City of Charlottesville / County of Albemarle

Intergovernmental Agreement

 

Project Management Plan

November 25, 2003

 

Juvenile & Domestic Relations Court Facilities

 

 

 

·           Management Structure

o          Project Management will be the responsibility of the City of Charlottesville, Department of Public Works, Facilities Management.

o          Bill Letteri, Chief of Facilities, is the executive in charge of the design and renovation program for the fiscal agent with direct responsibilities for developing the program scope, obtaining administrative approvals, fund allocation and reporting the physical and financial status of the project to City and County Administration on a regular basis.

o          Mike Mollica, Capital Projects Coordinator (CPC), is responsible for overall program and funds management, managing the bidding process, contract management, payment authorization and coordination of project activities and reports directly to the City’s Chief of Facilities.  The CPC is also responsible for maintaining ongoing communications with the County’s Project Manager.

o          Tom Meek, Construction Manager (CM), is responsible for implementing the scope of the project, managing the documentation process and managing construction administration including QIQC and commissioning with regular reporting responsibility to the Capital Projects Coordinator.

o          Mike Stumbaugh will represent Albemarle County as their Project Manager during design and construction and will be responsible for assuring the County’s interests are reflected.

 

 

·           Design

o           Following approval of the schematic design and estimate of probable cost for the project and the allocation of project funding by the City and County, The Construction Manager is responsible for administering the design effort.

o           The Construction Manager (CM) is responsible for managing the approved scope of work through the design process by conducting technical reviews of the design documents and by coordinating reviews and approvals by the local jurisdictions.

o           The CM is responsible for conducting or initiating QIQC, constructibility and value engineering reviews of the design documents and for coordinating final approval of the documents with Albemarle County’s Project Manager.

o           The CM is responsible for developing and administering the commissioning plan.

·           Bidding

o           The Capital Projects Coordinator (CPC) is responsible for administering the bidding process including issuance of limited scope contracts for Owner provided services.

o           Upon receipt of the bids, the CPC shall present contract award recommendations and a revised project funding report to the Chief of Facilities for his review and approval (provided the low bid is within budget).

o           If the low bid is above the approved budget the City’s Chief of Facilities will make a recommendation to the City and County regarding project modifications, funding, or other alternatives.  Upon directive from the City and County, the Chief of Facilities will authorize the CPC to proceed accordingly.   

o           Upon approval of the bid recommendations and revised funding report, the CPC will issue City standard contracts and administer their execution.  The construction contract will be signed by the City’s Chief Operations/Chief Financial Officer.

·           Construction

o           The CM is responsible for administering the construction project pursuant to the contracts issued by the CPC.

o           The CM is responsible for monitoring jurisdictional and for administering third-party inspections.

o           The CM is responsible for monitoring the progress of the work, for generally reviewing the quality of the work, for coordinating the efforts of the Owner’s contractors and for managing the commissioning process.

o           The CM is responsible for coordinating the activities of the design professionals during the construction phase of their contracts including submittal review, scheduled site visits, conduct of regular progress meetings, review of RFI’s and COP’s, authorizing contractor payment requests and preparation of recommended change orders.

o           The CM is responsible for securing all project close-out documents and for establishing the project archive.

o           The CM is responsible for reporting project status to the CPC.

o           The CPC is responsible for review and recommendation on change orders and progress payments against the project account and for maintaining the project cost report.  The CPC shall also obtain concurrence with the County’s Project Manager as to the recommendation.

o           The City’s Chief of Facilities shall be authorized to sign all change orders not exceeding $10,000 (Ten thousand dollars), provided the revised contract amount resulting from the change order shall not exceed the approved budget allocations for Construction Contracts and Contingencies.

o           Change orders in excess of $10,000 (ten thousand dollars) must be signed by the City’s Chief Operating/Chief Financial Officer, provided the revised contract amount resulting from the change order shall not exceed the approved budget allocations for Construction Contracts and Contingencies and the recommendation for such change order has been approved in writing by the County.

o           Any proposed change order that causes the revised contract amount resulting from the change order to exceed the approved budget allocations for Construction Contracts and Contingencies must be reviewed and approved by the City and County’s joint Executive Design Committee.  

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