Role of the Project Manager
The project manager is here to guide you through the project and is your PARTNER & ADVOCATE!
The PM has expertise in design & construction but also understands the needs and expectations of the University. The PM will manage critical elements of the project such as:
- overseeing budgets and contracts
- solidifying and shepherding the project scope
- obtaining all the necessary approvals
- mitigating potential impacts to campus
The PM will act as a necessary liaison between you and all involved parties. This graphic illustrates the proper flow of communication.
Role of the Field Representative
The Field Representative leads the project through construction, serving as the primary day-to-day contact for all construction-related issues. Responsibilities include:
- Coordinating disruptions to utilities, traffic, and contractor access
- Communicating with the client, building coordinators, and university departments
- Managing Owner-Architect-Contractor (OAC) meetings to monitor progress and address concerns
- Conducting regular site visits to ensure alignment with the schedule and contract documents
- Performing ongoing Quality Assurance/Quality Control inspections and identifying necessary corrections
- Performing punch and substantial completion walks
- Overseeing the project’s warranty period post-construction
Project Phases
Phases may vary depending on the size and needs of the project. The design process is iterative and moves from very general to more specific both in project design and cost estimating at each phase. Along the way, the Project Manager will gather & convey information pertinent to the project; this may require document review, site visits, meeting attendance, etc. Project managers will also ensure the scope, schedule and budget of the project are maintained and that any variance is communicated.
The graphic below provides an estimated timeline for a typical mid-sized project. Your project manager will update this timeline to reflect your specific project.
All projects completed on campus have a minimum one year craftsmanship warranty. Specific items/equipment may have a longer warranty period. The Field Representative is still your contact for any warranty issues that may arise.
Project Kick-off
After the intake process, your project will be assigned to a Project Manager and Field Representative. At that time, the Project Manager will reach out to make introductions, schedule a site visit, and recap the project goals, funding, and timing details, etc. Once the goals and constraints of the project are clear, the Project Manager will shepherd the upfront administrative pieces of the project. Initial budgets, authorizations, and funding expenditure approvals will be completed as well as initiation of contracts with design and/or contractors during this phase.
Design
The following are industry-standard phases of the design that may be included on your project. The Project Manager will work with the design professional to determine which phases are appropriate and the associated durations based on the scope, schedule, and complexity.
Programming
Programming is the first step in design, and can be formal or informal depending on the project scope. Programming focuses on information gathering: the design team will collaborate with stakeholders to identify the problems and needs the project should address. The decisions made here will create and define guiding principles for the project and clarify the project objectives, ultimately providing an initial direction for the design.
Schematic Design (SD)
Schematic Design begins to define the general form, scale and relationships of various components of the project. Major scope and design changes should be made during this phase when their impact to the budget and schedule can be minimized.
Deliverables: SD set of drawings, preliminary cost estimate & design narratives
Design Development (DD)
The design becomes significantly more refined in this phase. Architects aim to solidify the floor plans, and engineers will develop plans for utilities and building systems (structural, mechanical, electrical, etc.). Most finishes are selected and the basis of design products are identified.
Deliverables: DD set of drawings, start of specifications & refined cost estimate
Construction Documents (CD)
This phase seeks to fully design and detail the project so it can be understood, bid and constructed. There could be multiple document iterations in this phase with a review period after each one. When finalized, these documents are to meet code requirements and will be submitted and reviewed in order to obtain the necessary permits for construction.
Deliverables: Stamped drawings issued for construction, final specifications & final cost estimate
Permitting
Construction Documents will be reviewed by the State of Idaho to ensure the drawings and specifications meet code requirements. Once approved, the project can move forward to bidding. For certain projects, review and approval by additional jurisdictions may also be required.
Deliverables: Approved drawings and specifications
Bidding & Contracting
This phase is where the contractors provide a formal cost proposal to perform the work as defined in Construction Documents.
Deliverable: Executed Contract for Construction
Construction
The contractor will use the approved Construction Documents to construct the project. The contractor and architect will collaborate to address any unforeseen items and ensure the project meets the design intent. The Field Rep will oversee construction related activities, impacts and coordination. Stakeholder involvement in this phase will be to perform routine site visits, help answer questions about the project and participate in final punchlist activities. Work is completed and warranty begins.
Deliverable: Completed work that can be used for its intended purpose
Project Budget
Total Project Cost Breakdown:
The total cost of a project is more than just the quote you see from the contractor! When considering the amount of funding you may need, you must consider the full picture. The total project cost includes, but is not limited to:
Construction Costs (60%)
- Contractor’s bid or estimate plus potential future change orders
Design Fees (10%)
- Design team’s price to design the project and oversee permitting, bidding, and construction
Soft Costs (30%)
- Project Contingency
- Campus Operations Fee
- FF&E (Furniture, Fixtures & Equipment)
- Locks & Keys
- AV & IT Fees and Equipment
- Facilities and Maintenance Work Orders
- Signage
- Relocation & Salvage
- Utility Connection Fees
- Plan Review & Permitting Costs