Project Managers

The scope of services offered will vary according to the type, size and point of engagement in the project cycle. The following schedule of services is generic and may not be appropriate to all projects and will require adjustment to suit differing applications such as commercial, industrial, resort and residential developments as well as infrastructure projects:

Pre-Construction Stage

• Establish a clear and concise design brief for the project encompassing :
  • Current design requirements reflecting important operating considerations
  • Market
  • Anticipated development budget
  • Preliminary programme of works
• If requested, assist client in the preparation of pre-feasibility studies.
• Make a planning enquiry to Town Planning Department establishing zoning, densities permitted, set-backs and other planning criteria.
• Identify all consultants establishing their responsibilities and agreeing an ongoing programme of works. Assist in fee negotiations and the finalising of contracts of employment.
• Inspect certificate of title(s) for the project site identifying restrictive covenants, easements, rights-of-ways or other endorsements which could have an impact on the project.
• Inspect the project site for possible physical impediments to the development. Review maps and survey drawings for drainage characteristics of the site.
• Supervise the preparation of an initial schedule of drawings required for the construction contract documents.
• Review drawings and monitor that they are prepared in conformity with the agreed programme of works and are properly distributed.
• Identify the need for a soils investigation of the site to assist in the structural design of foundations and percolation characteristics.
• Coordinate an energy management audit of designs with recommendations for design or specification changes based on feasibility i.e., pay-back periods identifying energy savings compared to increased capital costs.
• Prepare agendas for and chair project meetings.
• Establish an overall programme of works to completion of project.
• Prepare a construction cost plan and development budget for the client's approval. The initial budget will be based on the design development drawings and continuously updated as working drawings are prepared. The development budget will encompass all elements of cost including, equipment, landscaping, professional fees, financial costs, statutory fees and costs.
• Ensure coordination and liaison with the client during the development of design and construction drawings.
• Identify and research potential and advantages of different methods of construction.
• Interview potential contractors and nominated sub-contractors and make recommendations on the negotiating or tendering of contracts and the number and allocation of contracts. Submit contractors' pre-qualification information to the client for approval.
• Coordinate the preparation of environmental resource and impact assessment reports, if required, liaising with the National Resources Conservation Authority.
• Obtain Building Approval from the relevant authority establishing liaison with statutory authorities and utility companies.
• Coordinate designs to establish budgets and obtain client's approval.
• Pre-qualify potential subcontractors or suppliers for the client's approval.
• Identify and liaise with overseas and / or local purchasing agents and develop specifications for client-supplied materials and equipment.
• Develop detailed schedules of 'owner-supplied' materials and equipment liaising with the client's purchasing agents.
• Assist client with preparation of loan proposal documentation.
• Agree 'Fast-Track' construction proposals with client, if required.
• Establish with consultants that drawings have been completed and coordinated with those of other consultants and are free of errors and omissions.
• Assist in the development of the contract documents with the engineers and quantity surveyors including specifications and preparation of any 'Special Conditions of Contract'. Agree schedule of preliminaries.
• Assist in negotiations with contractors, if applicable, and specialist sub-contractors or review tenders received along with quantity surveyors submitting tender evaluation report to client with recommendations.
• Finalize development budget with the client and prepare cash flow projections.
• Agree purchasing procedures with purchasing agents, establishing personnel authorized to issue purchase orders, including follow-up procedures between point of order and shipping and delivery to project. Establish deadlines for the ordering of critical materials and equipment and that these dates are coordinated with the contractors' programme of work (see xxv). Confirm customs clearance procedures to be followed including document flow for duty-free importation.
• Establish marine insurance conditions and other insurance cover required for imported materials and equipment with client's insurers.
• Establish procedures for the handing over of owner-supplied materials to contractors and assumption of responsibility for loss or damage.
• Establish inventory controls for owner-supplied materials etc. both on- and off-site. Establish procedures for the issuing and accounting of inventory.
• Liaise with client's customs brokers establishing procedures for the expeditious clearing of imported materials and equipment. Confirm these procedures with purchasing agent.
• Agree programmes of works with contractors - critical path and bar chart. Ensure programmes are coordinated if more than one contractor selected and that they conform to the delivery schedules of owner-supplied materials.
• Coordinate the preparation of landscape designs with landscape architects and architects. Establish landscaping budget for client's approval.
• Agree accounting procedures with the client. It is recommended that no payments be made to consultants, contractors, suppliers and manufacturers unless authorised in writing by the project managers. A pre-numbered cheque requisition system is recommended.
• Establish on-going financial reporting system identifying :
  • Expenditure to date
  • Estimated expenditure to complete
  • Total estimated final cost
  • Approved budget
  • Variances and explanation
  • Compliance with programme of works
• Establish procedures with the client for the approval of variation orders including authorization levels.

Construction Stage

• Establish the extent of construction monitoring required during the various phases of construction identifying personnel to be involved. The extent of this involvement will be dependent on the resources available to and previous experience of the selected contractors including supervision skills available.
• Monitor construction programme and previously established programme for the importation of owner-supplied materials.
• Coordinate purchase of client-supplied materials and equipment, liaising with the client on terms of purchase :
  • Letters of Credit
  • Open account
  • Direct payment
• Award contracts, following client's approval, for the manufacture of specialist requirements.
• Establish frequency of, and chair, site meetings.
• Ensure that construction works, including specialist finishes, are being completed in accordance with generally acceptable standards and contractual specifications.
• Establish inventory controls for client-supplied materials etc. both on- and off-site including procedures for issuing of materials.
• Requisition all project expenditure submitting applications to the client with appropriately authorized claims.
• Assist client in submitting application for the draw-down of loan funds from lending agencies.
• Submit monthly progress reports including financial reports.
• Assist in coordinating with contractors the installation of furnishings, equipment and specialist finishes.
• Assist in coordinating with architects and / or specialist consultants the preparation and updating of defects lists.
• Assist in negotiating Final Accounts with contractors.
• Assist coordinating with contractors, architects and quantity surveyors the issuing of :
  • Certificate(s) of Practical (Sectional) completion
  • Final Account
  • Certificate of Final Completion
• Liaise with the client on requirements and procedures for handover of completed works.
• Submit final report and project accounts.