What we do for our Raving Fans…
The following is an outline of our project and development management scope of services. These services will vary depending on the project and needs of each client. They are described in detail and listed by project phase.
- Develop Project delivery strategy. Analyze Project requirements for function, quality, cost and time. Evaluate operational and legal constraints. Recommend a design and construction strategy that best addresses all of these issues.
- Manage Project development. Work with the client and the various user groups to develop functional requirements for the Project.
- Identify sites/locations. Work with the client and the various user groups to identify site and locational strategies for development.
- Identify entitlements process. Work with local jurisdiction to identify entitlement process for land use approvals, zoning, environmental, historical and building permit issues.
- Develop a Project budget. Prepare a detailed Project budget. Clearly identify all categories of cost. Include construction cost, land cost, legal fees, consultant fees, building permits, testing laboratories, furnishings, fixtures, equipment, landscaping and Project management fees.
- Manage selection of consultants. Manage selection of consultants and develop key selection procedures. Receive and evaluate written proposals and conduct interviews to assist the client in selecting architects, engineers and other consultants. Assist in the negotiation of these contracts.
- Identify applicable building systems. Select alternate building systems appropriate for the Project. Review function, price and local construction practices to determine compatibility with the facility Project.
- Prepare preliminary estimate based on historical models. Establish a preliminary budget for the Project, based on a statistical analysis of completed Projects adjusted for current conditions.
- Develop cost models. Develop budgets for each major building system and other elements of construction. Compare these cost models with design estimates as the Project progresses.
- Document Project organization and procedures. Develop organization charts for client, architect, consultants and contractors. Prepare a Project directory with names, addresses and responsibilities for all associated individuals and organizations. Document procedures for decisions, communications, distribution of reports, billings, etc.
- Develop master schedule. Prepare a master schedule showing duration, responsibility and precedence for major activities. Establish the duration of the Project and identify the most critical activities. Update and expand the level of detail as the Project progresses.
- Develop decision tracking system. Identify, monitor and report on the status of key decisions and issues which influence the progress of the Project.
- Develop Project controls system. Identify and define the controls system (information technology) that will be used as a tool to communicate, monitor and control the Project.
- Advise on phased construction techniques. Recommend the division of work into separate contracts to permit phasing. Consider such factors as construction durations, construction document preparation, long-lead-time materials and equipment, labor availability, trade jurisdictions, and interface problems between contractors.
- Establish and monitor detailed design schedule. Expand the design schedule and indicate key milestones for each phase. Monitor and report on progress and any issues which may arise.
- Develop preliminary procurement schedules. Prepare a schedule for the bidding or negotiation of construction contracts. Develop schedules for the bidding, shop drawings, fabrication and delivery of direct-purchased equipment.
- Develop design phase schedule. Produce a detailed schedule of activities for each of the design phases. Include both graphic and numeric reports.
- Prepare final budget. Establish a final budget for all categories of work. This will become the basis for all financial reporting as the Project progresses.
- Initiate Project accounting reports. Based on the final budget, initiate a reporting system that includes detailed budget categories for consultant fees, construction costs, client costs, contingencies and reserves. Produce monthly Project accounting reports to compare the budget to current estimates, contractual obligations, changes and anticipated changes.
- Estimate alternate building systems. Estimate the cost of alternate building systems in order to finalize selections prior to design development.
- Estimate design concepts and compare to cost models. Estimate conceptual design in progress and compare it to preliminary cost models.
- Identify value engineering and life-cycle cost study areas. Identify areas for value engineering study as the design progresses. Where energy, maintenance and operational considerations dictate, perform life-cycle costing studies to evaluate the most cost effective systems.
- Report on escalation changes. Monitor the rate of inflation for labor, materials and equipment. Update unit costs accordingly.
- Identify interested contractors and suppliers. Investigate and prequalify contractors and manufacturers interested in bidding the work.
- Monitor the design development schedule. Review the preparation of bid documents and compare to schedules developed during the conceptual design phase. Report on activities that are on or behind schedule. Recommend corrective action as required.
- Review plans and specifications for technical accuracy and coordination during development. Check construction feasibility and coordination of all design disciplines. Advise on contract provisions for controlling construction schedules. Advise on special and general conditions sections of the specifications.
- Conduct value engineering review of design development. Conduct a multi-disciplinary value engineering review to evaluate alternatives for out-of-budget building systems.
- Report on escalation changes. Monitor the rate of inflation in the construction industry and update cost Projections accordingly.
- Estimate final design development. Prepare a construction cost estimate for all building and site development in categories comparable to previously developed cost models and budgets.
- Compare design development to cost models. As drawings progress, compare estimates to cost models and budgets by category.
- Update Project accounting reports. Prepare current Project accounting reports that include cost summaries and detailed cost status reports.
- Identify long-lead delivery items for early purchasing. Identify materials and equipment which require long delivery times and are critical to the progress of the work. Develop a strategy for purchasing these items directly and later assigning them to a contractor.
- Identify interested contractors and suppliers. Maintain contracts developed during conceptual design phase and continue to promote interest in the Project.
- Establish final procurement strategies. Finalize Project strategies considered during the conceptual design stage. Finalize all bid packages and phasing techniques.
- Review plans and specifications for technical accuracy and coordination. Review plans and specifications as they are being developed. Check construction feasibility and coordination of all design disciplines. Advise on contract provisions for controlling construction schedules. Advise on special and general conditions sections of the specifications.
- Recommend contract provisions. Prepare contract provisions for inclusion in the construction specifications. Require performance by the contractors to support quality, cost and schedule objectives.
- Prepare bidding documents. Advise on general conditions and develop bid forms for all bid packages.
- Bid long-lead-time materials and equipment. Organize and manage the bidding of long-lead-time materials and equipment. Prepare bid forms and distribute bidding packages. Review and analyze bids.
- Update master schedule to reflect the current Project plan. Prepare both graphic and numeric reports and distribute to all members of the Project team.
- Establish and monitor detailed construction document schedules. Update, expand, and review schedules that identify individual areas of responsibility for the preparation of construction documents. Monitor and report on progress.
- Establish submittal procedures. Document all procedures required for the submittal of materials, samples and shop drawings. Develop and maintain schedules and logs.
- Report on escalation changes. Monitor the inflation rate in the construction industry and update cost projections accordingly.
- Compare current design to cost models. As working drawings proceed, compare current estimates to cost models. Recommend modifications as required.
- Estimate final construction documents with detailed estimates. Display cost information in categories that can be compared to budgets, cost models and bid results.
- Update Project accounting reports. Prepare current Project accounting reports. Include Project cost summaries and detailed cost status reports.
- Identify interested contractors and suppliers. Maintain contacts developed during the design development phase. Continue to promote interest in the Project.
- Conduct pre-bid conferences. Organize and direct conferences prior to the receipt of bids that include all bidding contractors, consultants and the client.
- Manage issuance of addenda. Work with the architects and engineers in the preparation of construction documents addenda and handle the issuance with the appropriate bidders.
- Receive bids and assist in evaluation. Make recommendations on award of contracts.
- Negotiate contracts on behalf of the client. Where elements of work are not competitively bid, negotiate on behalf of the client to establish a fair and equitable price for the work to be accomplished.
- Conduct preconstruction conference. Organize and direct a preconstruction meeting between the contractors, consultants and client. Review Project organization, lines of authority and Project procedures.
- Maintain on-site staff. Maintain a field staff to administer the work of the construction contractors. Inspect the work for conformance with plans and specifications.
- Manage testing agencies and assist in selection. Coordinate their work, review their reports and make recommendations regarding their findings.
- Prepare detailed construction schedule. Schedule should outline start and finish dates for procurement and construction activities and establish major milestones for each segment of the work.
- Monitor progress of the work. Review contractors’ construction schedules and observe construction progress. Report deviations which will jeopardize job progress and workwith contractors to develop recovery plans as necessary.
- Control construction quality. Review capabilities of proposed subcontractors and evaluate their suitability. Review proposed procedures and equipment prior to use. Observe work in progress and report defects and deficiencies as needed.
- Maintain jobsite records including log of contracts, drawings and specifications. Inventory handbooks, technical standards and operating manuals. Log shop drawings and samples. File correspondence, directives, and meeting minutes.
- Process pay requests. Develop and implement a procedure for the review and processing of contractor applications for payment. Review contractor’s schedule of values for use in processing payments.
- Recommend changes in the work. Make recommendations for changes in the work based on current field conditions or ones which will save time or money or improve overall work quality.
- Maintain an up-to date, accurate project accounting system. Include costs of contracts, direct purchased materials and other appropriate items. Make revisions to incorporate approved changes as they occur.
- Process change orders. Develop and implement a system for the preparation, review and processing of change orders. Estimate the cost of all change orders and negotiate them with the contractors in behalf of the client.
- Coordinate processing of shop drawings. Monitor submittals and expedite approvals of shop drawings. Maintain logs and sets of documents.
- Conduct regular job meetings. Schedule and conduct regular meetings at the job site. Include all client and contractor representatives and appropriate consultants. Discuss job progress and track and record decisions.
- Assist in claims defense. Support the client in the defense and resolution of claims related to the Project. Assemble and analyze data where applicable.
- Prepare field reports. Maintain daily job site reports that record weather, numbers of workmen, equipment in use, general activities and special occurrences. Prepare monthly status reports which record the progress of the work and comment on quality, cost and time issues.
- Monitor safety Project. Review the contractor safety Projects. ake recommendations and monitor adherence.
- Manage insurance Project. Manage the processing of claims, payments and rebates for client-sponsored insurance Projects.
- Arrange for photographic record of the Project. If required, arrange for sequenced video coverage or monthly photographs of the work in progress.
- Develop cost-out schedule. Produce a detailed schedule of close-out activities that includes punch lists, equipment testing, start-up procedures and occupancy.
- Assemble operating manuals and warranties. Collect and catalogue all procedure manuals and instructions for the operation of mechanical, plumbing, electrical and special equipment. Collect all warranties as necessary.
- Coordinate acceptance inspections. Schedule and direct inspections to develop punch lists. Establish substantial and final completion dates.
- Close out construction contracts. Work with each contractor to monitor the completion of punch list items and finalize all outstanding changes in their scope of work. Verify the payment of retainages.
- Coordinate systems testing Projects. Organize and manage the testing of mechanical, plumbing, electrical and special building systems.
- Implement start-up procedures. Plan and monitor the start-up and adjustment of all building systems.
- Coordinate occupancy. Work with the client to schedule the installation of furnishings, fixtures and equipment, as well as develop a plan to phase the relocation of personnel.
- Participate in management of warranty work. Work with the client and the designers to ensure that the contractors honor their warranty responsibilities in a timely manner.
RAVING FANS RAVING
“Jason Schlutt is always my first call when I am tasked with building out a site. I hired Jason to manage our San Francisco and Sunnyvale projects. Not only did he drive the project with a positive attitude, but they were able to blend the talents of many diverse team members. I highly recommend and appreciate his quality leadership skills.”
“Jason’s team has provided significant guidance to me and my corporate clients for many years by helping shape vital “work letter” lease language prior to execution. It is no secret that his construction knowlege and technical expertise makes a difference when transferring terms and conditions from paper to the actual construction site. When they help write the rules, you win.”
“Working with Jason Schlutt is refreshing. He has built a team of exceptional professionals who are able to control projects with calm and skill, and provide clear communication to vendors and team players allowing everyone to do their job effectively and successfully. Their integrity and experience is evident every step of the way.”
“With over 30 years in the Facilities field, I’ve worked with many Project Managers, both contracted and internal. None have Jason’s depth, breadth or high level of integrity and ethics. I always look forward to future opportunities that will allow us to collaborate.”
“Jason Schlutt exceeded our expectations as a Development Manager. This was our first development in Silicon Valley and we needed a partner we could trust, someone that we knew would drive the process, watch our checkbook, and bring the best possible product out to market. He delivered and we’ve become Raving Fans of his services.”
“Compass Solutions quickly became an integral part of our team — tackling day—to—day tasks and providing project leadership to Vormetric every step of the way. When the relocation process became challenging or even demanding, it was comforting to lean on them for their expertise, readiness, and leadership. Our only regret we have is not having them around for our previous moves.”