Departmentally Managed Projects

1. Departmentally Managed Projects Supplemental training for SoE/SEQ Facilities Managers May 19, 2014

2. DMP Project Delivery Training • LBRE’s Online Training Covers: • Pre-Form 1 Planning • Form 1 Process • Planning and Design • Construction • Close Out

3. Resources for DMPs

4. DMP Supplemental Training • What will be covered: • Being a DMP Project Manager in the SoE • Running a Soup to Nuts Projects • Setting Expectations • Project Bid Package and beyond • Documentation; Specification and drawings • OAC Meetings • Schedule • Turn Over and Close Out

5. The DMP Project Manager So You Want To Be a Project Manager

6. Setting Expectations • Project Cost • Bench Marking • Schedule • Way too long … • You will pull permits! • Scope • What’s in and what is not…be clear • Don’t add scope after the fact without add the budget and time

7. Roles and Responsibilities • Building Manager • Communication • Scheduling • Access • Environmental Health & Safety (“EH&S) • Run it by them … • Facility Operations (“Fac Ops”) • Improvement and Alteration work • Synergies in work • Yours and Theirs • SoE Facilities office • When to contact? Who to contact? • Brian Carilli, Assoc. Director Construction and Renovations

8. Project Estimate

9. Pre-construction Schedule

10. Form 1’s • Notifies Dean’s Office and departments of work taking place • Set-up plant account to allow the work to be capitalized • Set-up the management for the project • Elaine Glatzel, Project Coordinator

11. Specification and Drawings • Plan Spec verses Design Build • Pros and cons • Performance specification • Language used • Avoid ambiguity – Be clear on what you want! • Place onus on the contractor to bring out conflicts • A picture is worth a thousand words • Boiler Plate Specification • Construction Specification Index (“CSI) • Fac Ops • Facilities Design Guidelines (“FDG”) • Maintenance requirement • Service Areas • Special Training needed • Lab Design Guidelines

12. CSI Index

13. Contract Requirements • Allotting Enough Time • Request for Proposal (“RFP”) or Invitation for Bid (“IFB”) required for most projects • Competitive bid required per Admin Guide 51 • Only licensed, properly insured and bonded contractors allowed to bid work • Bonds and Bond Waivers • Bond Waiver comes from SoE Sr. Assoc Dean for Administration

14. Bidding • Bid Package • Specification, drawings, cut sheets, bid form, etc. • Bid Walk - You do one mandatory walk • Sign In • Addendums • No verbal direction during bidding • Sub-Walks and Questions • Define when, who and how long • Access • Deadline for written questions • Bid Due Date and Time – no late bids accepted • Bid opening • What to look for: • Exceptions and exclusions • All specs, addendum, drawings received and noted on bid • Alternates • Once you have the bid in hand, confirm the bid! • Capital Projects require a minimum of 3 bids • Bringing in new contractors

15. Other Contract Requirements • Only Procurement is approved to sign a contract!Do not sign contracts or agreements that obligate the University • Approved Form 1 • Insurance (including any special coverage needed) • Payment and Performance Bond or Letter of Credit or Bond Waiver signed by Form 1 approver • Stanford University living wage Guidelines

16. Managing Your Project Budget

17. Example: Kick-off Meeting Agenda • MEET Early and Meet Often • Building notification • Contractor contact • Lab contact • Fac Ops • Forms to Share Information with the Community • Notification of Stanford University Building Renovation or Maintenance Project • EH&S Guidelines for Project Managers: Minimizing Impacts on Local Building Occupants • Lab Closure and or Hazardous material abatement and clean-up (Kip Fout) • Shut downs and hot work permits • Intermediate fire inspection now required • Construction Site boundaries and facility use • Parking • Lay-down area • Emergency plan and notifications • Progress meetings and look ahead schedule • Disruptive work • Noise • Odors and EH&S submittals

18. Pre-Construction • Emergency Contact and Plan: • Site Plan • Pre-construction Meeting • Set OAC Meet Time • Security Plan • Safety Plan for site • Building Safety Plan given to contractor • Project Schedule • Staging • Storage • Parking • Debris Boxes • Noise Requirements • Dust Protection • Temporary Fire Protection • Building Entrances and Exit Requirements • Shutdowns Procedures • Environmental Concerns review • Hazardous Material: • Asbestos • PCB • Radiological • Chemical • Gases • Decontamination • Other: • Subsurface Investigation: USA complete • Notification of Building Occupants and Surrounding Building • Health and Safety Submittals on Hazardous and Odor Producing Material • Long Lead Equipment Ordered

19. Billing, Progress Payment • Sign-off on Invoicing • Percentages of completion • Project Name and address • You sign “Ok to Pay” • Retention (10%) • Unconditional Lien Release • Tracking budget • Shut downs • Change orders • Com services

20. Change Orders • No verbal change orders! • Include: • Impact to schedule • Up-dates to as builts • All inclusive of new work • Missed items in bid are not change orders. • Above in the bidding you asked them to confirm their bid by doing that there is no misses allowed. • No Favors • Even if it is nice that a contractor will offer to “do you a favor” you can not accept it.

21. Weekly Meeting - Look Ahead Schedules • OAC Meetings • Who • Project Manager • Contractor • Fac Ops • Building Manager • Faculty • What • Submittal reviews • RFI ‘s and conflicts • Shop drawings • Meeting Minutes and Schedules • By Contractor • Complete Schedule • Three week look ahead • Shut down Routine • Shutdown Long lead time • Deliveries by contractor – Deliveries come for building that tie up dock • Building disruptions

22. Example: Meeting Minutes

23. TCO-Final Permit-Turnover • SUFMO Testing and Sign off • Before county • County final • Health, Fire and Building • Furniture move in after TCO • Turn Over Package (Maps & Records) • Start up Fac Ops • Final walk through with Fac Ops • Sign in list • Keys, Com Services, Signage

24. Close out • Closeout Package – link to maps & records website • O&M’s • Drawings both Hard and Soft • Signed permit (original) • Fac-Ops walkthrough sign in list • Attic Stock • Always get a signed letter of transmittal when delivered • Keep digital copy of everything YOUR PROJECT IS NOT COMPLETE UNTIL THE CLOSE OUT PACKAGE IS TURNED IN TO MAPS & RECORDS

25. Q&A