Departmentally Managed Projects

May 19, 2014

S U P P L E M E N TA L T R A I N I N G F O R S O E / S E Q FA C I L I T I E S M A N A G E R S

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

Resources for DMPs

DMP Supplemental TrainingWhat 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

The DMP Project Manager

So You Want To Be a

Project Manager

Setting ExpectationsProject Cost Bench MarkingSchedule 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

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

Project Estimate

Pre-construction Schedule

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

Specification and DrawingsPlan Spec verses Design Build Pros and cons Performance specificationLanguage used Avoid ambiguity – Be clear on what you want! Place onus on the contractor to bring out conflicts A picture is worth a thousand wordsBoiler Plate Specification Construction Specification Index (“CSI)Fac Ops Facilities Design Guidelines (“FDG”) Maintenance requirement

› Service Areas› Special Training needed

Lab Design Guidelines

CSI Index2100 Demolition 10240 Grills and Screens 15760 Terminal Heating And Cooling Units

2110 Concrete Cutting 10260 Walls and Corner Guards 15800 Heating, Ventilating & AC

2200 Excavation 10270 Access Flooring 15810 Ducts

2310 Sub Surface Drainage 10290 Pest Control 15820 Duct Accessories

2370 Drilled Piers 10340 Manufactured Exteriors Specialties 15830 Fans

2510 Asphalt Paving 10400 Identification devices 15900 Central Controls & Instrumentation

2830 Chain link/Guard Rail 10500 Lockers 15905 HVAC Instrumentation

2842 Bicycle Racks 10520 Fire Protect Specialties 15910 Direct Digital Controls

3050 Site Concrete 10600 Partitions 15920 Pneumatic Controls

3100 Concrete 10600 Storage Shelving 15940 Sequence Of Operation

3200 Concrete Reinforcement 10750 Telephone Specialties 15950 Testing Adjusting And Balancing

3314 Concrete Restoration 10800 Toilet and Bath Accessories 16000 Electrical

5100 Structural Steel 11452 Appliances 16050 Electrical Materials & Methods Spec

5600 Misc. Metals 12345 Laboratory Furniture 16123 Building Wire And Cable

5720 Metal Railings 13122 Engineered Building 16127 Manufactured Wiring Assemblies

6190 Wood Trusses 13851 Fire Alarm 16130 Raceway And Boxes

6200 Rough Carpentry 13910 Basic Fire Suppression Materials And Methods 16131 Cabinets And Enclosures

6400 Finish Carpentry 13975 Standpipes And Hoses 16132 Indoor Service Poles

6600 Plastics 14200 Elevator 16133 Cable Trays

7200 Insulation 15050 Basic Mechanical Materials & Methods Spec 16342 Medium Voltage Switchgear

7500 Roofing 15060 Hangers And Supports 16345 Medium Voltage Motor Controllers

7620 Arch. Sheet Metal 15075 Mechanical Identification 16349 Medium Voltage Oil Switchgear

7810 Skylights 15080 Mechanical Insulation 16362 Secondary Unit Substations

7910 Sealant/Caulking 15105 Pipes And Tubes 16411 Enclosed Switches

8110 Aluminum Frames 15110 Valves 16412 Enclosed Circuit Breakers

8200 Wood Doors and Frames 15120 Piping Specialties 16413 Enclosed Transfer Switches

8330 Coiling Doors 15130 Pumps 16421 Enclosed Controllers

8350 Folding Doors 15140 Domestic Water Piping 16423 Enclosed Contactors

8500 Storefront glazing 15150 Sanitary Waste And Vent Piping 16441 Switchboards

8710 Finish Hardware 15180 Heating And Cooling Piping 16442 Panelboards

9110 Light Gauge framing 15210 Process Air And Gas Piping 16443 Motor Control Centers

9250 Gypsum Drywall 15300 Special Process Piping Systems 16451 Busway

9300 Ceramic Tile 15320 Fire Protection 16487 Outdoor Lighting Systems Spec

9500 Acoustical 15400 Plumbing 16510 Interior Luminaries

9680 Carpet/VCT 15400 Plumbing Systems Specifications 16520 Exterior Luminaries

9900 Painting 15410 Plumbing Fixtures 16530 Emergency Lighting

9980 Prefinished Panels 15480 Domestic Water Heaters 16700 Communications Facilities Spec

10100 Visual Display Boards 15500 Automatic Fire Sprinkler Systems Spec 16710 Communications Circuits

10150 Compartments and Cubicles 15710 Heat Exchangers 17200 Fire Protection Systems Spec

10200 Louvers/Vents 15720 Air Handling Units

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

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

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

Managing Your Project Budget

Example: Kick-off Meeting AgendaMEET Early and Meet OftenBuilding notification Contractor contact Lab contact Fac OpsForms 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 requiredConstruction Site boundaries and facility use Parking Lay-down areaEmergency plan and notificationsProgress meetings and look ahead scheduleDisruptive work Noise Odors and EH&S submittals

Pre-ConstructionEmergency 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 reviewHazardous 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

Billing, Progress PaymentSign-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

Change OrdersNo 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.

Weekly Meeting - Look Ahead SchedulesOAC 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

Example: Meeting Minutes

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

Close outCloseout 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

Q&A