Enhancing Project Management in Building Design and Construction

1. Building Design & Construction 2008 David O’Hearn, P.E. Deputy Commissioner

2. Presentation Outline • Managing Attorney Introduction • Goals & Objectives • Work Space Renovation Update • Ongoing/Upcoming Initiatives • Organization Enhancements • Q&A

3. Design & ConstructionGoals & Objectives • Be considered to posses the highest expertise in the State for project planning, design, construction management and project delivery. • Be known for delivering high quality projects, on time and within budget. • To serve as a valuable knowledge base of project delivery for other state agencies and municipalities.

4. Goals & ObjectivesHOW? • Staffing & Organization • Organizational Enhancements • Training • Accountability • Quality of Life • Process & Documentation Improvement • Reviewing and Improving construction contracts • Adding controls where appropriate • Trying to streamline where feasible • Creation of PM manual

5. Goals & ObjectivesHOW? • Taking Advantage Of Technology • Web based project tracking software • Expand and improve use of DPW Web Site • Improving Communications with Stakeholders • Client Agencies • Construction Industry • Project Management Staff

6. Goals & ObjectivesRESULTS • On Time Delivery • Close Out of Punch List in 90 days • Total Change Orders 5% or less • Accepting only quality work

7. Project Management Observations Kermit Thompson

8. Project Management Observations • DPW PMs are doing a good job • Project Management loads are great • Need better use of consultants • Design Team (Architects and Engineers) • Construction Administrators • Most claims are due to project delay during construction • Better care with correspondence – especially E-mail

9. Design Phase • Keep CA involved throughout Design Phase • Both Design Team and CA must review existing conditions • More attention to Phasing – especially work for phase located in area of other phases.

10. Design Phase • CD Submission • Construction Documents to be fully coordinated and checked by Design Team prior to submission. • “RediChek” is for coordination only. • CA should review for constructability. • Do not Bid unless CDs are fully ready

11. Construction Phase • Better construction schedules needed at start of construction • Design Team needs to be stay involved and required to respond quickly. • Use the CA – CA role is much greater than a “paper pusher” and “clerk-of-the-works”.

12. Construction Phase • Change Orders • Must be required to complete the project • Delay caused by change order is primary cause of claims • Design Team and CA should each provide a written evaluation of each CO • If DPW PM decides to approve CO against recommendation of Design Team or CA, a written statement of why needs to be included

13. Communications • Communications related to the project, especially schedule and/or cost, need to be recorded • E-mails are discoverable correspondence and need to be treated as such

14. Project Tracking System • The project tracking System is being used by management and must be current • Projects in construction should be up-dated monthly, when the contractors requisition is submitted.

15. Safety

16. Safety

17. 4th Floor Renovations Update Emilio PizzaferratoRick Terrel

18. 4th Floor Renovations Update • AGENCY ADMINISTERED/SMALL PROJECTS RM 480 • Carpet, Systems Furniture Installed • Light Fixtures/Misc Furniture to be delivered • Tentative move-in the week of January 28th • Plan Room • Carpet Installed • Light Fixtures installed February 4th • Tentative move-in the week of February 11th

19. 4th Floor Renovations Update • File Room • Currently under construction • Tentative move-in the week of February 11th • Project Management Area • Next phase is demo (corridor, old break room, conference) • Ceiling & Lights • Modifications to A/C Units • Paint & Window Treatments • Carpet & System Furniture

20. File Room

21. Ongoing& Upcoming Initiatives Bruce Bockstael • Training • Div 0/1 Al Herring • Prolog • Design Build Agreement • CM @ Risk Don Ouillette • PM Manual

22. Training

23. Division 0/1 • Masterformat System • Equals and Substitutions • Construction Schedules • Retainage • Schedule of Values • Substantial Completion • Liquidated Damages

25. Prolog • Project Scheduling • Preformatted Schedule Templates • Prolog Scheduler • Primavera (P3/P6/Suretrack) • Microsoft Project • Project Financials • Cost Control/Project Budget • Contracts • Potential Change Orders • Request for Proposals

26. Prolog • Project CA Information • Daily Reports • Meeting Minutes • RFI Log • Request for Proposals • Change Order Log • Submittals • Application for Payment • Change Orders • Ball-in-Court/Punchlist

27. Prolog • Prolog Website • Owner (and Client Agency) • Construction Administrator/Construction Manager • Architect/Engineer • General Contractor • Subcontract (if desired) • Document Management • Project Forms • Form Letters and Word Processor • Photo Documentation • Executive Dashboard

28. Project Delivery Methods • Design Build • CM @ Risk

29. Project Manager Manual • See It • Solve It • Do It

30. Design & ConstructionOrganization

31. Formal Construction vs. Staffing

32. DPWDesign & Construction Staff • Total Employees 80 • Licensed Professionals • Licensed Architects 10 • Licensed Professional Engineers 10 • Licensed Building Officials 12 • Certified Fire Officials 2 • Licensed Surveyor 1 • Associate Constructor (AC) • Certified Professional Constructor (CPC) • Over 80%ofStaff – 10 Hr OSHA Certified

33. Career Progression ES-26 ES-29 ES-31a EIT AC AIA CPC PE

36. DPWDesign & Construction Staff • Reclassify 4 Assistants to Associates • Hire 4 Associates in next 18 Months • SPM ES-33 • SPM (MGR) MP-68 • DPM MP-70 • Chief Arch & En MP-72

37. DPWDesign & Construction Staff • 5 Assistants Interviews Scheduled • Exam for Associate Requested • 1Associate and 1Assistant Being Advertised • 2 SPM’s (Mgr) & DPM to be advertised in house only