Expedited ”Over the Shoulder” Project Review

Special Projects Group

Criteria for this review:

Under $5M project cost, and

Appropriate scope, and/or

Expedited schedule requirements from client

Administering Group:

Oversight Committee

SPG (Olivia Yang, Lou Castino)

Eng Services (Ali Ferdos, Robbie Avila)

EHS (Mark Murray)

C&C (Lyle Zimmerman)

Procedure:

  1. Project is approved and funded for design and construction
PROJECT STARTS.
  1. Project Manager submits project to be considered for expedited/OTS project review to SPG Director.
  1. Oversight Committee reviews project scope to determine if.

a. the project scope fits the criteria for the "expedited/OTS" projects.

b. staffing required for expedited review is available.

c. $1M or under project

Oversight Committee meets every two weeks, typically Friday 10am.

  1. If designated an expedited/OTS project, SPG Director informs Project Manager.

Project Manager confirms project team members (representatives of SPG, ES, EHS, C&C, client, CASPO). Obtain contact information (phone, email) of all reviewers and stakeholders.

  1. Pick AE (term consultant if possible) and distribute names and contact information to review team.
  1. SPG PM invites project team to design kick off meeting.
  1. Preliminary Design Phase.

a. Kickoff meeting

PM introduces project team members.

PM brings Project Work Plan and/or Intake Information Sheet.

AE/PM describes detailed scope of the project.

AE provides brief details on the following:

- Change of occupancy, space use, and number of occupants.

- Existing systems that are going to be affected or modified (Structural, Architectural, Civil, Mechanical, and Electrical).

- Environmental and Safety issues that need to be addressed.

- Other known special systems and issues that needs to be addressed.

PM/all review application to FDI (ongoing through design phase).

PM/all complete Attachment B.

PM schedules all meetings for this phase.

PM confirms project schedule and deliverables at each milestone/review meeting.

AE prepares meeting minutes, email to all attendees within 3 working days

(PM to ask AE to consider use of laptop at OTS meetings).

  1. Over the shoulder review meetings

PM schedules specific times for each reviewer

(not all reviewers attend entire meeting).

PM responsible for delivery of plans/specs to reviewers 3 days before meeting.

AE prepares meeting minutes, email to all attendees within 3 working days.

(If review determines that documents are not ready, will advise the PM)

  1. End of Phase review meeting

AE reports construction estimate is on budget.

Project Manager confirms project budget is on schedule.

Project Manager gets concurrence of all members of project review team on scope and resolution of issues

(get written sign off at meeting).

Project Manager sends email to Oversight Committee, cc all members of project team stating that there is concurrence by all reviewers that project design is ready to move to next phase. Or, if issues still pending, describe how issue will be resolved. Email asks for approval to move to next phase.

10. Approval to CD phase at PRB or by SPG Director (as appropriate) If approval by Director.

Members of Oversight Committee email SPG Director their concurrence in moving to next phase.

SPG Director approves.

Hard copy of Project Approval is executed at next regular Oversight Meeting.

  1. CD phase.

a. Kickoff meeting

PM brings updated Project Work plan and/or Intake Information.

All review applications to FDI.

All identify issues from Preliminary Design phase which must be resolved.

PM schedules all meetings for this phase.

PM confirms project schedule and deliverables at each milestone/review meeting.

AE prepares meeting minutes, email to all attendees within 3 working days.

A/E to resolve the review comments for the next meeting or propose a date to resolve the issues.

  1. Over the shoulder review meetings

PM to schedule specific times for each reviewer

(not all reviewers attend entire meeting).

PM responsible for delivery of plans/specs to reviewers 3 days before meeting.

AE prepares meeting minutes, emails to all attendees within 3 working days.

PM responsible for checking for construction feasibility, duration, long lead items.

c. End of Phase review meeting

Concurrence of all members of project review team on scope.

Concurrence of Group Manager for Construction or representative.

AE reports construction is within budget.

PM confirms project is within budget

PM responsible for resolution of all issues by the end of the meeting

(or provide plan for resolution).

  1. Approval to bid at PRB or by SPG Director (as appropriate) if approval by Director.

Members of Oversight Committee email SPG Director their concurrence in moving to next phase.

PM delivers to SPG Director copy of memo from Contract Officer approving contact for bid.

SPG Director approves.

Hard copy of Project Approval is executed at next regular Oversight Meeting.

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