Roles and Responsibilities of a Project Manager

A project manager is an agent of the proprietor and assumes the role of the proprietor in a
construction project where the proprietor lacks the technical and organisational skills for the task.
As such, the project manager becomes responsible for preparing a brief, and appointing and co-
ordinating the consultants. The proprietors requirements are conveyed to the project manager who
ensures that they are acted upon by the consultant and contractor. He may, if engaged for a total
service, be responsible for such matters as site selection, feasibility studies, preparation of
consultants briefs, selection of consultancy team together with negotiation and documentation of
conditions of engagement, evaluation of design profiles, supervision of documentation,
implementation of programme, selection of contractual system, contract financial control,
supervision of letting as well as many other services. (Rawlinsons 2003, pg 754)


A project manager should have the following skills:

1. A high level of leadership and communication skills;
2. Ability to manage the client issues;
3. Ability to manage the local government approval process;
4. Ability to manage the design process;
5. Ability to manage the construction process; and
6. Ability to manage risks.



A project manager should undertake the following roles:

1. Understanding of the client
Understand the nature of the client as a non-profit entity in relation to decision making,
financial capability, high level of volunteers, lack of technical understanding and
limited knowledge of contractual issues.
Understanding of the end user requirements (including club members, community
groups, other sport or recreational groups).
Resolve any conflicts between users to achieve the optimum design and cost outcomes.

2. Understanding of the project
Understanding of scope.
Understanding of Funding (including funding sources, conditions of funding,
constraints and limitations on availability).
Understanding of time constraints (including sporting season, major events).

Understanding of budget (including benchmark costs, market fluctuations, locality
issues).

3. Understanding of design
Understand all legislative requirements
Develop functional brief
Prepare design brief
Align scope and budget
Manage sketch design and developed design process
Manage development of contract documentation
Manage the planning process and facilitate gaining all relevant approvals.

4. Understanding of tender process
Understand requirements of State Purchasing Policy
Evaluation of value for money
Ability to revise scope to meet tender price
Understand equity and probity issues as applied to the use of public funds

5. Understanding of the construction process and technical requirements of a building project.
Understanding of the relevant building disciplines
Understanding of relevant building contracts
Understanding of contract administration and roles and responsibilities of
Superintendent
Management of time, cost and quality of overall project
Undertake regular reviews of cost and program

6. Development of Risk Management strategies
Review, manage and mitigate risks around technical, financial, environmental and
political issues.
Develop proactive risk management strategies.

7. Communication
Provide regular reports to the client that is relevant and meaningful.
Include the client in the decision making process.

Provide the client with the tools to make sound decisions.


TERMS OF REFERENCE

PURPOSE

<<organisation>> requires offers from suitably qualified consultants to undertake the role of
Project Manager for the development of <<project>>.

BACKGROUND

<<organisation/ project background/ key contacts>>

PROJECT SCOPE/OBJECTIVES

- <<site details>>
- <<scope of works>>

- <<budget>>

This budget allocation is inclusive of all costs associated with the redevelopment including: project
management, design, approvals, statutory fees, planning studies, tendering, construction and
demolition, contingency and any other costs associated with the redevelopment works. The
consultant is responsible for managing each of these components of work to ensure the project is
delivered within budget and on time.

The milestone for project completion is <<project completion date>>.


PROJECT OUTCOMES/DELIVERABLES

The consultant will be responsible for managing the project within the available budget of <<$>>
with a practical completion date of <<__/__/__>>. The Consultant is responsible for the delivery of
each stage throughout the development including planning, approvals, design and construction
activities. Specific project management responsibilities will include:

Project Coordination

Recommend to the <<organisation>> an overall procurement strategy which will ensure
achievement of time, cost and quality objectives.

The Consultant is responsible for the management of existing and new consultants for the
achievement of the project objectives within overall budget limits and timeframe.


Design Management

Review the design documentation to ensure it meets <<ORGANISATION>>s project brief and
can be delivered within the project parameters.
Manage all professional consultancies required to deliver the project, including:
The preparation of a terms of reference, scope of works, tender documentation and assist in
assessment of offers from consultants.
Recommendation of preferred consultants for appointment by the <<ORGANISATION>>
to the project consultancy team.
Management of the consultants to ensure a coordinated approach and timely delivery of
services.
Management of the consultants to ensure the <<ORGANISATION>>'s objectives are met.
Act as the sole point of contact between the <<ORGANISATION>>and the Design
Consultant, key personnel and other consultants as deemed necessary.
Manage all design queries by acting as the interface between the <<ORGANISATION>>
and Contractors and the Design Team.
Manage all consultancies required to prepare any necessary Reports and all statutory
planning and development requirements.
Consult and negotiate with Council and other referral agencies regarding development
approval requirements.
Review documentation for consistency and quality, validate consultants progress claims
and provide advice on claims for additional fees.
Manage the variation request and approval processes
Arrange through the design team a monthly design report, which includes all issues
regarding planning, approvals and design.
Coordinate the preparation of tender and contract documentation
Approve packaging of contract works
Convene, chair and minute regular meetings as required.

Contractor Management

Manage the building contractors required to deliver the project, including:
The coordination of a sufficient number of complete sets of fully documented tender
drawings, specifications, Bills of Quantity and tender conditions.
Respond to all tender queries.
Assess all tenders, and arrange all financial searches on the recommended tenderer.
Review and advise the Department on acceptance of securities and insurances.
Issue notice of possession of site.
Undertake the role of Superintendent including arranging security deposit, reviewing and
authorising claims, issuing documentation, order Contractor to Make Good, direct
variations and issue certificates.
Manage the building works and coordination between the design and construction works.
Manage and monitor all queries to ensure a prompt response and high quality of work in
accordance with design requirements.
Monitor the Contractor's construction program and provide a copy with the regular
monthly report to the <<ORGANISATION>>.
Prepare progress certificates make recommendations for payment of progress claims.
Ensure all works are carried out in accordance with the contract documents.
Ensure the approved budget and construction milestones are achieved

Manage the variation request and approval processes.
Arrange for the preparation a monthly construction report.
Carry out regular inspections and issue the certificate of practical completion.
Coordinate all design and construction approvals and obtain the certificate of classification.
Coordinate and deliver all manuals, guarantees, maintenance schedules and "as built"
drawings to the Department.
Coordinate the rectification of all defects during the defect liability period.
Carry out a final inspection and issue the Final Certificate.

Project Meetings

Organise and chair regular design meetings, construction meetings and project control group
meetings, including the preparation and distribution of minutes within 24 hours of conducting
the meeting.

Time Management

Prepare a master program of activities to be undertaken over the development period.
Prepare a detailed program for the development including approvals, design, documentation,
construction and commissioning.
Prepare a time management report for the project on a monthly basis including a updated
program as applicable.
Manage the delivery of all stages of work to ensure project scope and budget milestones over
the three-year period are met.

Risk Management

Manage all risks associated with the project and put forward strategies for risk mitigation and
minimisation for approval by the <<ORGANISATION>>.

Cost Planning and Management

Confirm the indicative Project Cost and develop the project cash flows in a format acceptable to
the <<ORGANISATION>>.
Manage the cost management consultancy to prepare budget estimates, pre-tender estimates,
post tender estimates, variation estimates and progress claim certification.
Prepare the monthly progress claim to the funding partners including all consultancy and
contractor claims
Arrange for preparation a cost management report outlining budget, milestones, committed
funds, uncommitted funds, variations and forecast cost to complete the project.
Manage the design and construction activities to ensure the project is delivered within budget.

External Infrastructure to New Buildings

The Consultant shall liaise with the Local Government Authority (LGA) regrading the planning and
construction of external infrastructure for new buildings. Including arranging for a works proposal
from the LGA and submit to the <<ORGANISATION>>for approval.

The Consultant to monitor the progress of work to ensure it is coordinated with the main building
program and the facilities/ services are ready for use at practical completion and are maintained to
operational areas of the site.


Charges and Fees

The Consultant shall direct the Principal Contractor to lodge the Building and Construction Industry
(Portable Long Service Leave) Authority and Workplace Health and safety form and pay the
required charges prior to commencement of work on site. The Contractor should treat this fee as a
reimbursable.

Resource Agreement

The Consultant shall comply with the project compliance conditions set out in the State
Governments Funding Agreement with the <<ORGANISATION>>.

TIMEFRAMES

The target completion date for the Redevelopment is 31 December 2002. Funding provided
from the State Government remains current to 3 March 2003 in which time the project must be
completed and all funds acquitted.



REPORTING REQUIREMENTS

Formally report on a monthly basis to the <<ORGANISATION>> on the status of the
redevelopment to cover the following areas as a minimum:

cost report, indicating all committed funds, variations and forecast cost to complete,

design report indicating current design status and design issues,

program update highlighting any delays or time savings and detailing any extension of time
requests and approvals.

Construction report detailing current progress and highlighting any issues.

PRICE

The Consultant should prepare a lump sum price to undertake all work associated with the
Consultancy for Project Manager.

Hourly rates should be provided for the purposes of calculating any variations agreed to by the
<<ORGANISATION>>.

PAYMENT OF FEES

The successful consultant will be required to submit monthly progress claims to
<<ORGANISATION>>. These claims will detail all time accrued to the project as well as all
disbursements

MANDATORY REQUIREMENTS


This section specifies all mandatory requirements which the contractor/consultant must conform to
to be eligible for consideration for the project eg;

Public Liability Insurance

The Tenderer is required to have Public Liability insurance cover up to the value of $10 Million.
This insurance will be required to remain current for the life of the agreement.

Professional Indemnity Insurance

The Tenderer is required to have Professional Indemnity insurance cover up to the value of $5
Million. This insurance will be required to remain current for the life of the agreement and for three
(3) years after the contract has been performed.

Quality Assurance

Tenderers must be accredited to ISO9001.


Skills and Abilities

Refer Selection Criteria and Weightings

Experience

Refer Selection Criteria and Weightings.


SELECTION CRITERIA


1. Understanding Project Objectives (Weighting 30%)

The consultant is to demonstrate an analytic understanding of the Project Objectives including:
Scope of the project;
Scope of the consultancy;
Design considerations;
Stakeholder requirements;
Project/service deliverables in terms of time, cost, quality and function.


2. Methodology (Weighting 20%)

The consultant is required to describe its proposed methodology to deliver the required services.
It may include diagrammatic representation of the proposed process and reporting relationships.
Consultants using sub-consultants should demonstrate how they propose to manage the process,
including systems, procedures and team coordination. This could include such aspects as:
Overall design (or trade package) documentation process
Design management process
Programming issues
Cost planning and cost management
Construction Management Process
Planning and Development Approval process
Training, handover and commissioning process
Buildability issues
Quality management, safety and environment policies
Systems management
Key support equipment and systems
Built asset whole-of-life cost issues
Information on current best practice
Alternative forms of procurement
Maximising value for money
Strategies for community consultation
Approach to environmental/ecological sustainability issues

3. Resource Strategy (Weighting 10%)

The consultant should demonstrate how the resourcing of the project will be achieved in line
with the project objectives. The consultant should describe the resources of the job including
back-up resourcing and any special expertise considerations. This could include such aspects as:
Key managerial and supervisory personnel
Key team members (including CVs) and their experience
Use of local industry
Project organisation chart
Identification of key activities in terms of tasks and people
Management structures and reporting relationships
Past and current time related performance
Personnel back-up strategy
Referees

Use of special information technology packages, and
Impact on agency resources


4. Other Project Specific Considerations (Weighting 10%)

This criterion provides all consultants with an opportunity to state benefits that they can offer
over and above those sought in the project. The information provided should demonstrate how
they can add value to the delivery process or the project itself. This could include such aspects
as:
Innovation
Research and development
Prior site knowledge/understanding of local issues
Special skills/creativity, and
Contribution to the built environment



5. Price (Weight 30%)

Consultancy fees are to be provided as a Lump Sum figure to deliver the specified services.

Hourly rates for the purposes of project variations should also be included for key personnel.