Project Delivery Model - Process Map - v8.0-2016-05-25 Overview PLANNING DESIGN IMPLEMENTATION CLOSE OUT Project Identification Initiation Page 2 Project Planning Page 3 Schematic Design / Design Development Page 4 Page 5 Tender <$100k Page 6 -or- >$100k Page 7 Page 8 Transition Page 9 Close Out Page 10 Warranty Period Milestones Cost Estimates Certificate of Approval Project Charter Sign-on Class D Project Plan Approved and Consultant Procurement Selected Design / Final Design Development Report Class C Class B Tender Ready and Specifications Class A Signed Contract Substantial Performance Commissioning Turn-over to Building Systems Physical Move Occupancy and Operation Final Payments Actual Cost Warranty Satisfaction Review Survey Legend (for Pages 2-10) Responsible Lead / Partner / Stakeholder Responsible Lead / Partner / Stakeholder Process / Task / Action or Operation Input / Output Document Stakeholder Consultation / Review / Meeting Decision Off Page Reference Colliers Doc. 890451-0054(8.0) Page 1 of 11
Project Delivery Model - Process Map - v8.0-2016-05-25 Planning (1 of 2) - Initiation Planning - Project Identification Review Draft Project Charter Sign-on Project Charter Feedback - Planning - Project Identification Assign Project Lead Project Go / No-Go? Review & Approve? Feedback Stakeholder Consultation / Review / Meeting - Project Lead Inputs Project Overview, Certificate of Approval (for Ministry funded projects) Floorplans Record Drawings History Photos Hazardous Materials Concurrent Projects Planned Projects Maintenance Work Orders Lessons Learned Strategic Plan Initial Validation with and Check with UVic Validate Project Resources Stakeholders Budget (Class D Cost Estimate) Schedule Document Create Project Number Open Project File Set-up LAN Files Develop Draft Project Charter UVic Internal Partner Inputs Scope Schedule Budget Sustainability Etc. External Consultants / Contractors Draft Project Charter Agenda & Minutes Update Project Charter Final Project Charter Planning - Project Planning Colliers Doc. 890451-0054(8.0) Page 2 of 11
Project Delivery Model - Process Map - v8.0-2016-05-25 Planning (2 of 2) - Project Planning Requirements - Review and Approval? Feedback Simple Project Plan Develop Draft Project Plan: project delivery management plans and tools used for the duration of the project: Project Lead Planning - Initiation Form Project Team Identify need for: Internal UVic Consultants Detailed Project Plan Required? Inputs* Site Investigation Reports Hazardous Materials Seismic Database Stewardship/Design Standards Building Condition Assessment VFA Data University Policies Innovation Requirements Feasibility Studies Space Allocation & Analysis (Test Fit) Functional Program Technology Requirements Partner Due Diligence Operational Schedules Concurrent Project Opportunities Scope Ladder * May require external consultants or input from UVic. Validate and Refine Scope Scope Plan Schedule Plan Cost Plan Quality Plan Procurement Plan Risk Plan Communications Plan Stakeholder Plan Change Plan Human Resource Plan Design & Dwg. Review Process & Confirmations Sustainability Close Out Requirements Other Plans: Transition / Move Plan Asset Recovery / Disposal / Salvage Plan Temporary Logistics Plan Janitorial Plan Preventative Maintenance Plan Draft Project Plan Agenda(s) & Minutes Stakeholder Consultation / Review / Meeting Update Project Plan Final Project Plan Consultant Procurement Design - Schematic Design / Design Development UVic External Consultants / Contractors - Internal Review Procurement Plan Feedback Procurement Process (Purchasing) Colliers Doc. 890451-0054(8.0) Page 3 of 11
Project Delivery Model - Process Map - v8.0-2016-05-25 Design (1 of 2) - Schematic Design / Design Development Review Project Status Requirements Review and Sign-on Selected Design / Design Development Report - Approval to go to? Project Status Reports - Project Lead - Internal Planning - Project Planning Implement Project Plan & Update: Scope Schedule Cost Risk Quality Control Change Sustainability Inputs: Technology Plan FF&E Plan Security Plan User Equipment Signage Design Hazardous Material Investigations Temporary Logistics: Safety Plan, Exiting, Hoarding Locations, Air Quality Plan Further Due Diligence, Destructive Testing Other Kick Off / Schematic Design / Design Development Consultations / Reviews / Meetings Coordinate Quality Control and Cost Reviews Feedback Screen Against Project Plan Letter of Approval to go to Design - UVic Partner Requirements Develop: OHSE Plan Technology Plan (Systems) Security Plan External Consultants / Contractors Design Options / Design Development Reports Cost Estimates Agendas & Minutes Preparation of Schematic Design Options / Design Development Basic Systems Space Options Code Review Floorplan Program Validation Apply and Revisit UVic Design Standards Selected Design / Final Design Development Report Class C Cost Estimate Value Analysis / Scope Review Approval to go to Note: Small projects will combine Schematic Design and Design Development into one pass through. Larger or more complex projects require separate pass throughs for Schematic Design and Design Development. Colliers Doc. 890451-0054(8.0) Page 4 of 11
Project Delivery Model - Process Map - v8.0-2016-05-25 Design (2 of 2) - Review Project Status - Approval to go to Tender? Hold Project Lead Internal Design - Schematic Design / Design Development Project Status Reports Implement Project Plan & Update: Scope Schedule Cost Risk Quality Control Change Sustainability Document Consultations / Review / Meetings Coordinate Quality Control and Cost Reviews Pre-Tender Review of Letter of Approval to go to Tender Tender Notify Risk Branch if Project >$100k UVic INPUTS: Technology Specifications Asset Recovery, Disposal, Salvage and Re-use Plans FF&E Specifications Security Specifications Other Specifications External Consultants / Contractors Pre- Hazmat Survey Class B Cost Estimate Itemized List of Deviations from Standards Agendas & Minutes Develop Pre-Tender Tender Ready and Specifications Class A Cost Estimate Value Analysis / Scope Review Apply for Permits Approval to go to Tender Colliers Doc. 890451-0054(8.0) Page 5 of 11
Project Delivery Model - Process Map - v8.0-2016-05-25 Implementation (1a of 3) - Tender <$100k Informed of Project Budget & Schedule - Letter of Approval to Award - Project Lead Design - Manage and Approve Official Tender Set & Addenda Review of Alternates Review Bids/Quotes Select Contractor Update and Validate Budget & Schedule Value Analysis Contract Award Internal Uvic Issue CCDC & Addenda (Purchasing) Receive Bids/ Quotes/Proposals (public opening) (Purchasing) Assigned Purchase Order (PO) (Purchasing) External Consultants / Contractors Prepare Bid/Quote Develop Addenda RFIs Clarifications Alternates Bid/Quote Recommendation for Award PO and Approval to go to Colliers Doc. 890451-0054(8.0) Page 6 of 11
Project Delivery Model - Process Map - v8.0-2016-05-25 Implementation (1b of 3) - Tender >$100k Informed of Project Budget & Schedule - Greater Than (>) $200k? VPFO Tender Award Approval (Letter) FM Tender Award Approval (Letter) Contract Signed Greater Than (>) $200k? - Project Lead Design - Manage and Approve Official Tender Set & Addenda Review of Alternates Receive Bids/ Quotes/Proposals (public opening) Review Proposals/Bids Update and Validate Budget & Schedule Select Contractor Value Analysis Contract Award Letter of Intent (to Award) Contract (for CCDC) Contract Review Final Contract (Signed) Internal Notify Risk Branch Uvic Issue CCDC & Addenda (Purchasing) Approval to Award? (VPFO) Contract = Signed (VPFO) External Consultants / Contractors Prepare Bid/Quote Develop Addenda RFIs Clarifications Alternates Bid/Quote/Proposal Recommendation for Award Receive Letter of Intent Contract Preparation Draft Contract Contract Signed Colliers Doc. 890451-0054(8.0) Page 7 of 11
Project Delivery Model - Process Map - v8.0-2016-05-25 Implementation (2 of 3) - Review Project Status Move Out & Clean Out: Technology disconnects Leased equipment Purging Decontamination Validate User Equipment - Review of Select Deliverables FEEDBACK Project Status Reports Quality Control Process Project Lead Internal UVic External Consultants / Contractors Tender Validate & Implement Project Plan (Monitoring and Controlling) Scope Schedule Cost Risk Quality Control Change Sustainability Monitoring Agenda(s) & Minutes Asset Recovery, Disposal, Salvage, Re-use Asset Recovery, Disposal, Salvage, Re-use Hazardous Material Abatement (as required) Mobilization Pre- Meeting Coordinate and Manage Implementation, UVic Partner Communications Contractor Communications Contract Administration Site Preparation and Validate Equipment Agenda(s) & Minutes Regular Meetings O&M Manuals As-Builts Implement Contract Payment Process Contract Change Process Maintenance Engineering Partner Work NETS CLTE Finalize Transition / Move Plan Commissioning Building Systems Technical Review of Work by General Contractor: Incomplete work Contract deficiencies Deficiency Review Occupancy Permit Process Deficiency List O&M Manuals As-Builts Demonstration / Training on Building Systems Transition Substantial Performance Achieved? Close Contract (Lien Act) Warranty Colliers Doc. 890451-0054(8.0) Page 8 of 11
Project Delivery Model - Process Map - v8.0-2016-05-25 Implementation (3 of 3) - Transition Review Project Status - Project Status Reports Turn-over to Occupancy Permit Process No Occupancy Permit? Project Lead Internal Validate & Implement Project Plan Update: Scope Schedule Cost Risk Quality Control Change Sustainability Coordinate and Manage Partner and Other Contractor Work Partner Work (via Work Orders): FMCA (keying) Janitorial Services Landscaping Signage Carpentry Waste Reduction Installation of user supplied equipment, etc. Completion Notification(s) Technical Review of Work by and Other Contractors Identify Adjustments Address Adjustments Yes Fit for Use? Implement Move Plan Close Out UVic Partner Work: Systems Dept. Support OHS CSec Completion Notification(s) O&M Manuals As-Builts Address Adjustments External Consultants / Contractors As-Builts Address Deficiencies Other Contractor Work: Technology (IT & AV) Furniture Install Security & Parking Health & Safety Blinds Completion Notification(s) O&M Manuals As-Builts Address Adjustments (Other Contractors Physical Move Colliers Doc. 890451-0054(8.0) Page 9 of 11
Project Delivery Model - Process Map - v8.0-2016-05-25 Close Out Occupancy & Operation Review Close Out Report Satisfaction Survey UVic - Asset Accounting & Allocation Project Close Out Report (>$1M) Project Lead Internal Transition Project Plan - Final Review Orientation & Demonstration: Final Project Status Janitorial Services Shops Warranty / Deficiency Process Tech Support Manage Project Documentation Preventative Maintenance: Equipment Lists Warranty Dates File: As-Builts O&M Manuals Communicate Completion to University Announcement / Press Release Internal External / Digital Signage Program Project Documentation Update: Space Requirements Base Plans VFA Visual Map (VM) Hazardous Material Inventory Final Payments Contract / Project Close Out Review Final (Actual to Estimated): Scope Schedule Cost Risks Quality Changes Sustainability Lessons Learned Process Consultant and Contractor Evaluation Grand Opening / Recognition Event / Activities Financial Close Out Post Occupancy Review Warranty Review External Consultants / Contractors Confirmation of Deficiency Completion & Recommendation for Final Payment Final Payment to Consultants & Contractors Colliers Doc. 890451-0054(8.0) Page 10 of 11
Project Delivery Model - Process Map - v8.0-2016-05-25 Off-Page Processes and Project Tools Off Page Processes Identified for Next Phase of Development: Priority 1: Consultant and Contractor Evaluation (currently under development) Contract Change Process Contract Payment Process Procurement Process Occupancy Permit Process Contract (for CCDC2) Priority 2: Quality Control Process One-Year Warranty Review Process Priority 3: Lessons Learned Process Project Identification (everything prior to COA, document for use in client communications) Project Assignment Process (Ops/Cap., SOP in place, "decision tree," re-communicate to staff and clients) Functional Programming Priority 4: Value Analysis (during Tendering) Close Contract (Lien Act) Project Tools Identified for Next Phase of Development: MHPM: Project Charter (template) [refer to Project Overview, Certificate of Approval, Annual Routine Capital Project Requests] Project Plan (template) Design Development Requirements Checklist In GC Contract Checklist Priority 1: Stakeholder Checklist (at each stakeholder engagement meeting/gate/milestone) Project Process and Timeline FAQs (typical, for use with client communications) Pre- Meeting Agenda (template, includes: Risk Assessment, Insurance, Safety Policy, WSBC, Contractor, Bonds, Schedule) Move-In / Transition Plan / Move Schedule (template/checklist/tool) Cost Estimate Definition FAQ Sheet (Class D, C, B, A/pre-tender) Drawing Review Checklist Project Close-out Requirements (checklist) Maintenance Engineering Checklist Priority 2: Satisfaction Survey Move Manual, Move Presentations (update existing materials) Issues Log (template, input and closure for stakeholders) Priority 3: Project Integration Checklist Purchasing: Outline of Approvals based on Project value (redraft Purchasing s version?) Project Planning: Routine Annual Project Requests (template) Post Occupancy Survey M&O: Pre-warranty expiration work-order to inspect (requires Maintenance Engineering) Other: Permit Application Process (define) From Implementation Mobilization includes for example: Notices of Project & Uvic Partner Communications Includes, for example: Shutdowns Hot Works Own Forces Updates Two-week Lookout Sheets Monitors FF&E Procurement Re-allocate Space to Contractor Communications Includes, for example: Shops Systems Interior Modifications Colliers Doc. 890451-0054(8.0) Page 11 of 11