Intelisyn's Project Life Cycle
Entitlements Through Post Occupancy Evaluation
Contents
B. Conditional Use Permit (CUP Process
A. Develop Master Project Schedule
D. Develop Phasing Plans for Each Project Component
E. Identify Critical Path Activities & Monitor Action Items From Each Consultant
G. Assist Owner With Review & Evaluation of Value Engineering Suggestions
H. Perform Constructability Reviews
I. Provide Construction Cost Estimates
J. Provide Monthly Status Reports (Applies to All Phases)
Contract Bid / Negotiations Phase
A. Review Proposed Construction Contract Language, Requirements & Make Recommendations
B. Manage R.F.P. Process for General Contractor Selection
E. Review the Subcontractor Bid List & Assist in Pre-Qualifications
G. Provide Construction Contract in Final Form With Any Other Required Documentation
H. Develop a Project Specific Construction Administration Protocol
A. Attend Pre-Construction Job Walk With General Contractor, Architect & Owner
B. Maintain Accounting of Project Budget
C. Maintain & Update Project Master Schedule
D. Assist Owner in Coordination of Owner Provided Vendors, Subcontractors & Equipment
E. Direct Weekly Construction Meetings
F. Assist the Owner in Evaluation & Negotiation of Change Orders
G. Assist the Owner in Reviewing & Enforcing Procedures for General Contractor Payment Requests
H. Assist the Owner is Enforcing All General Conditions of the Contract
I. Oversight of the R.F.I. Process
J. Oversight of the Submittal Process
K. Review Construction CPM Schedule
L. Coordinate Test & Inspection Services
M. Verify Witness of All On & Off-Site Testing
N. Monitor & Enforce As-Built Drawing Up-Dates by Contractor
O. Monitor & Coordinate Phased Turnover of Systems
A. Monitor & Verify Equipment Startup & Testing
B. Monitor Turnover of all Operation & Maintenance Information
C. Oversee Completion of As-Built Documents
D. Coordinate Owner Responsibilities for State Agency Approvals
E. Provide Final Accounting & Facilitate Final Application for Payment
Post Occupancy Evaluation Process
There is no "Uniform Planning Code" regarding the entitlement approvals for projects in Southern California. Every city handles things slightly differently. However, as a general rule, most cities require a Conditional Use Permit (CUP) for a new facility. The CUP process enables the city to consider the sensitive nature of the use – for impacts to the surrounding land uses and from the surrounding land use to the proposed facility. Additionally, every city’s CUP process is unique.
The following is a typical scenario that can be anticipated in obtaining approval for a new facility.
• Zoning – does the current zoning permit this type of facility?
• Surrounding uses – are there existing uses surrounding the proposed facility which would be detrimental to the facility – traffic, air quality, noise; - or property owner’s groups that would oppose the facility – traffic, noise (CUP is a public hearing process)
• Staff support – would city staff support such an application? (Not a determining factor, but helpful to know at the outset. This can also help identify problem areas and/or sites with a fractured history – from a public input standpoint.)
• Identify city and agency fees, and review authority.
B. Conditional Use Permit (CUP) Process
• Pre-application conference with city staff, departments 2-4 weeks prior to submittal
• Application Submittal
• Site plans, elevations, landscaping, conceptual grading
• Photographs of site and surrounding properties
• Project Descriptions
• Mailing labels for properties within 600 feet of site
• Completed application
• Completed environmental application
• Application fees
Upon determination of completeness, the project is routed to departments for review and conditions.
• City departmental review- Most cities hold a formal review meeting with representatives from the development departments to discuss the project and review the conditions. The applicant may or may not be invited.
• Department Review Committee- The public hearing must be noticed to surrounding property owners. The applicant is invited and permitted to address the Commission. The public can also address the Commission regarding their support or opposition to the project. After the public hearing is closed, the Planning Commission will either approve or deny the application. (The can also continue it to another meeting if they feel additional information or research needs to be done.)
• Planning Commission Public Hearing
• City Council
Some cities require a CUP to be approved by the City Council – either as a Consent Calendar item, or a full public hearing review.
The environmental review typically occurs concurrently with the CUP process and is approved by the same body which issues final approval of the CUP. It is this review which determines the adequacy of the technical studies and identifies appropriate mitigation to potential impacts (e.g. a traffic signal at an intersection to make the traffic work).
Upon final decision, there is usually a specified appeal period wherein an appeal can be filed against the decision. The appeal period can be anywhere from 10 to 30 days. (10 or 15 is typical).
The Intelisyn management process emphasizes the importance of the project pre-construction phase. Proper planning and execution of pre-construction tasks will minimize the potential for unexpected costs and schedule delays during construction. During pre-construction, Intelisyn will establish the proper foundation for project. At the inception of the project, schedule and budget goals will be established and the responsibilities of each team member will be clearly defined. Systems and procedures to ensure maximum reimbursement from FEMA and insurance companies will be implemented if applicable. As the design concept progresses, the building configuration is closely monitored. All elements of the design are scrutinized with particular attention given to those elements that exceed the size or quality anticipated in the budget. Scope, schedule and budget assumptions are tested after each phase of the design.
During the pre-construction phase contracting strategies will be developed and general contractor prequalification will take place. Orders may be placed for long lead equipment and/or materials during this phase.
Specific tasks during pre-construction include:
A. Develop Master Project Schedule
Intelisyn, Inc. uses Primavera Project Planner to develop detailed CPM schedules for each project. The schedule includes logically sequenced construction activities, all milestones for the completion of design, the jurisdictional approval process and close-out requirements. The master schedule may include activities for owner contracted vendors. The critical path allows fast track options to be developed and the identification of long lead items. Early detection of critical items and implementation of effective control systems, will mitigate schedule impacts. The schedule clearly identifies the team members responsible for each task and is updated regularly. All updates are sent to each team member in a format that clearly communicates their action items and the required completion date.
Intelisyn, Inc. has developed a detailed project budget format that includes the entire project cost, not only the construction cost. This is significant since the construction cost is usually less than seventy percent of the project cost. In addition to budgeting and tracking the construction cost, Intelisyn typically budgets and tracks the costs/fees for site acquisition, consultants, agencies, test and inspections, furniture and equipment, and the costs of telephone/data processing equipment. Intelisyn budgets and tracks the entire project cost.
The master project schedule is cost loaded which allows the projects cash flow to be predicted with accuracy. By cost loading the schedule, Intelisyn is able to generate numerous "what if" scenarios and to evaluate their impact on cash flow as well as the project completion date.
D. Develop Phasing Plans for Each Project Component
Intelisyn works closely with each member of the project team to define phasing requirements, move-ins, move-outs, shift work, utility shutdowns, etc.
E. Identify Critical Path Activities & Monitor Action Items for Each Consultant
Intelisyn will assist in establishing a "responsibility matrix" of design consultant/project team roles, along with the integration of milestone activities into the master schedule. Each team member must adhere to established schedule milestones and defined responsibilities to ensure the successful completion of the project.
Intelisyn has successfully interfaced with SCAQMD, FAA, EPA, WRB, DOT, OSHA, OSHPD, City Building Departments, SHPO and OES/FEMA. The approval process for each of the applicable entities listed above will be integrated into the master schedule.
G. Assist Owner With Review & Evaluation of Value Engineering Suggestions
Intelisyn has effectively coordinated major value engineering efforts on several large facilities. With a strong background in cost management and constructability analysis, Intelisyn is able to actively participate in the value engineering process as opposed to merely reviewing and acknowledging cost savings suggestions. On-going budget evaluation and establishment of alternatives for further examination throughout the project ensures the most value for the owner.
H. Perform Constructability Reviews
Intelisyn has developed a comprehensive drawing review checklist. This detailed and methodical review of the bid documents minimizes questions at bid time and R.F.I.'s and change orders in construction.
I. Provide Construction Cost Estimates
Over the past eleven years Intelisyn, Inc. has successfully managed the design and construction of over $1.5 billion in health care and institutional projects. This portfolio of completed projects has allowed us to establish an extensive cost database that is utilized in the development of construction cost estimates. For projects where Intelisyn is not providing the construction estimate, we will actively review estimates provided by the cost consultant and the general contractor. Outside estimates are reviewed for scope, representative unit costs, escalation, realistic general conditions, fee and contingency.
J. Provide Monthly Status Reports (Applies to all phases)
Each month Intelisyn will provide a project status report that summarizes the progress of work in a narrative and photographic format, and in terms of budget and schedule. This information can be posted on the Intelisyn’s website, www.intelisyn.com, where it can be viewed using a single software application that is provided at no cost. For security, the document can be protected with a password.
Intelisyn actively participates in all pre-construction meetings and will record and distribute meeting minutes. The minutes format will document issues, decisions, action items for both individuals and firms, and a required completion date. Since the team often meets infrequently during the pre-construction phase, action items are also tracked on a separate list. The list of action items is updated and issued to all team members weekly. For projects where face to face meetings are impractical due to the locations of the team members, Intelisyn has full internet teleconferencing capabilities including collaboration and white board.
Contract Bid/Negotiations Phase
Intelisyn stresses the value of appropriate contract structure, general conditions and fee negotiation and detailed subcontractor bid review. Establishing the framework for the GMP/Fixed Price contract and properly structuring the general conditions allows the owner to realize significant savings immediately and to benefit from additional minimized costs as the project progresses.
Detailed review of bid tabulation worksheets including identification of allowances, set asides and line item contingencies for all subcontractors is essential. Defining the general conditions costs and locking in subcontractor labor rates for change order work are additional controls utilized by Intelisyn to ensure more predictable costs during construction.
The foundation for proper team communication and document flow during construction is established at this stage via the "Construction Administration Protocol" document.
Specific tasks during contract bid/negotiations may include the items listed below. The list includes tasks for both GMP and Fixed Price contracts.
A. Review Proposed Construction Contract Language, Requirements, and Make Recommendations
As a result of this review, Intelisyn has developed major portions of GMP/Fixed Price contract for several large owners.
B. Manage R.F.P. Process for General Contractor Selection
Intelisyn will develop a project specific R.F.P. for the general contractor that will ensure that the bids are submitted in a form that allows comparison and evaluation. Any bid alternates will be broken out. The R.F.P. will include all unique owner requirements such as union labor, prevailing wage, MWBE participation etc. The analysis of the bid results will be presented to the owner with Intelisyn’s recommendation.
Intelisyn has developed a historical database of general conditions costs and staffing requirements for various size projects which enables Intelisyn to negotiate general conditions costs to reasonable amounts. There are several ways for the owner to reduce the general conditions costs on the project. For example, if a project is longer than a year, savings can be realized by furnishing the contractor with office equipment that will be returned to the owner at the end of the project. This means that the contractor will not have to incur rental costs each month and, at the end of project, the owner will have additional office equipment that was paid for by the construction project.
Intelisyn has consistently negotiated the general contractor's fee to a percentage that is commensurate with the project scope and current market conditions.
E. Review the Subcontractor Bid List & Assist in Prequalifications
The general contractors bid list is compared to a database of pre-qualified subcontractors. In addition to assuring that the subcontractors on the list are financially stable and have acceptable levels of workmanship, the list also allows Intelisyn to confirm that subcontractors who have provided the lowest bids on similar projects are included on the bid list for the project. There is an opportunity for significant savings by making certain that the subcontractors who typically provide the best pricing are included on the bid list. The database will also note the subcontractors with MWBE status.
The general contractor's bid tabulation worksheets are reviewed for completeness, unit pricing, exceptions, qualifications, acknowledgement of addenda, labor rates for change order work and any other special conditions.
G. Provide Construction Contract in Final Form With Any Other Required Documentation
Intelisyn will provide the construction contract as either a final draft or the final document as determined by the owner’s procedures. The contract can be provided in electronic format using either Microsoft Word or Corel Word Perfect. Intelisyn will assist with the completion of any internal documents that must be provided as part of the contract approval process. Intelisyn has experience in preparing board motions for contractor approval on public projects.
H. Develop a Project Specific Construction Administration Protocol
During the construction process there are hundreds or thousands of documents generated. The list of different kinds of documents includes requests for information, submittals, instruction bulletins, change order requests, change orders, allowance allocation requests, applications for payment, meeting minutes, inspection reports, schedule updates, warranties, operation and maintenance manuals and punch lists. To ensure a successful project, each document must contain certain necessary information, and must be routed to the proper individuals who will take the required actions. After the required actions are taken, the documents must then be properly routed back to the originator with copies to other applicable parties. The requirements for processing each of the documents listed above are different. Intelisyn will develop a project specific Construction Administration Protocol that describes the procedures for processing each of the documents listed above. This protocol is incorporated into the contract.
During the construction phase Intelisyn monitors the project’s scope, schedule, and budget. The flow of project documentation is managed in accordance with the Construction Administration Protocol. Intelisyn will review and advise the owner on extra cost issues, pay applications, and the delivery/installation of OFOI and OFCI equipment is coordinated. Reports from the Inspector of Record, Deputy Inspector and field observation reports from the consultants are reviewed and the correction of any deficiencies is tracked. Project status reports will be provided to the owner monthly using the format established during the pre-construction phase.
Specific tasks during the construction phase include:
A. Attend Preconstruction Job Walk with General Contractor, Architect, and Owner
Intelisyn actively participates in the pre-construction job walk to identify existing conditions, lay down, staging and storage areas, crane location, routes of ingress and egress, vehicular flow, equipment/material delivery locations, contractor parking areas, site safety and security measures, pedestrian protection etc.
B. Maintain Accounting of Project Budget
The project budget is updated as actual costs are known and commitments are made. The allocation and disbursement of contingencies and allowances is tracked. A summary budget report is included in the monthly status report.
C. Maintain & Update Project Master Schedule
The master schedule is updated to reflect actual progress and any potential changes in logic.
D. Assist Owner in Coordination of Owner Provided Vendors, Subcontractors & Equipment
Intelisyn will interface with owner contracted vendors including security, radiology, communication systems, fire alarm and any other OFOI or OFCI equipment. Delivery and installation will be shown on the master schedule. Intelisyn will direct pre-installation meetings and confirm that the general contractor has made all contractually required provisions for the installation of equipment.
E. Direct Weekly Construction Meetings
Intelisyn directs all weekly construction meetings and will participate as required in any special meetings to review outstanding issues or to address specific concerns. Intelisyn will prepare meeting minutes in a format that documents issues and decisions made. The minutes will state what actions are required, which organization is responsible for the specific action item, and identify a required completion date. The minutes are issued via E-mail within two business days to remind all team members of their commitments.
F. Assist the Owner in Evaluation & Negotiation of Change Orders
All change order requests from the general contractor are thoroughly scrutinized. The change order request is first reviewed for entitlement and then for cost. Labor rates are compared to Intelisyn’s database of local union and prevailing wages. Material costs and production rates are verified against our database and industry standards. Material quantities are verified. Change order requests are also compared to the engineers estimate. Discrepancies are investigated and reconciled. This review and verification process insures that the owner is paying a reasonable price for the work in the change order.
G. Assist the Owner in Reviewing & Enforcing Procedures for General Contractor Pay Requests
Intelisyn ensures that the General Contractor submits documented back up for all monthly general conditions costs. A comprehensive review of all billed costs including verifying the subcontractor progress payment vs. work in place is thoroughly scrutinized. Intelisyn also establishes milestone job site visits for critical pay periods from the mechanical, electrical and plumbing design consultants to further validate the progress payment. Intelisyn, Inc. will inspect all materials stored offsite that are included in the pay request. Each subcontractor is required to submit a conditional release for the current month and an unconditional release for the prior month. This process insures that the owner only pays for work completed and is protected against unnecessary liens.
H. Assist the Owner in Enforcing All General Conditions of the Contract
Intelisyn will have an in depth knowledge of the general conditions to ensure that the owner's interest will be protected and will provide recommendations on all contractual issues.
I. Oversight of the R.F.I. Process
The status of R.F.I.’s will be reviewed at each meeting to ensure timely responses. Responses will be reviewed to make sure that they do not add cost where additional cost is avoidable.
J. Oversight of the Submittal Process
The status of submittals will be reviewed at each meeting. Intelisyn ensures that critical path submittals are submitted by the contractor in a timely manner and that the architect responds within the established turn around time. The owner's copy of all submittals including shop drawings, product data and samples are maintained at the job site, sorted, categorized and turned over to the owner at project completion.
K. Review Construction CPM Schedule
The initial construction schedule provided by the general contractor and the monthly updates are reviewed for reasonableness and contract adherence. Intelisyn confirms that all project components are shown and that there is a reasonable amount of float time. This minimizes requests for time extensions and the resulting added costs.
L. Coordinate Test and Inspection Services
Intelisyn works closely with governing agencies, the engineer and the owner to identify the requirements for deputy inspection. The requirements will be incorporated into an R.F.P. for deputy inspection services. In addition to coordinating test and inspection services, Intelisyn can perform quality surveillance as necessary.
M. Verify witness of All On & Off-Site Testing
Intelisyn will observe and represent the owner for all on and off site testing such as curtain wall or exterior skin stress testing, testing of pumps, centrifuges or other equipment. Intelisyn maintains a complete file of all tests and inspection reports throughout the project duration.
N. Monitor & Enforce As-Built Drawing Up-Dates by Contractor
Intelisyn will ensure that all as-built drawings are updated monthly prior to disbursement of the progress billing.
O. Monitor & Coordinate Phased Turnover of Systems
Intelisyn can develop individual work plans for phased completion and turn-over of subsystems. This is done in close coordination with the engineer.
Intelisyn understands the necessity to properly close out the construction project. All documentation including final billing, retention releases, unconditional lien releases, completed punch list, completed as-built drawings and transfer of operation and maintenance manuals is verified. Copies of all submittals, shop drawings, product data and samples are transferred to the owner at project completion.
A. Monitor & Verify Equipment Start-up & Testing
Intelisyn assists the owner in scheduling the review and turn over of all systems. Witnessing of equipment start up and testing will be coordinated with plant operations personnel along with training.
B. Monitor Turnover of All Operation & Maintenance Information
Intelisyn will ensure a comprehensive turnover of all operation and maintenance manuals, guarantees, warranties, certificates and instructions prior to the owner taking beneficial occupancy of the system.
C. Oversee Completion of As-Built Documents
Intelisyn will ensure the turnover of all as-built documents to the architect and monitors the transfer of the contractors mark-ups into the CAD drawings. Intelisyn will confirm that all bulletins and R.F.I.’s are included.
D. Coordinate Owner Responsibilities for State Agency Approvals
Intelisyn will monitor and assist the Owner in securing all appropriate state agency approvals within the established construction schedule.
E. Provide Final Accounting & Facilitate Final Application for Payment
Intelisyn will ensure that all punch list items are complete including the obtaining of certificate of occupancy prior to processing the final certificate of payment.
The success of the teams relationship should be reflected in the satisfaction of the owner's team and user group, the amount of money saved, the time, frustration and stress relieved off the owner's project manager and the insightful professional expertise contributed during the course of the project.
The intent is not only to provide the Owner with a project that is completed on time and under budget, but also to find ways to improve the process for the next project.
Assist Owner in Planning & Implementation of Post Occupancy Evaluation Process
The evaluation will include all facets of the process and shall be used to evaluate the performance of all team members and consultants. The evaluation will include the documented fee/savings ratio by the construction manager. There is always opportunity for improvement in the planning, pre-construction and construction phases of each project. The post occupancy evaluation is a formalized method of applying lessons learned to future phases and/or future projects.