of safety programs developed by each contractor for compliance with contract documents Hold periodic meetings with contractor (s) and major sub-contractors and material suppliers to review progress and resolve potential problems Provide administration of progress payment controls to ensure proper payment is made consistent with work actually performed. Submit written monthly progress reports to the Client documenting work performed. Status of change orders, schedule status, budget versus cost status, cash flow forecast and other pertinent project data as required. Advise the Client on delivery, storage, protection, and security of owner-purchased Quality Assurance/Quality Control: Monitor submittal and review of contractor and supplier drawings, material samples, and test reports and other clarifications and submittals by architect, engineer and specialty consultants, as required by contract and purchase order documents and monitor compliance by contractor(s) and suppliers. Arrange for preparation of sketches or drawings by architect, engineer or specialty consultants, in order to clarify contract drawings or specification details Review proposed field changes and sketches, specifications and scope documents for field changes Assist in evaluating construction methods and procedures Monitor inspection by architect/engineers of contractors of and suppliers work conformance with contract and purchase order documents Cause to be performed, tests of materials and equipments as required for conformance with specific requirements of contract documents, and document test results. Where tests indicate lack of conformance, initiate action to secure conformance. Note deficiencies in the contractor and the suppliers work, cause correction to be made and check remedial works Provide a record of tests made and other actions to verify quality of work and conformance with contracts and purchase order documents Monitor reports by field inspectors including narrative of the work in progress, notations and test made, pertinent facts as to problem areas and recommended solutions Nominated Subcontractors: It may be in the Client s best interest to procure specialized equipment and building systems (see below) separately in order to achieve a competitive price, standardization and lower maintenance cost. If multi Prime Contractors are used for the contraction of the Project, each contractor may provide the equipment from the supplier who provides the most competitive price. This may not be in the Client s best interest as the quality of the equipment may differ, larger stock of spare parts will be needed and familiarization of the different equipment during maintenance will be required. info@gjle1.ae 14 of 30

15 Additionally, we have found that equipment suppliers will often provide price documents to the end buyer against providing it through a general contractor. One way of avoiding these issues is procure these items separately under a nominated subcontractor. We have prepared a sample list below; however, the feasibility and complete list of such procurement can only be made once the design is substantially completed. Elevators and Escalators Building Management System Selected kitchen Equipments Fire Alarm Furniture, Fixtures, Equipment Security Systems PABX Systems Chillers and AHU systems Prefabricated features Join If such procurement is necessary a separate system time phased procurement schedule will be prepared and adhered to. Contractor Co-ordination: We will establish procedures for scheduling and coordinating the work of the Contractor to complete the Project in accordance with the Owner s objectives regarding schedule, quality standards and Project budget. Administrative procedure and standards forms have been developed on previous Projects and will be implemented for processing approval and control of contract documents drawings, and specifications, and change orders. Scheduling: We will review and comment on the Contractor s Constructions Schedule level 1, 2 & 3 and analyze effect (if any) on the project schedule. Schedules to be analyzed from the contractor include all construction activities, submittals and procurement plans. The Contractor s Construction Schedule will be incorporated into the completion dates required by the Master Schedule. We will continually monitor and report on the progress of all trade and specialty contractors and prepare for a complete review and updating of the construction schedule at least monthly. Develop Change Order and Claims Procedures: development and implementation of change order and claims management systems. We will provide several services to assist in effectively managing change orders and claims. Change Orders: We will develop a change order management system and a change order reporting process. This system should identify all the steps in the change order process, the responsibilities of each Project participant, the time frames for each step, the appropriate forms, and the tracking and documentation of each step in the change order process. Contract Documentation and Consultancy Agreements: Preparation of General and Particular Condition of Contract, identification of onerous clauses therein, identification of contradictions and resolution of ambiguities giving rise to dispute-all in compliance with the Local and Statutory regulations and provisions, best Contract preparation practices and recent local case law studies. Preparation of Consultancy Service Agreements. Preparation of Nomination and Novation Agreements, if any Determination on Parties liabilities and the extent of each, Ensuring that amendments to standard forms are drafted to protect the Client interests and that contractors and consultants are responsible for their work. Liaison with the project team to support contractual issues (and when necessary drafting/vetting correspondence). Risk Identification, Analysis and Management: Identification of Employer Risks including, but not limited to: Management and advice on risk that may arise, for example, of delays, additional costs, non compliance, non performance, or failure of the facility to pass performance tests. info@gjle1.ae 15 of 30

16 Claim Avoidance: Enforcement of contract documents (on and off court). Active role during the occurrence of a dispute and advice and recommendation on claim avoidance. Claim Preparation: Establishment of validity and rightfulness, potential risks and benefits of counter claim. Production of an in-depth legal analysis of Project Documentation. Allocation of delay caused by Project Participants. Calculation of loss, expenses, and damage. Negotiate strategy and settlement proposals. We will perform a number of steps to maintain the claims management system, which is similar to the change order management system. These include developing the system and procedures, coordination with Project participants when a claims situation arises, meeting with the Contractor to attempt to achieve the earliest possible resolution, making recommendation to the client and tracking all claims through the entire process. In addition, we will analyze the validity of claims, including technical, factual and contractual elements of the claim and ensure that proper documentation is maintained for the Project. Alternative Dispute Resolution Service: Meditation Adjudication Arbitration Claims Avoidance: We will also assist the Client in developing a claims avoidance system. This includes risk analysis, development of appropriate provisions in the contract documents, training of staff in effective techniques for avoiding and minimizing claims, and assistance in the most effective means for resolving claims that cannot be settled at the Project level Recovery Schedules: We will be directing the Contractor(s) to recover any lost time or time delay that may result from various causes. Claim Review: Once a Project is near completion of completed, we will review and evaluate construction claims that remain open or are submitted after substantial completion. Assist the Client by furnishing reports and supporting information necessary to resolve the dispute(s) or defend against claims. We will make specific recommendations for a claim management approach to investigation and fact finding legal review, and pricing based on the merits of each claim outstanding. Additionally, we will identify any legitimate defenses that may exist to mitigate all or a portion of a claimable issue. Shop Drawings: We will closely track and review all contractor submissions, which are to be sent directly to us for certification as a complete package. This procedure will permit us to monitor all activities in the review process, using a computerized tracking system and determine where shop-drawing delays may be adversely affecting the process. We will record receipt of the package and forward appropriate copies to the consulting architect or his sub-consultants for review and approval. Punch Lists: In conjunction with the Consulting Engineer and the Owner, we will prepare a list of incomplete or defective work (punch lists) prior to beneficial occupancy. When such incomplete or defective work has been remedied, we will advise the Client and issue a certificate of substantial completion, which indicates the work still yet to be completed as exceptions to the certificate, in order to allow beneficial use, while still protecting the Owner s interests. When we determine that all punch list items have been satisfactory completed, the contractor s final estimated value of completed work will be reviewed and the remaining monies due the contractor will be approved for payment. As-built Drawings: We will have the Contractor maintain a marked set of working drawings at the job site, indicating all changes and deviations from the original contract documents. info@gjle1.ae 16 of 30

17 At the completion of all work, these plans will be given to the Consulting Engineer for verification of the final as-built set of reproducible plans prepared by the Contractor. Equipment Maintenance and Training: For the various items of equipment provided as part of the Project, we will ensure that the Contractor provides operations and maintenance Manuals, training sessions for the Owner s operating personnel and routine maintenance service for the period of time as specified in the general conditions. Payment Requests: We will implement procedures for processing the Contractor s payment in conformance with the contract requirements. We will review the payment requests submitted by the Contractor for accuracy and determine whether the amount requested reflects the progress of the Contractor s work. After such review, appropriate adjustments will be made to each payment application and then a certificate for payment will be forwarded to the Client. Long Lead Items: review the project drawings for the purpose of identifying long lead items (such as machinery, equipment and material(s) which can or must be separately procured in advance in order to assure completion of the project within the time specified. Safety Program & Environmental Issues: environmental and health and safety policies which are adhered to throughout its offices. We place the highest priority on health & safety within our organization and on projects with which we are associated. Post Construction Phase Preparing and transmitting documents connected with final payment, the organization of operation and maintenance manuals, assembling record drawings, and contractor followup, Owner move-in or start-up, Contractor call back, and Contractor close-up. Final Cost Report: We will summarize total Project costs in a final report, listing all change orders and identifying any unresolved issues which may have a cost impact. Spare Parts and Warranties: We will coordinate all requirements for spare pars and warranties. Final Permits: Dubai Municipality, DEWA, DU (telephone co.) and Dubai land require permits to permanently use or operate the project. Some agencies are more stringent than others and may require documentation, testing and statements concerning completeness of the Project. Most require a final inspection. We will assure compliance with these requirements and assist in securing all permits. Final Payment: When the Contractor has completed all punch list items, we will arrange with the consulting Engineer and the Client for a final inspection of the facility. When the Client is satisfied that the work has been satisfactorily completed, we will make recommendations, in writing to the Client, for final payments to the Contractor. Contract Close-Out: We will coordinate and expedite the completion of Contractor submittal requirements prior to contract close-out, including certificate of substantial completion; completion of punch list work; final lien waivers; guarantees/warranties; and final payment application. We will work with the Client in final Project cost accounting, providing Project cost records and general Project documentation as required and established at the outset of the Project. Contractor Call-backs: We will remain on-site after substantial completion for the period specified and agreed with the Client or as modified by subsequent agreement. info@gjle1.ae 17 of 30

18 Close Out Reports: All reports that have been issued during the design and construction phases will be prepared in final form, summarizing the Project history. Cost accounting will be prepared with the final resolution of all expenditures, these reports should officially note the dates of substantial completion and commencement of warranties. Project Management Control Systems (PMCS) Planning and Master Schedule Further to the above, a schedule management for the project packages/phases will be implemented in Primavera for the hierarchy of schedule on the project as follows: Project Master Schedule Consultant and Contractor Project Schedules Contractual Milestones Overall Contract Schedule Two Week Look Ahead Submittal Schedule The Project master is the overall evaluation and performance tool for monitoring the project progress. It will be used to identify and coordinate inter-relationships between various project components, authorities approvals, client approvals and any other adjacent projects. It will cover the various phases of the Project, Mater planning, Design, and Construction. The Project master Schedule is developed during the planning phase in order to establish a baseline. It also identifies major project milestones, and key contract and financial milestones as identified in the various project contracts. This aspect of the Project Management Services is detailed further later in this proposal. The operation of this planning management shall include but not be limited to network diagrams, schedule updates, computer generated schedules, reports and cost data necessary to control and execute the project. All network diagrams requested shall be in the precedence time scale format. The Project Manager will arrange to produce and furnish to the Client, at the required intervals, the following schedules: a) Master Schedule Upon award of the contract we will meet with the Client to discuss and review project issues with respect to the Project Master Schedule. This schedule will be developed, regularly updated, refined and/or revised within the overall designated time span of the project and will be furnished to the Client within a period of 15 days form contract award. Upon approval by the Client, this schedule shall serve as the frame work for the subsequent development of all detailed schedules. b) Construction Schedule During the construction period, we will review the construction schedule prepared by the contractor. The schedule, once approved, shall be the contractual schedule against which progress will be assessed. The schedule shall be sufficiently detailed so as to be suitable for costs and resource loading against which payments the contract(s) shall be evaluated and to ensure that the construction schedule is regularly updated to reflect the latest status of works and tie it to established milestones keyed to the overall master schedule. c) Adjustments to Project Master Schedules Working with the various project parties involved, the Project Manager will, if deemed necessary, revise, add or elaborate on original activities (within the overall time frame of the info@gjle1.ae 18 of 30

19 project) to ensure complete understanding by all participants of activities to be accomplished and submit the same to the client for approval. Cost Control The basic requirement of a project budget is that it be realistic. The graphic on the following page illustrates the process that PM uses to create, update/revise, and monitor budgets. The process that PM uses endeavors to ensure from the very outset that the project budget is as realistic as possible given the data available at any one point in time. In order to avoid adoption of an unrealistic budget the PM will schedule a workshop with project stakeholders to discuss and evaluate the budget prior to formal Client approval. Project accounting will be accomplished using Expedition the companion software to Primavera (P3) and will include budgets and cash flow reports for each contract required to execute the Project. Reporting will include comparisons of current working estimates or contracts compared to the original budget, costs of approved and pending changes, and costs to complete to each contract. Expedition will again be used as the software for this cost control component. The operation of this subsystem will include information and details to allow the Client to update the budget to reflect the latest information and adjust the project requirements. In close coordination with the consultant the following items will be prepared. Current Working Estimates Throughout the Design Development and review the overall project budgets allocated by the Client, advice and recommend any adjustments or allowances that may be required to accomplish the Project Master Program. Once approved by the Client, the budget should form the basis for cost and financial control of the Project. To ensure that the budget is kept up to date throughout the life of the project. Reports Cost reports based on comparison between the budgeted versus construction cost estimates developed will be prepared and updated at intervals in the approved formats. Cost estimates will be in various and proper sorting. Cash Flow Projections We will oversee production, as part of the cost control system and related will the schedule control subsystem, cash flow projections for funding requirements for execution of the project. info@gjle1.ae 19 of 30

20 Budget Formulation and Monitoring Define the Project Scope Average the parameter (per square meter) cost of comparable projects, adjust for any special conditions (piling, etc.) Assume appropriate building system (structural, MEP), estimates costs using the systems as though design was complete; add in civil works and specialty items Compare and, with Client: Set budget categories (work breakdown structure or WBS) Establish preliminary budget SOFTWARE Monitor and update budget through design and construction, advise client as required Project Accounting (budget comparisons, cash flow, approved and pending changes, cost to complete) Design consultant, or client QS database, refine cost estimates as more detailed design data becomes available Design / Specification Matrix Client Supplied Vendor input Value Engineering Cost Estimating /Qs info@gjle1.ae 20 of 30

21 Information Management Communicating and managing the flow of information effectively will be a key factor in making this project successful. It is essential that an effective communication framework is implemented, which is capable of enabling all project parties to report on progress, express challenges and discuss how to achieve the project objectives. The developed communications framework should be clearly set out within the project execution plan and we assume the following hierarchy may apply: Identification of project team members, roles and contact details Lines of communications and reporting (pictorial) Forms of communication for information transmission Document/drawing control procedures Procedures for information collation Meetings-terms of reference, attendance and agendas Reporting formats The management of information for this project will me mapped to the agreed hierarchy/procedures and will take advantage of our extensive IT capabilities and knowledge management systems to support the project. Our companies QA procedures will set out in detail the processes by which was ensure that both the quality and integrity of our services are maintained. info@gjle1.ae 21 of 30

22 Scope of Service (Quantity Surveying / Cost Consultancy Service Portfolio) Generally the Quantity Surveyor / cost consultant shall be responsible for: 1. Advice on the proposed Development, Procurement and Packaging Strategies respectively. 2. Advice on the appointment for the Concept Architect 3. Cost Control and Quantity Surveying Service to include, but not to be limited to: initial construction cost estimate development of cost plan through design stages prepare and update schedule of areas advise on procurement approaches assist in value engineering participate in risk workshops prepare Bills of Quantities prepare tendering and contract conditions assist through the tender process assist through the tender evaluation process consolidate contract documents For each respective stage as shall be construed hereunder: Stage 1 Concept Report a) Assist the appointed consultants in reassessing the design of the building further to the Employer s comments and preferences, and establish the agreed budget ceiling for the Project. b) Be responsible for maintaining this budget ceiling. c) Attend and contribute at meetings with the Project Manager and other consultants. Stage 2 Scheme Design a) Scheme Design Provide a budget estimate for the draft scheme design from the design consultants. The estimate is to be broken down in to, as far as possible, budget for each element of the works and each trade package Identify areas of potentially significant cost. b) Scheme Design Final submission info@gjle1.ae 22 of 30

23 Update the budget estimate to form the detailed and defined cost plan to be used as a control document against which all future scope and design changes can be monitored. Provide estimated cost for the consultants proposed alternatives and provide value engineering costing for various design options as required. Provide advice on cost in use implications of design proposals. Provide advice on long lead items that may require early procurement to maintain the development program. If budget ceiling is exceeded then assistance must be given to the consultants to achieve required ceilings. Attend and contribute at design meetings with the Project Manager and other consultants. Stage 3 Design Developments a) Detail Design 1. During the development of the detailed design, attend regular meetings with the design team and Project Manager in order to review designs budget ceilings. 2. Discuss with the project manager and advise the Employer and the consultants on the preferred procurement/packaging strategy including alternative methods if appropriate and the preparation of pre-qualification documents if required. 3. At submission of the draft detailed design, provide the following: Detailed Cost Estimate Form of Tender Instructions to Tenders including the Form of Agreement Tender Appendices General Conditions of Contract Conditions of Particular Application b) Detail Design Final Submission 1. Incorporate comments from the Employer and amend documents and estimates accordingly. 2. If the budget ceiling is exceeded then assistance must be given to the consultants to achieve required ceilings. 3. Prepare detailed (90%) Bills of Quantities for all Contracts/packages including MEP installation and other trade or sub-contract packages all in accordance with the Principles of Measurements (international) as the latest issue from the Royal Institution of Chartered Surveyors. 4. Actively participate in Values Engineering Sessions and advice the Employer with Cost Capitalization Potentials and the reflection of each on the Cost Plan. Stage 4 Final Design and Tender Documents a) Final Design Draft Submission 1. During the developments of the final design, attend regular meetings with the design team and Project Manager in order to review design against budget ceilings. 2. Prepare detailed (100%) Bills of Quantities for all Contracts/packages including MEP installation and other trade or sub-contract packages all in accordance with the Principles of Measurement (International) as the latest issue from the Royal Institution of Chartered Surveyors. 3. Provide draft final version of documents and estimates required in (a) (iii) in Stage 3 above. info@gjle1.ae 23 of 30

24 4. If the budget ceiling is exceeded then assistance must be given to the Consultants to achieve required ceilings b) Final Design Final submission 1. Incorporate all comments by the Employer into the documents and estimates mentioned above. 2. Prepare Bills of Quantities and tender documentation (other than specifications and drawings) for tender as necessary including Main Contract and sub-contractors and Trade Packages as necessary. 3. Following the Employer s approval of the detail design, the design consultants shall prepare final design drawings including but not limited to structural, mechanical, electrical, plumbing and safety systems to suit the following list of trade packages: Pilling and Shoring Main Contract Mechanical & Electrical Lifts & Escalators Landscaping 4. The Quantity and Surveyor shall thereafter prepare the following documentation for the above Trade Packages for the approval of the Employer Form of Tender Instructions to Tenders including the Form of Agreement Tender Appendices General Conditions of Contract Conditions of Particular Application 5. Collate, compile and issue complete tender documents to tenders including main contractor and all trade packages. 6. Identify insurance requirements and arrangements. 7. Actively participate in Value Engineering Sessions and advice the employer with Cost Capitalization Potential and the reflection of each on the Cost Plan 8. Establish cash flow projections for the construction works while considering contingencies and market conditions Stages 5 Determination of Tenders and Award of Contract a) Determination of Tenders 1. Assist in answering any commercial tender queries from contractors including the preparation of circulars and Tender Addenda. 2. Attend carious meetings required for main and sub-contractors. 3. Provide a financial review of the proposals received. Liaise with the consultants in order to coordinate effects of any technical comments that effects bids financially. Include a clear recommendation. info@gjle1.ae 24 of 30

25 4. Provide a detailed financial report and tables giving comparison between the estimates and the negotiated bid. 5. If budget ceiling is exceeded discuss with the Employer and advise measures where savings can be made. Assist the consultants in order to achieve budget ceiling. b) Award 1. Seek all clarifications necessary from the contractors. 2. Review Performance Bonds and Advance Payment Bonds submitted by the Contractor. Check that the Contractor complies with its insurance obligations under the Construction Contract provided that the wording of the policies of insurance shall be checked and approved by the Employer s insurance brokers. 3. Advise on Client draft letter of intent and compile contract documents 4. Assist and advise the Employer with regard to the Employer s responsibilities at this stage. 5. Attend the signing of the Contract info@gjle1.ae 25 of 30

26 Stage 6 Construction Stage 1. Attend the site progress meetings and report to the Employer. 2. Review Performance Bonds and Advance Payment Bonds submitted by the Contractor. Check that the Contractor complies with its insurance obligations under the Construction Contract provided that the wording of the policies of insurance shall be checked and approved by the Employer s insurance brokers. 3. Attend and participate at Employer s representative Coordination meetings. 4. Checking advance, interim and final payment applications received form the Contractor, adjusting as necessary and making recommendations to the Consultants for payment certification purposes. 5. Provide cost reports every 28 days (or at such other intervals as may be requested by the Employer s representatives) in such form and with such details as the Employer s representative. 6. Shall require including monitoring of costs against approved contract expenditure, approved budget and estimates of final expenditures together with revised cash flow and financial implications of any anticipated claims 7. Review the consultant s instructions and comment upon cost implications and reports to the Employer. 8. Advise the Employer s representative and the Consultants on cost and contract matters generally including estimates of the cost of Proposed Variations Order 9. Establishing the value of Variations Orders, obtaining the approval of the Employer s representative and achieving agreement with the Contractor: Maintain register Variation Orders. Maintain register of payments. Administration of Provisional sum expenditures Generally keep the Employer informed of the activities on site, problems that ma cause delays or conflicts and any other related matters Checking the Final Account submitted by the Contractor, adjusting as necessary and making recommendations to the consultant. Reviewing materials warranties submitted by the Contractor. Checking the Final Account submitted by the Contractor, adjusting as necessary and making recommendations to the Engineer. Examining claims notices and submissions and advising the Engineer on their validity. Advising of potential claims and claims avoidance. info@gjle1.ae 26 of 30

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