Purpose
The purpose of this procedure is to provide a guideline for providing construction by City forces as a method of project delivery. Construction by City forces is used to expedite the delivery of projects to Bureau of Engineering Clients. The Bureau primarily uses the Department of General Services forces to deliver building and building remodel projects and the Bureau of Street Services to deliver street projects.
REFERENCES
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RESPONSIBILITIES
Project Manager (PM): The Project Manager is responsible for determining the most efficient project delivery method for the project. When selecting City forces to deliver a project, the PM must obtain the Program Manager’s concurrence. The Project Manager is responsible for putting together the design team, developing a Memorandum of Understanding (MOU) with the client construction agency if needed, completing the design, controlling funding, and scheduling the project.
Department of General Services (GSD): General Services is typically responsible for performing the following tasks: cost accounting, construction reviews, review of the resource-loaded schedule, approval of estimates, obtaining trade contracts, purchasing materials and equipment, constructing the project, and tracking and reporting costs for selected building projects. GSD usually works on projects for new or existing public buildings.
Bureau of Street Services (BSS): The Bureau of Street Services is typically responsible for conducting construction reviews, estimating project construction costs, purchasing materials, and constructing selected street projects. In general, BSS is responsible for projects in the public right-of-way.
PROCEDURE
The Bureau has developed a relationship with the Department of General Services (GSD) wherein the Bureau provides design and construction management services and GSD provides trade contracting. A general Memorandum of Understanding (MOU) format has been created for this purpose (Attachment 2.4-1). A specific MOU is to be prepared for each project.
One major advantage of this option is that the bid and award phase is eliminated and, to some extent, replaced by negotiation of the MOU. The Bureau and GSD form a team, including the Bureau’s PM, the Bureau’s CM, and GSD’s jobsite Superintendent. The PM acts as the liaison to the Owner/Client. All communications with the Owner/Client should go through the PM.
The Bureau is typically responsible for funding control, plans, design, specifications, scheduling, resource loading the schedule, estimating, surveying, purchase approval, environmental controls, and arranging for specialized inspections and inspection reports.
General Services is typically responsible for cost accounting, construction reviews, review of the resource-loaded schedule, approval of estimates, obtaining trade contracts, purchasing materials and equipment, construction, and expenditure cost reports. GSD is limited in its ability to use subcontractors through the bidding process for certain tasks because of union, employee availability, and other Civil Service Rules even if the subcontracting is being bid out to the lowest bidder. Therefore, the PM must coordinate closely with GSD.
Typically, the Project Manager and the GSD Superintendent jointly perform the following tasks:
Defining and preparing an accurate and well-defined scope description for the entire team;
Developing a change order process;
Performing a thorough review of schedule and scope before additional work is initiated;
Performing periodic reviews of the schedule.
The Project Delivery Team mutually divides its work into individual work order numbers. The Project Manager provides cost reports for labor and materials to the trade supervisor. GSD commits to the use of contracts that allow quantity discounts. GSD also provides the PM with access to an electronic gateway to GSD’s “City Net” in order to access the Commitment Log and other relevant GSD databases. GSD usually performs its work without the services of the Bureau of Contract Administration.
When developing a street project and determining its funding, the Project Manager inquires whether Street Services elects to perform the construction. If so, the Project Manager works with Street Services to determine at what time Street Services will be able to schedule and perform the actual construction work. The Bureau then typically prepares simplified construction plans and delivers them to Street Services for completion of the construction project. The Bureau is not normally involved in construction management of these projects. Street Services performs its work without the services of the Bureau of Contract Administration.
For work done between the Bureau of Engineering and other Bureaus in the Department of Public Works an MOU is generally not required.
RELATED PROCEDURES
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LINKS / ATTACHMENTS
Links
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