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Project Management
Consultancy services


1. GENERAL OBJECTIVE
Acting as the Client’s representative, within the contractual terms applicable, to direct, co-ordinate
and supervise the project in association with the Project Team. The project manager will ensure that the Client’s brief, all designs, specifications, and relevant information/data are made available to, and are executed as specified with due regard to cost, by the Design Team, Consultants and Contractors, (i.e. the Project Team), so that the Client’s objective are fully met.

2. SCOPE OF SERVICES
The services provided by a Project Management Team varies according to the Project and the Client’s
specific requirements, but may include, but are not necessarily limited to, the following responsibilities and duties which are not listed in order of priority or sequence which are as follows:-

2.1 Initial Stages with Clients

  1. Project Manager’s Brief
    Set out the terms of engagement and basis of reimbursement of the Project Manager and establish the full extent of his authority and responsibility in unambiguous terms.
  2. Client Involvement
    Define the degree of involvement required from the Client and define clearly a modus of operandi
    between the Client and the Project Manager. Set out clearly the approvals required by the Client, indicating time constraints on approvals.
  3. Viability of Project
    Assess the financial and technical viability of the project from the initial information provided by the Client.
  4. Funding
    Establish what funding arrangements exist for the project. If necessary, assist the Client in obtaining finance and making adequate financial arrangement for the project.
  5. Communication and Reporting
    Set out lines of communication and extent and frequency of meetings to be held between Client and Project Manager. Establish the reporting required by the Client and report on a regular basis on such subjects as:
    i. Expenditure against budget and estimated cost of completion;
    ii. Regularly update schedules and budgets;
    iii. Design changes

2.2 Feasibility Stage

  1. Develop Brief
    Examine the Client’s basic proposals for the project, collect and examine all available existing
    data. Develop in conjunction with the Client a firm clear brief for the project in qualitative and
    quantitative terms. Such a brief should clearly set out all management and technical functions
    and establish their boundaries. Develop the brief as necessary, including such means as flow
    charts and establish their boundaries. Develop the brief as necessary, including such means as
    flow charts and establish the best requirement for the Client with regards to the project.
  2. Project Feasibility
    As the brief is defined, establish that the Client has available proposition and that development is both technically and financially feasible.
  3. Programme
    Prepare a programme for the total project and establish a total time scale in conjunction with the
    Client’s requirement.
  4. Design Team
    Advise the Client on the selection of the design team and its terms of appointment and terms of
    reference. Select the team and recommend its appointment to the Client.
  5. Government Approval
    Assist the Client in obtaining basic approvals necessary from government and local government.
  6. Site Investigation
    Arrange for such site investigation including but not limited to topographical surveys, soil investigation and other geotechnical tests as necessary for the satisfactory design and construction of the project.
  7. Preliminary Drawings
    Ensure that conceptual engineering drawings are prepared for the purpose of planning approval and establishment of budgets.
  8. Budget
    See that a budget is prepared with investment proposals including cash flow projections.
  9. Outline Planning Approval
    Investigate and resolve any problems regarding rights of way or easements. Ensure that the statutory authorities can provide the basics service required.
  10. Feasibility Report
    Prepare a feasibility report outlining all aspects of the project for the Client’s approval.

2.3 Pre-Construction Stage

  1. Contractor Selection
    Establish with the Client the general, procedures for selection and appointment of contractors,
    including the form of contract, terms of payment, degree of sub-contracting required and labour
    relation policy.
  2. Management Structure
    Set up a management structure for the project with clear procedures for communication to all
    participating parties and clear definition of interfaces between contributing members. Define the
    responsibilities of all parties and manage them to carry out their task efficiently.
  3. Communication
    Set up procedures for clearly defining responsibilities of the team in respect of administration,
    accounting, purchasing, approvals, reports and meetings and indicate documentation circulation.
    Hold such progress meeting as and when necessary for satisfactory co-ordination of the works.
  4. Programme
    Produce a master programme for the design and construction phases and communicate to all
    parties.
  5. Design Proposals
    Following approval of the feasibility study, obtain from design consultants’ firm proposals regarding conceptual design. Check at all times that the design produced complies with the overall cost budget. Ensure that the design consultants produce specifications for all aspects of the works and in preparation consider such items as cost efficiency in operation and maintenance. Ensure that the Client is aware of developing design and specifications and that is approvals are obtained at the agreed stages of design and specifications developments. Ensure at all times that all elements of design are properly co-ordinated and integrated within the master programs requirements and the design fully comply with Codes of Practices and as per MHA’s requirements.
  6. Design Audit
    To provide audit on design of engineering and design consultant’s work in respect to the project.
  7. Monitor Budget
    Following completion of the initial conceptual design and master programme, re-examine and revise the preliminary project budget to produce a definitive budget for cost control purposes.
  8. Costing
    Establish costing systems to continuously monitor the budget in accordance with the feedback costs required by the Client. Produce and update cash flow requirements.
  9. Accounting
    Establish accounting procedures and cost controls to cover the various stages of the project i.e.
    Project Management, planning and design, purchasing, construction costs, inspection and coordinate contributions from all participants. At all times monitor the project’s viability on the Client’s behalf.
  10. Contract Documents
    Compile all the contract documents for the construction phase in accordance with the agreed policy regarding tendering and selection of contractors. Ensure that all quality control and testing
    requirements are clearly defined. Establish the Client’s requirements on such matters as liquidated damages, insurance requirements, performance or other bonds.
  11. Contractor Pre-Qualification
    If contractors are to pre-qualify, obtain pre-qualification information from selected contractors well in advance of tender dates.
  12. Selection
    Produce a recommended list of contractors who will be invited to tender for the Client’s approval and send out tender documents to approved contractors.
  13. Tender Evaluation
    Evaluate tenders received and make recommendations to the Client regarding the appointment of
    contracts. See that the contract documents are properly executed before work starts on site. Ensure the contractor has compiled with insurance and bonding requirements.
  14. Site Inspection
    Ensure that adequate staffs are available for the site inspection and quality control checking and for monitoring the progress of works during the constructions phase.

2.4 Construction Phase

  1. Monitor Progress
    Advise the contractor of programmed procedures and requirements. Arrange for all necessary
    feedback required and set out reporting regarding progress. Ensure that potential delays are fully
    reported. Monitor design information flow and Client approval and ensure that programmed
    requirements are being achieved. Responsible for the overall project schedule control including appropriate and proactive counter
    measures to maintain master project schedule as well as the detail schedule of each works.
  2. Hoarding and Existing Site Conditions
    Ensure that the contractor erects hoarding and protection to other areas as specified and record with the contractor the condition of adjacent buildings and surroundings, including pavings and roads.
  3. Meetings
    Set up regular progress meetings with designers, contractors, sub-contractors and suppliers attend and chair such meetings as necessary.
  4. Inspect Works
    Co-ordinate, direct and inspect all construction work.
  5. Certify Payment
    Arrange for the work to be measured, valued and certified regularly and the payments are made on behalf of the Client to the contractor in accordance with contract requirements.
  6. Safety & Health
    Ensure that site security, safety and health standards are maintained at all times.
  7. Quality Control and Testing
    Ensure that construction works are carried out in accordance with the specification and contract
    drawings and that quality control procedures, testing and other performance criteria are maintained, as set out in the contract documents. In order to select appropriate suppliers, technical clarifications and evaluation of proposals submitted by potential vendors/sub-contractors will be performed. Assist in monitoring the quality of all equipment, building and facilities. All drawings and other
    technical documents submitted by vendors/sub-contractors will be reviewed. Review and evaluate change requests and recommend counter measures to minimize impact on
    cost, schedule and quality.
  8. Anticipate
    Identify with the contractor problems, anticipate problems and take such measures as are necessary to resolve these to the best advantage of the Client.
  9. Monitor Budget and Variation Orders
    Ensure that design information is produced in accordance with the master programme requirements and that variations are kept to a minimum. Establish procedures regarding the issuing of variations and their costing and reflect them into the overall cost budget position and produce costs-to-completion information on a regular basis and ensure that the Client is fully informed.
  10. Certify
    Issue on the Client’s behalf all certificates required under the conditions of contract.
  11. Statutory Undertakers
    Where not the contractor’s responsibility, place order on behalf of the Client and ensure that all
    statutory, undertakers carry out their works in accordance with master programs requirements.

2.5 Completions

  1. As Built Drawings
    To co-ordinate and check with the consultant who will prepare “As Built” Drawings for the project
    future references.
  2. Final Account
    Ensure that all final accounts are dealt with in accordance with the contract conditions and that any claims are settled.
  3. Manuals
    See that all necessary operating manuals, drawings, planning and lease conditions and instructions are supplied to the Client.
  4. Defects Liability Period
    Monitor the works during the defects liability period and inspect at the expiration of this time. Release retentions on completion of any remedial works and issue all necessary certificates in accordance with conditions of contract.
  5. Feedback
    Advise the Client of the final project costs for grant and tax purposes and assist in obtaining grants in accordance with the original brief. Supply final cost feedback information as required by the Client.

2.6 Maintenance

  1. Routine Maintenance
    Assist and advice the client in planning the maintenance of the project.
  2. Period Maintenance
    Assist and advice the Client for the periodic maintenance to ensure adequate level of serviceability.
  3. Special Repairs
    Assist and advise the Client for repairs during emergency periods such as flood damage etc.