APS Construction Management Team/Project Management Procedures Manual

256 Pages·2012·15.65 MB·English

APS Construction Management Team
Project Management Procedures Manual
July 1, 2011
ATLANTA PUBLIC SCHOOLS
Valerie Dial Thomas
Facilities Services Center
1631 LaFrance Street NE
Atlanta, GA 30307
Phone: [phone]
FAX: [phone]
Atlanta Public Schools
Facilities Services Department
Construction Management Team

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Atlanta Public Schools
Facilities Services Department
Construction Management Team

Table of Contents July 1, 2011

1. INTRODUCTION
a) Facilities Needs and Readiness
2. MISSION STATEMENT
a) Standard Operating Principals
3. POLICY DECISIONS
a) Policy Decisions, updated July 7, 2008
4. CONSTRUCTION MANAGEMENT TEAM ORGANIZATION AND DIRECTORY
a) Organizational Chart
b) Construction Management Team Phone Directories
5. ROLE OF PROJECT MANAGER
a) Project Management Notes
b) Project Management Responsibilities Matrix
c) Job Description - Project Manager
6. OFFICE AND ADMINISTRATIVE PROCEDURES
7. CAPITAL CONSTRUCTION PROGRAM STATUS REPORT
a) Construction Program Status Summary - Sample
b) Capital Construction Program Status Report - Sample
8. APPROVED VENDORS FOR SUPPLEMENTAL SERVICES, ARCHITECTS CMs
AND OTHER VENDORS
a) List of Approved Vendors
9. PLANNING ASSUMPTIONS - INTRODUCTION
a) Build Smart - Facilities Master Plan Planning Assumptions
10. DESIGN GUIDELINES, STANDARD SPECIFICATIONS AND BULLETINS
a) Design Guidelines (cover) and Table of Contents
b) Standard Specifications (cover) and Table of Contents
c) Bulletin to Design and Construction Professionals - Samples
11. SCHOOL FACT SHEETS, PROJECT SIGNS AND RENDERINGS
a) Fact Sheet - Sample
b) Rendering - Sample
c) Construction Sign - Samples
12. PROJECT BUDGETS, ARCHITECT ESTIMATES AND BUDGET CONTROL
a) Capital Projects Budget SPLOST III - Sample
b) Project Budget Analysis - Sample
13. ARCHITECT SELECTION AND RESPONSIBILITIES
a) GMP Summary Breakdown Sheet - Sample
b) Approved Vendors - Architectural Services
c) Architect Project RFP - Sample
d) Architect Project RFP Evaluation - Sample
14. GEORGIA DEPARTMENT OF EDUCATION (GaDOE) REQUIREMENTS
a) GaDOE Educational Facilities Construction Plan (Local Facilities Plan)
b) GaDOE Guideline for Educational Facility Construction
c) GaDOE Guideline for Submission of Documents
d) GaDOE Facility Plan - Sample
e) Inventory Drawings - Sample
15. DESIGN SCHEDULES
a) Project Design Schedule - Sample
b) Prototype - Project Design Schedule
c) Project Timeline - Sample
16. PROJECT COMMITTEE - INTRODUCTION
a) Project Committee, Communications and Design Reviews
b) APS Project Committee Review and Sign Off - Template
c) APS Project Meeting Sign-in Sheet
17. DESIGN NARRATIVE REPORT - PROCEDURES AND CONTENTS
a) Design Narrative Report Checklist
b) Design Narrative Scheme Evaluation - Example
c) Comparative Analysis - Example
d) Evaluation of Site Design Strategies - Sample
e) Existing School Condition Scenarios - Sample
18. APS INTERNAL DESIGN REVIEW PROCEDURES
a) APS Internal Design Review Submittals
b) APS Internal Department Review and Approval Form
c) APS Internal Department Comment Form
19. CONSTRUCTION MANAGER(CM) ASSIGNMENT AND RESPONSIBILITIES
a) CM RFP - Sample
b) CM GMP Summary Sheet - Sample
c) CM Evaluation Template - Sample
d) CM GMP Cost Evaluation Template - Sample
e) CM Summary Evaluation Template - Sample
f) Construction Management Process Outline
g) Approved List of Construction Managers
20. CAPITAL PROJECT - REQUEST PROCEDURES
a) Capital Project Request - Self Performed Process Outline
b) Capital Improvement and/or Space Re-Allocation Project Request Form
c) Response to Capital Project Request - Self Performed
d) Response to Capital Project Request - Outside Performed
21. ROLE OF THE PROJECT SCHEDULE AND SCHEDULING PROCEDURES
a) Construction Project Schedule - Sample
b) Local Weather Data - Sample
22. CONTRACTOR CODE OF CONDUCT ON APS SITES
23. PAY REQUESTS, CHANGE ORDERS AND FORM DOCUMENTS
a) Project Manager Pay Request Checklist
b) Architect’s Request for Partial Payment Form
c) Contractor’s Request for Partial Payment Form
d) Certificate of the Contractor and His Duly Authorized Representative
e) APS Change Order Within the GMP Form
f) APS External Change Order Form
g) APS Change Order for Architectural Contracts Form
24. NOTICES TO PROCEED - INTRODUCTION
a) Notice to Proceed - Architect
b) Notice to Proceed – Construction Manager
25. FURNITURE, FIXTURES AND EQUIPMENT AND RELOCATION
a) APS Furniture Matrix - Standard Classroom Furniture
APS Furniture Matrix – Standard Administrative Furniture
b) Job Description - Project Manager Relocation
26. PROJECT CLOSE-OUT PROCEDURES
a) Project Close-out Terms from Architect Contract
b) Project Close-out Terms from Construction Management Contract
c) Certification Letter - Architect
d) Certification Letter- Civil Engineer
e) Certification Letter - Electrical Engineer
f) Certification Letter - Mechanical Engineer
g) Training Checklist
h) Training Schedule Checklist - All Systems
i) Architectural Certification (Final Completion) GaDOE
j) Asbestos Exclusion Certification Form GaDOE
k) APS Certificate of Final Completion
l) Index to Closeout Documents - Sample
27. FINAL PROJECT ACCEPTANCE FORM - INTRODUCTION
a) Project Acceptance Form - Principal
28. ARCHITECT, CM AND OWNER EVALUATIONS - INTRODUCTION
a) Architect Evaluation Form
b) Contractor/Construction Manager Evaluation Form
c) Owner Evaluation Form
29. LEADERSHIP IN ENERGY AND ENVIRONMENTAL DESIGN (LEED)
a) LEED 2009 for Schools New Construction and Major Renovations
Project Checklist
Registered Project Checklist
30. ARCHITECTURAL SERVICES CONTRACT
31. CONSTRUCTION MANAGEMENT CONTRACT
FACILITIES SERVICES
1631 LAFRANCE STREET
ATLANTA, GEORGIA 30307

JERE J. SMITH III, AIA
DIRECTOR OF CAPITAL IMPROVEMENTS
[phone]
FAX [phone]
[email protected]
July 1, 2011

To All Project Management, Design and Construction Professionals,

The following series of documents, forms and procedures represents the current
collection of information that is utilized to manage Atlanta Public Schools renovation,
addition and new construction projects including those completed as funded by the
Special Purpose Local Option Sales Tax (SPLOST). In an effort to constantly improve
the efficiency of the management of our program this collection of procedures will be
updated in whole or in part when necessary.

Construction Project Management is as much an art as a science. These forms and
procedures will likely need to be altered in some way to apply to a specific project or
corporate structure. This is not intended to be a comprehensive check-list for the
management of a project. A fundamental assumption of this program is that each
member of the design, construction and management team is a professional, and has
the ability to adapt and expand these procedures to specific project situations. All
procedures contained and those inferred in these documents must be used and applied
with a full measure of practicality and common sense.

This information is being shared with you to provide you with an understanding of the
Facilities Services Department standard capital project procedures and to assure all
projects are consistently managed and successfully completed. Simply put, our goals
are to successfully complete all projects within the APS Capital Improvement Program
1.) with the highest level of quality and safety, 2.) with the highest value and lowest cost
and 3.) in the most timely manner.

Thank you for your interest and your continued support of the Atlanta Public Schools. If
you have any questions please contact me at 404 802-3736.

Sincerely,

Jere J. Smith III, AIA
Director of Capital Improvements
For school system directory information, dial 404-802-3500. The Atlanta Public School System does not discriminate on the basis of race, color, religion, sex, age, national origin, disability,
veteran status, marital status, or sexual orientation in any of its employment practices, educational programs, services or activities. For additional information about nondiscrimination provisions,
please contact the Office of Internal Resolution, 130 Trinty Avenue, S.W., Atlanta, Georgia, 404-802-2362.
A P S
tlanta ublic chools
Facilities Services Department
Construction Management Team

Facilities Needs and Readiness July 1, 2011

1. Readiness means that a school facility is “fully ready” to receive students. More
specifically, readiness indicates that ALL issues related to life safety, indoor air
quality, cleanliness and any other condition that may detract from an environment
that is conducive to learning has been addressed. Schools must be in a state of
readiness every day that students are present in the facility.

2. There will always be Facilities needs. A facility will only be in a state of 100%
readiness for an instant. As soon as the building is occupied and utilized it will need
to be cleaned, maintained and or repaired.

3. While every Facilities need is important and must be addressed in a timely fashion a
building with outstanding Facilities issues (other then life safety) may still be
considered ready. See Item #1 above. For example a broken window, a single
classroom with the lights out, a single down HVAC unit impacting a classroom or
small portion of the building, a sink with a broken faucet and other similar items
under many conditions would not keep a building from being utilized for instruction.

4. There will always be some disruption, dust and drama when completing major
capital facilities projects. This is especially true when those projects are completed in
the summer break, winter break or spring break window of opportunity.

5. Responses to major facilities needs and improvements should be carefully
measured, planned and budgeted in advance of there execution. New initiatives are
by definition unplanned and unfunded.

6. Due to the number of schools and the available resources, all facilities needs and
improvements can not be completed at the same time prior to school opening. For
example some buildings may be pressure washed in mid June and others in early
August. The buildings treated in mid June will not be able to be re-treated prior to
school opening.

7. Maintaining a state of facility readiness is crucial to the success of students.
Superior facilities can make a positive difference in the lives of the children of Atlanta
Public Schools and contribute to preparing them to be successful contributing
members of society.

8. The Facilities Services Department has never failed to have a school ready for
students when required.
A P S
tlanta ublic chools
Facilities Services Department
Construction Management Team

Facilities Services Department Mission Statement July 1, 2011

To ensure a clean, safe and comfortable learning environment through efficient and
(cid:137)
effective delivery of well designed, constructed and maintained facilities.

To establish and maintain a partnership with the Instructional Division that fosters
(cid:137)
establishing and maintaining a welcoming environment for students and supports
the student’s active engagement in their work. This partnership must be based on
a sprit of cooperation, understanding and open supportive dialogue.

To ensure the safety of the students, faculty, administration and other occupants of
(cid:137)
the facilities by proper construction and installation of facilities and equipment.

To increase the life of a school or facility and its support systems.
(cid:137)

To construct, maintain and support the cleanliness of all operating facilities that
(cid:137)
ensures they are conducive to leaning.
Atlanta Public Schools
Facilities Services Department
Construction Management Team

Standard Operating Principals July 1, 2011

The entire APS Facility Services Department including the APS Construction
Management Team and each individual project managers must take their authority and
role seriously as the custodian of millions of dollars, either of individual owners’, stock
holders’ or the public’s funds, not taking for granted the level of trust granted to them in
this situation and operate under a series of core operating principals.

An indication of the role, the responsibility and the relationship of the project manager to
the owner’s overall organization should be able to be understood by an evaluation of
these principals. A proposed set of Core Operating Principals follows.

Core Operating Principals

1. Communicate
2. Be responsive
3. Delivery quality
4. Exceed expectations
5. Be accessible
6. Acknowledge problems
7. Help others
8. Show empathy
9. Take initiative
10. Be reliable
Atlanta Public Schools
Facilities Services Department
Construction Management Team

Summary of Policy Decisions - Introduction July 1, 2011

In order to operate a comprehensive long-term construction program the APS Facility
Services Department has made decisions and established certain policies on the
direction that the APS Construction Management Team and the construction program
will take and on the procedures that will be used to achieve their goals.

It is important that these policies be documented in writing in order to keep current and
future team members focused in the right direction and to avoid the perception by those
outside the team (contractors, internal user groups, etc.) that there are inconsistencies
in the management of the program. This is a dynamic document that should be
reviewed and updated as required.