Step 1 - Needs Development

Transcription

1 Projects/Sr. Dir Facilties/ FMD PMWeb Acknowledgements Customer Step 1 - Needs Development Step 1 Submits Requests several ways ND1A Planning or Project Request Form/ Online Request via Service w or via phone or ND1B Facilities Emergency Response Guidelines (FERG) ND1C Capital Renewal Request Capital Planning Process ND1D Approved by Dept? Approved by Sr. Dir Facilities Operations? Approved by Sr. Dir Facilities Operations? Approved by Dir. Capital Projects? ND2A System returns automated acknowledgement Online Request ND2B Follow procedures in Emergency response process(pending) Project Request form Dir of Capital ND3A ProjectsReviews & Assigns PM/Planner to review with requestor ND3B FMD Reviews & Assigns applicable service area End ND4B Director Capital Projects works with Senior Planner III to assign ND6 Assigns Project Service Request Number Step 2 ND4A Contacts requestor to validate request ND5 enters project information into PMWeb & works with PRC to setup project file structure

2 Business Operations AVC Dir Capital Projects/ Sr. Dir Facilities Ops/ AVC-FMD Step 2 Scope Development Step 2 - Scope Development Step 2 starts SD1 Reviews the request SD2 Contacts customer & validates project scope & Identify Stakeholders SD3 Prepares POR Preliminary estimate SD4 Reviews POR/Prelim estimate with customer SD5 Prepares project schedule and milestones Schedule & POR approved & endorsed by cust/stakeholders? SD6 Completes project submittal information form & POR SD7 Submit to Director of Capital Projects Approval of budget estimate in POR? SD8 Receive POR & Submittal Form SD9 Provide to Business Operations to initiate funding process SD11 Leadership team reviews Resolution SD12 Follow funding process based on project budget amount Approved Research Project Approved by AVC- Research? Research Project Prelim. Estimate Approved? SD10 Create Resolution if required by funding amount SD13 Create Journal entry for funding SD14 tify Stakeholders SD15 Create Work Request/ setup project in Service w Step 3

3 Business Operations Projects Step 3 - Selection of Design Team Step 3 Selection of Design Team Direct Select Step 3 starts SDT1 Reviews scope with Projects or other consultants necessary? Emergency Project? SDT2A Proceed to Step 5 SDT2B Follow Emergency response & restore procedures to hire & other service providers SDT3 Review and ranks firms based on scope, experience & expertise Makes recommendation to Projects If Agreement SDT4 B SDT6 Solicits proposal from Proposals in compliance with fee schedule SDT7 Provide Business Operations with approved proposal and other checklist docs SDT9 Reviews Contract Approval of draft contract? yes SDT10 Send contract to Electronically for signature Step 4 RFP process Can direct select or informal process be used? SDT2C Follow WUSM selection for projects SDT5 Identify next choice with justification Recommendatio n Approved? Receives/submits proposal request SDT8 Prepare Standard Agreement

4 Resource Manaement Selection Committee Projects AVC/VC Step 3 - Selection of Design Team RFP Starts RFP1 Prepares RFP & Identify Selection Committee Director approves? RFP3 Sends RFP docs to Resource Management for final review Resource Management approved? RFP5 Sends RFP to / Consultants RFP6 Conducts presubmittal conference RFP7 Receives list of providers questions or request for clarifications RFP8 Provides written response to questions/ clarifications RFP9 Enters formal RFP responses from into matrix & recommends short list to Director of Capital Projects Director approves? RFP11 Shares short list with AVC/VC Short List reviewed & approved by AVC/VC? RFP13 PM creates interview schedule & evaluation criteria RFP14 Conducts Interviews RFP16 Compiles results & reviews recommendation with Director of Capital Projects Approved by Director? RFP18 Request approval from AVC/VC Step 3 Selection of Design Team - RFP Process Approved by AVC/VC? RFP20 Solicits proposals & clarification if necessary B RFP2 Reviews RFP draft, proposed selection committee and recommended short listed firms RFP10 Reviews recommended short list RFP12 Reviews recommended short list RFP17 Reviews & provides approval/denial RFP19 Reviews & provides approval/denial RFP15 Selection Committee scores based on evaluation criteria RFP4 Reviews RFP documents

5 Customer/Stakeholders Step 4 - Design Phase Step 4 Design Phase Step 4 Starts Prepare design project kick-off meeting agenda DP1 DP2 Engage all stakeholders & project team DP3 PM engages project audit for projects > $10M DP4 Conducts kick-off meeting & clarify details of project(scope, schedule, budget DP5 Conduct chartering of project team & prepare charter doc. For review & endorsement Update POR DP7 Proceed to Schematic Design Reviews and provides endorsement DP6 DP8 Reviews POR & budget and provides approvals Charter endorsed by entire Project Team? Addtl mgmt / stakeholders endorsements approvals? POR verification approval?

6 Projects Stakeholders Step 4 - Design Phase Step 4 Schematic Design-Schematic Design/Design Development/Construction Document Schematic Design Starts DP9 95% Schematic Design(SD) & updated POR circulated for proj. team review & approval DP10 Reviews & responds in writing to all 95%SD and POR DP11 Proceeds to Design Development & circulates 50% Design Development(DD)for review & approval DP12 Reviews & responds to all 50% DD comments in writing DP13 Moves forward with 95% DD completion & update estimated construction cost DP14 Reviews & responds to all comments DP17 Reviews & responds to all comments & finalizes 90-95% CD DP % CD & updated contract cost estimate circulated for review & approval DP19 Reviews & responds to all comments DP20 Finalizes CD package & prepares cover sheet for Director of Capital Projects approval DP21 Prepare CD summary package for review and approval DP22 Complete review with EH&S, TFC/IT & other key stakeholders DP23 Documents ready for construction phase DP15 Continues with 50% Construction Document (CD) preparation Step 5 yes DP16 Circulates & review 50% Construction Document (CD) docs Project Team approved 95% SD & POR? Project Team approved 50% DD? Project Team approved 95% DD? Project Team 50% CD approved? CD docs approved? Dir approval obtained?

7 Projects/ AVC Step 5 Selection of Contractor Step 5 Selection of Contractor From Step 4 From Step 2 Can In House Construction team be used? Will the contract be <$25k? Is the project/ service sole source justification? Does work qualify as emergency or can CSA be used? Can design build process be used based on project type or schedule? Is anticipated project cost <$250K Is or consultant required? Solicits bids after SC7 explaining scope, schedule to bidders & providing WUSM design & construction standards Are bids acceptable SC1 Solicits proposal from In-House Construction via Service w SC2 Solicits 3 informal bids & follows standard bidding & evaluation for contracting process SC3 Prepares sole justification form for Projects review SC4 Modifies form and resubmits or seeks alternate delivery process SC5 Documents prepared by for construction SC6 Seeks quotes from CSA or emergency vendor and follows standard bidding & contracting & evaluation process Follow ITB or CM-GMP CMAR process Follow DB<$250K process Go to Step 3 Follow standard contracting & evaluation process Justifiable Dir & AVC approved? Page - 1

8 Resource Management Projects/ AVC Step 5 Selection of Contractor Step 5 Selection of Contractor- ITB ITB Process ITB1 Discusses use of ITB with Director of Capital Projects ITB2 consultant documents ready from Step 4 ITB3 Forwards Front End document requirements to ITB4 or consultant Compiles Front end documents with prepared construction documents ITB5 PM Assembles ITB & recommends appropriate list of bidders from WUSM master contract list Shares ITB to Resource Management ITB6 ITB7 Establishes bid timeframe & sends ITB to bidders ITB8 Coordinates all document distribution with (if on board) ITB9 PM (& if available) schedules pre-bid meeting ITB10 Bidders submit RFI if necessary to clarify any concerns noted in documents ITB11 Prepares addenda (if any) to bid documents to address changes during bidding phase RFI issued? ITB13 Tabulates bid information in bid summary form ITB14 Identifies lowest qualified bid & alternates & recommends to Director for approval Follow standard contracting & evaluation process Follow CM- GMP CMAR process Dir Approves? Dir Approves recommended list of bidders? Dir Approves recommendatio n? Resource Management Approves? ITB12 Bids received by Resource Management & opened w/pm in attendance Page - 2

9 Resource Management Projects/ AVC Step 5 Selection of Contractor Step 5 CM-GMP Process Start Follow CM- GMP CMAR GMP1 Prepares RFP with scope, services, selection criteria & selection committee GMP2 RFP sent to Resource Management for review & approval GMP3 Schedules pre-bid meeting GMP4 Prepares addenda (if any) to address changes during bidding GMP5 Proposal received & shortlisted by PM & Director & reviewed with AVC/AVP GMP6 tifies short listed firms interview time & date GMP7 Prepares & shares interview questions & evaluation criteria with selection committee & shortlisted firms GMP8 Interview & presentations conducted & selection committee submits evaluation GMP9 PM compiles scores & recommends award to highest ranked firm Follow standard contracting & evaluation process Reviews & approves selection criteria, committee & RFP draft? AVC/AVP approves short list? Dir & AVC/AVP review & approve? Resource Mgmt approves? Page - 3

10 Projects/ AVC Step 5 Selection of Contractor Step 5 DB < $250k Begin DB<$250K DB1 Prepares front end documents DB2 Assembles list of bidders & recommends to Projects for Approval DB3 Establishes bid time frame & request for bid sent to bidders DB4 Bids received by resource management with PM in attendance DB5 Evaluates & tabulates bids & alternates & identifies lowest qualified bid Follow standard contracting & evaluation process Dir approves? Page - 4

11 Business Operations Projects/ AVC Step 5 Selection of Contractor Step 5 Standard Contract Evaluation Process Start Standard contracting process SCP1 PM/Resource Management notifies successful bidder SCP2 PM updates total project budget estimate with awarded bid amount & reviews with Projects Is budget within prelim estimate? SCP4 Initiate resolution budget & funding approval SCP3 Shares bids with customer & stakeholders and get approval to increase budget amount Director reviews & approves? SCP5 SCP6 Issues PO or standard form of agreement Contracts/PO signed & fully executed Step 6 Page - 5

12 GC/Contractor Business Operations Step 6 Construction Phase Step 6 Construction Phase From Step 5 CP1 Issuance & execution of PO or agreement to the contractor CP2 Reviews all terms & conditions of the PO/Agreement STOP work to start without executed contract documen ts CP3 Schedules a preconstruction meeting with the project team/ update charter document Reviews WUSM badging, CP4 policies/guidelines, infection control risk assessment completion, EH&S requirements, initiates project specific & WUMC communication contact list, etc CP6 Submits asbestos & material testing reports & other owner specific pertinent information to contractor CP9 Updates overall project schedule w/ actual milestones & timelines incorporating all owner activities CP12 PM Coordinates owner services & activities while managing contractor performance & overall project coordination manages adherence to scope CP14 PM/ Do periodic site visits & report deficiencies to GC PM engages customer & stakeholders when necessary Step 6 GC engagem ent CP5 Discusses safety, emergency process, site logistics, signage, etc CP7 Reviews all information & submits safety data sheets CP8 Reviews construction schedule in coordination w/ owner related project activities CP10 Schedules & leads all project construction & coordination meetings CP11 Purchases & provides all contract document items (except owner provided items) CP13 GC, PM, & customer regularly meet, track and report progress (safeties, record drawings, RFI/CO, outages, etc) Page - 1

13 Business Operations GC/Contractor Step 6 Construction Phase Step 6 Construction Phase - GC Engagement CP16A Validates work in pay apps & authorizes GC to submit it to Business Operations CP18B reports noncompliance & failures to GC approvals are also reported CP18A PM monitors testing & inspection process along with A/e FOR compliance CP21B PM files reports in the project records file CP21A PM files reports in the project records file CP22 Responsible for project controls & changes in budget, scope & schedule CP24 PM to manage getting necessary approvals CP25 PM to provide periodic project reports to stakeholders CP28 PM & validate substantial completion & generate punchlist CP30 PM issues substantial completion certificate Step 6 continued CP15 Addresses PM/ comments CP16 Submits pay applications for PM & reviews CP17 Schedules necessary testing & inspection thru out this phase CP19 Corrects deficiencies & retests as necessary CP20 All testing & inspection reports submitted to PM / CP27 When project substantially complete GC requests substantial completion walk-thru w/pm & CP29 GC to complete punchlist within 30 days Go to Step 7 CP16B Approves progress payments for GC CP23 Issues change orders as necessary Page - 2

14 Vendor Move Coordinator Step 6 Move Coordination Step 6 Move Coordination Move coordination begins MC1 Validate move time frame & schedule in coordination with project schedule MC2 Account for all neighbors, grant due dates, conf. events, experiment cycles in scheduling move MC3 Work w/resource management & select moving vendor based on scope, schedule, expertise from preselected vendor list MC5 MC4 Coordinates w/ business operations Schedules pre-bid once acceptable walk-thru & seeks proposal is received proposals & contract gets executed MC6 PM, MC & vendor finalize the move plan & schedules while accounting for delivery & install of appliances, furniture, AV equip etc End Page - 3

15 Contractor Step 7 Transition, Activation and Closeout Step 7 Transition, Activation and Closeout Step 7 starts Project achieved substantial completion & warranty period begins TAC1 PM schedules Activation, transition & closeout(atc) meeting with ATC partners TAC3A Work with move coordinator(mc) & follows up on the move details To Move Coordina tion Go to Step7 Closeout TAC2 PM/contractors commence activation phase & schedule necessary startup, training activities TAC3B Provides all deliverables including O &M, training material, attic stock, warranty certificates info TAC4 PM,, Contractor CxA schedule orientation, equip start-up, training, walk thru for operations, custodial, EHS, Protective Svcs, infect. control TAC5 PM,, CxA updates the ongoing list of outstanding items TAC6 Completes all outstanding items & punch list itmes & submits all deliverables PM & review if project is ready for final inspection TAC7 Request final inspection & site visit moving project into transition phase TAC8 Seeks final inspection & sign-off from all Authorities having jurisdiction(ahj) & provides any outstanding deliverables TAC9 Schedules final inspection w/ customer. Project now transitions to FMD Operations & customer TAC10 Receives final inspection approval & project moves into close-out steps TAC12 Confirms all deliverables & signoff before approving final pay app. Ensures all claims are resolved Submits final pay application TAC11 TAC13 PM completes lab quality assessment and submits to Space Planner for input into OSIS TAC13 PM notifies customer & project team & prepares for close-out Page - 1

16 Consultants Resource Coordinator Step 7 Transition, Activation and Closeout Step 7 Closeout TAC15 PM reviews, approves pay aps for all vendors & ensures all vendor billing is completed & release of liens are received TAC16 PM requests & reviews all project related accounting & validates it for accuracy TAC17 PM confirms all project documents are received & distributed TAC18 PM coordinates document archiving w/records coordinator TAC19 Project moves to administrative & business/financial close-outs TAC20 PM & Records Coordinator send project evaluation & surveys to customer & stakeholders TAC22 All operations stakeholders & CxA or select consultants participate in 11 month post-occupancy walk-thru/inspection TAC23 Any identified deficiency shared w/ contractor for resolution TAC24 Compile lessons learned & celebrate project success End Closeout begins TAC14 All consultants & submits any outstanding as builts or deliverables & final pay ap Page - 2

17 Vendor Move Coordinator Step 7 Transition, Activation and Closeout Step 7 Move Closeout Coordination Move Closeout coordination begins MCC1 Address Post-move clean-up & decommissioning of existing lab/space is addressed MCC3 Validates invoices & request corrections or approve payments MCC4 Conduct vendor evaluation & close-out activities for move portion of project End MCC2 Submits invoices Page - 3