Project Protocol
Project Protocol is a component of the Project Management Plan, and is customized to document and detail requirements specific to each individual project.
Important elements of Project Protocol include:
- Procurement
- Budget Procedures
- Schedule Procedures
- Communication Protocol and Procedures
- Pre-Design Systems & Methods
- Design Process & Project Delivery Approach
- Coordination & Management Systems and Procedures
- Close-Out Documentation & Deliverables
Due Diligence / Pre-Design
Our collaborative approach in managing the pre-design process is founded in our belief that it is critical for the project manager to gather all available information into an initial package in order to fully understand and document the status of the project.
STEP 1: Due Diligence / Pre-Design
Achieving a Solid Foundation
Using a business management approach for all projects, we focus on communication and the key processes of time management, cost management and quality management. In essence, we develop a business plan for the entire project process, including expectations, objectives, resources, and responsibilities.
- Collect comprehensive data for all available aspects of the project
- Develop a management plan to achieve project goals and objectives
- Negotiate required contracts for this phase
- Understand the owner’s requirements & build a project team
- Employ Project Protocol, customized to each individual program
- Schedule and manage owner meetings
- Ensure proper zoning, permitting, surveys, and environmental studies
- Obtain feasibility studies and confirm funding
- Establish an initial project budget and schedule
- Engage with community and neighborhood groups
- Bring into the project selected other required team members and consultants
Program Design / Optimization
As a program moves ahead, we work with the Owner and design team to review all design documents for constructability and conformance with the project design concept and budget.
STEP 2: Program Design / Optimization
Establishing a Successful Framework
With final documents proceeding, we engage in formal cost monitoring. This comprehensive review results in the need for critical decisions that impact the overall project cost and scope. Our value engineering approach provides the tools for the Owner to make informed choices and strike a balance between cost and other needs-based factors.
- Determine budget & cost optimization (short & long term interests / anticipating future needs)
- Prepare project delivery approach
- Employ Project Protocol, customized to each individual program
- Design reviews and approvals (Schematic design, Building systems specification, Construction documents, Permit review & acquisition)
- Coordinate FF&E procedures (furniture, fixtures & equipment)
- Perform risk diagnostics
Pre-Construction / Procurement
We oversee the bid and selection process because a successful program is dependent upon a quality team of contractors that can meet the needs of the project and work within the established framework.
STEP 3: Pre-Construction / Procurement
Developing a Winning Team
It is imperative that contractors on a given project be able to perform their services in collaboration with other team members, while fulfilling the obligations of the project in a cost effective manner. We have extensive experience developing the necessary strategies and documents for bid projects.
- Manage requests for proposals/qualifications for General Contractor (GC)
- Coordinate the GC interview, bid, and selection process
- Negotiate GC’s contract in conjunction with Owner/Owner’s attorney
- Employ Project Protocol, customized to each individual program
- Oversee interview, selection, and contract negotiation process for consultants/ subcontractors
- Work with contractor or cost consultant to obtain preliminary pricing
- Analyze pricing submittals and make recommendations to Owner
- Review Construction Contract with Owner and Owner’s representatives
- OAC Meeting (Owner / Architect / Contractor) and pre-construction conference
- Schedule the issuance of notice to proceed
- Perform risk assessment
Construction
Our primary function during the construction phase is to ensure that the process is well coordinated and that the quality of the work is in accordance with the contract documents.
STEP 4: Construction
Ensuring a Quality Outcome
Once a project is underway, it is critical that all contractors follow standards established in the pre-construction phase. By maintaining a program that follows time, cost, and quality protocols, we are able to anticipate the unexpected and deliver an end result that fulfills the expectations of the Owner.
- Monitor project and construction schedule
- Conduct analysis for cost, time, and quality management
- Ensure proper risk mitigation
- Maintain proper reports and record keeping
- Employ Project Protocol, customized to each individual program
- Schedule all site visits, field observation reports, inspections, and testing
- Process vendor contracts and payments, and commitment change order proposals
- Complete construction quality assurance & control
- Confirm completion of punch list activity
- Obtain certificate of occupancy
Post-Construction
When the last stones are laid and the paint is dry, our job is far from done. The Silverman CPM closeout procedure protects the Owner, and provides all the information and training necessary to operate the new/renovated buildings.
STEP 5: Post-Construction
Finalizing the Job
Attention to every detail is important even when the construction work is finished. We engage in a thorough review process to make sure there are no loose ends or surprises down the road. Our due diligence in these final steps provides safeguards and offers assurances for the Owner as they open the doors for the first time.
- Create project close-out documents
- Provide maintenance manuals & operating procedures
- Employ Project Protocol, customized to each individual program
- Submit final affidavit and lien waiver
- Complete punch list and corrections
- Review spare parts and warranties
- Secure final acceptance and payment
- Conduct walk-through and move in / occupancy
Learn More
If you are considering a construction program or simply want more information about Silverman CPM’s process, please contact us.
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