SCOPE OF SERVICES

While the ultimate scope of services provided by Project Alliance will be tailored to suit the project, the following represents an initial summary of the services we propose for the pre-construction and construction phases.

Project Management for Pre-Construction

This is to manage issues that are required to proceed prior to commencement of construction works. Such issues are planning, designs, tenders, etc.

    • Assist the Client with establishment of project requirements.
    • Manage the overall process of design to monitor that the design conforms to the project requirements.
    • Prepare project organization structure.
    • Define responsibilities and reporting relationships.
    • Prepare an overall construction strategy of the site including phasing and sequencing, logistics, security plan, etc.
    • Prepare a master schedule of the Project.
    • Identify long lead items in the master schedule.
    • Monitor the design completion portion of the master schedule and identify design deliverables including drawings, design calculations, specifications and quality control procedures.
    • Review designs at each stage and comment on build ability, cost effectiveness, functionality and ease of maintenance.
    • Advise and assist the Client in obtaining all requisite approvals for pre-construction activities.
    • Organize site surveys and establishment of site grid/datum
    • Organize and record regular project meetings with the Client and others to discuss the following agenda:
      • – Design issues
      • – Regulatory issues
      • – Schedule issues
      • – Review of open issues
    • Prepare and submit monthly reports which include issues of design, budget, regulatory, tender, schedule, problem areas and recommendations for resolutions.

Construction Management

This is to manage issues arising during construction of the Project. Such issues are site administration, scheduling, quality inspection, safety, testing, commissioning, handover, etc.
    • Organize site teams and organization charts expressing reporting relationship between individuals and parties.
    • Provide standard forms and procedures to facilitate effectiveness of site communication.
    • Establish and manage house rules for the site.
    • Set-up, chair, run and record kick-off meetings with contractors to confirm roles, responsibilities and requirements for construction of the Project.
    • Review construction documents from design consultants and request for remedy of discrepancies, if any.
    • Issue instructions with design consultants’ construction documents and subsequent revisions to contractors.
    • Control that instructions to contractors are recorded in writing and maintain logs.
    • Confirm control points, alignments and locations of leveling stakes with contractors.
    • Monitor that all contractors submit a sufficiently detailed contract schedules before commencement of works.
    • Review the construction schedules submitted by contractors and negotiate all revisions necessary to obtain workable schedules acceptable to the Client.
    • Monitor contractors’ compliance with schedules. Liaise with contractors’ senior management as appropriate.
    • Evaluate actual works done for the contractor’s requests for progress payments.
    • Review delivery schedules submitted by contractors for long lead items such as plant, equipment, etc.
    • Evaluate and recommend time extension.
    • Monitor performance of contractors on a daily basis.
    • Review contractors’ daily requests and reports.
    • Monitor contractors’ compliance with contracts.
    • Review contractors’ proposed procedures and method statements.
    • Provide administration of the distribution and storage of the appropriate information.
    • Handle queries from contractors. Issue the queries to other consultants as appropriate and follow up their responses.
    • Review contractors’ site logistics including site operations access, storage, site accommodation, welfare, utilities, fire services, medical facilities, safety and emergency routes.
    • Manage share of utilities usage and charges between contractors.
    • Establish guidelines and approve the contractor’s site safety and security plans.
    • Establish quality management guidelines and approve the contractor’s implementation plan.
    • Monitor contractors’ quality program.
    • Perform site inspections to confirm compliance with the construction documents.
    • Issue non-conformance notices to contractors for works not complied with construction documents or construction standards.
    • Monitor contractors’ proposals and implementation of remedial to non-conformance works.
    • Manage submissions and review of shop drawings.
    • Manage submissions and review of material samples including ones to substitute the specified.
    • Monitor that all specified testing of material is properly conducted by approved institutions and review all data and confirm compliance with required standards.
    • Review material certifications submitted by contractors.
    • Set-up, chair, run and record regular site meetings to review the following agenda:
      • – Regulatory issues
      • – Design issues
      • – Schedule issues
      • – Safety issues
      • – Submission issues
      • – Review of open issues
    • Set-up, chair, run and record regular technical meetings to discuss and resolve technical problems and resolutions.
    • Set-up, chair, run and record regular safety meetings to review and discuss safety issues.
    • Facilitate site visits and walks by the Client, design consultants and others.
    • Prepare and submit monthly reports which include issues of design, permits/licenses, tender, negotiations and agreements with third parties, the contractor’s performance, schedule report, cost/financial report, bonds, progress photos, problem areas and recommendations for resolutions.
    • With contractors and appropriate consultants, establish and manage procedures for the commissioning of all mechanical and electrical services.
    • Establish standards for final acceptance of all construction work and approve contractors’ implementation plans.
    • Inspect, prepare and submit defect lists and rectification schedules to the Client.
    • Advise the Client on acceptance of practical completion.
    • Organize handover of the Project to the Client’s operational staff, together with all necessary training demonstrations, commissioning records, as-built drawings, maintenance and operation manuals, and outstanding defect lists.
    • Review and issue certificates of practical completion.

Post-Construction Management

This is to manage issues continued after practical completion of the Project. Such issues are as-built drawings, manuals, final reports, etc.
    • Monitor submission of as-built drawings from contractors and check their adequacy and content.
    • Monitor submission of maintenance and operation manuals from contractors and check their adequacy and content.
    • Monitor submission of maintenance and operation manuals from contractors and check their adequacy and content.
    • Review and issue certificates of final completion within the periods agreed with the Client in advance.
    • Provide information and documents which supplement asset insurance after construction completion.
    • Prepare and submit a final report to record conclusion and/or outstanding works of design, permits/licenses, tender, contracts with third parties, schedule, cost/financial, bonds, status photos, penalties, problem and resolutions, defect lists, certificates of practical completion, as-built drawings, maintenance and operation manuals, etc.

Cost Management (Quantity Surveying)

Update (only once) the budget in accordance with the latest design as necessary and reconcile with the previous budget when any significant changes are made.

    • Assist other consultants in carrying out value engineering exercises as appropriate.
    • Prepare and update cash flow forecasts.
    • Prepare draft contractors’ contracts.
    • Advise on implementation of insurance, bonds, guarantees and warranties.
    • Advise on lists of proposed tenderers.
    • Carry out pre-qualification shortlist of tenderers, if appropriate.
    • Prepare and issue invitations to tenderers.
    • Prepare un-quantified (blank) bills of quantity for tenders.
    • Prepare Provisional Sums and Prime Cost Sums as required.
    • Prepare tender scope, conditions, procedures, etc.
    • Gather and consolidate tender documents from related parties.
    • Review tender documents from others and request for remedy of discrepancies, if any.
    • Issue tender documents and further addendums to tenderers.
    • Set-up, chair, run and record bid clarifications meetings together with appropriate consultants.
    • Manage tender submission and prepare comparison tables.
    • Carry out detailed checks of arithmetic calculation and inconsistency.
    • Evaluate tenders and arrange a base adjustment meeting with each tenderer.
    • Evaluate final tenders and recommend negotiation strategies.
    • Arrange negotiation meetings and conclude awarding.
    • Prepare and issue contractors’ letters of intent and contracts.
    • Evaluate and make recommendations on contractors’ requests for monthly progress payments.
    • Evaluate and make recommendations on contractors’ variations (the Fee allowed for variations not over 10% of the approved budget).
    • Prepare and submit monthly cost reports showing approved budget, potential changes,
      contracted amounts, potential contracts, approved variations, submitted variations, potential variations, contingencies, forecasted costs, savings/overrun and cashflow projections.
    • Prepare and follow up contractors’ final accounts including penalties for late completion.